The Annual General Meeting (AGM) is the yearly business meeting for the Institute, which is required to comply with the Laws of the Institute.
The meeting is Chaired by the President who is supported by the Honorary Secretary, Honorary Treasurer and Vice-Presidents. Each Region/Centre has representation at the AGM, which is its Councillor and Voting Delegates, who have been elected to represent the membership by the Regional/Centre Committee. Non-members who attend are the Auditor, to present the accounts, the Chief Executive and support staff.
Any member or affiliate can attend the AGM but you must register your attendance. As a member or an affiliate you may take part in any debate but cannot vote. The vote has been delegated to the Voting Delegate from the Region/Centre.
Only Voting Delegates can vote and they are voting on behalf of their Region/Centre, as delegated by the Regional/Centre Committee. The vote will be via an online platform to ensure that the vote is recorded fairly and correctly.
Your vote is delegated to your Regional/Centre Committee. You will need to contact them directly and details can be found here.
In the first quarter of each year, the Chief Executive advises Regions on the number of Voting Delegates they are entitled to elect to represent the views of their Region. All Voting Delegates must be Chartered Members and all Chartered Members in the Region must be informed of the election of Voting Delegates to ensure fairness.
As agreed by Council, the breakdown is based on membership as at 1 March in any year. A Region is entitled to:
Member numbers Voting Delegates
In the first quarter of each year, the Chief Executive advises Centres on the number of Voting Delegates they are entitled to elect to represent the views of their Centre. All Voting Delegates must be Chartered Members and all Chartered Members in the Centre must be informed of the election of Voting Delegates to ensure fairness.
Centres 01 and 03-07 elect one Chartered Member who will have the necessary number of votes according to the Centre's membership, with, where appropriate, multiple votes.
The Republic of Ireland Centre's number of votes is based on the Regional model and will have its number of Voting Delegates based on the membership number in the Centre.
The AGM will receive and debate the Resolution(s) put forward; these are typically changes to the Laws of the Institute.
Regions/Centres who wish to table a Resolution(s) for consideration at the AGM must submit their Resolution(s) in the prescribed format to the Chief Executive in line with the timetable issued to the Region/Centres in the first quarter of each year.
The Chief Executive will receive and present the necessary papers for Council's consideration, in consultation with the Regional/Centre Councillor, and the Council will take a decision on whether to place the matter before the AGM, as an Institute Resolution and handled in the same way as any other Council recommended Resolution.
Individual members, other than members of the Regional/Centre Committee, also have the right to put a proposal to be considered at the AGM. Any such member may approach their Regional/Centre Committee for consideration of their views. The member should be invited to the Committee meeting for that specific item of business. If endorsed by the Region/Centre Committee, the proposal would then become a Region/Centre submission. This must also be on the prescribed format.
Alternatively, the member may approach the Chief Executive direct with a request for a proposal to be considered. The Chief Executive issues the notice of an AGM together with the timeframe for submitting Resolution(s) for an AGM in line with the Laws of the Institute.