AGM Guidelines

News

AGM Guidelines

October 12, 2020

Units must adhere to the Government Covid 19 guidelines for their jurisdiction when organising its meetings; full details for Ireland can be obtained using the link below:

https://www.gov.ie/en/campaigns/resilience-recovery-2020-2021-plan-for-living-with-covid-19/?referrer=http://www.gov.ie/roadmap/


In summary:

Level 1 

These are controlled environments with a named event organiser, owner or manager. For most venues, a maximum of 100 patrons can attend. Up to 200 patrons are allowed for larger venues where strict 2 metre seated social distancing and one-way controls for entry and exit can be implemented. 


Level 2 Up to 50 patrons are permitted and in pods or groups of up to 6 if appropriate, with arrangements to ensure no intermingling of groups. Up to 100 patrons are permitted for larger venues where strict 2 metre seated social distancing and one-way controls for entry and exit can be implemented. 


Levels 3, 4 & 5 No organised indoor gatherings permitted.


Northern Ireland

Details for restrictions in the six counties can be obtained using the following link:

https://www.nidirect.gov.uk/articles/coronavirus-covid-19-regulations-guidance-what-restrictions-mean-you


Overseas

All units outside of Ireland must adhere to the Government Regulations for their jurisdiction.


AGM’s

Under the current circumstances, where meetings cannot be held, due to Covid 19 restrictions, it is possible that AGMs be held online. It is recommended to use Microsoft Teams if holding your AGM online. It may not be practical for various reasons to hold an AGM physically or virtually. An ‘incorporeal’ AGM is acceptable within rule and where the unit is confident that business can be carried out transparently and within rule. As per Rule 62, decisions may be taken by a show of hands. If using a virtual system, the raise hand or chat function can be used. The chat function can be used for a proposer and seconder for nominations, etc. As per Rule 62, contentious issues shall be decided by secret ballot. It is advised that any matters that can wait to make them wait and remain conservative - 2020 is not the year to consider contentious motions.


Club AGM’s

Please note where clubs operate a one club model structure, the GAA amendments on the club constitution may apply.

Amendments to Rules for holding a Club AGM online or ‘incorporeal’

Rule 61 The election of Officers and Members of the Executive Committee to be conducted by means of a *Delivered Vote. The onus is on the voter to ensure that the vote is submitted and in time. (Election of Officers of the Association shall be by secret ballot)


Candidates for positions at County and Provincial Conventions and Annual Congress who are unable to attend the meeting, shall indicate in writing their intention to go forward for election and shall be added to the list of nominees. The candidate who obtains a simple majority of the votes cast by those present and entitled to vote shall be deemed elected. If there are more than two candidates and none has achieved a simple majority, the candidate with the lowest number of votes shall be eliminated and another ballot held. The process should be repeated until a result is achieved. In the event of a tie where an outgoing officer or representative is involved, he/she shall be deemed to be re-elected. If an outgoing officer or representative is not involved, the tie shall be decided by lot *by means of post, courier, hand delivery or other means on or before the date and time to the place specified on the ballot paper.


County Convention

For County Conventions for 2020 the following rules will apply:

Rule 171

Those entitled to vote at the County Convention shall be the outgoing officers together with two delegates from each affiliated Club, delegates to Provincial and Central Council, Officers of the County at Provincial and Central Council and their sub-committees who have voting rights, members of sub-committees within the County and two delegates each from the School and College Committees.

Rule 173

Clubs shall receive at least 4 weeks’ notice in writing of the date and venue of the County Convention, together with nomination and motion papers. These papers must be returned to the County Secretary at least 3 weeks before the County Convention. The Club Secretary should receive a copy of the Agenda, List of Nominees and Motions along with proposing Clubs at least 1 week prior to County Convention

Only nominees who declare, in writing/email, to the County Secretary at least two weeks before County Convention that they are standing for election shall be eligible for election.

Rule 61 The election of Officers and Representatives to Provincial and Central Councils to be conducted by means of a *Delivered Vote. The onus is on the voter to ensure that the vote is submitted and in time. (Election of Officers of the Association shall be by secret ballot)

Candidates for positions at County and Provincial Conventions and Annual Congress who are unable to attend the meeting, shall indicate in writing their intention to go forward for election and shall be added to the list of nominees. The candidate who obtains a simple majority of the votes cast by those present and entitled to vote shall be deemed elected. If there are more than two candidates and none has achieved a simple majority, the candidate with the lowest number of votes shall be eliminated and another ballot held. The process should be repeated until a result is achieved. In the event of a tie where an outgoing officer or representative is involved, he/she shall be deemed to be re-elected. If an outgoing officer or representative is not involved, the tie shall be decided by lot *by means of post, courier, hand delivery or other means on or before the date and time to the place specified on the ballot paper.

PROCEDURES FOR DELIVERED VOTE (i) A *Returning Officer shall be appointed by the relevant Executive Committee to oversee the voting process to include the distribution of the ballot papers. (ii) Each eligible voter shall be provided with a Declaration, a Voting Paper (accompanied with a smaller envelope) and an envelope (addressed to the Returning Officer). A vote will be declared invalid if the Declaration is not completed and returned in the addressed envelope. (iii) Each voter must return the signed Declaration along with their vote (the vote to be placed in the smaller envelope and sealed to protect the integrity of the secret ballot) in the addressed envelope by the appointed time.

*The returning officer should not be a candidate in an election