EGM Report, AGM Report, Annual Accounts, Regulations

Transcribed from the printed issue; not yet reviewed. Read it in the PDF of the issue, page 13

British APL Association News¶

Minutes of Extraordinary General Meeting
2pm Friday 25 March 1994 at the IEE¶

Membership Rates The proposal, to reduce the membership rates for overseas members to reflect that Vector is the sole advantage of membership, was approved nem. con.

Membership Year The proposal, to allow the committee flexibility in determining the membership year for new members, was accepted nem. con.

Cheque Authorisation The proposal was to allow the committee to authorise new signatories to the Association bank account. An amendment was proposed by the Secretary, seconded by George MacLeod and passed nem. con., that the words “member of the Management Committee or employee of the Association” in the proposal be changed to the word “person”. The amended proposal was approved nem. con.

Date of AGM The proposal, to change the regulations to reflect that the AGM must be in May to comply with BCS regulations, was accepted nem. con.

EGM Regulations The proposal, to correct a typographical error in the original regulations with regard to the EGM, was accepted nem. con.

Report of Annual General Meeting
2pm Friday 27 May 1994 at the IEE¶

Agenda¶

Minutes of the AGM 11 June 1993
Minutes of the EGM 25 March 1994
Chairman’s Report
Management Committee Officers’ Reports
Audited Statement of Accounts
Proposals for Alterations to the Regulations
Proposals for Alterations to the Fees
Report on the Election of Officers for 1994/1995
Appointment of Auditors for 1994/1995

The Minutes of the 1993 AGM were agreed.

The Minutes of the EGM are reported in this issue of Vector.

The Chairman reported a small increase in membership. Also that negotiations with Oxford University Press concerning the proposed publication of a fully refereed Journal are proceeding satisfactorily. Also that arrangements for the Swansea Conference will appear in Vector 11.1.

The Chairman then made the presentation of the Outstanding Achievement Award to Adrian Smith. He noted Adrian’s much appreciated book, widely circulated software (in particular free APL PostScript and TrueType fonts), and the APL Typewriter; also the close support he gives to the production of Vector. Adrian responded with two well chosen cartoons from The Guardian on the overhead projector.

The Treasurer circulated the Statement of Accounts. A member asked for comment on the excess of expenditure over income and was told that the Management Committee had a policy to distribute some of their reserves to pay for projects supportive of the aims of the Association.

Alterations to the Regulations and Fees were agreed at the EGM.

The Chairman reported that there had been no requirement for a postal ballot as the nominations for Committee posts had been uncontested. As there had been no nomination for the post of Treasurer, the Committee had asked Nicholas Small if he would serve another year. He agreed to be co-opted.

1994-95 Committee¶

Summary of Annual Accounts 1993/94¶

Notes¶

1. Pence figures have been omitted, so columns may not add exactly.
2. The value of stocks of Vector and the Software Library have not been assessed, nor has the value of the Association’s computing hardware and software.

Treasurer’s Remarks on the Annual Accounts.¶

For 1993/94, figures are shown both as income and expenditure, i.e. revenues strictly relating to the activities of that year, and as receipts and payments, i.e. what goes in and out of our bank account. The comparative figures for 1992/93 relate to income and expenditure.

In arriving at income and expenditure from receipts and payments, the item Other under Receipts was adjusted for late payments not identifiable with specific invoices; from Conferences & seminars under Payments was subtracted the advance payment for APL in Business. The item Other under Payments includes the cost of a portable PC.

British APL Association: Regulations¶

1. Name

   The Group shall be called The British APL Association.

2. Affiliation

   The Association is and shall be affiliated to the British Computer Society as a Specialist Group.

3. Objects

   • a) To promote the use of APL;
   • b) To develop awareness and competence in APL;
   • c) To represent the interests of Association members with other bodies;
   • d) To contribute to the development of the language and definition of international standards.

4. Constitution

   The British APL Association shall consist of:

   • a) President and Vice Presidents;
   • b) Chairman, Secretary and Treasurer;
   • c) Other elected officers;
   • d) Individual fee paying members;
   • e) Individual fee paying student members;
   • f) Corporate members;
   • g) Sustaining members;

5. Members in Good Standing

   A member in categories 4(d), 4(e), 4(f) or 4(g) is in good standing with the Association by virtue of having paid all membership fees due to the Association for the current year. Any membership which is not renewed within the first four months after becoming due is deemed to have lapsed.

6. Appointed Officers

   • a) A President may be appointed at the discretion of the Management Committee.
   • b) A maximum of four Vice Presidents may be appointed in recognition of service to the APL community at the discretion of the Management Committee.
   • c) Appointed Officers may serve for a period of one year with up to two consecutive renewals. Non-contiguous periods of office are permitted with no limit.
   • d) Appointed Officers shall have the right to attend free of admission charge all General Meetings of the Association and all events staged by the Association.

7. Elected Officers

   • a) The Elected Officers shall be Chairman, Secretary, and Treasurer who must be individual fee paying members in good standing.
   • b) Other officers may be elected to fill posts created by the Management Committee.
   • c) It is the duty of the Elected Officers to attend meetings of the committee.
   • d) Election: The officers shall be elected by postal ballot - to serve from 1 May in the year of election until the following 30 April. Individual members will be sent one ballot paper; corporate and sustaining members will be sent five to be cast by five users of APL where possible.
   • e) Casual Vacancy: A vacancy occurring during the term of office may be filled by an appointment by the Management Committee.
   • f) The occupant of any post who has held it for three consecutive years is not eligible for election to that post in the fourth year.

8. Management

   • a) The affairs of the Association shall be managed (subject to the control of the AGM) by a Management Committee comprising:
     • i) Appointed Officers
     • ii) Elected Officers
   • b) Co-option: The Management Committee may co-opt members as required, normally to hold office until the following 30 April.
   • c) The General Committee of the Association shall comprise the Management Committee together with members of Sub-Committees and Working Parties which from time to time be set up by the Management Committee.
   • d) Meetings: The Management Committee shall meet at least four times in its year of office and frequently enough to carry out the business of the Association properly.
   • e) Notice: At least fourteen days notice of the place, date and time of meetings shall be given to each member of the relevant committee.
   • f) Quorum: The business of the Association may be transacted by not less than half the members of the Management Committee.
   • g) In the absence of the Chairman, the Management Committee shall elect one of its members to take the chair for the meeting.
   • h) Voting: In determining a question by vote of the majority of members present, each having one vote, the chairman of the meeting shall have a second or casting vote.
   • i) Standing Committees: The Management Committee is empowered to set up Standing Committees to deal with matters that require continuity. A member of the Management Committee shall sit on each Standing Committee.
   • j) Sub-Committees and Working Parties: The Management Committee may set up at any time sub-committees and working parties responsible to the Management Committee which shall appoint a Chairman and provide appropriate terms of reference.

9. Annual General Meeting

   • a) Each year the Association shall hold an AGM in May.
   • b) Notice: The Secretary shall send, at least 28 days before, notice of the date, time and place of the AGM, together with the Agenda, to all members of the Association. For this purpose a notice printed in the official publication of the Association shall be considered sufficient.
   • c) All members have the right to attend the AGM for which there shall be no attendance charge.
   • d) Agenda: The following items shall be included:
     • i) Minutes of the previous AGM;
     • ii) Minutes of any EGM held since the previous AGM;
     • iii) Chairman’s Report;
     • iv) Management Committee Officers’ Reports;
     • v) Audited Statement of Accounts;
     • vi) Proposals for Alterations to the Regulations;
     • vii) Proposals for Alterations to the Fees;
     • viii) Ratification of Auditors.
   • e) Nominations: A Nominating Committee will draw up a list of Candidates for each elected post; additional candidates may be nominated by a proposer and seconder. All candidates, proposers and seconders must be members in good standing. Closing date for nominations is 1 February.
   • f) Voting: Every question at the AGM shall be decided by a majority of the votes cast. Individual members of the Association each have a single vote. The accredited representative of each corporate and sustaining member have five votes which may be split as desired. If a vote is tied, then there shall be a recount; if this fails to resolve the matter the candidate with the least votes is removed and the vote retaken, this process continuing until there is a decisive vote - or it cannot be continued, in which case the Chairman has a casting vote.

10. Extraordinary General Meeting

    • a) An Extraordinary General Meeting (EGM) shall be convened on a resolution of the Management Committee or within five weeks of receipt of the Secretary of a requisition signed by no less than one quarter of the current membership in good standing stating the business to be transacted at the meeting.
    • b) Regulation 9, except subparagraph (d) and (e) shall apply.
    • c) An EGM shall transact only such business as is specified in the resolutions or requisitions concerning it.

11. Finance

    • a) The Association shall follow the BCS Financial Guidelines as issued from time to time insofar as they apply to Specialist Groups.
    • b) Bank Account: In accordance with the BCS Financial Guidelines, the Association shall have at least one Account (Account A) at Lloyds Bank, Langham Place Branch, used for normal running expenses. Other accounts at the branch may be used for special events or investment funds.
    • c) The financial year shall start on 1 May.
    • d) The Chairman is responsible to the BCS for submitting draft budgets, recording ongoing expenditure and capital expenditure separately for each year by 30 November in the preceding year.
    • e) The Chairman is responsible for making available to the BCS a receipts and payments statement at the end of every financial year (30 April) in respect of the Association’s normal operations and special events; this statement to be included in the BCS annual accounts subject to audit by the BCS auditors.
    • f) All cheques drawn on the Association’s bank accounts must be signed by any two of Chairman, Secretary, Treasurer and any person selected by the Management Committee for that purpose.
    • g) The accounts of the Association shall be audited each year by an auditor appointed by the Committee.
    • h) All income and property of the Association from whatever source derived shall be applied solely to the promotion of the objects of the Association.
    • i) No member of the Association shall receive payment for his services as a member.
    • j) The Management Committee shall appoint dates in the year to be membership renewal points.
    • k) Membership fees are due initially on joining the Association and subsequently at the latest membership renewal point in the following full year and on that date thereafter for the duration of the membership.

12. Dissolution

    In the event of the winding up or dissolution of the Association any surplus assets remaining after discharge of liabilities shall automatically vest in the BCS.

13. The British Computer Society

    • a) The Association shall be governed by the regulations of the BCS as these apply to Specialist Groups of the BCS. Where it is considered that a regulation of the Association is in conflict with a BCS regulation governing Specialist Group activities, the BCS rule shall apply.
    • b) The Chairman of the Association must be a Fellow, Member or Associate Member of the BCS.
    • c) Other Elected Officers of the Association should normally be members of the BCS.
    • d) The Chairman of the Association is ex officio a member of the BCS Specialist Groups Board and is thereby eligible, if nominated and elected, to be one of three representatives of the Specialist Groups Board appointed to the Council of the BCS.
    • e) The Chairman or his representative is expected to attend four Specialist Group Board meetings each year.
    • f) The Association must advise the Vice President (Specialist Groups) of those members of the Management Committee of the Association who are not members of the BCS.
    • g) All members of the Management Committee shall abide by the code of conduct relating to members of the BCS.
    • h) The Association may use the BCS name to enhance the reputation of its own activities but must not bring the BCS into disrepute.
    • i) No member of the Association may speak on behalf of the BCS without proper authority from the BCS.