3. Meetings

3.1   The Annual General Meeting- AGM

3.1.1 Frequency

The full Committee meets at least once a year, normally in the spring. This may either be a traditional meeting or an online meeting.

3.1.2 Introduction and Matters Covered

Administrative and policy matters are the main topics to be discussed at the AGM. The AGM will have the following standing items:

-Re-appointment of Chair, Secretary and Vice-chair

-Re-appointment of any other roles such as Archivist, Genetics Consultant etc. (see Section 2.5.1)

-Financial report from the Chair

-Secretary’s report

-Proposals for changes to the Constitution

In addition, time will be allocated to discussing policy matters related to:

-Record handling and assessment


-Adding or removing a taxon from being a BBRC Rarity (see Section 4.1.1 & 4.1.2)

-Species and subspecies considered to be difficult to identify (see Section 4.2.3 & Appendix IV)

-Other business as may be determined by the Chair

Note: Identification matters for a species/subspecies and related topics may be covered either at the AGM or at a separate meeting, normally held in the summer (see Section 3.2.1).

3.1.3 Those Attending

Attendance at the AGM is limited to:

-Chair (voting)

-Secretary (voting)

-Vice-chair (voting)

-Ten Voting Members (voting)

-Those in Support Roles (see Section 2.5.1) if appropriate and by invitation from the Chair (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)

-Chair [or chair 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 Chair.

3.1.4 Voting procedures

Quorum at this meeting requires at least six of the persons entitled to vote. Decisions will usually be reached by consensus at this meeting but, where voting is necessary, a majority of two-thirds of those voting will be required for any change in the Constitution.

The Chair has the casting vote.

3.1.5 Additional Sessions on Identification issues

BBRC may choose to have additional sessions at the AGM for discussion of specific identification issues.

A wider attendance at these additional sessions may include ex-members or experts in specific areas.

Attendance is by invitation of the Chair.

3.2   Other Meetings and Decisions

3.2.1 Identification Meetings

In addition to the AGM, BBRC may have additional meetings at other times of the year. Although usually associated with identification issues, they are not limited to that area. However, if policy or business components are included then they have to be approved by the Chair. Any votes taken at these meetings should follow the voting rules in Section 3.1.4.

3.2.2 Electronic ‘Meetings’

If minor non-constitutional changes are to be introduced, such as new methods to be adopted in the handling or voting on records, then they can be discussed and voted on using electronic procedures. These will be administered by the Secretary.

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