Your committee proposes the attached amendment to our constitution to bring us up to date with digital age. This will be submitted to the AGM on 18th November.
ITEM 7 FINANCES. After " these shall be signed by any TWO of the Signatories or through recognised internet" Add " or telephone banking procedure"
ITEM 8. "Given the need for the Society to hold AGM and/or Executive Committee Meetings despite COVID restrictions on physical meetings, the Executive Committee resolve that in order to comply with good governance it will hold the next AGM and future Executive Committee meetings online virtually or as hybrid meetings despite the lack of authority to do so in the constitution. Persons who register to join the meeting online in accordance with the information supplied by the Society will be taken to be present and count as part of the quorum and be entitled to join and participate in the relevant meeting as if they were physically present"
ITEM 9. VOTING delete "by closed ballot" and insert "by show of hands"
The reasons for the amendments are as follows:
ITEM 7. Modern technology allows for both electronic means of making transactions. The safe guard will be that there are still 2 persons to authorise the transaction.
ITEM 8. Dispensation was granted to permit organisations to hold meetings of members (AGMs & GMs), committee meetings and regular meetings of members "virtually" despite the lack of authority to do so in the constitutions. The Corporate Insolvency & Governance Act 2020 (CIGA) permitted this and the dispensation was supported by the Charity Commission who adopted a pragmatic approach permitting delayed meetings and for them to be held virtually rather than face to face. Many societies took up the dispensation and indeed found it helpful to hold virtual meetings.
This dispensation ended on 30th March. COVID restrictions will no doubt vary over time but the above amendments should enable continued good governance of your Society.