1. Approval of the Minutes of the Annual General Meeting and the Special General Meeting held on Saturday 9 October 2004 in Birmingham
2. Adoption of the Annual Report for 2004
3. Approval of the balance sheet and accounts for the year ended 31 December 2004
4. Appointment of Baker Tilly as auditors for 2005
5. Approval of Bye-Law changes:
(a) Voting Rights at Annual General Meeting [see Note 1 below]
6. Results of Elections to Council 2005
7. Any other pertinent business
Copies of the full accounts for 2004 are available from the Director of Finance and Facilities at the CSP. (The summary of the accounts for 2004 was included in the CSP Annual Report sent to all members in May 2005.)
Votes at an Annual General Meeting may be given personally or by proxy. A proxy form can be obtained from the Chief Executive's Office at 14 Bedford Row, London WC1R 4ED [020 7306 6642 or firstname.lastname@example.org
], or downloaded from the CSP website [www.csp.org.uk]. Proxy forms must be completed, signed personally, and returned to the Chief Executive's office to arrive not later than 5.30pm on Monday 3 October 2005 - they will be accepted by fax [020 7306 6643] or by post.
Note 1: Voting rights at Annual General Meeting
The issue of voting rights at AGMs for student members and assistants (new Associate Members) of the CSP arose as a result of the Council review of processes and procedures at the 2002 AGM. Council decided in 2003 that the fact that no assistants and virtually no student members could vote at AGMs on any matter was an anomaly which needed to be corrected.
Council again voted in 2004 in favour of proceeding with the AGM vote. It was defeated at the AGM by 2125 votes to 659, by a combination of votes on the day and a large number of proxy votes.
Council reviewed its position and decided to establish a Discussion Group, called together by the Chair of Council, with the aim of reviewing what were the ways forward on voting rights for student members and Associates (assistants) at Annual General Meetings and Special General Meetings. The Group (which met twice) included a range of differing opinions; options were submitted to Council for discussion and decision. The proposals are different to those previously put to the AGM last year.
The following proposed amendments to the Bye-Laws were ratified on two separate occasions by Council (27 January and 23 March 2005). Council agreed:
1. That voting rights at AGMs for CSP student members and CSP Associates (Assistants) should be established for the following matters:
(a) Approval of CSP Annual Reports or other Council Reports.
(b) Approval of CSP financial reports and annual accounts
(c) Appointment of CSP auditors
(d) Approval of CSP subscription rates proposed by CSP Council (in cases where there were more than 5% above the rate of inflation, in accordance with Bye-Law 13(1).)
2. That in addition to the voting rights under Paragraph 1, voting rights for student members and Associates should also be extended to include the calling (by members in any category) of a Special General Meeting and the submission of any resolution for the SGM, under an amended Bye-Law 17.
3. That under Bye-Law 17, the minimum number of
signatures required to call a Special General Meeting shall be increased from 100 to 250.
4. That voting rights would not be extended to include the approval of amendments to the CSP Byelaws under the Royal Charter. Votes on Byelaws would continue to apply only to qualified physiotherapist members.
5. Council would undertake a review of the changes two years after their implementation.
BYE-LAW CHANGES: The following are the changes (shown in bold type) to the relevant Bye-Laws of the CSP to bring the changes agreed above into effect. They require a simple majority vote in favour at the AGM on 8 October 2005.
Voting rights on Annual Report, Accounts, Auditors and CSP subscriptions:
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.'
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.'
Bye-Law 25: 'At any General Meeting, when a poll is demanded by the Chair or by at least twelve 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.'
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.'
Special General Meetings and Motions to SGMs
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 250 Fellows or Members or Associates or Student Members.'
Bye-Law 20: 'Any Member, Fellow, Associate or Student Member desiring to propose a motion for consideration at the Annual General Meeting 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.'