Proposal to run AGM online

Proposal to Run the AGM Online

Introduction

The PSNZ Council is considering a proposal to conduct the Annual General Meeting (AGM) by online means (such as Zoom), commencing in 2022. Although the decision is ultimately up to the Council, we are inviting members to make their opinions known before a final decision is made. Background

Prior to 2020, PSNZ has traditionally conducted its AGM as part of the National Convention. A block of 90 minutes is set aside, and the convention committee is told that nothing can be scheduled at the same time as the AGM.

The AGM is considered the changeover event for the PSNZ Council and is generally scheduled before the Banquet.

Following the cancellation of the 2020 National Convention the AGM that year was run very successfully over Zoom. In September 2020 the PSNZ Council planned to run the 2021 AGM in the same way. However this was not possible as the relevant by-laws had to be changed in order to do so. The 2021 AGM was, therefore, run at the Christchurch convention.

Rationale for the proposed change

There are two main reasons for proposing the change.

1) It opens the AGM up to the total membership. PSNZ has around 1,450 members, but fewer than 100 traditionally attend the AGM. By holding it at the National Convention we are effectively putting a financial limitation on members attending just the AGM. Delivery of the AGM online would eliminate that issue. While the technology to hold online meetings was very difficult in the past, technology and our experiences in 2020 have taught us that it is now relatively easy to do.

2) The majority of convention delegates don’t attend the AGM. Data from previous conventions show us that fewer than 50% of convention delegates attend the AGM.

The AGM has to be scheduled for a 90-minute block, with time also allowed for it to run over. This means that it takes up a significant block of time at the modern convention. As previously mentioned, nothing is allowed to be programmed against the AGM so effectively we have forced the majority of attendees to have some free time that they have already paid for.

Timing of the AGM

Under both the constitution and the Charities Commission rules we are required to conduct the AGM within six months of the end of the financial year, in our case 30 June. We propose that the AGM still be held around the same time as the national convention so that the changeover of officers could be linked to the convention.

The change would be implemented by amending By-law 8 National Conventions and clarifying in the constitution the dates that members of Council hold office.