Annual General Meeting 2025
19:00 on Weds 23rd April 2025 @ Little Haven Hall
The A.G.M. followed by a talk about the Wexford to St. david’s pilgrimage route.
The St Madoc of Ferns Community Group (Reg. Charity 1204104) are pleased to invite you to our second Annual General Meeting (AGM). We will look back at the last year, review our finances, and our plans for preserving St Madoc’s Haroldston West. We will elect the trustees and officers of the charity, discuss any proposed changes to the constitution or the way we work, and how you can get involved..
Everyone is welcome to join us for our short meeting and to stay for a glass of wine and for what I am sure will be a fascinating talk.
If you would like to become a trustee (we encourage you to do so) or you have a topic we should discuss / resolution to propose, then please let us know by 12:00 BST on Monday 21st April 2025 (email info@stmadocofferns.wales).
Agenda
Minutes of Previous AGM
Officers Reports
Standing for Election as a Trustee
Any member of the Community Group that is committed to furthering it’s charitable purposes and the charity is very welcome to stand as a trustee (part of the managing committee), provided that they meet the criteria set by the Charity Commission (https://www.gov.uk/guidance/automatic-disqualification-rule-changes-guidance-for-charities). A trustee will be expected to complete a self declaration that they do not have reason to be disqualified before taking up the position of trustee.
There is more information about the role and responsibilities of a trustee on the Charity Commission website (https://www.gov.uk/guidance/charity-trustee-whats-involved).
For a candidate to be considered for election, they must be proposed and seconded by (different) members of the society. An individual member can propose or second any number of candidates.
The constitution states that there can be up to twelve elected trustees, so there will be no voting required if there are less than twelve existing and proposed trustees. Our constitution states that one third of the trustees will stand down at each AGM but may stand again for appointment.
At this election, the following initial trustees will be standing down, but are willing to stand again for election: Alison Gibby, Gareth Morgan.
In the event of a contested election, an Election Officer will be appointed to run the voting. This will be a volunteer (not standing for election) at the AGM. If there are several volunteers, they will be selected based on a show of hands by members.
All candidates will be offered the opportunity to describe their relevant skills and experience in a speech lasting no more than three minutes. If the candidate is not present at the meeting they may ask another member to speak on their behalf or submit a short email (info@stmadocofferns.wales) to be read on their behalf.
Members will then be asked to list up to twelve candidates that they wish to serve as trustees. Their papers will be collected by the Election Officer who will total the votes and the twelve candidates with the highest number of votes will be elected. In the event of a tied vote for the final position(s) there will be an additional “run-off” election between those candidates following a similar process managed by the Election Officer.
Standing for Election as an Officer (Chair, Treasurer, Secretary)
The principal officers of the charity are the Chair, Treasurer and Secretary. More information can be found on the Commission website (https://www.gov.uk/guidance/charity-trustee-whats-involved#chair-and-treasurer-trustee-roles).
These positions will be appointed based on a vote of the members. The position of Chair will be appointed before going on to Treasurer and then Secretary. Any individual trustee may serve in one of these offices.
For a trustee to be considered for election to office, they must be proposed and seconded by (different) members of the society. An individual member can propose or second any number of candidates.
In the event of a contested election for an office, an Election Officer will be appointed to run the voting. This will be a volunteer (already appointed for trustee election, not standing for election, or already elected to office) at the AGM. If there are several volunteers, they will be selected based on a show of hands by members.
All candidates for office will be offered the opportunity to describe their relevant skills and experience in a speech lasting no more than three minutes. If the candidate is not present at the meeting they may ask another member to speak on their behalf or submit a short email (info@stmadocofferns.wales) to be read on their behalf.
Members will then be asked to vote for the trustee they wish to be appointed to that office. Their papers will be collected by the Election Officer who will total the votes trustee with the highest number of votes will be elected. In the event of a tied vote there will be an additional “tie-break” election through a show of hands by trustees only.
Submitting a Resolution / Discussion Topic
For a resolution to be discussed at the AGM
- The resolution must consist of a few sentences (up to 125 words) that clearly describe the motion which members are being asked to consider. A supporting statement of up to 500 words may also be submitted.
- The resolution must clearly state the outcome / actions should the motion be agreed.
- The resolution is e-Mailed to the charity (info@stmadocofferns.wales) by the deadline given.
- The resolution must be proposed and seconded at the AGM by separate members of the charity.
The resolution will be declined by the trustees if:
- The Trustees believe the resolution to be defamatory or unlawful to publish.
- The Trustees believe that the resolution deals with the same issues as another resolution which is to be considered at the same AGM, or that it deals with something which has been dealt with in an AGM resolution in the previous twelve months.
- At least 75% of the Trustees believe that the resolution is not materially relevant to the purpose of the charity.
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