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Coming up at the CSP annual general meeting and special general meeting

Annual general meeting at CSP Congress

This year's annual general meeting (AGM) will be followed immediately by a special general meeting (SGM) to discuss CSP Council's proposals for bye-law changes to CSP borrowing powers and voting rights at AGMs for CSP assistants and student members. The chair of Council has called the SGM [under existing bye-law 17 and 16(2)] because of a technical objection by a member to the process of giving notice of the bye-law debates at the AGM. The one month's published notification of the proposed bye-law amendments in this issue of Frontline complies fully with requirements of the bye-laws. We therefore publish the two agendas. It is expected that a short AGM will be followed immediately by the SGM. Both meetings will be held on Saturday October 9 in the main auditorium of Birmingham International Convention Centre. The AGM will be held at 5.30pm. Agenda for annual general meeting

  1. Approval of the minutes of the last AGM, held on Saturday October 18, 2003
  2. Adoption of the annual report for 2003
  3. Approval of the balance sheet and accounts for the year ended December 31, 2003
  4. Appointment of Baker Tilly as auditors for 2004
  5. Results of 2004 byelections to Council
  6. Any other pertinent business

Copies of the full accounts for 2003 are available from the Society's director of finance and facilities. (The summary of the accounts for 2003 was included in the CSP annual report, sent to all members in May.) Agenda for special general meeting This will take place immediately after the AGM at approximately 5.55pm on Saturday October 9 in the same location as the AGM at CSP Congress. This meeting has been called by the chair of Council, Grahame Pope, to discuss Council's recommendations for changes to the bye-laws. No other business will be held. Agenda: bye-law changes

  1. Clarification of CSP borrowing powers (see note 1 below)
  2. Voting rights at the AGM (see note 2 below)

Notes on bye-law changes: Note 1 - clarification of CSP borrowing powers (This amendment to the bye-laws is subject to ratification by Council prior to the AGM.) The proposed change was brought about by problems in negotiating a short-term overdraft with the Society's bank in 2003 (which, subsequently, was not needed). The bank expressed doubts about the clarity of CSP bye-laws in authorising any form of borrowing. The additional clause bye-law 52(4) clarifies the Society's right to borrow, if necessary, and will help the future financial management of the CSP. The proposed bye-law 52(4) states: 'The Society's management group, appointed by CSP Council and acting in accordance with its delegated authority from Council under bye-law 44(7), may negotiate and agree terms (including the granting of security) with banks or other lenders for any overdrafts, loans, mortgages or other forms of borrowing on behalf of the Chartered Society of Physiotherapy.' Note 2 - voting rights at AGM for CSP assistants and students The proposal to amend the Society's bye-laws was approved twice by Council, by a two-thirds majority vote and then by a simple vote in July and September 2003. Council decided it should be put to the 2004 AGM. Council reaffirmed its decision at its meeting on July 15 this year. The amendments aim to resolve the anomaly in the AGM rules which prevents assistants and students from attending, speaking or voting at the AGM on matters such as the approval of CSP accounts or setting their own CSP subscriptions. Legal advice has been taken and the issue has been discussed at length by Council on three occasions. The proposed changes to the bye-laws are set out below. (The additional words have been put in bold type.) Please note the opportunity has also been taken to change the word 'chairman' to 'chair' of Council where appropriate, and the word 'associate' is the term used for assistants in accordance with a previous bye-law: 1.1  Bye-law 17: 'The Council or the chair of the Council may at any time order a special general meeting to be called and shall do so on the requisition in writing of at least 100 fellows or members or associates or student members.' 1.2  Bye-law 20: 'Any member, fellow, associate or student member desiring to propose a motion for consideration at the AGM other than that relating to the business mentioned in the preceding bye-law must give notice therefore to the chief executive at least three months before the date of the meeting. Unless the chair of the Council shall otherwise decide, the motion shall be notified to all categories of members, at least one month before the meeting, and be debated.' 1.3  Bye-law 21: 'Fifty members, fellows, associates or student members personally present and entitled to vote shall be the quorum for a general meeting and no business shall be transacted at any general meeting unless a quorum requisite be present throughout the business.' 1.4  It is proposed to amend bye-law 24(1) and abolish bye-law 24(2) - which deals with the election of one student from each recognised school of physiotherapy - to form a new bye-law 24. This would read: 'Every question submitted to a general meeting shall be decided in the first instance by a show of hands of the members, fellows, associates and student members present, and in the case of an equality of votes the chair shall, both on a show of hands and on a poll, have a casting vote in addition to the vote to which he or she may be entitled as a member.' 1.5  Bye-law 25: 'At any general meeting, when a poll is demanded by the chair or by at least 12 members, fellows, associates or student members personally present and entitled to vote at such a meeting, a declaration by the chair that a resolution has been carried, or carried by a particular majority, or lost, and an entry to that effect in the book of proceedings of the Society, shall be conclusive evidence of the fact, without proof of the number or proportion of the votes recorded in favour or against such resolution.' 1.6  Bye-law 30: 'Votes may be given either personally or by proxy. The instrument appointing a proxy shall be in writing under the hand of the principal. No person (other than the chair of the meeting) shall be appointed a proxy who is not a member, fellow, associate or student member. Proxies may be used for all the purposes on the agenda of the meeting or as indicated by the item numbers on the proxy instrument and subsequent amendments or proposals resulting therefrom.' Next steps Chartered physiotherapy members of the Society are encouraged to attend both the AGM and SGM. Votes at an AGM or SGM may be given personally or by proxy.  Proxy forms can be obtained from the chief executive's office at 14 Bedford Row, London WC1R 4ED (tel: 020 7306 6642, email: enquiries@csp.org.uk. They must be completed, signed personally, and returned to the chief executive's office, to arrive no later than 5.30pm on Monday October 4. Forms will be accepted by fax (020 7306 6643) or by post.  

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