Traditionally taking place on the same day as the Annual House of Lords Lunch, the CIBSE Patrons Annual General Meeting is open to all members of staff at a Patrons organisation.
This set of FAQs explains the rules and purposes of Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs) for CIBSE Patrons.
- AGM FAQs cover when and why the yearly meeting is held, who can attend and vote, how decisions are made, and the role of the AGM in elections and governance.
- EGM FAQs explain how and why special meetings are called, who can request one, what notice is required, and how these meetings differ from the AGM.
Both guides use simple language to help members understand their rights, the meeting processes, and how decisions are made.
Purpose of an AGM
The governance states we must hold a General Meeting every year between 1 April and 30 June. This meeting is called the Annual General Meeting (AGM).
The AGM is a governance requirement for the CIBSE Patrons. It provides a formal opportunity for members to:
- Receive updates on the Patrons’ activities, finances, and plans.
- Hold the Management Committee accountable for their decisions and actions.
- Vote on important matters, such as elections to the Management Committee.
- Raise questions or concerns about the Patrons’ direction and management.
The AGM gives members a direct voice in the CIBSE Patrons. It allows them to:
- Stay informed: Hear reports on the Patrons’ performance and future plans.
- Participate in decisions: Vote on key issues and elections.
- Influence direction: Ask questions and provide feedback to the Management Committee.
- Hold leaders accountable: Ensure the Management Committee is acting in the best interests of the CIBSE Patrons and its members.
Voting rights are usually restricted to Company members because they have a formal, professional stake in the CIBSE Patrons. This ensures that decisions are made by those with the most relevant experience and commitment to the organisation’s goals.
A quorum (minimum number of members present) is required to ensure that:
- Decisions are representative of the membership.
- Important matters are not decided by a very small group.
- The meeting is valid and its outcomes are legally binding.
For the AGM, the quorum is 10 Company members of CIBSE Patrons.
The Chair can invite advisers or guests whose input may be helpful. However, only Company members of CIBSE Patrons can vote.
CIBSE Trustees and CIBSE staff members may also attend.
The Patrons’ governance state that an AGM must be held every year between 1 April and 30 June. This ensures transparency, good governance, and compliance with the organisation’s internal regulations. The Chair of the CIBSE Patrons becomes a member of the CIBSE Council, to represent the Patrons at high-level meetings.
The 21-day notice period ensures that all eligible members have enough time to:
- Make arrangements to attend.
- Review any documents or reports that will be discussed.
- Submit questions or proposals in advance, if required. This helps to encourage maximum participation and informed decision-making.
If urgent or important decisions cannot wait until the next AGM, an Extraordinary General Meeting can be called. This allows members to address critical issues promptly, while still following democratic and transparent processes.
The AGM supports transparency and good governance by:
- Requiring regular reporting from the Management Committee.
- Providing a forum for open discussion and questioning.
- Ensuring that elections and major decisions are made in a fair and democratic way.
- Allowing members to scrutinise the Patrons’ activities and finances.
The AGM is the main forum for electing members to the Management Committee. This process ensures that:
- The Committee is accountable to the membership.
- New members can bring fresh ideas and perspectives.
- The Committee reflects the will and priorities of the Patrons’ members.
CIBSE Patrons AGM
Questions specific to the CIBSE Patrons' AGM.
The AGM must be held every year between 1 April and 30 June. The exact time and place are decided by the Management Committee. Notices about the AGM must be sent out at least 21 days before the meeting.
Traditionally, it is held the same day as the House of Lords Lunch, at a nearby venue.
- Annual General Meeting: At least 10 Company members of CIBSE Patrons must be present.
- Extraordinary General Meeting: At least 15 Company members of CIBSE Patrons must be present.
- Attend: Any member of staff at a Patrons organisation, any CIBSE Trustee, and CIBSE staff member nominated by the Trustees. The Chair can invite advisers.
- Vote: Only staff members of CIBSE Patrons organisations can vote.
Yes, the Chair can adjourn a meeting with the consent of those present. If adjourned for 30 days or more, a new notice must be sent out.
Yes, the Management Committee can fill vacancies by co-opting members. Co-opted members must stand for election at the next AGM.
If someone entitled to notice does not receive it, this does not invalidate any decisions made or proceedings at the meeting.
- If there is no quorum within half an hour of the start time for a Management Committee-called meeting, it is adjourned to the same day and time the next week.
- If there is still no quorum, the Management Committee decides if and when to reconvene, giving at least 7 days’ notice.
- If there is no quorum for a member-requisitioned meeting, the meeting is dissolved.
- Most votes are decided by a show of hands.
- The Chair or at least 10 Company members can call for a poll (a formal vote).
- In a tie, the Chair has the casting vote.
- At least three months before the AGM, the Management Committee notifies members of nominated candidates.
- Members can submit additional nominations within 42 days of the notice.
- If there are more candidates than vacancies, a ballot is held.
- If there are not enough candidates, the nominated candidates are declared elected.
Extraordinary General Meeting
EGMs are called when immediate action, member input, or a vote is needed on issues that arise between AGMs.
An EGM is a special meeting called outside the usual schedule of the Annual General Meeting (AGM). It is held to discuss and decide on urgent or important matters that cannot wait until the next AGM.
An EGM can be called by:
- The Management Committee whenever they believe it is necessary.
- Twenty Company members of CIBSE Patrons, by submitting a formal requisition.
The notice for an EGM must include:
- The place, day, and time of the meeting.
- The nature of the business to be discussed.
- At least 21 clear days’ notice must be given to all Patrons' members.
Only the business stated in the notice can be discussed at the EGM.
If a quorum is not present within half an hour of the scheduled start time, the EGM is dissolved and no further action is taken.
Once a valid requisition is received, CIBSE staff must:
- Give notice of the EGM within 21 days of receiving the requisition.
- Hold the EGM within three months of receiving the requisition.
No member or attendee may publish any account of the EGM’s transactions without prior consent from either the Management Committee or the CIBSE Board.
- The AGM is the yearly meeting held between 1 April and 30 June.
- An Extraordinary General Meeting is any other general meeting called outside the AGM schedule.
To request an EGM, members must:
- Submit a requisition stating the business to be discussed to [email protected]
- List the names of the 20 Company members making the request.
- Confirm in writing (electronically is acceptable) that all named members support the requisition.
A quorum for an EGM is 15 Company members of the CIBSE Patrons personally present. If a quorum is not present within half an hour of the start time, the meeting is dissolved.
No. Only the business specified in the original notice can be discussed and decided upon at the EGM.
- Attend: Any member of staff at a Patrons organisation, any CIBSE Trustee, and CIBSE staff member nominated by the Trustees. The Chair can invite advisers.
- Vote: Only staff members of CIBSE Patrons organisations can vote.