Trust AGM/SGM Notice and Papers

Last updated: 13th October 2020

Notice of the Annual General Meeting  and Special General Meeting

The Trust Board has been grappling with how best to move the Society forward in these difficult and unprecedented times as Government restrictions imposed in response to the Coronavirus epidemic have meant it has been impossible to arrange meetings of members. However it is imperative that we continue to conduct the Society’s business particularly in respect of the issue of transferring our engagements from the current society to the new ESJCT Ltd as outlined in the SGM held last February (click here for background).

We are therefore asking members to comply with exceptional arrangement for the forthcoming AGM and SGM which will take place on Tuesday 13 October. On this occasion no member will be permitted to attend in person but all are encouraged to participate by voting by proxy. A Form of Proxy detailing all resolutions for consideration is available to download below.

These meetings will be attended by the Trust’s five Directors under strict Covid-19 compliant conditions; no other members or proxies, other than the Chair of the meetings, will be admitted. It is the Board’s wish that members should feel able to have input into the proceedings and to this end, apart from being able to vote by proxy, questions in relation to the business of the meetings may be sent by email to We will endeavour to provide a response as soon as possible.

It is most important that members do vote using the Form of Proxy as the total votes cast must reach a number sufficient to satisfy the Society’s quorum of 10% of members. If the quorum is not reached no business can be conducted and the Society will be unable to move forward.

All relevant documents for the meetings are downloadable as follows:

AGM and SGM Agenda

Minutes of the previous AGM

Minutes of the previous SGM

Directors’ Annual Report & Financial Statement

Form of Proxy


Resolutions to the AGM

Members are entitled to submit resolutions to the meeting. By rule all such resolutions must reach the Trust Secretary no later than Monday 28 September 2020 either by post or email.

Director Nominations

Any individual wishing to stand for election to the Board of Directors must be proposed and seconded by two Trust members using the official nomination form. Nomination forms (click here to download) should be delivered by hand, posted or scanned copies sent by email to be received by the Trust Secretary no later than Monday 28 September 2020.


In the event of member resolutions or Director nominations being submitted a supplementary Form of Proxy will subsequently be made available to download.

The results of shareholders' voting will be published here following the close of the meetings.


Advanced notice of the second general meeting

Should the SGM agree to the motion on the agenda (above), notice is hereby given that a statutory, second special general meeting will be held on Tuesday 27 October 2020 at 12 noon to consider and, if thought fit, to pass the following resolution as an ordinary resolution: 

That the resolution adopted on 13 October 2020 transferring the engagements and assets of this society to Exeter St. James Community Trust Ltd is hereby confirmed.


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