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Annual General Meeting

The National Counties Building Society’s Annual General Meeting (AGM) will be held on Wednesday 28 April.

Annual General Meeting (AGM) on Wednesday 28 April

Because of the Coronavirus Pandemic it will not be possible for members to attend the AGM meeting in person. However, your views are important so we have made arrangements for Members to attend remotely, so we hope you will be able to participate. 

Our AGM will take place at our head office (address: Ebbisham House, 30 Church Street, Epsom, Surrey, KT17 4NL) and will be broadcast using a video link or for those who do not have internet access, we will also be providing a phone number you can dial into the meeting on. 

If you wish to join us for the AGM you can access remotely by visiting castavote.online/NCBS/. The remote AGM will be accessible just prior to 2pm on Wednesday 28 April. Your login details for the remote AGM event will be the same as those we supplied to you in your email or Proxy Form if you still receive information by post.

You will be able to raise questions during the AGM event and instructions on how to do this will be clear on the portal during the event. You will also be able to vote during the AGM event using the online voting system. For full details see below.

Alternatively, you will be able to dial into the AGM event by telephone. In order to do this, please contact us from Monday 19 April onwards, using the details below and we will verify you as a member and then we'll provide you with a phone number you can dial that will allow you to listen to the AGM.

Email: agm@ncbs.co.uk 

Phone: 03300 244619

Please note that you will not be able to vote or raise questions using your phone but can still do so if you log into the online portal as above during the event.
If you would like to ask the board a question in advance of the meeting, please email agm@ncbs.co.uk by latest 5pm on Friday 23 April.

It is important that members’ views are heard and their questions answered. So if you would like to ask a question which you would otherwise raise at the AGM or require further information about our AGM please email us at agm@ncbs.co.uk.

There will be the option to raise questions during the remote AGM meeting via our online portal. Whilst we will try to answer every question raised during the event, the best way to ensure your point is heard is to email in advance of the meeting.

Paperless notification (information by email only)

If you have already signed up to receive information about the AGM electronically (or paperless), you will be sent an email with links to view the following documents: 

Note: Your email will also contain the details you need to use our online voting portal.

Postal notification

If you have not signed up to the paperless option the following documents will be sent to you in the post; 

  • 2020 Members' Update 

  • 2020 Proxy Form

Note: You can download the full Annual Report and Accounts by clicking on the link above.

You can see below for more information on going paperless.

Your views are important to us. You can vote either online, by post or at the remote AGM. If you’re not attending the remote AGM, your vote must be received by no later than 5pm on 23 April 2021.

Voting online

To vote online you will need the unique login and PIN details as printed on your proxy form or for those members who have registered to receive their AGM electronically, on the email we recently sent you.  

VOTE NOW

For each online vote we receive we’ll donate 25p to the Royal Marsden Cancer Charity. 

Voting by post

Please complete and sign the AGM proxy voting form that has been sent to you and then return it to us in the pre-paid envelope provided. It must arrive no later than 5pm on 23 April 2020

Voting during the AGM

The online voting system will open at 2pm on the day of the AGM and will be open for around 15 minutes. The chairman will announce when the system is about to close.

The society’s rules are our main constitutional document and set out the principles and basis on which the society is governed including the requirements for and how members’ meetings are held.

We are proposing to update the rules:

  • to allow members’ meetings to be held electronically and/or in more than one physical location;
  • to clarify the procedures for adjourned meetings;
  • to clarify the quorum requirements for meetings;
  • to improve the requirements regarding giving notice of meetings in the event of disruption to postal services; and
  • to reflect the requirements of The Mental Health (Discrimination) Act 2013.

There are also some re-numbering and minor typographical changes to make to the rules.

Why are we proposing to change the rules on how members’ meetings are held?

In 2020, the COVID-19 pandemic and subsequent strict lockdown restrictions made the holding of Annual General Meetings challenging. The last minute closure of meeting venues, rules around social distancing and movement restrictions meant that participation was severely limited.  There is a clear member benefit in updating the rules of the society to allow member meetings to be held electronically or at more than one venue (or by a combination of both physical attendance and using an electronic platform), so that all members who wish to do so can fully participate in the meeting whilst helping to make sure that we keep our members and employees safe. We’re proposing to update the rules to allow the Board to arrange for members to attend a meeting at one or more venues and/or using an electronic platform if the Board decides it would be safe and appropriate.

Why are we proposing rules relating to adjourned meetings?

The COVID-19 disruptions last year also focused our attention on the procedures in the event meetings are disrupted and need to be adjourned. We are proposing rules to clarify the procedure. This includes the notice requirements to inform members of the time, venue and date of the new meeting.

Why are we proposing to change the rules regarding quorum at meetings?

We are proposing to clarify the rules regarding quorum at adjourned meetings, by stating that there must be at least two members present at the meeting.

Why are we proposing to change the rules regarding the removal of directors?

We are proposing to amend the rules regarding the removal of directors to reflect the requirements of The Mental Health (Discrimination) Act 2013.

Why are we proposing to change the rules regarding disruption to the postal service?

We are proposing to strengthen the rules regarding when notice is deemed to have been given to members in the event of disruption to the postal service. Measures include ensuring notice is published on the society’ website in addition to either prominently displaying the notice at the societies head office and branches or publishing the notice in two leading newspapers.

NCBS Society Rules 2021

Catch up on the latest news from your Society in our Spring newsletter 2021.
If you haven’t done so already you can register to receive future information about our AGM by email, as well as committing to voting online. 

This helps us to reduce the amount of paper we use, so it’s great for the environment, and it also saves time for you too, as you won’t have then pop to the postbox. 

By going paperless, you’ll have easy access to all the information about the AGM, and there will be handy links to the voting portal, making the voting process very quick and easy. 

If you would like to receive future information about our AGM by email, please email agm@ncbs.co.uk confirming your full name and address, along with your email address. 

Go paperless now!

By supplying your email address you agree to place your vote using our online voting system, and also to receive future information about our AGM by email link to the documents on our website. This will not affect the way in which you receive other communications from us. 

If for any reason we are unable to use your email address to send you information about our AGM, we will send you a copy in the post instead.


Go paperless for AGM information

You can now opt to receive your AGM information packs by email, saving paper, and saving you time too.

Board of Directors

Find out more about our Board of Directors.

AGM information on our NCBS website

This information can also be found on our National Counites Building Society website.