Friday 30 May 2014

Reminder - AGM this Saturday, Agenda and further information

Annual General Meeting – May 31, 2014

 

Agenda and Running Order

No
Item
Start
End

Registration starting from midday
12.00pm
1.00pm

Club AGM
1.       
Chairman / Secretary Report
1.00pm
1.10pm
2.       
Treasurer's Report 
1.10pm
1.20pm
3.       
Motion to amend the constitution 1 – clause 12 –  Proposal and Vote
1.20pm
1.25pm
4.       
Motion to transfer Assets to Company and dissolve – Proposal and Vote
1.25pm
1.30pm

Break including Vote Gathering - 1.30 - 1.45pm
Company AGM
5.       
Special Resolution to change the name of the company – Proposal and Vote
1.45pm
1.55pm
6.       
Special Resolution to amend the company articles to add the role of Clubhouse Officer as a Director.
1.55pm
2.10pm
7.       
Resignation of Officers
2.10pm
2.15pm
8.       
FOR YOUR INFORMATION presentation regarding the role of International Tickets Coordinator – Shaf Visram
2.15pm
2.20pm
9.       
Election of new Officers
2.20pm
2.45pm
10.   
Volunteer Vacancies
2.45pm
3.00pm
11.   
Any Other Business
 - appointment of honorary life member
3.00pm
3.10pm
12.   
Count and result
3.10pm
3.30pm

Current list of nominees here.

Item 9:  Election of new 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).




Item 10: 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.


·                     Club Volunteer Coordinator
·                     Men's Tour Coordinator
·                     Merchandise Manager
·                     International Tickets Coordinator
·                     Registration Secretary
·                     Membership Secretary
·                     First Aid Co-ordinator
·                     Press Officer
·                     Sponsorship Officer
·                     Programme Producer
·                     Webmaster
·                     Safeguarding Officer (inc Youth)
·                     Transport Officer
·                     Coaching Coordinator
·                     Statistics & Caps Secretary
·                     ** other helpers always needed!


Important Notes:
Membership 
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
Please see the current list here

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.
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".  Where there is only one candidate for a particular position they must gain at least 50% of the votes cast to be elected.
The company articles explain 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/Secretary notice of this in writing (email preferred).
·                     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 acquaint themselves with the constitution (articles of association available either at Companies House or ask me for a copy, the articles have yet to be place on the website) 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


Tuesday 27 May 2014

Clubhouse openings and important notices (w/c 26th May)

Club Openings:
Wednesday - Open from 7.30pm 
Paul Fisher and Gareth have agreed to do alternate Wednesdays for the summer season to give you all a break from Gareth's ugly mush. So come down tomorrow and keep Mr.Fisher company (Gareth has not told Fisher this yet, but if Weds takings go up with Fisher then he is going to do all the Weds ;-))

Friday - Open from 7.30pm    
Mr. Ed (Partridge) will be opening the clubhouse from 7.30pm this Friday to help you celebrate reaching the end of the 4 day week, and the start of the weekend, so come down and keep him company.





The main event - 'AGM' Saturday - Open from 12noon
This is your chance to have your say as to how you want the club to develop for the coming year and who you want to represent you. Please make every effort to attend the event so that YOU can have a say in how YOUR club is run. 

Flex will be opening the club at 12noon to assist in offering liquid refreshment before and after the AGM (and only during designated breaks in the AGM proceedings).


2 more Key Dates for your diary
If you have not already done so, we have a few more key dates for your diary (all of the titles in bold link to the facebook event or blog for further details)
RugbyForce / DIY / Deep Clean day - Sat 21/6/14   
Following the success of the "Paling/Caldecourt extension" last year (sponsored by SkittleBombs), we have secured some funding to help with the tasks we want to do for this year. RugbyForce is a nationwide programme designed around a weekend of DIY to help make rugby clubs stronger by renovating their facilities.

We are looking for willing volunteers to join us on Saturday 21st June. There's a role for everyone: DIYers, Cleaners, Drivers, Bar Staff, Photographers, Project Planners etc. Please click on the link to see a list of tasks/skills we require. Paul Fisher will be coordinating the event so please contact him on paulfisher@millwallrugby.com to register your offer of resource/skills
New Kitchen Installation day - Sat 12/7/14
We have also been successful in securing funding to replace our existing kitchen facilities with brand new stainless steel commercial grade facilities.

Please click on the link to see a list of tasks/skills we require. Gareth Hargreaves will be coordinating the event so please contact him on gareth@millwallrugby.com to register your offer of resource/skills

Monday 19 May 2014

Clubhouse openings and important notices (w/c 19th May)


Club Openings:
Wednesday - Open from 7.30pm 
Lindsey Henshall and Nico Gevaar le Roux are passing through London for one night only and will be popping in to the rugby club to say Hi. Gareth will be opening the club for this event, so make sure you pop down and say hi back to them. 

Flexy Friday - Open from 7.30pm    
Flex will be opening the clubhouse from 7.30pm this Friday to help you celebrate reaching the end of the week, and the start of the bank holiday weekend, so come down and keep him company.

Fisher Saturday - Open by 5pm 
Fisher has kindly volunteered to open the clubhouse by 5pm this Saturday so you can watch the last Heineken Cup game and the last appearance by Johnny Wilkinson.

So make your way down to see this momentous occasion (the Cup game, not Fisher opening) :-)
He promises to stay open as long as there is demand.

Sunday - Open from 3pm after Touch rugby
Flex has very kindly offered to do a double shift this weekend and open up post touch at 3pm. So why not make your way down to touch at 1pm (meet on the park) and then relax and rehydrate in pleasant, relaxed surroundings (offer includes chairs to sit on and glasses to hold your drinks in)

Key Dates for your diary
Although we have had the end of season dinner (a big thanks to Jo, Adrienne and Karen for organising a great event) we have not finished for the season and we have a few key dates for your diary (all of the titles in bold link to the facebook event or blog for further details)
1) Registration for Summer 7's tournaments - by 9pm TOMORROW (Tues 20/5)
Boris (aka Tom) is organising a couple of cracking days out to the Brighton 7s and FRN 7s so make sure you sign up ASAP as time is running out.
2) Millwall Rugby Club AGM - Sat 31/5/14
Just as in the local elections this Thursday, if you don't attend/vote/vote by proxy at the AGM your voice is muted in how you want the club to develop for the coming year and who you want to represent you. Please make the effort to attend the event so that YOU can have a say in how YOUR club is run.
3) RugbyForce / DIY / Deep Clean day - Sat 21/6/14   
Following the success of the "Paling/Caldecourt extension" last year (sponsored by SkittleBombs), we have secured some funding to help with the tasks we want to do for this year. RugbyForce is a nationwide programme designed around a weekend of DIY to help make rugby clubs stronger by renovating their facilities.

We are looking for willing volunteers to join us on Saturday 21st June. There's a role for everyone: DIYers, Cleaners, Drivers, Bar Staff, Photographers, Project Planners etc. Please click on the link to see a list of tasks/skills we require. Paul Fisher will be coordinating the event so please contact him on paulfisher@millwallrugby.com to register your offer of resource/skills

4) New Kitchen Installation day - Sat 12/7/14
We have also been successful in securing funding to replace our existing kitchen facilities with brand new stainless steel commercial grade facilities.

Please click on the link to see a list of tasks/skills we require. Gareth Hargreaves will be coordinating the event so please contact him on gareth@millwallrugby.com to register your offer of resource/skills