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.*
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.