Chess Scotland Noticeboard

John_Dempsey · Queen Joined: 14 Feb 2007 Posts: 113

Due to an increasing number of enquiries seeking guidance in the use of proxy votes, The President (Donald Wilson), The Technical Director (Ken Stewart), and the Executive Director (John Dempsey) have conferred today and give the following guidance notes to be used in relation to proxy votes. PLEASE NOTE THAT ALL PROXIES MUST BE RECEIVED NO LATER THAN ONE WEEK PRIOR TO THE AGM.

Guidance in Use of Proxy Votes
- an individual member over the age of 16 can give his or her own vote to another member who will be at the meeting to exercise as a proxy; the donating member may limit the extent of the proxy to one or more specified decisions (e.g. to support a particular candidate or support/oppose a particular motion) or may leave the power of proxy open so that it can be cast as the holder sees fit on any and all decisions;

- an individual member under the age of 16 but over the age of 12 may similarly give his or her own vote to another member as above, but the grant of the vote must be endorsed by a parent or guardian; and a parent or guardian can vote as a proxy without the need for nomination;

- an individual member under the age of 12 may not vote in his or her own right at a general meeting; a parent or guardian may cast the member's vote, but it cannot be passed to a third party to cast as a proxy.

Family members are individual members in their own right, so that if a particular family membership covers two adults and three children then between them they have five votes. But the votes of any children under 12 may be cast only by a parent or guardian in attendance at the meeting.

John_Dempsey · Queen Joined: 14 Feb 2007 Posts: 113

Please note that I can only accept proxies from members of Chess Scotland. If you are not a member then you have no proxy to give. I am in contact with the Membership Secretary who is able to advise on the latest information available on this.

If you submit a 'proxy' and intend to join Chess Scotland, then you must resubmit that proxy after you become a member. Please, do not submit 'proxies' prior to membership.

John Dempsey
Executive Director

John_Dempsey · Queen Joined: 14 Feb 2007 Posts: 113

Folks,

All proxy voting closed last night. I regret that one or two did not make it before the deadline but it would be impossible to administer this without cut off points.

Due to the high number of proxies received I have decided to telephone validate each proxy vote. It is time consuming, but I think necessary. In an age of 'instant email accounts' where the only signature I have is an electronically formulated name, it needs validation. If any proxy is unsure if the Membership Secretary has their telephone number then please ensure both the number you can be contacted on and your PNUM are with him as soon as possible.

Also, in order to ensure that the votes taken at the AGM are accurate, it will be necessary to request that everyone who is carrying a proxy, of any kind, take seats in the front of the meeting. This will help those who are counting, and it will ensure that everyone at the AGM knows who is casting proxies, and how many.

The intention is that prior to any debate on any proposal or candidate, the number of proxy votes already recorded on that topic will be declared to the AGM.

This is your AGM, and we have a lot to get through. Please assist in this by turning up on time! It is quite possible that it could be busy!

I would also be interested in volunteer tellers for the counts. Anyone who thinks that they could assist in this way please contact me.

John Dempsey
Executive Director