%latex2e file %\documentclass[twocolumn,11pt,a4paper]{article} %%% Item to go in Baskerville 5.4 %%% %%% Title: Final announcement of the Annual General Meeting %%% %%% here is formatting stuff that the editor will change %%% \newcommand{\uktug}{UK \TeX\ Users' Group} \newcommand{\NL}{\\[.8\baselineskip]} v \begin{Article} The Annual General Meeting of the \uktug\ will be held at 1130 on Wednesday 18~October 1995 at Queen Mary and Westfield College, London, in Room~G2 in the School of Mathematical Sciences. Coffee will be available from 1100. A draft agenda for the meeting accompanies this announcement. The nearest tube station is Stepney Green. Turn left when you come out of the station, and walk about 100~yards along the Mile End Road. The School of Mathematical Sciences is the first tall building on your left. Lunch will be available after the AGM, and will be followed by an ordinary meeting on {\it \TeX\ for the non-technical}. %%editor: check this with Carol! Further details of the afternoon meeting, including a booking form, accompany this announcement. %%%do they? 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 \uktug\ are urged to attend the AGM. Agenda item~10 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 \uktug\ 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--- (1) to receive from the Committee a report balance sheet and statement of accounts for the preceding financial year (2) to fill the vacancies in the Committee and to appoint auditors for the ensuing year (3) to decide on any motion which may be proposed to the meeting in the manner provided below (4) to fix the entrance fee (if any) and annual subscription 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 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 4~October 1995. 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 17 October 1995. The chair's term of office ends at this AGM. The following clause from the constitution describes the procedure which should be followed. \begin{quote} 11. \ (1) The chair of the group shall be the chair of the committee (2) The chair of the group shall retire after completion of two consecutive years but shall be eligible for re-election (3) Any two members who are individuals may nominate any member of the group who is an individual to be the chair in writing to the secretary not less than two months before the date of retirement (4) If there are two or more nominations then the chair will be decided by a postal ballot by single transferable vote in which every member of The UK \TeX\ Users' Group who is an individual shall be entitled but not obliged to vote \end{quote} More than one valid nomination for the chair has been received. A ballot is therefore necessary. A ballot form is enclosed with this issue of \BV. Completed ballot forms should be returned to me by 6~October 1995. As for other vacancies on the Committee, Clause~10 of the Constitution implies that at most~3 members of the present Committee may continue without being re-elected. Thus Clause~9 implies that there are at least 8~vacancies to be filled. 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 \uktug\ 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 11~October 1995. 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 \uktug\, and the last two should be different from each other. Once elected, the Committee appoints officers from its membership. 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} \begin{flushright} R. A. Bailey\\ Honorary Secretary\\ \end{flushright} %%% %%% Dear Mr Editor, %%% you will probably want to play with the stuff below to make it fit %%% nicely, perhaps using the whole textwidth or a doublecolumn float. %%% you did a good job in BV last year %%% %%%start of form for committee members \newpage \noindent \FullLine{} {\bf Election for committee member}\NL \FullLine{Name of Nominee:} \FullLine{Address:} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} I declare that I am a member of \uktug\ and am willing to stand for election to the Committee of \uktug\ for 1995--96. \NL \HalfLine{Signature:}\hspace{2em}Date: \hrulefill\NL \NL \FullLine{Name of Nominator:} \FullLine{Address:} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} I declare that I am a member of \uktug\ and that I nominate the above-named person for election to the Committee of \uktug\ for 1995--96. \NL \HalfLine{Signature:}\hspace{2em}Date: \hrulefill\NL \NL \FullLine{Name of Seconder:} \FullLine{Address:} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} \FullLine{\phantom{Address:}} I declare that I am a member of \uktug\ and that I second the nomination of the above-named person for election to the Committee of \uktug\ for 1995--96. \NL \HalfLine{Signature:}\hspace{2em}Date: \hrulefill\NL %%%end of form for committee members \end{Article}