South Western Federation of Museums and Art Galleries

Notification of South West Fed 2019 AGM and update on our recent vote

Dear members,

I would like to thank those of you who took the time to vote in our recent proposal to amend our articles. All those who voted supported the motion, for which we are very grateful. However, despite a huge effort from board members and so many of you, we were just four votes short of the required number to achieve 75% of member support. In many ways this proves how difficult it is for us to achieve decisions based on our current articles, demonstrating one of the reasons we are looking to change them.

Updating our articles remains an important priority for the South West Fed and so we will be to proposing the change again at our AGM (please read on for details of the AGM). The AGM forum will give members the chance to ask any questions of the Board before voting. Please do familiarise yourself with our proposed new articles in advance. A copy of the new articles together with a summary of the proposed changes is available here:

We still need 75% of members attending the AGM or voting by proxy to vote in favour of updating the articles. We will therefore be urging all members who are at Day 1 of our conference or who can come along to Day 1 for the AGM (the AGM itself is free), to join us to ensure we meet the 10% quorum threshold in order to be able to proceed with the meeting and related voting. 10% attendance may seem a manageable number but we have not achieved it in recent years, leaving the legitimacy of the current board and the South West Fed’s operations generally in question.

If you are able to come along to the AGM to help us achieve a 10% quorum in order to pass this vote and confirm that the South West Fed Board can operate under the new articles, as well as give legitimacy to board members being voted in, it will secure our position for the future. Alternatively, you can offer your support by voting by proxy so if you can submit this to us in advance of our meeting, using the form provided below, then we would really appreciate your contribution.

I can’t emphasise enough how grateful we are to those who supported us with this vote, but also need to highlight the very real risk placed on the organisation if we do not now gain member support for our AGM and the vote to change our articles. Without a quorate meeting and therefore valid decision-making, we cannot continue to operate as a legitimate organisation that is fully compliant with the requirements of the Charity Commission and company law.

The 2019 South West Fed AGM takes place in the Roland Levinsky Building at the University of Plymouth on Thursday 4 July at 4.15pm. To get an idea of numbers, please email if you are planning to come. For information on the venue please click here.

Thank you for bearing with us while we've been sending out a larger number of emails than usual. As a member of the charity, we need to include you in updates and notifications as part of our responsibilities to the Charity Commission, and we want to keep you informed of your member benefits. If you are an organisational member, please let us know if there is a more suitable contact to receive these emails and to manage your membership.

I hope to see many of you at the conference and/or at the AGM and thank you again for your ongoing support.

Claire Dixon
Chair - South West Fed