AGM Minutes

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The IGS’s Annual General Meeting Minutes

The AGM should be held no later than September for all necessary items required for the compilation of the Charity Commission report, typically due 31 October each year, to be ready in good time.

Should the AGM be held during an IGS symposium or meeting it usually takes place on a Thursday just before lunch to try an ensure the necessary quorum specified in the Constitution. It this is not possible, the AGM will held on the third Thursday of September.

The Secretary General (SG) in attendance counts the audience, identifies how many members, from which countries, are present and advises the Chair that the necessary quorum has been achieved. All these details are noted in the Minutes
The President chairs the meeting. If the President is absent arrangements should be made for a Vice President to chair the meeting. The SG is not a member of Council and so plays no role other than that of recorder or to present the Treasurer’s report at the President’s request should the Treasurer not be in attendance.
The first item is approval of the Minutes of the previous AGM which have been distributed to all members through publication in ICE. The names of the proposer and seconder must be recorded for the Minutes. Voting is usually by a show of hands
The President presents his/her annual report on the state of the Society.
The annual report covers all activities by the Cambridge office, information on Journals, Annals and ICE published, and on meetings held and sponsored. It records important decisions taken by Council during the year. Financial details are usually left for the Treasurer’s report, although if dues are to be raised this might be mentioned. The SG provides the President with all the information required for the annual report in advance of the meeting. In some instances, the SG may have to draft the entire speech
The President announces awards that have been agreed by the old Council. Recipients of awards should have been notified prior to this announcement. The announcements should include one of two sentences on why the award is being made
A vote is taken on acceptance of the President’s report. The names of the proposer and seconder must be recorded for the Minutes. Voting is usually by a show of hands
The President then calls on the Treasurer to present his report. If the Treasurer is unable to attend this report may be presented by the SG.
A vote is taken on acceptance of the Treasurer’s report. The names of the proposer and seconder must be recorded for the Minutes. Voting is usually by a show of hands
The Society’s auditors are proposed and elected. A vote is taken on appointment of the auditor’s report. The names of the proposer and seconder must be recorded for the Minutes. Voting is usually by a show of hands
Elections to Council are confirmed. The slate has been proposed to members by mail prior to the AGM so no vote is required. See also article 4 Nominating Committee.
A vote is taken on adjournment. The meeting is adjourned. The names of the proposer and seconder must be recorded for the Minutes. Voting is usually by a show of hands
SG drafts the Minutes of the meeting with copy of the President’s annual address provided by the President and publishes them in the next issue of ICE