Calling notice

COMPANY NUMBER: 09349804
CHARITY NUMBER: 1161218

UNIVERSITIES AND COLLEGES INFORMATION SYSTEMS ASSOCIATION LIMITED (the “Company”) ANNUAL GENERAL MEETING

NOTICE is hereby given of the sixth Annual General Meeting (the 'Meeting') of the Company, and the 29th Annual General Meeting of the association, to be held at 12:00 noon on Thursday 16th June 2022 online via MS Teams for the following purposes:

1. To receive Chair’s welcome and apologies received

2. To consider and, if thought fit, approve the following resolutions, to be proposed as Ordinary Resolutions of the Company:

A. To approve the minutes of the 2020 Annual General Meeting of the Company held on 10th June 2021.

B. To receive and adopt the annual report of the Trustees and the accounts of the Company for the financial year ended 31 December 2021.

C. To re-appoint Wenn Townsend the auditors of the Company to hold office from the conclusion of this meeting until the conclusion of the next general meeting of the Company at which audited accounts are laid, and to authorise the directors to fix their remuneration.

D. To note the resignation of Mr. Paul Harness as Deputy Chair and Director of the Company, having ceased employment with a member institution.

E. To consider and, if thought fit, appoint the following honorary officers (each of whom has consented to act) to stand as honorary officers of the Company from the close of this meeting for a term of two years in accordance with its Articles of Association, or as otherwise specified in any future amendments made to the Articles which are approved by the members of the Company:

Emma Woodcock, as Deputy Chair of the Company.
Proposed by Vipin Ahlawat, Loughborough University.
Seconded by Stephen Dobson, York St John University
Sarah Cockrill as Treasurer of the Company.
Proposed by Nathalie Czechowski, University of South Wales
Seconded by Stephen Booth, Coventry University
Matthew Flower, as Secretary of the Company
Proposed by Jim Florence, Robert Gordon University, Aberdeen.
Seconded by Trevor Baxter, King’s College London

F. To elect up to two Elected Members to serve on the Board of Trustees.

The nominees proposed for election to the role of Elected Trustee receiving the most votes from the members entitled to vote and attending, whether in person or by proxy, at this Annual General Meeting, shall be elected unless otherwise disqualified from standing by the Constitution or Articles of the Charity.

Nominations for the two positions are as follows:

Nominee	Member institution	Proposer	Seconder
Vipin Ahlawat	Loughborough University	Dan Lawrence, University of Birmingham	Matthew Flower, University of Wolverhampton
Karen Bates	London Business School	Mark Bramwell, University of Oxford	Jon Ward, University of Portsmouth
James Crooks	University of Central Lancashire	Bella Abrams University of Sheffield	Stuart Brown University of Reading
Nathalie Czechowski	University of South Wales	Sarah Cockrill, Canterbury Christ Church University	Dean Phillips, University of Aberdeen
Nick Gilbert	University of Surrey	Paul Butler, University of Greenwich	David Conway, University of Sunderland
Gareth McAleese	Ulster University	Paul Butler University of Greenwich	David Telford University of Stirling
Sammy Massiah	University of Northampton	Adrian Ellison University of West London	Dean Phillips University of Aberdeen

G. In accordance with the Articles of Association of the Company: To accept the nominations of the Special Interest Group Committees and appoint the Chairs of the Special Interest Groups of the Charity as follows:

Group	Chair	Proposer	Seconder
Corporate Information Systems (CISG)	James Smith, Birkbeck, University of London	Paddy Daly, Robert Gordon University	James Blair, University of Stirling
Digital Capabilities Group (DCG)	Annette Webb, York St John	Emma Woodcock, York St John University	Elaine Swift, University of Worcester
Digital Education Group (DEG)	Richard Goodman, Loughborough University	Farzana Latif, University of Sheffield	Julie Voce, City, University of London
Infrastructure Group (DIG)	Jim Florence, Robert Gordon University	Mathew Flower, University of Wolverhampton	Mehmet Batmaz University of Greenwich
Enterprise Architecture (EA)	Joint Chair Lex Wilkinson, Sheffield Hallam University	Rosie Coffey, University College Cork	Russell Boyatt, Warwick University
Enterprise Architecture (EA)	Joint Chair Rosie Coffey, University College Cork	Lex Wilkinson, Sheffield Hallam University	Russell Boyatt, Warwick University
HEIDS	Brian Henderson, University of Aberdeen	Jonathan Monk, University of Dundee	David Telford, University of Stirling
Immigration Administration Community of Practice – (IA CoP) Inaugural Chair	Martin Donkin, Queen Mary University London	Adrian Ellison, University of West London	Dean Phillips University of Aberdeen
London Group	Trevor Baxter, King’s College London	Mathew Flower, University of Wolverhampton	Nick Leake, Kings College London
Project and Change Management Group (PCMG)	Sally Jorjani, University of Stirling	David Telford, University of Stirling	Patrick Daly, Robert Gordon University
Procurement Group (PG)	Rob Moore, Leeds Beckett University	Mark Allinson, Edge Hill University	Robert Silk, University College London
Security Group (SG)	Dave Thornley, Sheffield Hallam University	Jon O'Grady, De Montfort University	David Round, Bangor University
Sustainability Group – (SG) Inaugural Chair	Andrew Meikle, Lancaster University	Adrian Ellison, University of West London	Dean Phillips University of Aberdeen
Support Services Group (SSG)	Joint Chair Andy Scott, Durham University	Henrik Brogger, Queen Mary University of London	Lisa McDonald, University of Edinburgh
Support Services Group (SSG)	Joint Chair Jo Mortimer. University of Reading	Iain Cameron, University of Aberdeen	Henrik Brogger, Queen Mary University of London
Women in Tech (WiT)	Christi Hopkinson, University of the West of England	Sandra Gilham University of Southampton	Tatiana Hepplewhite, Leeds Beckett University
User Experience Community of Practice (UX CoP)	Emma Horrell, University of Edinburgh	Ellie Wood, University of Nottingham	Sonia Virdi University of Edinburgh

H. To receive the Treasurer’s Report for the financial year ended 31 December 2021, summary Budget for the current year ending 31 December 2021 and summary budget for financial year ending 31 December 2023.

I. To approve the increase in subscription fees by 5.0% for 2023 as follows:

Band Type	Size as reported to HESA	2022 Subscriptions applying new banding (ex VAT)	2023 Subscriptions with 5% uplift (ex VAT)
Band 1	Small and specialist institutions	£826.20	£868.00
Band 2	Less than 10,000 students reported to HESA in 20/21 year	£2,065.50	£2169.00
Band 3	10,001 to 20,000 students reported to HESA in 20/21 year	£2891.70	£3037.00
Band 4	20,001 to 30,000 students reported to HESA in 20/21 year	£3,304.80	£3470;00
Band 5	More than 30,001 students reported to HESA in *20/21 year*	£3777.38	£3967.00

3. To consider and, if thought fit, approve the following resolution, to be proposed as a Special Resolution of
the Company:

In accordance with Article 5.6 to confirm and extend the appointment of Adrian Ellison to serve as Chair of the Company until the conclusion of the next general meeting of the company.
Proposed by Emma Woodcock, York St John University, Seconded by Vipin Ahlawat, Loughborough University

Explanatory note: Adrian Ellison was elected at the last AGM and would normally serve for two years. However, the articles limit the maximum term of office for any trustee to eight years and Adrian will have reached this point in December 2022. This resolution allows the company to exceptionally extend his term until the conclusion of the next AGM in June 2023 due to the resignation of the Deputy Chair in year. This resolution requires authorisation by a majority of at least 75% of Members attending and entitled to vote at this AGM.

4. To consider any other business.

5. Chair closing remarks.

By order of the board

Dean Philips

Dean Phillips, Director
Registered office: 30 St Giles, Oxford, OX1 3LE

Notes:

1. A member of the Company is entitled to appoint another person as his proxy to exercise all or any of his rights to attend and to speak and vote at the meeting.

2. A form of proxy is enclosed. To be effective, the proxy form or other instrument appointing a proxy must be completed and signed and delivered to the registered office of the Company or delivered by electronic communication as specified below not later than 48 hours before the time for holding the meeting. Any power of attorney or any other authority under which the instrument appointing a proxy is signed (or a duly certified copy of such power or authority) must be included.

3. Where the member is not an individual person, a statement by the person submitting the proxy form of their authority to appoint a proxy must also be included.

4. Appointing a proxy does not preclude a member from attending and voting at the meeting in person.

5. To deliver an appointment of a proxy by electronic communication, scan the duly signed instrument appointing a proxy and any supporting documents in a .pdf, .jpg or .tiff format (so that the documents are legible and the signature is clearly visible) and send to the email address for delivery of proxies specified below. Any document or information relating to proxies for the meeting or otherwise relating to proceedings at the meeting may be sent by email to that address (but not to any other address or number for electronic communications mentioned in this document or any document accompanying it) provided that it is received no less than 24 hours before the meeting, but any electronic address or number provided in this notice or in any related document (including the proxy form) may not be used to communicate with the Company for any purposes other than as expressly stated.

6. If you do not give your proxy an indication of how to vote on any resolution, your proxy will vote or abstain from voting at his discretion. Your proxy will vote (or abstain from voting) as he thinks fit in relation to any other matter which is put before the meeting or any adjournment thereof.

7. Any appointment under a proxy notice may be revoked by delivering a notice to the Charity by the member who gave the proxy notice to the email or postal address below or by hand at the meeting. Such notice will only be effective if received by the Charity prior to the start of the meeting.

Email address for the delivery of proxy forms: admin@ucisa.ac.uk