CTC AGM 2016 MOTION

[Philip Benstead]

Dear All

COMMENTS WELCOMED

I need some volunteers for proposing and seconding, Can you think of improvements

UPDATE6 PUBLIC MOTIONS - CTC AGM 2016 7 MAY West Midlands

DEAD LINE FOR SUBMISSION 1 FEBRUARY 2016


2 MOTION
ACCEPTANCE OF MOTIONS

This AGM proposes that the CTC AGM agenda committee must follow to the letter and spirit of the CTC Orders in Council and Standing Orders as at 12th May, 2004 with regard to acceptance of motions for the AGM.

STATEMENT OF REASONS

CTC AGM Agenda Committee rejected some motions for inclusion on the agenda of the CTC AGM 2015 that could have been acceptable if re-drafted. The perception is that they were rejected because they were critical of the CTC Council.

CTC Orders in Council and Standing Orders as at 12th May, 2004 states “The Committee may at its discretion re-draft a motion in order to prevent its rejection or to make it more intelligible but in any such revision the Committee shall not alter the sense or purpose of the motion without the consent of the proposer.”

3 MOTION
AGM MINUTES

This AGM proposes that at the national CTC AGM a full set of minutes shall be taken and published in draft form on the CTC website within 10 working days of the AGM. An edited version shall be published in the first available edition of the CTC magazine.

STATEMENT OF REASONS

Annual minutes are normally read and agreed at the next AGM. This is unacceptable, nobody can remember what was said. In addition, whereas any report of the AGM in the magazine may lack substance, a full set minutes published on the website would include the background argument to any decision taken at the AGM.

5 MOTION
FREEDOM OF INFORMATION ACT

This AGM proposes that the CTC embrace the requirement of the Freedom of Information Act for monies received from all donors, public, corporate and private.

STATEMENT OF REASONS

This will make the CTC operate with transparency, and accountability, and be open to scrutiny so that donors and members have the information to judge whether their money is being properly spent.”

This will put the CTC into line with the view expressed by Sir Stephen Bubb, Chief Executive of the Association of Chief Executives of Voluntary Organisations, that “Charity leaders embrace the principles of transparency and welcome any opportunity to extend accountability”

http://www.thetimes.co.uk/tto/news/poli ... 658623.ece
http://www.thirdsector.co.uk/tom-brakes ... le/1380165
http://www.vwv.co.uk/what-s-happening/p ... -charities


6 MOTION
CTC COUNCIL ELECTION

This AGM proposes that in all national/regional elections to the position of councillor or trustee:

• the elections shall be run by Electoral Reform Services.

• a period of thirty (30) days shall be allocated between dispatch of the ballot papers and the deadline for delivery to their point of receipt.

• it is a requirement no member of CTC staff, national honorary officers or consultants shall be a proposer, seconder, supporter, or to act as canvasser or promotor of any candidate.

STATEMENT OF REASONS

The conduct of the recent election for council in south east has been questioned. It appears that members of CTC staff sought to actively influence the outcome. The operation of the complaint procedure was not seen to be fairly and reasonably carried out.

[gaz]

Just a few thoughts.

2. IMO proceduraly the Motion can't be put. If it were put to the AGM and rejected, the AGM would in effect be instructing the CTC AGM agenda committee to ignore the procedures, something they cannot do. If passed it's business as usual, the CTC AGM agenda committee already follow the procedures and the Motion maintains the status quo.

Leaving that aside Council will re-state that motions are only rejected by the CTC AGM agenda committee on matters of procedure/law.

3. Presumably AGM Minutes have been approved by the following AGM for over 120 years. Still tradition isn't everything or we'd still be using the Winged Wheel .

5. May be in a similar position to 2. CTC must act in accordance with the Law. If a future change in FOI/DPA legislation requires CTC to release information then they must release it, even if the Motion was lost at the AGM. Equally if the current/future FOI/DPA position is such that the information is confidential then CTC are bound by the Law, not an AGM decision to release the information.

Council will re-state that CTC takes its FOI/DPA responsibilities seriously and only releases appropriate information as required under Law.

[Philip Benstead]

07949801698
philipbenstead1@gmail.com

Dear All

I AM IN URGENT NEED OF CTC MEMBERS FOR PROPOSING AND SECONDING.

COMMENTS WELCOMED

UPDATE8 MOTIONS - CTC AGM 2016 7 MAY West Midlands

DEAD LINE FOR SUBMISSION 1 FEBRUARY 2016

1 MOTION
ELECTIONS TO COUNCIL

This AGM proposes that a potential candidate for national/regional elections to the position of councillor or trustee must have been a fully paid up member of the CTC for least a calendar year immediately prior to the closing date for nominations, and the Articles of Association be amended accordingly.

STATEMENT OF REASONS

Not all of successful candidates in the contested election for the South East in 2015 had been a members of the CTC for a year, apparently one joined CTC very shortly before the nominations deadline.

It is this AGM’s view that any candidates as to be qualified for elected national position, they must be committed to the role and to be sufficiently knowledgeable of the CTC so able to comply with the Chairman's stated requirement that they can "represent the full diversity of CTC membership".

If, following any elections, a skills audit identifies the need for additional expertise in specific areas, then there is already the provision for suitably qualified individuals to be co-opted onto the Council.

2 MOTION
ACCEPTANCE OF MOTIONS

This AGM proposes that when the AGM agenda committee receives suggested motions for the AGM these should be published (redacted if personal information is involved) on the CTC website together with the subsequent communications relating to their amendment or rejection.

STATEMENT OF REASONS

Making this information available on the website will enable the AGM Agenda Committee to demonstrate that it has been equitable in the redrafting or rejection of motions as required by CTC Orders in Council and Standing Orders as at 12th May, 2004 states “The Committee may at its discretion re-draft a motion in order to prevent its rejection or to make it more intelligible but in any such revision the Committee shall not alter the sense or purpose of the motion without the consent of the proposer.”

3 MOTION (Hillary Reed)
AGM MINUTES

This AGM proposes that at every National CTC AGM there shall be recorded a complete and accurate set of Minutes.

They shall be published in draft form on the CTC website within 10 working days of the AGM. A summary version shall be published in the first available edition of the CTC magazine.

The Articles of Association and standing orders be amended accordingly.

STATEMENT OF REASONS

Annual minutes are normally read and agreed at the next AGM, a year later. Most of the 70,000 non- attending members will thus be unaware and disengaged in current CTC plans and priorities. This is unnecessary and unacceptable in a strong member- led charity. Few members can remember or can know what was discussed and decided.

Any summary report of the AGM in the later CTC magazine may lack key information.

A full set of minutes should be published on the CTC website.

The AGM Minutes are a key formal record of active CTC business for its members, and as a charity, published in the public interest. It shows openness, accountability, strengthens governance and opportunities for wider active member engagement and use of their skills.

It provides evidence to potential Funders that their partner is openly, confidently efficient and accountable.

4 MOTION
REPORTING REMUNERATION OF CTC STAFF

This AGM proposes that the CTC follow the recommendations of NCVO – Report of the Inquiry into Charity Senior Executive Pay.

Details https://www.ncvo.org.uk/images/document ... Report.pdf

STATEMENT OF REASONS

The NCVO report highlights the need for transparency and openness, to show that the trustees are fulfilling their legal obligations.

The report's main recommendations are:

that, as good practice, all charities that employ staff should consider publishing the precise remuneration, job titles and the names of their highest-paid people, and that those charities with a gross income of over £500,000 [like the CTC] should actually adopt such a policy.

that this should be accompanied by a summary of the arguments used by the board of trustees to justify the amounts involved and explain how they reflect the charity’s ethos and values.

that all this information should be brought together, not only within the (sometimes hard-to-access) annual accounts, but also on the charity’s website no more than two clicks away from its home page.

5 MOTION (NORTH HAMPSHIRE MAY TAKE THIS ONE ON)
FREEDOM OF INFORMATION ACT

This AGM proposes that the CTC embrace the requirement of the Freedom of Information Act in regard contracts awarded by agencies local or national that are covered by the act. Any such information shall be published on the CTC website no more two click away from the home page,

STATEMENT OF REASONS

Currently the ctc operated a policy of non-discloser of this information even too many ctc councillors. This is unacceptable as the all councillor have equal legal accountability.

There has been contractual arrangement in the past that were unsound but were not discussed fully by the full council.

This will make the CTC operate with transparency, and accountability, and be open to scrutiny so that donors and members have the information to judge whether their money is being properly spent.

This will put the CTC into line with the view expressed by Sir Stephen Bubb, Chief Executive of the Association of Chief Executives of Voluntary Organisations, that “charity leaders embrace the principles of transparency and welcome any opportunity to extend accountability”

This will create no extra work as the agencies will require a full report of outcomes.

http://www.thetimes.co.uk/tto/news/poit ... 658623.ece
http://www.thirdsector.co.uk/tom-brakes ... le/1380165
http://www.vwv.co.uk/what-s-happening/p ... -charities

6 MOTION
CTC COUNCIL ELECTION

This AGM proposes that in all national/regional elections to the position of councillor or trustee:

should be undertaken through the Electoral Reform Services.

a period of thirty (30) days shall be allocated between dispatch of the ballot papers and the deadline for delivery to their point of receipt.

the terms and condition of employment of CTC staff should include a provision that members of staff may not engage in any activity that would influence the outcome of elections to the Council.

STATEMENT OF REASONS

that ERS provides this service very efficiently and will enable the CTC to collect votes via the internet cutting down on the postage and administration cost of administering the service internally, with provision arrangements made for non-internet users.

this is to ensure that staff are aware that they are to be strictly impartial in the election of councillors will ensure that no questions can be raised about the propriety or the voting system.

7 MOTION (Hillary Reed)
Equality Policy

This AGM proposes that CTC national council to urgently fulfil its "equality update" decision and action agreed and minuted on 18 July 2015 - "to convene a Working Group and report back a ‘way forward’ to the January (2016) Council meeting."

Any CTC governance review must only be approved as complete when an approved equality policy and action plan is integral within it.

STATEMENT OF REASONS

CTC is required by law not to discriminate against its employees, members or in the provision of its services, activities and to show it recognises its legal obligations under current, relevant acts and related obligations.

Further, The Equality Act 2010 is an undeveloped CTC tool to hold public bodies to account in their equality duty, in budgeting, policy making, and planning infrastructure to benefit all cyclists. Cyclists represent higher than average vulnerable groups identified in the Equality Act 2010.

CTC needs a robust transparent equality and diversity policy and action plan to capture this, and underpin its role as the bona fide strong fair national cycling charity.

An approved CTC equality policy and plan review remains unmonitored and uncompleted since 2007, 9 years ago.

History: CTC started equality work in 2007. Due to staff and funding changes, equality work plan review slipped. Since then the equality review has not been deemed as a CTC investment priority. The Equality Act 2010 has since come into force. This contains key changes, and fresh campaigning opportunities that CTC has steadfastly neglected to explore.

8 Motion (Hillary Reed)
CTC COUNCIL MEETING MINUTES

This AGM proposes that a complete, accurate minutes shall be recorded at all CTC council meetings.

That these minutes shall be published in draft form on the CTC website within 10 working days, together with the draft minutes of CTC committees/ reports referenced in the council minutes.

CTC council agendas shall be published on the ctc website 5 working days before the council meeting.

The Articles of Association and Standing Orders be amended accordingly.

STATEMENT OF REASONS

Quarterly Council Minutes of meetings are not presently published until approved, at the subsequent council meeting some three months later. This an unacceptable time lag in communications.

Most 70,000 members and the wider public will thus be largely unaware and engaged in the development in current formal agreed CTC plans and priorities.

Proper Council minutes are a key formal tool recording active business for its members, and as a charity, published in the public interest. It shows better openness, accountability, and strengthens member engagement and better use of rich member skills.

Funders should properly use minutes to help assess as a suitable funding partner.

When the Council meeting agenda Is properly published five days beforehand, members and public may learn of and take a fair interest in current CTC business. This is not possible presently as council meeting agendas are not published in advance.

Presently CTC Council minutes are frequently incomplete.

Some key decisions are not recorded. Council do not appear to challenge these, nor pursue agreed action points.

CTC Committee business / minutes are often not ratified at Council meeting.

There does not appear to be continuity. The ordinary member cannot easily track what is happening.

Such approved minutes do not get published on the CTC website until requested, weeks after their approval date.

As a member and RTR I have met unreasonable resistance to my fair request for belated absent Minutes when seeking to track issues. This is not good open accountable governance of a national charity.

Official record keeping that is delayed in publication puts the CTC reputation at risk.

[Psamathe]

Thingy 5 FOI: I think the motion needs to be very clear about exactly who is regarded as a "donor". My impression is that these days members are effectively and in many ways donors (and it is moving in the direction of this becoming more the case). To me the motion could mean that details of members could be revealed to 3rd parties through an FOI request. Might not be seen that way but I think it needs to make things very very clear who are regarded as donors and what information would be revealed about those people.

Ignoring the "member" vs" "donor" distinction, suppose I had a spare £1000 and I felt strongly about a CTC campaign and felt inclined to make a donation to that campaign. That my personal details (name, address, etc.) might be revealed to 3rd parties would be a strong discouragement.

Also, as gaz points out, there is law and that will undoubtedly change over time and the CTC would be obliged to respect that law. Also, there are Data Protection laws, privacy considerations, Safe Harbour rules, etc. which the CTC is also obliged to comply with.

Also it is actually rather limited as it only covers monies received. If they were truly embracing the FOI then it would cover everything e.g. campaign success data, assessment policies, etc. To me FOI is about being open, not defining particular aspects of an organisation tat you want to reveal stuff about.

Ian

[TonyR]

07949801698
STATEMENT OF REASONS

Quarterly Council Minutes of meetings are not presently published until approved, at the subsequent council meeting some three months later. This an unacceptable time lag in communications.

This is standard practice in most organisations. The draft minutes may contain errors or misunderstanding that need to be corrected. The approved minutes then represent a correct and agreed official record of the meeting that can then be published. It would be unfair on Board/Committee members to have errors about their comments or views published before they have had a chance to correct them.

[Psamathe]

07949801698
STATEMENT OF REASONS

Quarterly Council Minutes of meetings are not presently published until approved, at the subsequent council meeting some three months later. This an unacceptable time lag in communications.

This is standard practice in most organisations. The draft minutes may contain errors or misunderstanding that need to be corrected. The approved minutes then represent a correct and agreed official record of the meeting that can then be published. It would be unfair on Board/Committee members to have errors about their comments or views published before they have had a chance to correct them.

At a recent Parish Council meeting this arose as apparently Parish Councils are now meant to publish their minutes online within 1 week of the meeting (unsure if it's a nationwide thing or a local thing but my own Parish are not keen but have to comply). But same applies in that one week after the meeting the minutes have not been approved and it's generally several months until the next meeting. So they are expected to publish draft minutes and then update them once approved at the next meeting.

Maybe CTC could do the same ?

Ian

[TonyR]

But same applies in that one week after the meeting the minutes have not been approved and it's generally several months until the next meeting. So they are expected to publish draft minutes and then update them once approved at the next meeting.

Maybe CTC could do the same ?

It will be interesting to see how the local council experiment fares. What happens when the minutes are picked up by the local medya who start attacking the position of a Councillor who then protests he said nothing of the sort and the minutes are wrong? If anything I think it will probably lead to less transparency because all you will see from any competent minute taker now is the topic and the decision and none of the discussion in the draft minutes. And once its not in the draft minutes it won't be in the approved minutes.

[gaz]

...
1 MOTION
ELECTIONS TO COUNCIL

This AGM proposes that a potential candidate for national/regional elections to the position of councillor or trustee must have been a fully paid up member of the CTC for least a calendar year immediately prior to the closing date for nominations, and the Articles of Association be amended accordingly.

STATEMENT OF REASONS

Not all of successful candidates in the contested election for the South East in 2015 had been a members of the CTC for a year, apparently one joined CTC very shortly before the nominations deadline.

It is this AGM’s view that any candidates as to be qualified for elected national position, they must be committed to the role and to be sufficiently knowledgeable of the CTC so able to comply with the Chairman's stated requirement that they can "represent the full diversity of CTC membership".

If, following any elections, a skills audit identifies the need for additional expertise in specific areas, then there is already the provision for suitably qualified individuals to be co-opted onto the Council.
....

You would have some members become more equal than others . Not what you intend I'm sure but it is what you would create. Aside from that twelve months membership guarantees nothing. Anyone could join CTC, ignore all e-mails and correspondence, after a year they'll meet your criteria to stand for Council.

It also begs the question of how many years someone should be a member before you'd feel they know enough about CTC to join the electorate?

[Steady rider]

In regards to meeting, the following may be useful to consider and modify.
3 MOTION (Hillary Reed)
AGM MINUTES
It is unclear who is Hillary Reed.
----
An electronic copy of the proof transcript of minutes for the CTC meeting in (say London on 1 January 2016) is attached.

If you consider corrections to the transcript are needed, please mark them in red on a hard copy and return to the secretariat by close of business Monday, 15 January 2016.

Corrections should be restricted to typographical and transcription errors. Suggested changes which alter the sense of the evidence/debate/discussion or which are designed to improve style are not permitted. Any variations or additions to the details provided at the meeting must be done by separate letter.

Please note that corrections suggested may not necessarily be accepted by the committee and that the committee may also make its own corrections to the minutes/evidence. A recording of the meeting could be made to enhance reliability.
----
The above approach would allow about 2 weeks to check over the minutes and provide information to members within about a month of the meeting.

[TonyR]

In regards to meeting, the following may be useful to consider and modify.
3 MOTION (Hillary Reed)
AGM MINUTES
It is unclear who is Hillary Reed.
----
An electronic copy of the proof transcript of minutes for the CTC meeting in (say London on 1 January 2016) is attached.

If you consider corrections to the transcript are needed, please mark them in red on a hard copy and return to the secretariat by close of business Monday, 15 January 2016.

Corrections should be restricted to typographical and transcription errors. Suggested changes which alter the sense of the evidence/debate/discussion or which are designed to improve style are not permitted. Any variations or additions to the details provided at the meeting must be done by separate letter.

Please note that corrections suggested may not necessarily be accepted by the committee and that the committee may also make its own corrections to the minutes/evidence. A recording of the meeting could be made to enhance reliability.
----
The above approach would allow about 2 weeks to check over the minutes and provide information to members within about a month of the meeting.

Yebbut I've done enough minutes to know that its often not that clear cut and sometimes requires a debate about what the minutes should say to resolve it. The above process doesn't allow for that.

[Steady rider]

https://www.gov.uk/government/uploads/s ... 48-PDF.pdf
item 59 provides a way forward.

also the suggestion included

A recording of the meeting could be made to enhance reliability.

A motion along the lines of;
The AGM requests that minutes of AGM proceedings be published within 30 days.

Reasons;
Annual minutes are normally provided at the next AGM. Providing information within 30 days would be an improvement.

ps even a recording may not fully reflect proceedings

[Philip Benstead]

I am in urgent need of CTC members for proposing and seconding.
You will not need to go to the CTC agm can you help?

All I need is your name and CTC membership number
Please send to philipbenstead1@gmail.com
07949801698

COMMENTS WELCOMED

UPDATE9PJB MOTIONS - CTC AGM 2016 7 MAY West Midlands

DEAD LINE FOR SUBMISSION 1 FEBRUARY 2016

1 MOTION
ELECTIONS TO COUNCIL



This AGM proposes that

a candidate for elections to the position of councillor must have been a fully paid up member of the CTC for least a calendar year immediately prior to the closing date for nominations.

candidates for election shall state on their election address the date they join the CTC and length of time they have been a CTC member.

STATEMENT OF REASONS

There has been concern at the limited length of time some recent successful candidates in the contested election had been a members of the CTC. Some have been member less than one year.

It is this AGM’s view that for any candidates to be eligible for elected national position, they must be committed to the role and to be sufficiently knowledgeable of the CTC so able to comply with the requirement that they can "represent the full diversity of CTC membership".

If, following any elections, a skills audit identifies the need for additional expertise in specific areas, then there is already the provision for suitably qualified individuals to be co-opted onto the Council.

2 MOTION
ACCEPTANCE OF MOTIONS

This AGM proposes that when the AGM agenda committee receives motions for the AGM these should be published (redacted if personal information is involved) on the CTC website together with the subsequent communications relating to their amendment or rejection.

STATEMENT OF REASONS

Making this information available on the website will enable the AGM Agenda Committee to demonstrate that it has been equitable in the redrafting or rejection of motions as required by CTC Orders in Council and Standing Orders as at 12th May, 2004 which states that “The Committee may at its discretion re-draft a motion in order to prevent its rejection or to make it more intelligible but in any such revision the Committee shall not alter the sense or purpose of the motion without the consent of the proposer.”

4 MOTION
REPORTING REMUNERATION OF CTC STAFF

This AGM proposes that the CTC follow the recommendations of NCVO – Report of the Inquiry into Charity Senior Executive Pay.

Details https://www.ncvo.org.uk/images/document ... Report.pdf

STATEMENT OF REASONS

The NCVO report highlights the need for transparency and openness, to show that the trustees are fulfilling their legal obligations.

The report's main recommendations are:

that, as good practice, all charities that employ staff should consider publishing the precise remuneration, job titles and the names of their highest-paid people, and that those charities with a gross income of over £500,000 [like the CTC] should actually adopt such a policy.

that this should be accompanied by a summary of the arguments used by the board of trustees to justify the amounts involved and explain how they reflect the charity’s ethos and values.

that all this information should be brought together, not only within the annual accounts, but also on the charity’s website no more than two clicks away from its home page.

6 MOTION
CTC COUNCIL ELECTION

This AGM proposes that in all elections to the position of councillor.

should be undertaken through the Electoral Reform Services.

a period of thirty (30) days shall be allocated between issue of ballot papers to members and the deadline for delivery to the ERS the appointed Returning Officer.

the terms and condition of employment of CTC staff should include a provision that members of staff may not engage in any activity that would influence the outcome of elections to the Council.

STATEMENT OF REASONS

that ERS provides this service very efficiently and will enable the CTC to collect votes via the internet cutting down on the postage and administration cost of administering the service internally, with provision arrangements made for non-internet users.

this is to ensure that staff are aware that they are to be strictly impartial in the election of councillors will ensure that no questions can be raised about the propriety or the voting system.

[gaz]

...
1 MOTION
ELECTIONS TO COUNCIL

This AGM proposes that

a candidate for elections to the position of councillor must have been a fully paid up member of the CTC for least a calendar year immediately prior to the closing date for nominations.

candidates for election shall state on their election address the date they join the CTC and length of time they have been a CTC member.

STATEMENT OF REASONS
...

Ageist. On average older members are likely to have had longer membership. More importantly it is irrelevant.

[Philip Benstead]

...
1 MOTION
ELECTIONS TO COUNCIL

This AGM proposes that

a candidate for elections to the position of councillor must have been a fully paid up member of the CTC for least a calendar year immediately prior to the closing date for nominations.

candidates for election shall state on their election address the date they join the CTC and length of time they have been a CTC member.

STATEMENT OF REASONS
...

Ageist. On average older members are likely to have had longer membership. More importantly it is irrelevant.

Are you happy with the direction of the CTC?

Do you want its councillor with no experience of the CTC and to have no representation from local level?

In fact, the councillor will not be representatives

I try to help you; you need to go to Facebook to see what is being discussed there.

Why don't you stand for council and to put your wisdom to good use

[Steady rider]

Possible motion
The AGM requests that 'Cycle' provides a balance of pictures (including advertisements, by request as a condition for inclusion) showing cyclists with and without helmets.

Reasons
CTC policy is to oppose helmet legislation and not to promote helmets. Cycle tends to include more pictures of helmeted cyclists and a greater effort to provide a balance is required. Failure to provide a balance leads to complaints by members and is a form of promotion.