2017 Annual General Meeting

Transcription

1 2017 Annual General Meeting Civil Service Motoring Association Ltd Registered Office: Britannia House 21 Station Street Brighton BN1 4DE Registered Number England

2 Message from the Chairman Martin Hunter Association Chairman Dear Fellow Members I am delighted to be able to invite you to the Association s eighty-eighth AGM on Thursday 29th June This year s AGM is being held for the first time outside of London, at Walton Hall, Wellesbourne, Warwickshire, CV35 9HU commencing at 2.30pm. I am particularly excited to be preparing to chair this year s AGM and the opportunity to report on the progress we have made under our new Boundless by CSMA brand. I m also delighted that holding this year's AGM at this new and more central location may enable some members who have not previously been able to attend to do so this year. Boundless has undoubtedly taken our Association forward and will continue to do so in the coming years, providing us with the great deals and perks so many of our members enjoy, plus the endless opportunities for us to fill our spare time in the ways we love. These are exciting times and I look forward to seeing many of you on the 29th June. Martin Hunter 2

3 Agenda and Voting Pack THE ANNUAL GENERAL MEETING OF THE ASSOCIATION IS TO BE HELD ON THURSDAY 29TH JUNE AT WALTON HALL, WELLESBOURNE, WARWICKSHIRE, CV35 9HU COMMENCING AT 2.30PM. This is an important meeting where statutory items (including receipt of the annual report and accounts for the year ended 31st December 2016) will be dealt with. ACCOUNTS PAPER COPY As you may be aware, the Association s Articles now permit the Association to provide corporate documentation (including its annual report and accounts) to its members via the website or by . Members may, however, request that they be sent paper copies by post. The 2016 Annual Report and Accounts will be placed on the Association s website on the 1st May 2017 at annual-reports-and-accounts. If you would like to receive a paper copy by post, please telephone or send an to info@boundless.co.uk quoting your Boundless by CSMA membership number. VOTING As there are not any elections to be held or resolutions to be considered at this year s Annual General Meeting, Members are not required to cast votes prior to the meeting. PROXY FORM A proxy form is provided within this pack and online. You should complete and return this if you cannot attend the Annual General Meeting personally and wish to appoint someone who will be attending to act as your proxy. If you do not know anyone who is attending personally, you may nominate an officer such as the Association Chairman or Club Captain as your proxy. Please note that proxies only count in the event of a poll being called in the meeting and not under a show of hands. As with last year, you can now indicate your proxy online by visiting our website at boundless.co.uk/ AGMvoting. Alternatively, you can still use the attached Proxy Form to indicate your proxy by post as before. Proxy forms must be lodged with the Company Secretary at the registered office of the Association by 9.00am on Sunday 25th June Civil Service Motoring Association Ltd Registered Office: Britannia House 21 Station Street Brighton BN1 4DE Registered Number England 3

4 CIVIL SERVICE MOTORING ASSOCIATION LIMITED Agenda of Annual General Meeting Notice is hereby given that the Annual General Meeting of the Association will be held at Walton Hall, Wellesbourne, Warwickshire, CV35 9HU on Thursday 29th June 2017 at 2.30pm to transact the following business: 1. To receive an update presentation from the Chief Executive Officer 2. To receive and adopt the Minutes of the Eighty Seventh Annual General Meeting held on 7 October To receive and adopt the Annual Report and Accounts for the year ended 31 December To re-appoint Moore Stephens as the Association s auditors and to authorise the Board of Directors to fix their remuneration. 5. To receive an Annual Report from the Governors. Walton Hall 4

5 Present - 48 Members in person. In the Chair Mr Martin Hunter Minutes Minutes of the eighty-seventh Annual General Meeting of the Civil Service M otoring Association held at the AMBA Charing Cross Hotel, The Strand, London on Friday 7th October 2016 commencing at 4.30pm. 1. Presentation from the Chief Executive Officer. Mr Carl Fillery, Chief Executive Officer presented an update on the Association s performance during 2015 in terms of the health of the organisation, membership, brand change and the future. Mr Fillery reported on challenges that had been overcome and the progress that was being made in relation to the Association s finances and the creation of a more stable future for membership. Mr Fillery outlined the value the Association provides for its members and the reasons why the Association had adopted the new Boundless by CSMA brand and how this would take the Association forward in the future. Mr Fillery then invited question from Members. The questions raised concerned a number of topics relating to membership recruitment, the company s finances (including pension fund liabilities), membership eligibility and the promotion of Boundless at large scale events. 2. The Minutes of the 86th Annual General Meeting held on 2nd October 2015 The Chairman proposed that the minutes of the 86th Annual General Meeting be taken as read. There being no questions, Mr Graham Davis proposed (seconded by Mr Mark Roberts) that the minutes be approved. This proposal was agreed on by a show of hands and the Chairman then signed the minutes. 3. The Annual Report and Accounts for the Year ended 31 December 2015 There being no questions regarding the Annual Report and Accounts, it was proposed by Mr Dave Sampson (seconded by Mr Tony Morris) that the Annual Report and Accounts be adopted by the meeting. This proposal was agreed on a show of hands. 4. The reappointment of Moore Stephens as the Association s auditors Mr Colin Slinn introduced the proposal to re-appoint Moore Stephens as the Association s auditors. Following a question as to the length of time Moore Stephens had been the Association s auditors the Chairman then asked the meeting s approval to reappoint Moore Stephens. This proposal was agreed on a show of hands. 5. Annual Report from the Governors Mr Bev Cooper gave a verbal report of the work done by the Governors since the last Annual General Meeting. Mr Cooper reported that Mr Brian Comber and Mr Keith Davies had been appointed as Governors during 2016 and that Mr Peter Skinner and Mr Donald Heseltine having concluded their second five year terms as Governors they had retired as Governors. Mr Cooper reported that the Governors had met five times during the year to enable them to continue to monitor the Association s operating committees and 5

6 Minutes (continued) had been kept appraised of developments within the Association by the Association s Chairman and senior management. Those processes had enabled the Governors to satisfy themselves and confirm that the Association s affairs had continued to be conducted in accordance with its Memorandum and Articles and in the collective interest of Members. Mr Cooper was pleased to report that the CSMA Board had approved the Governors revised Terms of Reference. The Chairman thanked Mr Cooper for the report and the Board of Governors for their invaluable work and the support they gave to the Association. 6. To receive the results of the Postal Ballot for the election of the Member Director and Independent Council Member The Chairman announced the results in respect of the election for the position of Member Director. Mr Tim Ingram 672 votes Mr Nick Reed 808 votes Mr Glenn Steward 1177 votes The Chairman declared Mr Glenn Steward duly elected as the Member Director. The Chairman announced that as there was only one candidate standing for election for the role of Independent Council Member, Mr Alan Wakeman was appointed automatically and would be deemed to have been elected by ballot. In closing the meeting the Chairman (on behalf of the Board) thanked the Stenographer and the Association s Solicitor for attending the meeting and the reception team for administering the meeting. The Chairman also announced that next year s Annual General Meeting would take place Thursday 29th June at Walton Hall in Warwickshire. The Chairman declared the meeting closed at 5.29pm 6

7 MOISTEN HERE Proxy form Please complete the Proxy Form below if you cannot attend the Annual General Meeting personally and wish to appoint someone who will be attending to act as your proxy. Please note that proxies only vote on a poll. A poll may be demanded by: a. the person chairing the meeting; b. five Voting Members present in person or by proxy; or c. the Board of Directors. 1 Please write your name and membership number on the form and indicate who you wish to appoint to act on your behalf at the Annual General Meeting. 2 Please sign and date the form. Failure to do so would render the form void. 3 Please follow the folding and sealing instructions before posting your form. You do not need to be put a stamp on the form as the postage is pre paid. PLEASE FOLD Once completed, tear along the perforated line, fold and seal using the gum strip provided and return to the address overleaf. Completing the Proxy Form online You can now complete the Proxy Form online by visiting our website at boundless.co.uk/agmvoting. Alternatively you can still use the form below to appoint your proxy by post as before. Please note that the Proxy Form, both online and by post, must be received at our registered office by 9.00am on Sunday 25 June Member details Name (capitals):... Signature:... Membership Number:...Date:... Proxy Form Please complete if you are not attending the AGM. I,... [name in block letters] being member number... of the Civil Service Motoring Association Limited appoint... [name - this is a required field] of......[address] (a Voting Member of the Association) or, failing him/her... [name - this is a required field] of [address] (a Voting Member of the Association) as my proxy to vote and act for me and on my behalf at the General Meeting of the Association to be held on 29 June 2017 and at any adjournment thereof.

8 Boundless Britannia House 21 Station Street Brighton BN1 4DE