The mark of the conservation professional
Governance: General Meeting and AGMs
This page carries the resources and updates for the IHBC’s General Meeting and AGMs (Annual General Meetings), including as relevant the background to the development of the ‘Articles of Association’ adopted in December 2020.
IHBC Annual General Meeting (AGM) 2024 Online
30 April 2024
Online from 5:30pm with Dr Robyn Pender, for 6:00pm AGM
AGM CHAIR: David McDonald, IHBC Chair
REGISTRATION IS REQUIRED - BOOK HERE
VOTING FOR ACCREDITED (INCLUDING RETIRED) MEMBERS ONLY
SUBMIT YOUR ONLINE SHORT PROXY FORM HERE
DOWNLOAD YOUR LONG PROXY FORM HERE
FOR ALL MEMBERS: SUBMIT APOLOGIES HERE
The IHBC will hold its next Annual General Meeting online at 6.00pm on Tuesday 30 April, with proceedings to start from 5.30pm.. It is open to IHBC members in ANY membership category and is free.
PROGRAMME: 5.30 pm (LOG-IN BY 5.25)
The full programme of IHBC CPD will open at 5.30pm with a free talk by Dr Robyn Pender entitled 'Taming the elephant in the room: 'Why exactly are we using so much energy in buildings in the first place'?
Dr Pender recently retired from the Building Climate Adaptation Team at Historic England, having been a Senior Building Conservation Advisor there and at English Heritage since 2005. Robyn is currently a Director at the 'climate emergency' training and research consultancy, Whethergauge. You can find more background to her work and presentation on our NewsBlog update HERE.
AGM: FROM 6.00PM
In line with our new Articles, business will include:
- The consideration of the accounts, balance sheets, reports of the Board (including the annual report) and auditors;
- The retirement, appointment or re-appointment of Directors, our Trustees;
- The appointment of the auditors;
- Elections to the Board, as discussed below and;
- Resolution: That the IHBC Board submit a memorandum (informally referred to as a ‘Letter of Intent’) to the Privy Council Office as described in the covering report (LINK) submitted to the AGM [SEE BACKGROUND DISCUSSIONS HERE], to determine any prospective barriers to and/or requirements arising in any Petition, and return to the membership with recommendations and guidance as appropriate.
You can see more background to discussions on the resolution HERE and the covering report HERE
Following the business of the meeting there will be an opportunity to raise, discuss and explore current issues of interest to members with officers and members.
As the AGM is a critical moment in our cycle of governance, all categories of member are strongly encouraged to attend.
Among ordinary business matters at the AGM, our accredited members – that is Associates, Full Members and Retired – will vote on the election of our new Board of Trustees. Members will also be asked to vote on the proposals in the Resolution linked to the next steps on the exploration of an IHBC Petition for Charter, the submission of a ‘memorandum’ on the IHBC to the Privy Council Office to understand its views the matter.
Detailed content of the 2024 AGM will be notified in a forthcoming full Agenda, and will include the ‘Trustees report’ for 2021-22 – as the next report due for approval – as well as the names of trustees going forward for election and updates on current operations.
Remember too that while all IHBC members of all categories are encouraged to attend the AGM – with IHBC CPD certificates available on request, reflecting the status of the business – only Full, Associates and Retired members may vote.
Voting by proxy will be available to qualifying members who cannot attend, or who want to vote in advance. More information will be published in due course.
PLEASE NOTE:
- The IHBC’s Annual General Meeting is open exclusively to IHBC members
- IHBC members of ALL categories are encouraged to attend.
- Voting at the Annual General Meeting is open ONLY to Full, Associate and Retired IHBC members. Affiliates and Supporters do not have votes, but are encouraged to attend the entire programme
- Attendance at the IHBC’s formal meetings, such as General Meetings, AGMs and Council, is recognised as IHBC CPD.
REGISTER FOR THE IHBC AGM 2024 HERE
SUBMIT YOUR ONLINE SHORT PROXY FORM HERE
DOWNLOAD YOUR LONG PROXY FORM HERE
See also David McDonald’s ‘Written statement on engaging with the IHBC’s governance’
Attendance at the AGM is free, but if you would like to make a donation to support the IHBC's core charitable operations through our CREATIVE Conservation Fund, you may do so HERE.
2023 AGM, 3 May 2023, 5:30pm
IHBC Annual General Meeting (AGM) 2023
Online: 3 May 2023
Proceedings open at 5.30 PM; AGM starts 6PM prompt
AGM CHAIR: David McDonald, IHBC Chair
The IHBC will hold its next Annual General Meeting at 6 PM on 3 May 2023. It is open to IHBC members in ANY membership category and is free.
It will be preceded by a presentation and discussion, details to be confirmed.
Business for the AGM will include:
- Apologies
- Adoption of the Minutes of the 2022 AGM
- Adoption of the Annual Report for the year ending 30 September 2021
- Appointment of Independent Examiners
- Appointment of new trustees and directors.
Following the business of the meeting there will be an opportunity to raise, discuss and explore current issues of interest to members with officers and members.
See the 2023 call for Trustees HERE and background details to the 2023 AGM HERE.
Download the IHBC TRUSTEES PERSON SPECIFICATIONS etc December 2021. See also the IHBC Board’s Statement on ‘Equity, Diversity and Inclusion’ - January 2023.
Download the Trustee Nomination Form 2023
For more background to the AGM, see links to our Trustees and our Corporate Papers.
PLEASE NOTE:
- The IHBC’s Annual General Meeting is open exclusively to IHBC members
- IHBC members of ALL categories are encouraged to attend.
- Voting at the Annual General Meeting is open ONLY to Full, Associate and Retired IHBC members. Affiliates and Supporters do not have votes, but are encouraged to attend the entire programme
- Attendance at the IHBC’s formal meetings, such as General Meetings, AGMs and Council, is recognised as IHBC CPD.
Voting before the Annual General Meeting: Proxy voting
Only IHBC Full, Associate and Retired members have the right to vote at the General Meeting.
Voting members are encouraged to vote by proxy, whether or not attending the Annual General Meeting. This helps the institute manage resources needed for the timely counting of votes while delivering the programme, and also avoids any unforeseen technical problems on the day.
There are two options for voting by proxy:
- Use the ONLINE SHORT PROXY to simply appoint the meeting chair as your proxy for the AGM
- OR register your vote by proxy with a voting Member of the IHBC, including the meeting chair, please download the LONG PROXY FORM and submit it to the IHBC as directed.
General Meeting: Voting and Programme
Voting members may otherwise vote during the meeting using the virtual platform's polling and linked functions as directed on the day.
After the AGM there will be updates from the IHBC Chair, David McDonald, and the opportunity to raise current issues such as:
- Plans for progress under our new constitution, including future AGMS, Byelaws, chartering and Board developments
- The Conservation, Places and People All-Party Parliamentary Group (APPG), with the IHBC as its Secretariat
- COVID-19 impacts and legacies, financial and otherwise
- The IHBC's Annual Schools and MarketPlace
- Partnerships updates.
2022 AGM, 24 February 2022, 6pm
All categories of membership welcome
Download the 2022 AGM Agenda
These events are FREE but you can donate to the IHBC CREATIVE Conservation Fund, which exclusively delivers on the IHBC’s charitable activities, HERE.
Click image to enlarge
Only IHBC Full, Associate and Retired IHBC members have the right to vote at the Annual General Meeting.
Voting members are encouraged to vote by proxy, whether or not attending the General Meeting or Council. This helps the institute manage resources needed for the timely counting of votes while delivering the programme, and also avoids any unforeseen technical problems on the day.
There are two options for voting by proxy:
- Use our ONLINE SHORT PROXY to simply appoint the meeting chair as your proxy for the AGM
- OR register your vote by proxy with a voting Member of the IHBC, including the meeting chair, please download the LONG PROXY FORM and submit it to the IHBC as directed.
Voting members may vote during the meeting using the virtual platform's polling and linked functions as directed on the day, BUT SHOULD NOT VOTE ON THE DAY IF A PROXY HAS BEEN ARRANGED. If it has, for the vote to take effect in any poll you must revoke your proxy BEFORE the meeting by emailing the notice to our Company Secretary Lydia Porter at admin@ihbc.org.
After the AGM there will be updates from the IHBC Chair, David McDonald, and the opportunity to raise current issues such as:
- Plans for progress under our new constitution, including future AGMS, Byelaws, chartering and Board developments
- The Conservation, Places and People All-Party Parliamentary Group (APPG), with the IHBC as its Secretariat
- COVID-19 impacts and plans, financial and otherwise
- The IHBC's 2022 Aberdeen School (16-18 June) and the linked CPD-led MarketPlace
- Partnership updates.
2021: General Meeting, 26 March
The IHBC held a General Meeting at 1 pm on 26 March 2021 to pass a Special Resolution to the new Articles that clarifies the institute's capacity to hold entirely 'virtual' General Meetings. It will include an opportunity to update members on new arrangements under way following the AGM in December 2020.
Following the conclusion of the meeting the IHBC will open the first Council meeting under our new constitution.
Both events are FREE.
NOTES:
- The General Meeting and Council are open to IHBC members in ANY membership category. See more from the IHBC NewsBlogs HERE
- Voting at the General Meeting is open ONLY to Full, Associate and Retired IHBC members, not to Affiliates
- The Special Resolution to the General Meeting states that:
- The Articles of Association shall be altered so as to take the form of the Articles of Association attached to this resolution, are in substitution for, and the exclusion of, any Articles of Association of the company previously registered with the Registrar of Companies.
- See the revised Articles of Association attached to this resolution, with amendments indicated at 11.4-11.6 and 12.8-12.10, HERE
Voting before the General Meeting: Proxy voting
Only IHBC Full, Associate and Retired members have the right to vote at the General Meeting.
Voting members are encouraged to vote by proxy, whether or not attending the General Meeting or Council. This helps the institute manage resources needed for the timely counting of votes while delivering the programme, and also avoids any unforeseen technical problems on the day.
General Meeting: Voting and Programme
Voting members may otherwise vote during the meeting using the virtual platform's polling and linked functions as directed on the day.
The meeting will include updates from the IHBC Chair, David McDonald, and other officers, on current issues for the institute such as:
- Plans for progress under our new constitution, including future AGMS, Byelaws, chartering and Board developments
- The Conservation, Places and People All-Party Parliamentary Group (APPG), with the IHBC as its Secretariat
- COVID-19 impacts and plans, financial and otherwise
- The IHBC's 2021 Brighton School (17-18 June, and after) and the new CPD-led Day School MarketPlace (18 June)
- Partnerships updates
Following the General Meeting the IHBC will host its first 'Council' meeting under the new constitution. This is also open to members of any category, with details currently under preparation.
2020
Background
The early development of the IHBC’s current proposal to adopt new Articles at the 2020 AGM on 3 December is outlined below. This culminated in the IHBC’s 2019 AGM adoption of the ‘Proposal for future governance of the Institute’. The recommendation to members of the new Articles here marks the next step in the modernisation of the IHBC as a specialist and professional body and charity for the 21st century.
Since the adoption of the 2019 ‘Proposal for future governance…’, the IHBC has been working hard with our legal advisers, Knights, and national charity regulators in England and Wales and in Scotland to agree a text that represents the ambitions agreed then. We opened the consultation on the draft new Articles in January 2020. Although in-person discussions had to stop in the Spring due to the pandemic, the consultation has remained open, operating alongside the discussions with legal advisers and charity regulators.
Over the summer the IHBC received ‘in principle’ approval from the regulators on a text only slightly modified from the consultation draft, with the adjustments noted below.
Members are encouraged to continue their historic support for the developments agreed in 2019 through even more energetic support for the adoption of the new Articles at our AGM December 2020.
Regarding the Articles proposed for adoption at the 2020 AGM, Members should note that:
- They offer a framework, intended for testing in the coming years, that can be adjusted to make sure they are fit for our charitable and operating purposes. This approach reflects the ongoing ‘experimental evolution’ that proved so successful in the ‘IHBC+’, started in 2015, while the adoption of the Articles themselves will represent the conclusion of that programme.
- They will be underpinned by Bye Laws to be drafted in accordance with the adopted Articles, based first on current practice
- As they will be formally promoted to the IHBC’s 2020 AGM, the IHBC’s National Office has been directed to organise opportunities for member engagement. Members of any category (Affiliate, Associate or Full) who would like to get involved with these should keep up to date by monitoring the IHBC’s NewsBlogs updates. If you are not receiving NewsBlogs you can sign up HERE, or to adjust your contact address use the link in the last email you received; for queries email contact@ihbc.org.uk. Inevitably, and necessarily, such engagement will take place largely online. However the Board has agreed that such limitations are an acceptable limitation given both the extended consultative pathway leading to the draft, as well as the current stage of the process following regulatory approval, which is concerned with adoption of the approved text.
If you have specific queries on the Articles please email governance@ihbc.org.uk or the relevant officer.
Adjustments to the consultation draft Articles made during the membership and regulatory scrutiny are:
- At the request of the Scottish regulator OSCR, revision of the Object at 2.1.a to ‘Conservation and enhancement of the historic environment’, from ‘Conservation and enhancement of the built and historic environment’
- The Director/Chief Executive is no longer proposed as a member of the Board as the new Articles should ensure that board members will be sufficiently engaged in the operation of the charity. The issue can be reviewed at a later date.
- Proofing and allied corrections in the draft text.
See the Articles as proposed to the AGM HERE
See the NewsBlog launch of the consultation HERE
Search for background updates on progress in Membership Matters, formerly the IHBC’s Membership Update
See the NewsBlog update on the IHBC’s 2019 AGM
See the ‘Proposal for future governance of the Institute’ adopted at the 2019 AGM, which forms the basis for the Articles being proposed for adoption at the 2020 AGM.
2019
Background
After more than a decade of exploration, interrogation, and debate, the IHBC has produced a discussion document on what form modern governance in the IHBC might take, drafted by IHBC Chair - and past Consultations Consultant - James Caird.
Already offered for consultation across the Institute the IHBC's board of trustees is recommending for approval at the next AGM, in Nottingham on 5 July the most recent version of the working document, the 'Proposal for future governance of the Institute'.
IHBC Officers on the consultation on 'future governance'
David McDonald said: ‘The new discussion document encapsulates our thoughts on the future of the IHBC as a modern professional body, fit for purpose and working to modern standards. By contributing to these plans, you can help shape and refine our thoughts to date, and help us bring them to fruition in the best possible way.’
‘Here James has pulled together a huge variety of data, strategies and issues, following more than a decade of exploration, interrogation, and debate across the IHBC.’
‘In the past, as our consultations consultant, we have all seen James tie together innumerable threads and dispositions into a meaningful, coherent and balanced set of conclusions, and help us find the right way forward. We think he has managed to do that again in this document, helping us nail down structures for the modernisation of our governance.’
‘Also, like our ordinary consultations, James’ draft demands further input and refinement from those who care about the IHBC and our work – our members – and now we want members of all categories and levels of engagement to help us plan and refine our next steps’.
James Caird said: ‘The modernisation of our constitution must respond to modern standards of governance of course, but also reflect the new operations and capacity in the institute. And it needs to be able to respond to the rapidly changing working environment and needs of all of our members: offering both flexibility, but also stability.’
‘So, after drawing together thoughts, lessons and initiatives that have evolved since we first established the National Office in 2004, we have our base-line discussion document, approved by trustees at no less than two board meetings.’
‘Now, David and I are travelling around those Branches and member meetings to discuss the issues and thoughts. And I’m delighted to have such positive feedback, and new ideas to work with too, and I look forward to hearing more over the coming weeks and months.’
IHBC Director Sean O’Reilly said: ‘Not everyone will be able to make those meetings – or want to – so James’ paper offers everyone the chance to read and review current thoughts, and feed thoughts back to us.’
‘Members – of all categories – are encouraged to do that direct to the dedicated email address governance@ihbc.org.uk or to any of us, or at any of the local meetings too that we are attending across the country.’
Respond to the document at governance@ihbc.org.uk
David McDonald
James Caird
