Civica Electoral Services (Civica) are administering all the voting for us this year: proxy voting and voting on the day of the AGM, the voting website is operated by Civica. When you receive your email from Civica (don’t forget to check your junk mail), you will be provided with two unique codes which allow you access to the voting website.

Whether you are intending to appoint a proxy to vote on your behalf, or you want to vote on the day, you must access the website on the email from Civica by 5pm Wednesday 12 May.  This is because if you want to attend the AGM, the link to get a ticket from Eventbrite is on the voting website.

This guide will show you what the website will look like and what you need to do to either appoint a proxy, or attend the AGM. 

Opening page

Once you’ve copy and paste or clicked on the URL in your email or letter from Civica, you’ll arrive at the page below. Input your unique security codes and click login. 

Initial page

Once you’ve logged on, you’ll be met with the page below which provides you with three options:

Option 1 - Appointing a proxy and NOT attending the AGM

If you click on the option that you want to appoint a proxy and not attend the AGM, the next page has all the documentation relating to the resolutions and elections. To view the documents, just click on them and they will open in a new window.  Please note, the Annual Governance Statement isn’t voted on, it’s just for information.

Under the list of documents you will then find the options for who to appoint as your proxy.  You can decide if you want this to be the Chair of the Meeting, or someone else.

If you decide it is to be someone else, the following screen appears – you must provide their name and email address.  This is because they are emailed a fillable PDF proxy card.

Then, it’s on to the voting.  As you can see from the screenshot below, you have four options for all the resolutions and most of the elections:

‘For’                ‘Against’                      ‘Abstain’                      ‘Discretionary’

If you choose ‘for’ ‘against’ or ‘abstain’ you are directing your proxy how to vote, if you choose ‘discretionary’ you are allowing them to use their discretion.  If you have chosen the Chair of the Meeting as your Nominated Proxy and you gift them a discretionary proxy – please read this article.

Important:  If you choose ‘Abstain’ then your proxy will not vote on that resolution/election, however it should be noted that this is not a ‘vote’ in law and will not be counted in the calculation of the proportion of the votes ‘For’ or ‘Against’ a resolution, or in the number of votes cast for a candidate standing in the elections.

As you can see from the screenshot below, you just click in the box you want to tick and a cross appears:

The options are slightly different for the position of Nationally Elected Councillor to represent hill walking, and that’s because there are three candidates to choose from – so the choices for this look like below – there is a helpful guide as to how this works if you click on ‘click here’.

Basically, you need to drag the names of the candidates in order of preference. If you only have two preferences then just drag two names into the Voting Preferences box, similarly if you only have one preference just drag one name.

If you want to abstain, then just drag Abstain into the Vote Preferences box and if you want your Nominated Proxy to use their discretion, just drag Discretionary into the Vote Preferences box. 

If you mix and match your options e.g. drag a name and Abstain – this is not a vote and will not be counted.

Once you have completed the voting, you click on ‘Next Page’:

This takes you to a page that confirms your choices –please review this and if you are not happy, then click on the ‘Previous Page’ button at the bottom to change your choices.  If you are happy with your choices, click the ‘Submit’ button.

Once you click submit you reach the final page below where you can logout of the voting website.

Option 2 - Appointing a proxy and WILL attend the AGM

If you click on the option that you want to appoint a proxy and will attend the AGM, then the link to register with Eventbrite appears under the options (see circled wording below):

You must then click on Eventbrite, which opens a new window.  IMPORTANT – do not click on ‘Next Page’ until you’ve clicked on the Eventbrite link:

You then follow the steps on the Eventbrite website – and click the green register button.  This takes you to the next screen, where you should click on the orange register button.

Please then complete the details requested your first name, surname, email address and BMC membership no.  Once you’ve done this the register button will be available for you to click on.

This leads to confirmation that you’ve registered to attend the AGM, and you’ll receive an email from Eventbrite (check your junk folder for this).

IMPORTANT: once you have registered with Eventbrite DO NOT forget to go back to the Civica website and complete your proxy voting.  For a guide to this – see above re Option 1.

Option 3 – Stating you WILL attend the AGM and vote on the day

If you click on the option that you will attend the AGM and vote on the day you then need to click on next page:

After you click on ‘next page’ you then have access to the link to Eventbrite and you should follow the steps do register as above.

IMPORTANT: once you have registered with Eventbrite DO NOT forget to go back to the Civica website and click Submit. This then takes you to the final screen below.  You then just need to wait for the day of the AGM when you can access the website again and vote on the day.

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