\def\act#1{} \title{Announcement of the Annual General Meeting} \author[R.~A. Bailey]{R.~A. Bailey\\ Honorary Secretary} \newcommand{\NL}{\\[0.7\baselineskip]} \begin{FArticle} The Annual General Meeting of the \ukt\ will be held on the morning of Wednesday 19~October 1994 at the University of Warwick, in the Staff Club `Quiet Room' in Rootes Building. An agenda for the meeting accompanies this announcement. Lunch will be available after the AGM, and will be followed by an ordinary meeting on {\it What's up, Doc?} Further details of the afternoon meeting, including a booking form, accompany this announcement. There is no charge for the AGM itself, but members who wish to stay for the afternoon meeting will have to pay. Non-members are not permitted to participate in the AGM but are welcome to attend the afternoon meeting. All members of the \ukt\ are urged to attend the AGM. Agenda item~11 specifically seeks your opinion on future meetings: where? when? how often? what topics? talks or training? regular or flexible schedule? The Committee needs your input in order to plan the meetings that the membership wants. The Constitution contains the following clauses: \begin{quote} 17. \ The annual general meeting of the \ukt\ shall be held in the United Kingdom not later than the last day of November in each year on a date and at a time to be fixed by the Committee and notified to members at least 35 days in advance for the following purposes--- \begin{enumerate} \item to receive from the Committee a report balance sheet and statement of accounts for the preceding financial year \item to fill the vacancies in the Committee and to appoint auditors for the ensuing year \item to decide on any motion which may be proposed to the meeting in the manner provided below \item to fix the entrance fee (if any) and annual subscription \end{enumerate} 18. \ Any member desirous of proposing any motion at the annual general meeting shall give notice in writing to the secretary not later than 14 days before the date of such meeting 23. \ No amendment (other than a motion for adjournment) shall be moved to any motion proposed at any annual or special general meeting unless written notice of the amendment shall have been sent to the secretary prior to the meeting \end{quote} I think that Clauses 17(3), 18 and 23 are self-explanatory. Having seen the enclosed draft agenda, anyone wishing to propose any other motion to the AGM must send me, in writing, the text of the proposed motion and their own name and address, to reach me by 5~October 1994. If there are any changes to the draft agenda, the final agenda will be sent to members in the 14 days before the AGM. Anyone wishing, at that stage, to move any amendment to any motion, must send me, in writing, the text of the proposed amendment and their own name and address, to reach me by 18 October 1994. As for vacancies on the Committee, C.~A.~Rowley will continue as Chair in 1994--95 and P.~Abbott as Treasurer and Membership Secretary. M.~Clark, J.~Fine and A.~S.~A.~Jeffrey are eligible and willing to continue their Committee membership. C.~Hewlett and R.~Fairbairns must retire but are eligible and willing to stand for re-election. Thus there are up to 7~vacancies to be filled, and at least 5~nominations are needed from outside the present Committee. The following parts of Clause~10 describe the procedure for filling these vacancies: \begin{quote} (3) Any two members who are individuals may nominate any member or members of the group who are individuals to fill any of the vacancies by giving at least 7~days notice in writing to the secretary (4) If there are more nominations than vacancies then the membership will be decided by an election by single transferable vote in which every member of the \ukt\ who is an individual and is present at the annual general meeting shall be entitled but not obliged to vote \end{quote} Nominations for Committee members in accordance with the above sub-clauses are thus being sought. Written nominations for new Committee members should be sent to me, to reach me by 12~October 1994. There is no official nomination form. If you like, you may use the forms provided at the end of this notice. Otherwise, what you send me should contain, clearly and legibly, \begin{verse} ---name and address of nominee\\ ---declaration that (s)he is willing to stand for this office, signed by the nominee\\ ---name and address of the nominator\\ ---statement nominating the nominee, signed by the nominator\\ ---name and address of seconder\\ ---statement in support of the nomination, signed by the seconder. \end{verse} The nominee, nominator and seconder should all be members of the \ukt\, and the last two should be different from each other. Once elected, the Committee appoints officers from its membership. Your present secretary is retiring (forced to under Clause~10~(1)) and there is at present no Publicity person. Anyone with talents for either of these jobs is strongly encouraged to stand for election to the Committee. In all the above, `in writing' means `on paper', not email. Please put `UKTUG' on the outside of the envelope when you send me any of the above. Otherwise, people may find themselves elected to the wrong committee. My address is \begin{verse} School of Mathematical Sciences\\ Queen Mary and Westfield College\\ Mile End Road\\ London E1 4NS \end{verse} from 1~September 1994. \begin{flushright} R. A. Bailey\\ Honorary Secretary\\ \end{flushright} \subsection{AGM Agenda} \act{CAR to welcome, then to introduce each item} \begin{enumerate} \item Receipt of the report of the 1993 AGM. \act{RAB to point to Baskerville} \item Chair's report. \act{CAR} \item Treasurer's report. \act{PA} \item Appointment of auditors. \act{CAR} \item Approval of the annual subscription for individual members. \act{PA} The committee proposes the following motion. \begin{quote} \it The membership fee for 1995 shall be \pounds 20.00 for full membership or \pounds 10.00 for full-time student membership. Anyone who joins the UK \TeX\ Users' Group on or after 1~October 1994 will, for the above fee, become a member until 31~December 1995, although they will be ineligible to vote on business of the UK \TeX\ Users' Group until 1~January 1995. \end{quote} \item Approval of the principles upon which the fees for meetings and workshops are set. \act{PA} The committee proposes the following motion. \begin{quote} \it Meetings and workshops shall be costed to break even. The surcharge for non-members shall be the greater of \pounds 10 and rounded 10\% of the members' meeting fee. There shall be a discount for booking before a specified date. \end{quote} \item Institutional membership. \act{RAB} To note that, in accordance with clauses 2(1) and 15(2) of the Constitution, the committee has determined that the regulations for institutional members should be: \begin{quote} \it \begin{enumerate} \item Each institutional member shall nominate a single person as a point of contact. \item The person so nominated shall be entitled to five copies of each issue of \BV. \item For each institutional member, up to 20~people from that institution shall be allowed to attend \ukt\ meetings at the members' rate, so long as they identify themselves, on the booking form, as being among their institution's quota. \end{enumerate} \end{quote} \item Approval of the annual subscription for institutional members. \act{PA} The committee proposes the following motion. \begin{quote} \it The membership fee for 1995 shall be \pounds 100.00 for institutional membership. \end{quote} \item Election of Committee Members. \act{RAB to display lists and orchestrate} \item Report on {\em Baskerville}. \act{SPQR} \item Topics for Meetings (to solicit ideas from the floor on theme, location, timing and duration of forthcoming meetings). \act{?? could be RAB} \item The future of the Archive. \act{PA??} \item \TeX nical services to members. \act{?? could be SPQR} \item Any other business. \act{CAR} \end{enumerate} \end{FArticle} \newpage \noindent \FullLine{Name of Nominee:} \FullLine{Address:} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} I declare that I am a member of \ukt\ and am willing to stand for election to the Committee of \ukt\ for 1994--95. \NL \HalfLine{Signature:}\hspace{2em}Date: \hrulefill\NL \FullLine{Name of Nominator:} \FullLine{Address:} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} I declare that I am a member of \ukt\ and that I nominate the above-named person for election to the Committee of \ukt\ for 1994--95. \NL \HalfLine{Signature:}\hspace{2em}Date: \hrulefill\NL \FullLine{Name of Seconder:} \FullLine{Address:} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} I declare that I am a member of \ukt\ and that I second the nomination of the above-named person for election to the Committee of \ukt\ for 1994--95. \NL \HalfLine{Signature:}\hspace{2em}Date: \hrulefill\NL \endinput