
soon as it is safe to do so in 2022,
including YBS branches and our
call centre. Further updates will be
provided in the Annual Report and
Accounts for 2022.
Our members and the Annual
General Meeting
We hold an Annual General Meeting
(AGM) to present to our members
details of how we performed during
the previous year, our plans for the
future and, where circumstances
allow, to give them an opportunity to
ask questions and provide feedback.
Due to the ongoing challenges arising
from the COVID-19 pandemic during
the year, the AGM for 2021 was
held at 2.30 pm on 27 April 2021
at the Society’s office at Yorkshire
House, Yorkshire Drive, Bradford.
We are legally obliged to hold an
AGM as a building society and we
have to start planning this months in
advance to ensure we meet the legal
requirements to send information well
ahead of the meeting. Throughout
the pandemic our priority has been
to protect the wellbeing and safety
of our members and colleagues,
therefore, when planning the 2021
AGM, and as a result of the ongoing
impact of the pandemic at that time,
we made the early, but difficult,
decision that members would not be
able to attend the meeting.
For the AGM to be a valid meeting
we asked Society colleagues who
were already working at Head Office
and were members of the Society,
together with any directors in
attendance, to help us comply with
the meeting requirements in our Rules
on the minimum number of attendees.
Our colleagues and directors followed
the latest government guidance in
place at the time.
Despite the circumstances, it
remained important that our members
were able to have their say at the
AGM even though they were unable to
attend in person. As such, we strongly
encouraged all our eligible members
to exercise their voting rights either
through voting online or returning
their postal vote. In addition, as we
were unable to hold a question and
answer session for our members at
the meeting, members called, emailed
or wrote in with their questions and
responses were issued in a timely
manner. We also ensured that our
members were able to watch the
meeting online from the comfort and
safety of their own home the following
day, with the recording available until
the end of May 2021.
The Code expects that if there is a vote
of 20 per cent or more against any
resolution put forward by our Board
at the AGM, we should give details
of how we will consult our members
to understand the reason why. The
Society has a process in place if this
happens. There were no votes of 20
per cent or more against any of the
resolutions our Board put forward at
the 2021 AGM.
Our colleagues
The Board is committed to ensuring
that there is effective engagement
with our colleagues and that their
views are considered in decision
making. Alison Hutchinson has held
the role of Non-Executive Director for
Workforce Engagement since 2019.
A key part of our engagement
framework is the quarterly
Colleague Forum that has colleague
representation from across the society
and the Workforce Engagement NED
attends. Colleague Forum is designed
to discuss feedback from colleagues
on specific Board topics and to enable
unstructured discussion to capture
other colleague concerns or thoughts.
The Non-Executive Director for
Workforce Engagement feeds back to
the Board after each meeting.
The Colleague Forum has continued
to operate throughout the pandemic,
successfully moving to a virtual
based approach, with colleagues
still able to actively participate and
share views. By aligning the rolling
agenda of the Forum with Executive
Committee and Board agendas where
possible, this has ensured colleague
feedback has been used as input
to inform key topics of interest or
development for the Society. These
include the Future of Work, the Future
of Retail Strategy, development of our
Leadership Framework, challenging
our Inclusion and Diversity ambition
and plan, testing how our strategy
and behaviours are landing with
colleagues, as well as our ongoing
response to COVID-19.
Attendees are well prepared for
forums, enthusiastic, passionate
and bringing substantial amounts of
quality feedback from their areas.
Colleague feedback continues to be
strong and confirms we are creating an
open and trusting environment.
A very visible example where
colleagues have seen their feedback
come to life, that will influence
organisation success in the long
term is in the development of
our Leadership Framework. Three
interactive sessions in July saw
the CEO jointly lead out the newly
developed Leadership Expectations
with two of the working group
members to c350 leaders. This
underpin to the success of our
Strategy was developed by leaders,
for our leaders and was received very
positively.
Following our Colleague Forum
discussion on the Inclusion and
Diversity agenda the conversation
led us to consider the diversity of the
Colleague Forum itself. Whilst it was
good, we identified an opportunity
to reach out and seek engagement
from our Colleague Networks
(Women, LGBTQ+, Disability, Ethnicity
and Parents and Carers). This was
successfully piloted for one meeting
during the year with an agreed plan
going forward for alignment, enabling
the maximum diversity of input from
colleagues to inform Board thinking
and decisions.
Board papers are structured to
ensure they include how they
have taken colleagues’ views into
account to inform decisions and
recommendations. The Board also
receives an annual assessment and
update on the framework for colleague
engagement.
The Board recognises the importance
of colleagues having the opportunity
to engage with other Board members
in addition to the structure provided
by the Non-Executive Director for
Workforce Engagement and the
Colleague Forum. Board listening
sessions were held in January and
July 2021 enabling a wider number
of our Board to hear directly from the
65 colleagues attending, on these and
other topics, including their day-to-
day challenges, and what they need to
deliver for our customers. As outlined
78 | Governance
Corporate Governance Report