GROUP CIRCULAR 941
02 August 2023
Dear Colleagues,
THE ANNUAL GENERAL MEETING (AGM) 2023
The 69th Annual General Meeting (AGM) of the Civil Service Pensioners’ Alliance
(CSPA) will be held in The Chesford Grange Hotel, Kenilworth, Warwickshire CV8 2LD
on Wednesday 11 and Thursday 12 October 2023, commencing at 2.00pm on
Wednesday and concluding at 3.00pm on Thursday. Three Copies of the AGM
Booklet, containing the Report and Recommendations of the Standing Orders
Committee are enclosed for your attention.
In accordance with the Constitution, your Group is entitled to send one delegate to the
AGM. All candidates standing for election to the Executive Council and not attending
the AGM as a delegate will also have their expenses met. The AGM has been arranged
to be held over two days and an AGM Dinner will be provided. The CSPA has,
therefore, block booked the Hotel for all delegates, sponsored representatives,
observers, and guests who wish to attend. In order that the Hotel can organise the
necessary accommodation and dining arrangements, CSPA HQ must know who will
be attending the AGM by Wednesday 6 September 2023. CSPA HQ will be making
the booking arrangements directly with the Hotel.
A hot buffet lunch will be available for all attending from 12.30pm on Wednesday and
again on Thursday lunchtime. Tea and biscuits will be available when the AGM finishes
at 3.00pm on Thursday.
Enclosed with this Circular are the following forms, which should be completed and
returned to CSPA HQ by no later than Wednesday 6 September 2023; guidance on
how Groups & Branches should complete these forms is appears later in the Circular:
- Delegate/Accommodation Booking Form
- Shuttle Bus and Return Coach Service Request Form
Also enclosed are the following: - Expenses Claim Form (if received by 29th September payment will be made
before the AGM). - Menu Choices
2 - Directions to The Chesford Grange Hotel
- Hotel Floor Plan
- A list of Groups & Branches and their membership figures
SPONSORED REPRESENTATIVES
The CSIS have agreed to continue to support CSPA by providing sponsorship for the
AGM but have had to reduce their level of sponsorship significantly in recent years for
commercial reasons. The CSIS sponsorship is used to support the Sponsored
Representative scheme, and the Executive Council is keen that the scheme should
continue but has had to consider the impact of the reduced level of sponsorship again
this year. We continue to approach other potential sponsors, but so far none have been
in a position to assist.
Groups will continue to be able to send a second representative as a Sponsored
Representative but will be charged a contribution to the hotel costs and, for 2023, this
has been set at £70 to reflect the increase in accommodation costs. Where a Sponsored
Representative arrives on Tuesday and stays two nights, a further charge will be applied
for the additional night. The charge for two nights will be £117.
Travel costs for Sponsored Representatives are no longer met from central funds,
and Groups or individuals will need to meet the travel costs of a Sponsored
Representative, however they are welcome to make use of the coach provided between
Coventry Station and the venue if they wish to.
Three copies of this Circular are enclosed: one for your records, one for your
Group/Branch delegate and a spare.
CSPA MEMBERS FROM AREAS NOT COVERED BY OPEN GROUPS OR
BRANCHES ATTENDING THE AGM AS INDIVIDUALS
Members have always been able to attend the CSPA’s Annual General Meeting (AGM)
but have had to meet their own costs. The AGM became residential in 2002, which
means that these costs can be significant. The EC has now reviewed this policy, as it
recognises that many members are no longer covered by the Groups and Branches
who can send delegates to the meeting.
The EC has agreed that a limited number of members who are not covered by a Group
or Branch can attend the AGM at a subsidised rate of £70 (£117 for two nights). This
includes all meals and accommodation in a single en-suite room. If no overnight stay is
needed, the day rate is £18 per day which includes lunch, teas and coffees, but does
not include the evening meal. Travel costs are not included, although the free shuttle
coach from Coventry station to the venue at Kenilworth is available if required.
Any member not covered by a Group or Branch who is interested in coming to the AGM
on 11/12 October should contact CSPA Head Office (phone 020 8688 8418 or email:
enquiries@cspa.co.uk). There is limited availability for these places. Members who
attend will be able to vote and participate fully in the AGM.
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This arrangement is for this year only and the EC will review it for future AGMs. If any
member is unsure whether they are covered by a Group or Branch, CSPA HQ will be
able to advise.
TELLERS
The EC is seeking 4 volunteers to act as Tellers during the AGM. Their role will be to
count any votes that are taken inside the meeting room and, if a card vote is taken, to
collect the cards. They will work under the direction of the Chief Teller.
Tellers are AGM officials, so their expenses will be met in full. Tellers cannot be
either Group or Branch representatives. If Groups or Branches know of anyone
interested in being a Teller, please let HQ know by 6 September. If there are more
than four volunteers, then Standing Orders Committee will decide on who to accept.
VENUE
A map showing the location of The Chesford Grange Hotel is included with this
Circular. Those travelling by car can use the Hotel car park. There will be sufficient
space, with car parking free for hotel guests. If travelling by train, the CSPA has again
planned for a shuttle-bus service to take delegates to and from Coventry Station,
further details of which are later in this Group Circular.
Most delegates should be able to reach Kenilworth by lunchtime on Wednesday, but
the CSPA recognises that in some circumstances delegates with longer journeys
(Scotland, Northern Ireland, Southwest England, etc.) will need to stay the night before.
This they can do, at the CSPA’s expense.
Disabled access is provided throughout the Hotel. A plan of the ground floor, setting
out the AGM venue, registration arrangements, buffet arrangements etc., is also
included with this Circular.
A short seminar has been arranged, starting at 1.30pm on Wednesday 11 October
2023, for new delegates, so that they can be briefed on AGM procedures. Further
details will be issued in due course.
Please arrive at the AGM in plenty of time to register and collect credentials,
voting cards, ballot forms and copies of Supplementary Standing Orders
Committee (SOC) Reports.
PLEASE DO NOT COMPLETE ANY OF YOUR BALLOT PAPERS UNTIL THE
CHAIR HAS MADE THE APPROPRIATE ANNOUNCEMENTS AT THE AGM.
ACCOMMODATION
The CSPA has made arrangements with the Hotel to ensure that everyone who wishes
to attend can be accommodated. Therefore, it is essential that the completed
Delegate/Accommodation Booking Form is received by HQ as early as possible, but
no later than Wednesday 6 September 2023, so that rooms can be reserved, and the
catering arrangements organised. The Hotel will release unused rooms after that date.
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If any member of your Group, for whom a booking at the Hotel will have been made, is
subsequently unable, for whatever reason, to attend and for whom you are unable to
find a replacement from within your Group, please ensure that you notify Marion
McAuliffe at CSPA HQ as soon as possible as this will greatly assist the CSPA in
dealing appropriately with the Hotel on such matters. As the CSPA will make the
booking arrangements directly with the Hotel, please do not contact the Hotel. You
should indicate on the form if there any special accommodation requirements. Any
queries regarding accommodation and food should be made direct to Marion McAuliffe
at CSPA HQ.
You will also find enclosed a separate form requesting the planned details of the arrival
& departure times to and from Coventry Station for those from your Group or Branch
travelling by rail; this information is required to ensure that the shuttle-bus service is
aware of which persons will be travelling on each of the two departure times of,
11.00am and 12.30pm on Wednesday 11 October 2023 and returning to the rail
station by coach the next day at 3.15pm and 4.00 pm. Please complete and return
this form with the Delegate/Accommodation Booking Form for your Group or Branch.
We would encourage you to use this service from and to Coventry station, but if you
are arriving outside these times, there is a taxi rank available at both Coventry and
Kenilworth stations. Please note that Kenilworth station is not within walking distance
of the hotel and has a limited train service.
We also wish to know if any CSPA members living locally are coming for the day(s),
so that credentials can be arranged, and enough ordered for the buffet lunches. The
day delegate rate (unless a Group delegate) is £18 per day, including lunch, teas and
coffees, but not dinner in the evening.
Delegates will have to pay the Hotel for additional items such as newspapers, phone
calls and drinks ordered.
If you would prefer not to travel alone, and no one else is coming from your Group,
why not contact a nearby Group and plan to travel with a colleague? If you are not
familiar with other nearby Groups of the CSPA or the telephone numbers of the
relevant Group Secretaries, or need help and advice, either contact your Regional
Representative or CSPA HQ, who will endeavour to help. The CSPA’s aim is to make
your travel and visit to the AGM as carefree as possible.
AGM CHARGES
There is no charge for Group delegates, EC members, AGM officials and invited CSPA
guests. Full board costs will be met centrally, and any additional expenses can be
claimed in line with the AGM T&S policy.
As before, charges will be applied to others attending the AGM. For 2023, those
charges are: - Sponsored Representatives (second Group representative): £70 (one night);
£117 (two nights).
5 - Other Group representatives and observers: £150 (from Wednesday lunch to
Thursday lunch inclusive); £260 for two nights. - Partners sharing a room: £50 per night.
Groups and individuals should NOT send in cheques with the form notifying their
attendees. Instead, where a charge is appropriate, an invoice will be issued and payment
should be made, where possible, by bank transfer into the CSPA account. The aim is to
reduce bank costs and save staff time. The due date for payment will be Friday 27
October 2023.
Groups & Branches can send further additional representatives/observers to the AGM,
if they wish, but expenses incurred by such additional representatives/observers will
be the responsibility of the Groups & Branches. Additional representatives/observers
can be accommodated in the Hotel, but Groups and Branches must pay the CSPA for
such accommodation.
EXPENSES AND CLAIMS
Enclosed with this Group Circular is expenses claim form. Printed on the reverse of
the form is the Travel and Subsistence Policy for the AGM 2023. When completed
send the form and receipts to the Treasurer, Mike Sparham, as follows:
Either Scan or photocopy the form and receipts and send by email to
M.Sparham@cspa.co.uk
Or Post to FREEPOST RTRX-RKUY-SELT, CSPA, Grosvenor House, 125 High Street,
Croydon CR0 9XP; marking the envelope AGM Expenses
Forms received by 29th September 2023 will be paid before the AGM. Payment will
be made by bank transfer.
Completed forms with receipts may also be handed to the National Treasurer or HQ
staff at the AGM, but no payments will be made at the AGM.
The CSPA will meet all reasonable travel and subsistence expenses for EC
members, HQ Staff, Group delegates, AGM officials and invited CSPA guests, as
detailed on the reverse of the Expense Claim Form.
AGENDA AND PROCEDURE
Three copies of the text AGM Agenda Booklet are included with this Circular. (We are
only able to forward three copies of the Agenda to Groups because of the cost and
time delay involved in sending more). - The contents of the Agenda Booklet will also be included in the Autumn 2023
Issue 294 of The Pensioner, together with pen pictures of candidates standing
for election). Spare copies of the AGM Agenda Booklet will be available at the
AGM.
6 - The Summer 2023 Issue 293 of The Pensioner magazine featured the 2022
Annual Report and Accounts
Groups & Branches are reminded that if they wish to ask any questions on any
paragraph of the Annual Report or move a Reference Back on any part of the Standing
Orders Committee Report, they must write to me, with such requests being received
by Monday 11 September 2023.
Emergency Motions, which can only refer to urgent business which has arisen since
7 July 2023 (the closing date for submission of motions), must be submitted to me as
soon as possible, but to be received by no later than 2.00pm on Friday 6 October
2023.
Voting at the AGM (Rule 7(g) applies), in the first instance, will be by show of hands
(in fact, by display of special laminated cards issued to delegates only), but if a card
vote is sought by at least 20 members present, your delegate will cast the number of
votes shown on your Group’s card votes, which will be handed to him/her on arrival,
together with any ballot papers. This number is the number of fully paid-up members
shown by the CSPA’s membership records to be resident in the stated area of the
Branch or Group as of 30 June 2019, as provided in Rule 6(c) (i) & (ii). A copy of the
list of Groups & Branches and their membership figures is included with this Circular.
Note – Members based in areas no longer covered by open Groups and Branches on the
30 June of the current year, who attend the AGM as individuals, are also entitled to vote
and will be issued with voting cards on the basis of a single vote.
On arrival at the meeting, Group representatives and Members based in areas no
longer covered by open Groups and Branches (attending the AGM as individuals) will
be required to sign an attendance sheet and identification badges will be provided. Any
proposed amendments to the published Standing Orders Committee Report will be
distributed to Group Secretaries, by way of a Supplementary Report, about a week
before the meeting. (If this will cause an administrative problem because your
Group delegate is not the Group Secretary, please advise HQ and arrangements
will be made for a copy of the Supplementary Report to be sent direct to your
delegate, whose address will need to be supplied). Spare copies of such
Supplementary Reports will be available at the AGM.
I hope all delegates and representatives have a constructive and enjoyable AGM and
I look forward to meeting you on the 11th and 12th October 2023.
Yours sincerely,
Sally Tsoukaris
General Secretary Designate