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A guide on voting and how we’ll contact voting members

Written by Ipswich Building Society

29 Jan 2021

Tags

AGM, End of Year, Voting

5 min read

As a mutual society we’re owned by our members, and we encourage everyone to have their say and use their vote. Find out more about how this works and how we’ll be contacting our members with their voting information.

Who can vote and what can I vote on?

Members who can vote are called ‘eligible members’, and get to have their say on a number of resolutions, such as:

  • Receiving the Report of the Directors, Annual Accounts and Auditor’s Report
  • Election and re-election of directors
  • Approval of directors’ remuneration
  • Appointment of auditors
  • Any special resolutions which may be proposed

The eligibility for a member to vote at our Annual General Meeting (AGM) is outlined in our Rules and Memorandum. Ahead of our AGM on 30 March 2021 you will be entitled to vote if:

1.  You are aged 18 years or over on 30 March 2021 AND

2.  You

     a) had a shareholding in the Society of at least £100 on 30 November 2020 OR

     b) owed at least £100 to the Society on a mortgage loan on 30 November 2020 AND

3. You   

     a) have not ceased to hold shares in the Society at any time since 30 November 2020

     b) owe the Society not less than £100 on a mortgage loan on the voting date AND

4. You are the first named account holder in our records.

How will you contact me?

We will contact members using email by default, sending a postal pack for members either without an email address or who would prefer to receive a paper pack.

If you have registered your email address with us we will email you in advance of the mailing date to give you a chance to ‘opt out’ and instead receive a postal pack.  This email will be sent on 10 February and you must follow the instructions included in the email to opt out if you wish to do so.

Please note if you have registered your email address with us and previously opted out you will need to renew your request using this method.

Can I register my email address in order to receive an email pack rather than paper?

Yes, we would love to update our records with your email address. Please contact your local branch, call us on 0330 123 0723 or email us.

When will I be able to use my vote?

Your voting pack will contain all the information you need to vote. These packs will be dispatched on 23 February.

Will I be able to attend your AGM?

Unfortunately, we are unable to hold our usual face-to-face AGM and member event this year. In light of Covid restrictions, the Society will be holding a virtual meeting attended by only the necessary legal quorum.

A recording of the meeting will be posted on our website for all members to view by the end of 31 March 2021. The recording will include a report from Alan Harris, Chair, and Richard Norrington, Chief Executive of the Society. We will also include responses to members’ questions that have been submitted in advance of the AGM.

Questions to the Board on any matter affecting the Society can be submitted via the online voting portal, by emailing them to [email protected] or by sending a written question to one of our branches.

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