Friday, 11 April 2014

Annual General Meeting - Formal notice for April 26th

Annual General Meeting

Saturday 26th April 1pm 

75 Manchester Road
London E14 3DN

This is formal notice of the club's Annual General Meeting.
Business will include:

1.    Chairman's Report
2.    Secretary's Report
3.    Treasurer's Report

4.    Motion to amend the Constitution to facilitate Incorporation
     Full document here
5.    Motion to amend the Constitution to establish Clubhouse Officer on the CMC
     Full document here

6.    Resignation of Officers
7.     Election of Elected Officers:
·                     Chairman
·                     Secretary
·                     Treasurer
·                     Men's Chair*
·                     Ladies' Chair*
·                     Youth Chair*
·                     Communications Officer
·                     Development Officer
·                     Clubhouse Officer**
·                     General Committee Member 1
·                     General Committee Member 2
·                     Social Secretary
·                     Fixture Secretary
·                     1st XV Manager
·                     2nd XV Manager
·                     3rd XV Manager
·                     Venus Manager

*after election, the three chairs will come to a mutual agreement to decide which of them will take on the externally-representative role of "Club Captain" for the season.

**this position will be available if tabled Motion 2 is passed. Otherwise,it is the recommendation of the current committee that one of the bold positions above elected also takes on the new role of "Clubhouse Officer" who will chair the Clubhouse Subcommittee and be empowered to make operational day-to-day decisions around the running of the bar and clubhouse facilities, to avoid lengthy meetings throughout the year. This unpaid supervisory CMC position is distinct from the concept of Bar Steward (paid or otherwise)

           8.   Volunteer vacancies to assist the above elected officers. 

These roles are ideal if you want to help out but don’t want the obligation of being a full officer.  Alternatively if you can help out as general assistants to an elected officer, it is a good introduction to club management and your help will be greatly appreciated.

·                     Registration Secretary
·                     Membership Secretary
·                     First Aid Officer
·                     Press Officer
·                     Programme Producer
·                     Transport Officer
·                     Coaching Coordinator
·                     Statistics & Caps Secretary
·                     Youth Safeguarding Officer
·                     Bar staff
·                     Events helpers 
·                     Accountant/Book-keeper
·                     Merchandise Officer
·                     Clubhouse Maintenance People
·                     Charity Liaison
·                     Alumni Relations Officer (keeping in touch with members who've moved away)
·                     Men's Playing Subcommittee additional volunteers
·                     Ladies' Playing Subcommittee additional volunteers
·                     Youth Playing Subcommittee additional volunteers
·                     Clubhouse Subcommittee additional volunteers
·                     Development Subcommittee additional volunteers

           9.   Any Other Business

Important Notes:
You must be a currently paid up member of the Club to vote (for elections or for awards) or to stand for an elected position.  If you're not a member yet, please see our website to pay online in advance of the meeting.

Nominations for Elected Roles
If you would like to stand for one of the ELECTED positions listed in item 7, you should submit a nomination in by email  to Karen Anderson ( by 1pm on Saturday 19th April. 

Please see the current list

Potential candidates are strongly encouraged to find out what is involved in the role by referring to the role descriptions on the 
club website committee page or by asking a current or past post-holder.

Article 4.2 of the constitution allows candidates to be considered for election to more than one position if the electing members believe it is in the best interests of the club.

Volunteer Vacancies
The list of volunteer vacancies is a guide, based upon experience of some of the ways you could still help out if you don't want the responsibility of an elected position.  However the club cannot run if we are left with too many of the elected roles left vacant, so the priority for the meeting must be to fill the Elected Roles.

Voting at the meeting
Voting will be carried out by secret ballot (on paper) and voters will be able to choose between each of the candidates plus an option "none of the above/re-open nominations".  Per article 5f of the constitution, where there is only one candidate for a particular position they must gain at least 50% of the votes cast to be elected.
The constitution explains what will happen if any of the elected roles remain unfilled.

Voting in absentia by proxy
·                     Members are not obliged to vote if they do not wish to do so.
·                     If you are not able to attend the AGM in person, you may nominate a proxy to vote on your behalf by giving them and the Chairman\Acting Secretary notice of this in writing (email preferred) by 1pm on Wednesday 23rd April. Where this is not done, the proxy vote will not be accepted.
·                     Your proxy must be a current club member and no club member may carry more than 5 proxy votes. You should instruct your proxy how to vote on your behalf.
·                     If you are unable to find a willing proxy, current club officers will act as proxy for you and will accept written instructions on how to vote on your behalf.
·                     We want members to attend the meeting and take part in the discussions so please do make every effort to attend in person. It's your club and it’s run by the members for the members.

Want to understand more about how the club committees work?
We recommend all members aquaint themselves with the constitution as well as the Operating Guide to the Management Committee and Subcommittees  which can both be found on the website in the "Club" section.

Karen Anderson, Secretary

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