3.1 The Annual General Meeting- AGM
3.1.1 Frequency
The full Committee meets at least once a year, normally in the spring
3.1.2 Introduction & Matters Covered
Administrative and policy matters are dealt with
The AGM will have the following standing items:
- Election of office bearers
- Financial report
- Secretary’s report
- Proposals for changes to the constitution
In addition all policy matters related to
- Record handling
- Observers
- ID criteria as it relates directly to acceptance of records
- Other issues of business as may be determined by the Chairman
Identification matters and related topics may be covered either in that meeting or in summer at a separate meeting.
3.1.3 Those Attending
Attendance at the AGM is limited to:
- Chairman (voting)
- Secretary (non-voting)
- 10 voting members (voting)
- Other members and assistants (e.g. Archivist, Museum Consultant, RIACT sub-committee representatives) if appropriate and by invitation from the Chairman (non-voting)
- Any member who has retired within the last three months (non-voting)
- Any member elected but waiting to take up appointment within the next three months (non-voting)
- The editor of British Birds and/or a representative from the editorial board of British Birds or board of BB 2000 Ltd (non-voting)
- Chairman [or chairman elect] of BOURC and/or representatives from the BOURC or TSC (non-voting)
In exceptional circumstances, and where there is a clearly defined and specific reason, additional non-voting attendees may attend by invitation of the Chairman and agreement of a majority of the 10 voting members (non-voting in all cases).
3.1.4 Voting procedures
Quorum at this meeting requires at least 6 voting members of the BBRC. Decisions will usually be reached by consensus at this meeting but, where voting is necessary, a majority of 2/3 of those voting will be required for any change in the constitution.
The Chairman has the casting vote.
3.2 Meetings on Identification issues
BBRC may choose to have additional sessions for discussion of identification issues or general identification updates associated with the business meeting.
A wider attendance at these additional sessions may include members of sub-committees, ex-members or experts in specific areas.
Attendance is by invitation of the Chairman and agreement of the voting members.
3.3 Other meetings
In addition to the AGM, BBRC may have additional meetings at other times of the year.
These may have business components of the meeting if approved by the Chairman. Any business component to these meetings should follow the voting rules described above.
For formal decisions to be made the meeting must be quorate.
