Notice of Members Meeting for an Unincorporated Association - Word & PDF Template Form

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Dear ________,

RE: ________ — Notice of Annual General Meeting

This notice is given to you in your capacity as a member of ________ (the “Association”), an unincorporated members’ association, in accordance with the Association’s constitution and rules and applicable law of England and Wales.

1. Notice of Meeting. NOTICE IS HEREBY GIVEN that, pursuant to the constitution and rules of the Association, the Executive Committee has resolved to convene the Annual General Meeting of the members of the Association to be held on ________ commencing at ________ (the “Meeting”). This notice is given not less than ________ days’ clear notice as required by the constitution and rules of the Association.

2. Place of Meeting. The Meeting will be held at the following venue:

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Where permitted by the constitution and rules of the Association, members may alternatively attend and participate by electronic means using the following facility: ________.

3. Business to be Transacted. The business to be transacted at the Meeting is as follows:

3.1 To receive an apology for absence and to confirm the existence of a quorum in accordance with the constitution and rules of the Association.

3.2 To read, approve and confirm as a correct record the minutes of the last general meeting held on ________.

3.3 To receive and, if thought fit, to adopt the report of the Executive Committee for the financial year ended ________.

3.4 To receive and, if thought fit, to adopt the balance sheet, statement of accounts and treasurer’s report for the financial year ended ________.

3.5 To receive from the Executive Committee the projected income and expenditure for the financial year ahead.

3.6 To elect and appoint the officers and members of the Executive Committee for the forthcoming year in accordance with the constitution and rules of the Association.

3.7 To appoint the auditors or independent examiners of the Association and, if thought fit, to authorise the Executive Committee to fix their remuneration.

3.8 To consider any special business of which due notice has been given, namely: ________.

3.9 To transact any other business which may properly be brought before the Meeting in accordance with the constitution and rules of the Association.

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5. Proxies. A member entitled to attend and vote is, where the constitution and rules of the Association so permit, entitled to appoint another member as a proxy to attend, speak and vote on his or her behalf. To be valid, the instrument appointing a proxy must be in writing, signed by the appointing member and deposited with the Secretary at ________ not less than ________ hours before the time appointed for the holding of the Meeting. A form of proxy is enclosed with this notice.

6. Quorum. No business shall be transacted at the Meeting unless a quorum of members is present. The quorum for the Meeting is ________ members present in person or by proxy (where proxies are permitted), as prescribed by the constitution and rules of the Association.

7. Resolutions and Nominations. Any member wishing to propose a resolution, motion or nomination for election to the Executive Committee for consideration at the Meeting must give written notice thereof to the Secretary so as to be received not later than ________, and such notice must be signed by the proposer and seconder, each of whom must be a member entitled to vote.

8. Documents Available. The annual report, balance sheet and statement of accounts referred to above are available for inspection by members prior to the Meeting upon request to the Secretary and will be available at the Meeting.

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10. Enquiries. If you have any queries in relation to this notice or the business to be transacted at the Meeting, please do not hesitate to contact the undersigned at ________.

Yours sincerely,

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for and on behalf of the Executive Committee of ________