Forthcoming meetings – AGMs and special meetings

General Information on YMS AGMs and EGMs

The Next YMS AGM – Saturday 4 July 2026 at 5.30pm

The next YMS AGM will be held in the Chapter House at St Mary’s Church starting at 5.30pm.  All AGMs are important, however, the AGM on 4 July will include (in addition to the standard agenda items) a resolution to accept a change in the YMS’s charitable status to a Charitable Incorporated Organisation (CIO).  The Trustees hope that as many members as possible will be able to attend the meeting.

YMS AGMs – General Notes

The YMS year (that is, its concert programme year, its financial year, its Membership year, and its Charity Commission reporting year) are all aligned and run from 1 June one year until 31 May the following year.  To enable the necessary reports to be prepared and accounts to be completed and audited, there is inevitably a delay between the end of the YMS year and the holding of the AGM.  Therefore, the YMS normally seeks to hold its AGM (if possible but not necessarily) on the first Saturday in July following the end of the YMS year.

Some Background Information on General Meetings of Members

A charity must hold an Annual General Meeting (AGM) of its members annually (as the title implies). The AGM agenda must, as a minimum, receive an annual statement of accounts (duly audited or examined where applicable), a trustee’s annual report, and must also elect trustees for the coming year.

However, a charity can call other General Meetings (often called Extraordinary General Meetings – EGMs) of the members at any time.  All general meetings must be held in accordance with specific rules and provisions, and, if any member is sufficiently interested, these can be read in detail within the Charity’s official Constitution or Governing Document.

The agenda for any General Meeting (AGM or EGM) must be sent out to all members at least 2 weeks prior to the meeting date.

Quorum at General Meetings

No business may be transacted at any general meeting of the members of the society unless a quorum is present when the meeting starts.  The Trustees encourage all members to attend any AGM and/or EGMs that are called, but the meetings is able to be held provided a quorum exists at the start of the meeting.

Voting at General Meetings

Any decision or resolution is normally confirmed through a simple majority of votes cast at the meeting from those attending the meeting.  Every member has one vote, although the Chairman may have a casting vote if such a need arose.