AGM 2025 Guide

The AGM has three key objectives that should be met by the end of the session:

1. Discuss and agree on policy;

2. Discuss and agree expenditure for the forthcoming year as well as agreeing on the level of subscriptions; 

3. Hold the UK Committee accountable for the work they have carried out and expenditure made over the past year and review the audited accounts. 

ESTABLISHING QUORUM 

The Chair will first determine if there are enough Primary Contacts present to hold the AGM – this is called quoracy. This is set at a third of the number of Primary Contacts, and if not enough are present, the AGM is unable to go ahead and conduct formal business.

WELCOME AND INTRODUCTION

The Chair will formally open the AGM and explain the process.

MINUTES OF THE 2024 AGM

The AGM will refer back to the minutes of the past AGM, discuss any clarifications or mistakes and decide if they are a true representation of the meeting. 

REPORTS

All members of the UK Committee report to the AGM on the work that they have undertaken over the year. Each member of the UK Executive will present their report (all reports and proposals are circulated prior to AGM and are available on the HELOA website). There will then be an opportunity for comments and questions. The reports will be proposed as one report and then a seconder will be sought from the members attending who must provide their full name and institution. The Executive member will then ask all primary contacts or proxies to vote on the motion. 

FINANCIAL ACCOUNTS

Audited accounts from the previous year and proposed budgets and subscription levels for the next year will be presented to the AGM for debate. The AGM will then be asked to formally accept the audited accounts.

PROPOSALS

Matters relating to changes in policy and the Constitution will be presented separately in the form of proposals. Each paper will be debated and be presented by a proposer and a seconder sought before being put to a vote. 

VOTING

Institutional full members are entitled to vote on motions at the AGM which is the role of the institutional primary contact. If the primary contact is unable to attend the AGM, they may appoint another institutional HELOA member as a proxy to exercise all, or any, of that primary contact’s rights to attend, speak and vote. Each primary contact or proxy may only hold one vote. It is the role of the primary contact or nominated proxy to canvas the views of their institutional HELOA members and vote accordingly during the AGM. They can choose to vote for, against or to abstain for each motion.

Any decision other than one falling within clause 10.4 (Decisions that must be taken in a particular way) shall be taken by a simple majority of votes cast at the meeting. In the event of an equality of votes, the chair shall either:

1. call for another vote; or
2. exercise his or her second, or casting vote. 

Decisions that must be taken in a particular way including, any decision to amend the constitution, must be passed at the AGM by a 75% majority of votes cast.