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 eighth Annual General Meeting (the 'Meeting') of the Company, and the 30th Annual General Meeting of the association, to be held at 12:00 noon on Thursday 8th June 2023 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 2022 Annual General Meeting of the Company held on 16th June 2022.

B. To receive and adopt the annual report of the Trustees and the accounts of the Company for the financial year ended 31 December 2022.

C. To appoint Critchleys 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 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 Adrian Ellison, University of West London.
Seconded by Rob Hickey, York St John University
James Crooks as Deputy Chair of the Company
Proposed by Bella Abrams, University of Sheffield.
Seconded by Stuart Brown, King’s College London

E. To elect up to one Elected Member 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 one position are as follows:

Nominee	Member institution	Proposer	Seconder
Karen Bates	London Business School	Mark Bramwell, University of Oxford	Jon Ward, University of Portsmouth
Craig Darlison	De Montfort University	Dieter Kraftner Anglia Ruskin University	Ash Roots University of Exeter
Nick Gilbert	University of Surrey	Paul Butler, University of Greenwich	David Conway, University of Sunderland
Brian Henderson	University of Aberdeen	David Telford University of Stirling	Dean Phillips University of Aberdeen
Mark Johnston	University of Glasgow	Mick Leake King's College London	Rachel Bence Queen Mary University of London
Iain McCracken	University of Sussex	Jason Oliver University of Sussex	Sarah Cockrill Canterbury Christ Church University
James Smith	Birkbeck, University of London	Paul Butler University of Greenwich	David Telford University of Stirling
Ash Roots	University of Exeter	Vicky Gosling Falmouth University	Craig Darlison De Montfort University

F. 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
Business Technology Standard (BTS CoP) Inaugural Chair	John Butterworth King’s College London	Mark Johnston University of Glasgow	Nick Gilbert University of Surrey
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	Rebecca Wilson University College of London
Digital Education Group (DEG)	Richard Goodman, Loughborough University	Farzana Latif, University of Leeds	Julie Voce, City, University of London
Infrastructure Group (DIG)	Jim Florence, Robert Gordon University	Kate Iddles,   University of Wolverhampton	Guilherme De Sousa Heriot Watt University
Enterprise Architecture (EA)	Joint Chair Russell Boyatt, Warwick University	Rosie Coffey, University College Cork	Lex Wilkinson, Sheffield Hallam 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	Claire Taylor Edinburgh Napier University	David Telford, University of Stirling
Immigration Administration Community of Practice – (IA CoP) Inaugural Chair	Alex Lock Anglia Ruskin University	Maria Wylie, University of Cambridge	Martin Donkin, Queen Mary University of London
London Group	Trevor Baxter, King’s College London	Mathew Flower, University of Wolverhampton	Nick Leake, Kings College London
Midlands Group	Alex Goffe Keele University	Sarah Cockrill, Canterbury Christ Church University	Emma Woodcock, York St John University
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	Robert Irving, Southampton University	Kate Ferguson-Best, Kingston University
Support Services Group (SSG)	Joint Chair Andy Scott, Durham University	Mike Burns Warwick University	Ed Stout Leeds Beckett University
Support Services Group (SSG)	Joint Chair Jo Mortimer. University of Reading	Ed Stout Leeds Beckett University	Mike Burns Warwick University
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)	Joint Chair Emma Horrell, University of Edinburgh	Sonia Virdi University of Edinburgh	David Goddard, University College London
User Experience Community of Practice (UX CoP)	Joint Chair: Joseph Talbot University of Oxford	Sonia Virdi University of Edinburgh	David Goddard, University College London

G. To receive the Treasurer’s Report for the financial year ended 31 December 2022, summary Budget for the current year ending 31 December 2023 and summary budget for financial year ending 31 December 2024.

H. To approve the proposal that subscription fees remain at the same rate as 2023 for the 2024 subscription year.

Explanatory Note:
The following table sets how each institution’s band is determined for 2024.

The third column of the table shows what the 2024 subscriptions would be if the resolution is approved. We have provided an illustration of what subscriptions would be if we followed our usual practice of applying an annual increase using the example of 5%.

Band Type	Size as reported to HESA	2024 Subscriptions with no uplift ( as per the resolution) (ex VAT)	2024 Subscriptions with 5% uplift (ex VAT)
Band 1	Small and specialist institutions	£826.20	£911.00
Band 2	Less than 10,000 students reported to HESA in 20/21 year	£2,065.50	£2277.00
Band 3	10,001 to 20,000 students reported to HESA in 20/21 year	£2891.70	£3189.00
Band 4	20,001 to 30,000 students reported to HESA in 20/21 year	£3,304.80	£3644;00
Band 5	More than 30,001 students reported to HESA in *20/21 year*	£3777.38	£4165.00

3. To consider any other business.

4. To receive outgoing Chair's remarks

5. To receive incoming Chair's remarks

By order of the board

sig

Matthew Flower, 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