BRITISH SOCIETY OF FLAVOURISTS
2018 Annual General Meeting
Dear Member of The British Society of Flavourists
You are cordially invited to attend the 47th Annual General Meeting of the British Society of Flavourists. The meeting will take place on the 21st June 2018 at 19.00, at the Burston Suite, The Mercure St. Albans Noke Hotel, Watford Road, St Albans, Hertfordshire, AL2 3DS
Teas/coffees and refreshments will be available from 18.30.
The AGM is your opportunity to hear a review of the Society’s work during the past year, examine the financial details of the Society and assist in the election of the Society’s Council and shape our future.
The Council plans to bring forward two resolutions for changes to the Constitution and Rules at this year’s AGM.
The first is a change to the Society’s financial year end date. It is proposed this be moved to 31st December.
The second is a change to allow the use of email correspondence for all communications to members, replacing the current mandated use of postal contact.
The exact wording of these changes will be provided to members ahead of the AGM and an opportunity to discuss the resolutions will be included in the AGM agenda.
This year there are several vacancies on Council; if you are interested in being involved please contact a member of council for more information or complete a nomination form. Being a member of the BSF Council is both rewarding and greatly valued. Council members can be reimbursed for out of pocket expenses incurred on Council duty.
Nominations are sought from the membership for general positions on the Council in Fellow, Associate and Affiliate grades of membership.
Following the election of our current President, Paul Filby, at last year's AGM, the Society has seen much progress in modern functionality, educational activity networking opportunities.
We are always looking for guest speakers to address our membership with talks which are relevant to our Industry and if you know of anyone willing to give a talk/lecture please let the Council know. If you feel you may be of service or have any questions, please do not hesitate to ask any Council member.
The Current Council and vacancies:
President: Paul Filby Elected 2017 - one more year to serve
Vice President: Vacancy - Council's nomination is Martin Walsh
Immediate Past President: Danny Kite - continues for one more year
Honorary Treasurer: Keld O'Shea - retires and offers himself for re-election, he is Council’s nomination
Honorary Secretary: Trevor Groome - retires and offers himself for re-election, he is Council's nomination
Honorary Membership Secretary: Stephen Hart - retires and offers himself for re-election, he is Council's nomination
David Baines - retires and offers himself for re-election, he is Council's nomination
Anne Kimber- has served one year and continues to serve
Mark Millward - co-opted and is standing for election, he is Council's nomination
Martin Walsh - retires and is Council's nomination for the vacant post of Vice President
Anna Rooney - retires and is eligible for re-election.
Honorary Secretary, British Society of Flavourists
BSF Constitution and Rules - pertinent sections
15. ANNUAL GENERAL MEETINGS
The Society shall each year hold a General Meeting as its Annual General Meeting. Each Annual General Meeting shall be held within twelve weeks after the end of the financial year of the Society. The business of each Annual General Meeting will comprise the following:
The Chairman's Report
The Treasurer's Report
Election of Officers and Members of the Council
Appointment of Auditors
The Chairman's Report will be in essence the Annual Report of the Council but can include last minute information of importance to the Society.
The Treasurer's Report will cover the Balance Sheet and the Statement of Revenue and Expenditure.
Election of Officers and Ordinary Members of the Council:
a) The annual elections to fill vacancies for Officers and Ordinary Members of Council shall be held by secret postal ballot in the period leading up to the Annual General Meeting.
b) Not less than 56 days before the Annual General Meeting, notice shall be sent by first-class post to all members entitled to vote, at their last known address, giving details of the current composition of Council, notifying vacancies and the names of those retiring, inviting nominations of candidates in accordance with Rule 8(k), indicating which, if any, of those retiring are eligible (and if so whether they are willing) to stand for re-election, and indicating nominations, if any, made by Council for Officer vacancies.
c) The Officers having satisfied themselves that the candidates are duly qualified and have been properly nominated, if there is more than one candidate for any vacancy a ballot list of candidates shall be sent to every voting Member by first-class post not later than 28 days before the Annual General Meeting. The ballot list shall include each vacancy for which there is more than one candidate, and the names of the candidates. It shall be accompanied by an information sheet giving brief details, against the name of each candidate, of civil honours, academic and professional qualifications, grade of membership, present post, and offices previously held in the Society with dates. The information sheet shall also list any vacancies to which candidates have been elected unopposed, with similar details of those candidates.
d) No information about a candidate other than provided for in (c) above, and no solicitation by or on behalf of a candidate shall be circulated to members.
e) A voting member desirous of voting shall record his or her vote by making a cross against the name of the chosen candidate for any vacancy.
f) The completed ballot paper shall be delivered or transmitted in a sealed envelope inside a second envelope bearing on the outside the signature of the member, addressed to the Honorary Secretary at the address indicated. Any ballot paper which is not so delivered or transmitted or which contains any other mark or writing shall be rejected.
g) The ballot paper shall be returned not later than a date to be determined by the Council and announced thereon and any ballot Paper not received by such date shall be rejected. Such date shall not be less then 10 days before the Annual General Meeting. The envelopes containing the ballot papers shall be opened and the count made by the scrutineers appointed by the Council, and the announcement of the result of the ballot shall be made on the instructions of the Council at the aforesaid Annual General Meeting.
The Agenda of the Annual General Meeting shall be sent to all Members at least seven days clear before the Meeting.
13. GENERAL MEETINGS
a) The President shall be the Chairman at every general meeting, or in his absence the Vice-President, or in his absence such Member of the Council as those Members of the Council present at the Meeting may elect shall be Chairman. If at any meeting no Chairman has been appointed as aforesaid within 15 minutes after the time appointed for the Meeting, the Members of the Society present may elect one of their number to be the Chairman of the Meeting.
b) A quorum will be fifteen Members entitled to vote.
c) A vote taken at General Meeting shall be by show of hands unless a poll be demanded by the Chairman or by two or more Members present and entitled to vote or by one such Member representing one tenth of the total voting rights of all the Members having the right to vote at the meeting. Unless a poll be so demanded a declaration by the Chairman that a motion has on a show of hands been carried or lost or carried or not carried by a particular majority shall be conclusive evidence of the vote without proof of the number or proportion of the vote recorded in favour of or against the motion.
d) If a poll be duly demanded it shall be taken in such manner as the Chairman directs and the result of the poll shall be deemed to be the motion of the meeting at which the poll was demanded.
e) In the case of an equality of votes the Chairman shall have a second or casting vote whether on a show of hands or on a poll.
f) A poll demanded on the election of a Chairman of the meeting or on a question of adjournment shall be taken forthwith. A poll demanded on any other question shall be taken at such time as the Chairman directs.
g) On a poll votes may be given either personally or by proxy. A proxy must be a Member. The instrument appointing a proxy shall be in writing under the hand of the appointer or of his attorney duly authorised in writing.
h) The instrument appointing a proxy and the power of attorney or other authority (if any) under which it is signed shall be deposited with the Honorary Secretary not less than 48 hours before the time appointed for holding the meeting or adjourned meeting at which the person named in the instrument proposes to vote and in default the instrument of proxy shall not be treated as valid.
i) An instrument appointing a proxy shall be in the following form or any other form of which the Council shall approve.
“The British Society of Flavourists
being a member of the British Society of Flavourists
hereby appoint of
or failing him of
or failing him of
as my proxy to vote for me and on my behalf at the General Meeting of the Society to be held on the
day of (date)
and at any adjournment thereof.
this day of (date) ”
22. AMENDMENTS TO THE CONSTITUTION AND RULES
The Constitution and Rules of the Society may only be altered by motion put to a General Meeting of the Society.