2021 ANNUAL GENERAL MEETING INFORMATION, BOOKING LINKS & DOWNLOADS
Notice is hereby given that a General Meeting of The Vintage Motorcycle Club Limited (The Company) will be held by Zoom
on Sunday 18th April 2021 at 11 am
Each web vote saves the VMCC £1 and potentially £13k if everyone votes electronically. It also saves volunteer time for our scrutineer teams in keying in votes.All web voters will be entered into a prize draw for a specially numbered version of the sold-out VMCC 75th-anniversary watch.
- Mario Costa-Sa
- Brian Southam
There is no need to nominate a proxy and on this occasion, you can vote directly, simply vote directly on the web by clicking here.
If you have already voted by paper or other means and wish to change your mind participating in the AGM and reviewing AGM information it will be your most recent vote that counts.
Paper forms are at the back of the AGM Notice sent with the March 2021 Journal for postal return to Allen House.
This includes web voters who change their mind or paper voters who simply wish to recast the vote by web. This will make the consolidation cheaper, simpler and quicker in the future and will save the VMCC hundreds of thousands of pounds in the next 75 years to come.
Joining the AGM in person
Pre-registration is required to ensure capacity on the zoom link and to check for a quorum.
A booking link is now open https://vmcc-agm.eventbrite.co.uk
The Zoom joining details and link will be sent by email on Friday 16th April or at least 48 hours in advance of the meeting to all members who pre-register.
A phone dial-in option will also be available for those without access to the internet.
By confirming the link until 48 hours before the meeting allows us to save money by ensuring we book the most economic Zoom option for the meeting and minimise security issues from unverified registrations (Zoom bombers).
Please find the link below for the AGM Notice, Directors' report, club management & financial information that was sent out with the March 2021 Journal
Minutes of 2020 AGM
Minutes of the AGM has been prepared by the Finance Director Cliff Harris, and have been approved by the Board for publishing.
Our thanks to Cliff for his diligence in preparing these minutes.
2020 Financial Year Accounts
The Annual Accounts to 30th September 2020 have been prepared by the Auditors, signed off by the Finance Director, Cliff Harris, and have been approved by the Board for publishing.
A further explanation of finances is given in the AGM Notice
Appointment of Proxy - Why & When?
The Board are mindful of their obligations under Companies Act Section 324 - Rights to appoint proxies and have made all efforts to comply.
A member of a company is entitled to appoint another person as his proxy to exercise all or any of his rights to attend and to speak and vote at a meeting of the company.
A proxy must vote in accordance with any instructions given by the member by whom the proxy is appointed.
We realise that with electronic voting being permissible the role of the Proxy may be diminished. Members are now able to attend remotely and/or cast their vote directly without using a Proxy.
The Board feel that the ability of the Proxy to participate in the meeting should remain open to those members who are unable to attend the virtual meeting, in which case the member should preferably send their Proxy form and ensure their Proxy will attend before the meeting. Nevertheless, the Companies Act states that the member is entitled to appoint a Proxy to vote on their behalf which means that Proxy forms received after the AGM on Sunday 18th April but before Monday 3rd May will also be counted.
Why can we not use the Zoom Poll facility to vote?
The Board has considered this and concluded that Zoom
meeting Polling or voting is not compliant with the voting requirements of the Companies Act. To be compliant we would need a system that could cope with 13000+
members and be able to match the record of the poll for duplication against the electronic and paper votes. If people have used Zoom to vote with other organisations we would
suggest it was with much smaller numbers and/or perhaps not a limited company.
Why are we voting for Area Representatives en masse and not individually?
The plans for voting
for Area Representatives is a combination of practical and pragmatic. The Area Representatives are already in-post and there are no other candidates. Therefore voting 'en bloc' is the least onerous and compliant with our constitution to move forward.
Where is the summary of the 2020 AGM?
A summary of the meeting was covered by the former Chair in the April Journal Click here to view April 2020 Journal
How do family members and other members without a login vote?
The site and voting vmcc.net/agm does not require members' login. A Membership number is all that is required for the scrutineers to validate the vote.
Why does the web voting form have more options than the paper voting form?
The paper voting form was prepared by a new Acting Chair at extremely short notice, over a weekend, following the former Chair standing down. As such the previous paper format traditionally used for proxy choice was re-used to expedite matters. Subsequently, it was realised more information on member choice could be gathered electronically at no cost. The AGM notice includes a foreword from the Finance Director, covering the "best efforts" nature of the AGM this year.
Consistent with the AGM notice, votes must be received electronically or by post for counting within two weeks of the AGM. This means that any votes must be submitted electronically or received by post at Allen House before Monday 3rd May to be counted. You may of course vote immediately if you prefer. Alternatively, you may prefer to wait until you have had the opportunity to attend the AGM meeting on Sunday 18th April.
Who are the scrutineers and are they independent?
The President, Mike Wills (President@vmcc.net) is leading the plans for scrutineering, from the start of voting, random check on the votes cast for signs of vote tampering, and including counting the vote on Tuesday 4th May. The Directors and anyone standing will have no involvement in observing or counting votes. There is no longer any resource at Allen House to be tasked with counting votes and it is intended this will be done by volunteer members under the direction of the President.
A statement from the scrutineers covering the end to end process is available by 2021 AGM Scrutineering.
Scrutineer Team: Neil Lewis, Richard Willams, Michael “Griff” Griffiths & John Donaldson
What is the outcome of the Member Consultation on the future of the VMCC
Was it really necessary to produce a full-colour multi-page document on high-quality paper for this?
'Surely a simple printed document would have sufficed and shown to the members that the VMCC was serious about cost reduction?'
The Board apologises for not disclosing how much it has driven down the real cost of the AGM notice from the simple looking but expensive printed notice distributed in previous years.
This year's notice direct cost per member was less than half the cost of last year's notice as a result of placing the work with the Journal team rather than the old Allen House team. In addition, to avoid being 'penny wise & pound foolish', our more business experienced members will be no doubt be aware that there are other less obvious drivers of cost should one choose to consider the following questions:
• Does it cost any more to design a quality product than an inferior one?
• Can we combine processes – the Journal & the AGM notice, and use combined volumes to drive down cost?
• Is there really a cost difference for B&W over colour, and glossy over matt? Bearing in mind we believe that most of not all members would go for colour at the same cost why would we not provide it?
• Can we eliminate the hidden overhead allocation costs of Allen House from our non-core activities, especially membership operations?
• What added value tasks can the staff be doing on core activities, especially helping lapsed members with renewal, instead of being distracted by acting as a DIY design, print & fulfilment house?
• Will our approach of having high-quality low-cost notices encourage members to respond cheaply electronically, where responses can be collated at negligible cost?
With the current AGM notice, the new Board seems to have succeeded in its aims, by soliciting responses at a much lower cost than ever before.
We thank members for alerting the Board to this misconception on cost. The Board member responsible for Publishing will make a statement of apology for not confirming in advance the new cost-saving approach in the April Journal and causing any concern to members.