CTC 2012 AGM Motions

A place to discuss the issues relating to the proposed change in the national CTC’s structure.
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Philip Benstead
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CTC 2012 AGM Motions

Postby Philip Benstead » 25 Jan 2012, 10:35pm

Forum CTC 2012 AGM motions Philip Benstead and Eric Gill ver.1.doc

MOTIONS AND REQUEST FOR REPORTS AT CTC 2012 AGM.



Motion 1

Articles of Association

Any change to current or future Articles of Association to be voted by members at an AGM. (Words 13)

Proposer's note: At the CTC 2011 AGM a motion was passed that gave the impression it permitted the CTC Council to change the Articles of Association without reference to the new CTC AGM vote. This motion is to reaffirm the normal practice under company law that states that all changes to the Articles of Association have to be voted by members at an AGM.

Proposer
Philip Benstead

Seconder
Eric Gill

Motion 2

Discretionary Votes.

AT CTC AGM’s discretionary proxy votes shall no longer be exercise. (Words 11)

Proposer's note: This motion aims to implement a voting system that accurately reflects the wishes of CTC members, in the belief that votes shall be used by members who have clearly expressed a view at either attending an AGM or by post. This reduces the possibility of block of discretionary votes being used to hinder the wishes of voting members.

This would give equal weight to all votes cast both at the AGM and by post.

This motion does not take away the casting vote of the chairman.

Proposer
Eric Gill

Seconder
Philip Benstead

Motion 3

Chair of CTC national AGM

AGM shall select such persons from its number as it chooses to Chair the meeting. (Words 16)

Proposer's note: This motion aims to increase transparency and democratic accountability to members by calling the executive to account at the AGM by having an independent chairman.

Proposer
Philip Benstead

Seconder
Eric Gill


IF THE REQUEST FOR THE REPORTS IS REJECTED THEN

Motion 4

Charity Commission Rejection Letter.

CTC Council shall provide within two months of 2012 AGM a detailed report on the Charities Commission rejection letter by posting it on the members’ part of the CTC website with a summary in “Cycle” as soon as practicable.
The report will explain the reasons for the withholding of this publicly available information from directors, members, and the implications of the rejection for the future of the CTC constitution, the structure, the services to all stakeholders and the provision of mandated activities such as campaigning and the provision for countrywide Member Groups. (Words 92)

Proposer's note: This motion aims at increasing transparency and democratic accountability to members as to any possible change to the nature/aims and objectives of the CTC.

Proposer
Philip Benstead

Seconder
Eric Gill

Motion 5

Website Project.

CTC Council shall provide within two months of 2012 AGM a report on the website project by posting it on the members’ part of the CTC website with a summary in “Cycle” as soon as practicable.. The report will include a full audit and costs with a critique of lessons learned and the outcome. (Words 54)

Proposer's note: Website Project has been over budget and late in its implementation, this motion aims to understand what went wrong and to reflect on the lessons learned.

Proposer
Eric Gill

Seconder
Philip Benstead

Motion 6

Payments to CTC Charitable Trust.

CTC Council shall provide within one month of 2012 AGM a detailed report on payments by CTC the Club to CTC charitable Trust and by posting it on the members’ part of the CTC website with a summary in “Cycle” as soon as practicable. The report will list the payments and on whose authority these amounts were given that exceeded (in the region of £120k) agreed in the service agreement. (Words 70)

Proposer's note: This motion aims increase transparency and democratic accountability to members to the financing of a non-members activity from members’ monies.

Proposer
Philip Benstead

Seconder
Eric Gill

Motion 7

Project Accounting.

CTC Council shall provide within two months of 2012 AGM a detailed report on their project accounting system by posting it on the members’ part of the CTC website with a summary in “Cycle” as soon as practicable . The report will explain the failure to implement the council’s policy to introduce a proper project accounting system. The report will also provide a full disclosure to members of all projects with a cost of more than £50,000. (Words 80)

Proposer's note: This motion aims to increase the transparency and democratic accountability of the council to members, this policy has already been agree by CTC council but has not been implemented, and this motion hopes to make it a reality.

Proposer
Philip Benstead

Seconder
Eric Gill

CTC MEMBERS REQUESTING REPORTS AT THE CTC 2012 AGM

Asking for reports will get round the need to pass a motion.

Charity Commission Rejection Letter.

CTC Council shall provide by 2012 AGM a detailed report on the Charities Commission rejection letter by posting it on the members’ part of the CTC website with a summary in “Cycle” as soon as practicable.
The report shall explain the reasons for the withholding of this publicly available information from directors, members, and the implications for the rejection for the future of the CTC constitution, the structure, the services to all stakeholders and the provision of mandated activities such as campaigning and the provision for countrywide Member Groups.

Website Project.

CTC Council shall provide at the 2012 AGM a report on the CTC website project with a critique on lessons learned and the outcome by publishing it on the members’ part of the website with a summary in the magazine as soon as practicable.

Payments to CTC Charitable Trust.

CTC Council shall provide at the 2012 AGM a detailed report on payments by CTC the Club to CTC charitable Trust and by posting it on the members’ part of the CTC website with a summary in “Cycle” as soon as practicable. The report will list the payments and on whose authority these amounts that exceeded (in the region of £120k. agreed in the service agreement.

Project Accounting.

CTC Council shall provide at the 2012 AGM a detailed report on CTC’s project accounting and by posting it on the members’ part of the CTC website with a summary in “Cycle” as soon as practicable. The report will explain the failure to implement the council’s policy to introduce a proper project accounting system. The report will also provide a full disclosure to members of all projects with a cost of more than £50,000.



END
Last edited by Philip Benstead on 30 Jan 2012, 7:11pm, edited 12 times in total.
Philip Benstead | CTC London and FORMER CTC Councillor SE
| 0794-980-1698 | philipbenstead1@gmail.com |
Organizing events and representing cyclist in southeast since 1988
Cycle Ride? http://www.meetup.com/socialcycling4u/
Bikeability Instructor/Mechanic

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gaz
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Re: CTC AGM Motions URGENT HELP NEED

Postby gaz » 26 Jan 2012, 9:47am

I have no issue with the intention of increasing transparency and accountability.

Whilst no expert in such matters I can see some practical issues with motions 3, 4 & 5.

The motions are not binding unless passed by the 2012 AGM. If passed, how can the required reports be prepared and presented to the same meeting? The phrase "at AGM 2012" would need to be replaced by a considered timescale, presumably sooner than AGM 2013.

That is assuming such reports do not already exist but are being withheld. :wink:
2020 : To redundancy ... and beyond!

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Philip Benstead
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Re: CTC AGM Motions URGENT HELP NEEDED

Postby Philip Benstead » 26 Jan 2012, 5:42pm

CTC AGM 2012 motions ver. 5.doc


Deadline for submission of motions is 1 February 2011

I have had comments made on these motion and request for reports

Many thanks


Please make your comments on the principal and the wording including proposer's note.

What do you think?

I am looking for proposer and seconder for some of these motions. It is not a good idea for the same proposer and seconder to submit all of these .

ANY TAKER?


MOTIONS/REPORTS TO CTC AGM 2012

Motion 1

Articles of Association

Any change(s) to the current Articles of Association shall be subject to the consent of member by a vote at AGM. (words 21)

Proposer's note: At the AGM last year a motion was passed to allow the council to change the Articles of Association to enable the company to become a Charity, that motion was open ended. This motion seeks to restrict that motion, and enable any changes to be fully considered and agreed by the members.

Motion 2

Chair of CTC national AGM

General Meetings shall select such persons from its number to be chair of the meeting. (words 15)

Proposer's note: This motion aims to increase transparency and democratic accountability to member by calling the executive to account at the AGM.

Motion 3

AGM Chairman’s Discretionary Votes

All chairman’s members discretionary votes shall be cast in proportion for and against for a particular motion in proportion to those cast by members both attending the AGM and postal votes. (words 31)


Proposer's note: This motion aims to implement a more accurate voting system, in the belief that the members that have personally voted accurately reflect the wishes of the members, and believes that proxy votes should be cast accordingly. This would give equal weight to all votes cast both at the AGM and by post.


CTC MEMBERS REQUESTING REPORTS AT THE AGM 2012

Asking for reports will get round the need to pass a motion.

Charity Commission Rejection Letter

CTC Council to provide by AGM 2012 a detail report on Charities Commission rejection letter. It shall explain the reasons for the withholding of this public available information from directors and members and the implication on the constitutional, structure and service to all stakeholders and the provision of mandated activities such as campaigning. The report is to published on the members part of the website with a summary in the magazine as soon a practicable.

Website Project.

CTC Council to provide at the AGM 2012 a report on a full audit and cost report on the CTC website project with a critique on what went wrong and the outcome. The report is to published on the members part of the website with a summary in the magazine as soon a practicable.


Payments to CTC Charitable Trust

CTC Council to provide at the AGM 2012 a detailed report on all payments agreed in council and elsewhere made by the CTC the club to the CTC Charitable Trust over and above the amounts agreed in the service agreement (of in the region of £120k) and on what authority. The report is to be published on the members part of the website with a summary in the magazine as soon a practicable.

Project Accounting

CTC Council to provide at the AGM 2012 a detailed as to reason for the failure to implement the council agreed policy of the introduction of a proper project accounting system, along with full disclosure to members at the AGM reporting of all projects with a cost of more than a certain sum, say £50,000 (actual). The report is to be published on the members part of the website with a summary in the magazine as soon a practicable.

IF THE REQUEST FOR THE REPORTS IS REJECTED THEN

Motion 4

Charity Commission Rejection Letter

CTC Council to provide by 6 month after this AGM 2012 a detailed report on the Charities Commission rejection letter. It shall explain the reasons for the withholding of this publicly available information from directors and members and the implication on the constitutional, structure and service to all stakeholders and the provision of mandated activities such as campaigning. The report is to published on the members part of the website with a summary in the magazine as soon a practicable.

Proposer's note: This aims increase transparency and democratic accountability to member as to any possible change to the nature/aim and objective of the CTC.

Motion 5


Website Project.

CTC Council to provide by 6 month after this AGM 2012 a report on a full audit and cost report on the CTC website project with a critique on what went wrong and the outcome. The report is to published on the members part of the website with a summary in the magazine as soon a practicable.


Proposer's note: This aims to understand what went wrong and to reflect on the lessons learned.

Motion 6

Payments to CTC Charitable Trust

CTC Council to provide by 6 month after this AGM 2012 a detailed report on all payments agreed in council and elsewhere made by the CTC the club to the CTC Charitable Trust over and above the amounts agreed in the service agreement (of in the region of £120k) and on what authority. The report is to be published on the members part of the website with a summary in the magazine as soon a practicable.

Proposer's note: This aims increase transparency and democratic accountability to members to the financing of a non-member activity from members funds.

Motion 7

Project Accounting

CTC Council to provide by 6 month after this AGM 2012 a detailed as to explanation for the failure to implement the council agreed policy of the introduction of a proper project accounting system, along with full disclosure to members at the AGM of all projects with a cost of more than a certain sum, say £50,000 (actual). The report is to be published on the members part of the website with a summary in the magazine as soon a practicable.

Proposer's note: This aims increase transparency and democratic accountability to financial diligence by the council with member monies.


END
Philip Benstead | CTC London and FORMER CTC Councillor SE
| 0794-980-1698 | philipbenstead1@gmail.com |
Organizing events and representing cyclist in southeast since 1988
Cycle Ride? http://www.meetup.com/socialcycling4u/
Bikeability Instructor/Mechanic

Steady rider
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Re: CTC AGM Motions URGENT HELP NEEDED

Postby Steady rider » 26 Jan 2012, 7:15pm

I could support a motion asking for the membership to be fully informed.

They voted to become a charity and the application was rejected for England and Wales.

Details of the rejection should now be provided to the membership, eg the rejection letter published in Cycle.

A motion along the lines of
a) The CTC should provide details of the rejection letter to the application to become a charity in England and Wales
b) The CTC should provide details of the pros and cons of submitting an appeal, if no appeal?
c) If alternatives were available these should be assessed and summarised
c) CTC members should be asked if they wish an appeal to proceed or pursue an alternative

It should then be up to the membership to decide if they wish to appeal the rejection or withdraw from trying to become a charity. The alternative is a dual membership with CTC Direct and CTC Charitable Thrust.

I recall about 18% of total membership voted to become a charity, it was not that convincing a vote. roughly 16k voted, 75/25% split, 12k in favour, 4k against, 12k/70k membership = 17%, only about 1 in 6 could be bothered to vote yes.

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Re: CTC AGM Motions URGENT HELP NEEDED

Postby Si » 26 Jan 2012, 7:45pm

If we are doing suggestions for motions then how about one to change the official CTC Shop provider to one that can supply specialist kit that can't be found at every other shop, and one that doesn't annoy CTC members by discounting half of its stock more than the CTC discount such that the CTC discount is pointless, and one that provides a dedicated department for the CTC to answer questions on the products that it supplies? Something like the arrangement that we had with BikePlus.

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Re: CTC AGM Motions URGENT HELP NEEDED

Postby robgul » 26 Jan 2012, 8:29pm

Si wrote:If we are doing suggestions for motions then how about one to change the official CTC Shop provider to one that can supply specialist kit that can't be found at every other shop, and one that doesn't annoy CTC members by discounting half of its stock more than the CTC discount such that the CTC discount is pointless, and one that provides a dedicated department for the CTC to answer questions on the products that it supplies? Something like the arrangement that we had with BikePlus.


... you forgot add the requirement for a phone number.

Good idea, but on past performance CTC will WRIGGLE out of it :lol:

Rob

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Re: CTC AGM Motions URGENT HELP NEEDED

Postby drossall » 26 Jan 2012, 10:07pm

Philip Benstead wrote:All chairman’s members discretionary votes shall be cast in proportion for and against for a particular motion in proportion to those cast by members both attending the AGM and postal votes.

I'm not sure that I can see the point. Discretionary votes would then have no effect, and be the same as abstentions. That's not what you're saying when you give a discretionary vote. You might as well ban that kind of vote, but I'm not sure that that would be right.

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Re: CTC AGM Motions URGENT HELP NEEDED

Postby Philip Benstead » 26 Jan 2012, 10:40pm

drossall wrote:
Philip Benstead wrote:All chairman’s members discretionary votes shall be cast in proportion for and against for a particular motion in proportion to those cast by members both attending the AGM and postal votes.

I'm not sure that I can see the point. Discretionary votes would then have no effect, and be the same as abstentions. That's not what you're saying when you give a discretionary vote. You might as well ban that kind of vote, but I'm not sure that that would be right.


It is very possible for all to the votes cast by members both attending the AGM and postal votes to be outnumbered by AGM Chairman’s Discretionary Votes.

The chair if the chair of council would overall the wishs of voting members, is that democratic.

If a member can not be bother to vote of does understand the issue DO NOT VOTE

Otherwise why have AGM, make the chair a dictator.
Philip Benstead | CTC London and FORMER CTC Councillor SE
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Organizing events and representing cyclist in southeast since 1988
Cycle Ride? http://www.meetup.com/socialcycling4u/
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Re: CTC AGM Motions URGENT HELP NEEDED

Postby drossall » 26 Jan 2012, 11:07pm

It's a fairly normal mechanism. It's democratic in that it allows those who cannot attend, and wish the arguments to be heard but are generally happy to trust the organisation's leadership, to express that view.

As far as I can see, those giving discretionary votes have a pretty good idea which way they are likely to go.

It's necessary to separate your view of the outcome from your view of the process.

Of course, an organisation might choose not to allow discretionary votes. Either way, the aim is to involve those who cannot get there in its deliberations. That's not obviously undemocratic. I recall reports of student union meetings where only those present could vote, and those certainly came out with decisions that the majority would not have supported :roll:

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Re: CTC AGM Motions URGENT HELP NEEDED

Postby Philip Benstead » 26 Jan 2012, 11:19pm

drossall wrote:It's a fairly normal mechanism. It's democratic in that it allows those who cannot attend, and wish the arguments to be heard but are generally happy to trust the organisation's leadership, to express that view.

As far as I can see, those giving discretionary votes have a pretty good idea which way they are likely to go.

It's necessary to separate your view of the outcome from your view of the process.

Of course, an organisation might choose not to allow discretionary votes. Either way, the aim is to involve those who cannot get there in its deliberations. That's not obviously undemocratic. I recall reports of student union meetings where only those present could vote, and those certainly came out with decisions that the majority would not have supported :roll:


Let say a vital national industry had meeting / vote and only say 5 % of members voted and the majority voted for a strike that caused all the lights to go out, would you be please?

Or say

A person is voted in power only 5% of the vote and then change the law to make them a dictator , would like that ?

But you said/implied that the non voters knew what were doing, why did they not vote for the motion to become a charity.

You must remember that only 18% voted, and that was with option to win a bike.

Is that democratic?
Philip Benstead | CTC London and FORMER CTC Councillor SE
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Re: CTC AGM Motions URGENT HELP NEEDED

Postby alicej » 26 Jan 2012, 11:25pm

drossall wrote:It's a fairly normal mechanism. It's democratic in that it allows those who cannot attend, and wish the arguments to be heard but are generally happy to trust the organisation's leadership, to express that view.

As far as I can see, those giving discretionary votes have a pretty good idea which way they are likely to go.

It's necessary to separate your view of the outcome from your view of the process.

Of course, an organisation might choose not to allow discretionary votes. Either way, the aim is to involve those who cannot get there in its deliberations. That's not obviously undemocratic. I recall reports of student union meetings where only those present could vote, and those certainly came out with decisions that the majority would not have supported :roll:

I have seen it used in various other organisations, but I hate it. Postal votes allow people who can't attend to vote, and proxy votes (where you choose a friend to vote for you) mean that you can give instructions like "ask this question and if the answer is A then vote B" (i.e. listen to the arguments first).

The "I trust the leadership" option is a terrible idea unless at least balanced with an "I don't trust the leadership" option. Otherwise loads of people just tick the easy option "I don't understand the issues but I want to win a bike" and the leadership carries whatever they like.

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Re: CTC AGM Motions URGENT HELP NEEDED

Postby Steady rider » 27 Jan 2012, 8:39am

an organisation might choose not to allow discretionary votes


Would it be better not to allow discretionary votes?

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Re: CTC AGM Motions URGENT HELP NEEDED

Postby meic » 27 Jan 2012, 8:50am

That depends on which outcome you are trying to engineer. :lol:

I think it is to be expected normally for the people who decide that issue to be the same ones who are casting the discretionary votes.
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Re: CTC AGM Motions URGENT HELP NEEDED

Postby toontra » 27 Jan 2012, 9:01am

alicej wrote:
The "I trust the leadership" option is a terrible idea unless at least balanced with an "I don't trust the leadership" option. Otherwise loads of people just tick the easy option "I don't understand the issues but I want to win a bike" and the leadership carries whatever they like.


This sums up the problem perfectly, especially true when the real issue at stake may well be the competence of the leadership itself.

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Re: CTC AGM Motions URGENT HELP NEEDED

Postby Steady rider » 27 Jan 2012, 9:12am

You must remember that only 18% voted, and that was with option to win a bike.


I think it was 16k from about 70k membership, about 24% and about 18% of total membership in favour, 6% against roughly, most could not be bothered to vote.

It is very possible for all to the votes cast by members both attending the AGM and postal votes to be outnumbered by AGM Chairman’s Discretionary Votes.


If you wish for the vote to be seen as fair and without being questioned, as an end result of the process, then all votes should be clearly cast for or against a motion.

Allowing discretionary votes means voting for a position, like the Chair or indirectly CTC Council via the Chair, but not voting directly on the motion presented.

The "I trust the leadership" option is a terrible idea unless at least balanced with an "I don't trust the leadership" option. Otherwise loads of people just tick the easy option "I don't understand the issues but I want to win a bike" and the leadership carries whatever they like.


I would be inclined to conclude that allowing discretionary votes tends to cause concern at the voting process. Given that CTC Council can control most of the information provided prior to an AGM and influence the vote and have staff help prepare their agenda. I think it could be better not to allow discretionary votes to avoid the risk of it appearing to favour the CTC Council and Chair and the vote being seen as bias in proceedings.