You are invited to join and participate in the meeting electronically via Zoom. You can register for the CIBD AGM here: https://ibd.zoom.us/webinar/register/WN_ff-IG6ryQcua2GE-swUotQ#/registration 

We will also share the invite electronically via the newsletter in August.

The deadline to register to attend the Zoom meeting is at 10.00 (BST) (09:00 UTC) on Monday, 8 September.

2.1 If you are a member who is entitled to attend and vote at the meeting, you are entitled to appoint a proxy to exercise your rights to attend, speak and vote at the meeting and you should have received a proxy form [with this notice of meeting]. A proxy does not need to be a member of the Charity but must attend the meeting to represent you.

You can only appoint a proxy using the procedures set out in these 
notes and the notes to the proxy form.

2.2 If you do not give your proxy an indication of how to vote on any resolution, your proxy will vote or abstain from voting at their discretion. Your proxy will vote (or abstain from voting) as they think fit in relation to any other matter which is put before the meeting.

2.3 If you wish your proxy to speak on your behalf at the meeting, you will need to appoint your own choice of proxy (not the chair) and give your instructions directly to them.

2.4 The notes to the proxy form explain how to direct your proxy how to vote on each resolution.

2.5 You can:
2.5.1 Appoint a proxy and give proxy instructions by returning the enclosed proxy form by post (see note APPOINTMENT OF PROXY BY POST).

2.5.2 Register your appointment electronically (see note [APPOINTMENT OF PROXIES ELECTRONICALLY]

3.1 To appoint a proxy using the proxy form, the form must be:

3.1.1 completed and signed; and sent or delivered to the Charity to Proxy Vote at 

3.1.2 Mi-Voice,
First Floor,
The Arch Building,
Gaters Mill,
Mansbridge Road,
Swaythling,
Southampton,
England,
SO18 3HW

3.1.3 received by the Charity no later than 8th of September 2024 at 17.00 (BST) (16:00 UTC).

3.2Any power of attorney or any other authority under which the proxy form is signed (or a duly certified copy of such power or authority) must be included with the proxy form.

3.3 If you have not received a proxy form and believe that you should have one, or if you require additional proxy forms, please contact support@mi-voice.com

4.1 [As an alternative to completing the hard-copy proxy form, you can appoint a proxy electronically by voting in advance by proxy. Mi-Voice will send an email with details on how to do this on the 20th of August. For an electronic proxy appointment to be valid, your appointment must be received by the [Charity] no later than 8th of September 2024 at 23:59 (BST) (22:59 UTC).

4.2 This support@mi-voice.com email address should not be used for any other purposes unless expressly stated].

5.1 Members may change proxy instructions by submitting a new proxy appointment using the methods set out above. Note that the cut-off time for receipt of proxy appointments also applies in relation to amended instructions; any amended proxy appointment received after the relevant cut-off time will be disregarded.

5.2 Where you have appointed a proxy using the hard-copy proxy form and would like to change the instructions using another hard-copy proxy form, please contact support@mi-voice.com.

5.3 If you submit more than one valid proxy appointment, the appointment received last before the latest time for the receipt of proxies will take precedence.

6.1 You may terminate a proxy instruction but to do so you will need to inform the Charity in writing by either:

6.1.1 Sending a signed hard copy notice clearly stating your intention to revoke your proxy appointment to the Charity. [In the case of a member which is a company, the revocation notice must be executed under its common seal or signed on its behalf by an officer of the company or an attorney for the company.] Any power of attorney or any other authority under which the revocation notice is signed (or a duly certified copy of such power or authority) must be included with the revocation notice.

6.1.2 Sending an email to support@mi-voice.com

6.2 In either case, the revocation notice must be received by the Charity no later than the 8th of September 2024 at 10.00 (BST) (09:00 UTC)

6.3 [If you attempt to revoke your proxy appointment but the revocation is received after the time specified, your original proxy appointment will remain valid unless you attend the meeting and vote in person].

6.4 Appointment of a proxy does not preclude you from attending the meeting and voting in person. If you have appointed a proxy and attend the meeting in person, your proxy appointment will automatically be terminated.

7.1 Except as provided above, members who have general queries about the meeting should customer.support@cibd.org.uk (no other methods of communication will be accepted).

7.2 You may not use any electronic address provided either in this notice or in any
related documents (including the proxy form) to communicate with the Charity for any purposes other than those expressly stated.

7.3 Voting on all resolutions will be conducted [on a show of hands OR by way of a poll]. [This is a more transparent method of voting where the Chair is appointed as proxy for multiple members, as it allows us to count each proxy vote separately; on a show of hands, the Chair would only be able to raise their hand once in respect of all proxies held by them which are “for” a resolution, and/or once in respect of all proxies held by them which are “against” a resolution. As a result, a vote on a show of hands can produce a result that is not reflective of the wishes of the membership].

7.4 If you have registered to attend the AGM on Zoom, Mi-Voice will send you an email with more information on how to vote live at the AGM.

7.5 As soon as practicable following the meeting, the results of the voting will be [announced and] posted on the Charity’s website].