Virtual Annual General Meeting on 7th January 2021 - Joining Instructions
The Annual General Meeting of the Anatomical Society will be held at 12:30 to 13:45 GMT on Thursday 7th January 2021 as a virtual meeting* via the RSB Zoom teleconferencing/videoconferencing platform, during the Society’s virtual Winter Scientific Meeting hosted by Newcastle University.
*Please be advised that the AGM will be recorded for administrative purposes and will be deleted, at the latest, 30 days from the occurrence of the meeting.
*Please note that due to the continuing impact of the Covid-19 pandemic all the Society’s meetings will be held virtually for the foreseeable future and the Society’s Councillors and Executive Administrator are continuing to work from home.
1. Documentation for the AGM
Please find attached:
· The Agenda
· The draft Minutes of the last AGM 19.12.19
· The draft Trustees' Annual Report and Accounts 2019/20
· The draft revised Memorandum and Articles of Association
· The draft revised Regulations
2. Joining the AGM by Telephone
For those of you joining the virtual AGM meeting by telephone:
a. You will not be able to vote on the day. So, if you are joining the virtual meeting by telephone please can you:
i. E-mail email@example.com to advise that you are intending to join the virtual meeting by telephone. So that a Register of telephone attendees may be compiled (deadline 12 noon GMT 6th January 2021);
ii. Vote in advance on the Ordinary and Special Resolutions in the Proxy Voting Form and return it by e-mail firstname.lastname@example.org (preferred method) or by post to the address on the Proxy Voting Form (deadline 12 noon GMT 6th January 2021).
b. You will not be able to raise any questions at the end of the meeting under ‘Any other business’. So, if you are joining the meeting by telephone please e-mail your question(s) in advance using the e-mail to email@example.com (preferred method) or by post to the address on the Proxy Voting Form (deadline 12 noon GMT 6th January 2021).
c. You will need to dial into the meeting using the appropriate country dial in number and meeting password. The members receiving this notice by e-mail will be sent the country dial in details and meeting password on 6th January 2021 after 12 noon GMT. The few members receiving this notice by post will have the details included.
3. Joining the AGM Online by the Zoom Videoconference Platform
For those of you joining the virtual meeting online:
a. You must register to attend the virtual AGM through your MySociety account (https://my.anatsoc.org.uk/index.php). Registration for the AGM will close at 12 noon GMT on the 6th of January 2021, 1 day prior to the AGM.
b. You will be sent details, including link, on how to access the AGM will be e-mailed to you on the 6th of January 2021, following close of registration.
c. If you are aware that the internet connection you are using is prone to issues with video conferencing software, please can you ensure that you have submitted your Proxy Voting Form (preferably by email) this will ensure that your vote is captured for any resolution to be voted on during the AGM.
d. To ensure your participation and any votes cast during the AGM are captured, please can you ensure that your first and last name are clearly displayed in your Zoom account. If you are unsure how to do this, please follow the instructions on this page: (Zoom Support - changing profile details).
If you have any administrative queries please could you contact Ms Mary-Anne Piggott, Executive Administrator at firstname.lastname@example.org by post to The Anatomical Society c/o Decoy Lodge, Decoy Road, Potter Heigham Norfolk, NR29 5LX.