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How to vote at the AGM

We urge all our members and clubs to ensure their views are represented by voting at our AGM. You can do this in various ways, join us on the day or appoint a proxy to vote on your behalf. Find out more below.

Voting in person

Individual members can attend the AGM and vote in person. We ask you to register with our membership team at the desk on arrival, where you will be issued a voting card.


Appointing a proxy

  • If you cannot attend the meeting in person, you may appoint a proxy to attend and vote on your behalf. 

  • You can do this by completing the proxy voting form which can be found on the reverse of the cover sheet for our summer Scottish Mountaineer magazine and posting it to us or download the proxy voting form.  There is a supplementary proxy voting form for the election of a Director for Access & Conservation.

  • Your proxy voting form must include your membership number and be signed by you. 

  • Your proxy need not be a member of Mountaineering Scotland. You can also ask Mountaineering Scotland's President (Chair of the AGM) to act as your proxy. If you appoint someone other than the President as your proxy, you are responsible for ensuring that they attend the meeting and are aware of your voting intentions.

  • Completion of a proxy form will not prevent you from attending and voting in person if you so wish. If you have appointed a proxy and attend the meeting in person, your proxy appointment will automatically be terminated. 

  • Proxies are asked to register at reception on the day, where they should state that they are acting as a proxy. We will issue proxies with the votes which have been notified to the Company Secretary for which they are responsible.

  • Please follow the voting instructions on the proxy voting form and ensure that your voting intentions are indicated by an X in the appropriate space. 

  • If you do not indicate your voting intentions, the proxy may vote (or abstain from voting) as s/he thinks fit on motions tabled at the meeting and vote as s/he thinks fit on any other business which may properly come before the meeting. 

Members of clubs are not entitled to vote at the AGM unless they are also individual members. Instead, clubs are entitled to a number of votes determined by the club's most recent membership figures.*


Voting in person

A club's nominated representatives can attend the AGM and vote in person. We ask you to register with our membership team at the desk on arrival, where you will be issued a voting card highlighting the number of votes for which they are responsible.


Appointing a proxy

  • We will issue individualised club member proxy voting forms by email to club secretaries (or other nominated club contact) by 30 August 2018. If we have no current email address on file, we will post the proxy voting form.

  • Any club which does not receive a proxy voting form, should advise us as soon as possible after 30 August and a replacement form will be issued.

  • Please follow the voting instructions on the proxy voting form and ensure that your voting intentions are indicated by an X in the appropriate space. Club member proxy voting forms must be signed by a nominated club representative to be valid.

  • Based on established precedent, club members may not split their votes. For example, a club with 20 votes must use all 20 votes either for, against or to abstain in respect of a specific motion and may not split their vote among candidates standing for election to the Board.

  • Your proxy need not be a member of Mountaineering Scotland. You can also ask Mountaineering Scotland's President (Chair of the AGM) to act as your proxy. If you appoint someone other than the President as your proxy, you are responsible for ensuring that they attend the meeting and are aware of your voting intentions.

  • Completion of a proxy form will not prevent you from attending and voting in person if you so wish. If you have appointed a proxy and attend the meeting in person, your proxy appointment will automatically be terminated. 

  • Proxies are asked to register at reception on the day, where they should state that they are acting as a proxy. We will issue proxies with the votes which have been notified to the Company Secretary for which they are responsible.

  • If you do not indicate your voting intentions, the proxy may vote (or abstain from voting) as s/he thinks fit on motions tabled at the meeting and vote as s/he thinks fit on any other business which may properly come before the meeting. 
     

* The ratio of votes to registered members of clubs is stated in Article of Association 6.10.2.

>>> Signed proxy voting forms should be returned to Mountaineering Scotland Company Secretary at The Granary, West Mill Street, Perth PH1 5QP

>>> They must be received by 4.30pm on Thursday 22 November 2018.