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How to vote

We encourage all our members and clubs to ensure their views are represented by voting at our AGM. 

Voting at the 2021 AGM and EGM

This year our AGM and EGM will be held online on Sat 20 November 2021 at 4.30pm.

  • Due to the complexity of the club voting process, we are asking all clubs to submit their votes using the online proxy voting form or by downloading the proxy form and returning it by post or email in advance of the AGM by 4pm 15 November 2021.
  • Proxy votes for both club and individual members must be submitted by 4pm Mon 15 November and will be counted ahead of the meeting.
  • A 'show of hands' will be conducted during the meeting using a Zoom poll which will include all members present.
  • If a full vote is required, individual members may vote using an additional Zoom poll and an indicative result will be given at the time based on the proxy votes received. The official result will be a combination of proxy votes and individual votes on the day, and will be verified and published in the week following the AGM.

Individual members

Voting in person at the AGM & EGM

Individual members can attend the AGM and EGM and vote in person. 


Appointing a proxy

  • If you cannot attend the AGM in person, you may appoint a proxy to attend and vote on your behalf. You can ask Mountaineering Scotland's President (Chair of the AGM) to act as your proxy. If you appoint someone other than the chair as your proxy, you are responsible for ensuring that they attend the meeting and are aware of your voting intentions.

  • You can appoint your proxy using the online voting form or by downloading the proxy forms (AGM and EGM) and posting them to us at Mountaineering Scotland, The Granary, West Mill St, Perth PH1 5QP or sending by email to info@mountaineering.scot
  • Your proxy voting form must include your membership number and be signed by you. 
  • 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. 

  • Please follow the instructions on the proxy voting form and ensure that your voting intentions on the paper form (if using) 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 they think fit on motions tabled at the meeting and vote as they think fit on any other business which may properly come before the meeting. 

  • Completed proxy voting forms should be submitted to Mountaineering Scotland by 4pm Monday 15 November 2020 at the latest.

Individual member voting forms



Clubs

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  membership figures on 1 October 2021. 


Voting in person

Due to the complexity of the club voting process, we are asking all clubs to submit their votes online or using the proxy voting form by post or email in advance of the AGM by 4pm Monday 15 November 2021.


Appointing a proxy

  • We will contact club secretaries (or other nominated club contact) with the number of votes allocated. If we have no current email address on file, we will post a proxy voting form.

  • Any club which does not receive details of how to vote should advise us as soon as possible so we can update your contact details. 

  • Please read the voting instructions on the proxy voting form carefully and ensure that your voting intentions are clearly indicated. Club member proxy voting forms must be submitted by a nominated club representative to be valid.

  • Clubs have the option to either place a cross in its chosen box or to specify the number of votes you wish to allocate to the options available for each vote, up to the value of your clubs total allocation of votes. For example, if your club is eligible for 20 votes you could split them 16 for and 4 against. How your club decides to allocate these votes is up to the club and should be considered under your constitution and would be subject to there being nothing in your club's constitution to the contrary. Alternatively, your club also has the option to abstain from voting on that resolution altogether.

  • Signed proxy voting forms should be returned to Mountaineering Scotland Company Secretary at The Granary, West Mill Street, Perth PH1 5QP or sent by email to info@mountaineering.scot 

Club voting forms

How to return your proxy voting form

Signed proxy voting forms should be submitted online or returned to Mountaineering Scotland Company Secretary at The Granary, West Mill Street, Perth PH1 5QP by post or by email to info@mountaineering.scot by 4pm Monday 15 November 2021.

Any questions?

  • Should you require any further advice or support on the voting process for this years AGM please contact the Mountaineering Scotland office on 01738 493942 or email membership@mountaineering.scot