Saturday, 16 April 2016

Millwall Rugby Club Ltd Annual General Meeting 21 May 12pm

Annual General Meeting
Formal notice
Saturday 21st May 12pm 

Millwall Rugby Club
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.  Resignation of Officers
5.  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
·         O2 Touch Coordinator

*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.

6.  Volunteer vacancies to assist the above elected officers. 
     These roles (and more) 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
·         Accountant/Book-keeper
·         First Aid Officer
·         Press Officer
·         Sponsorship Officer
·         Programme Producer
·         Webmaster
·         Transport Officer
·         Coaching Coordinator
·         Statistics & Caps Secretary
·         Youth Safeguarding Officer
·         Men’s Tour Co-ordinator
·         Merchandise Officer
·         International Tickets Co-ordinator
·         Events helpers 
·         Clubhouse Maintenance People
·         Men's Playing Subcommittee additional volunteers
·         Ladies' Playing Subcommittee additional volunteers
·         Youth Playing Subcommittee additional volunteers
·         Development Subcommittee additional volunteers

7.    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 5, you should submit a nomination in by email to Karen Anderson ( by 1pm on Saturday 14th May. 

Please see the current list

Those elected into CMC roles (in bold) can be made a formal Director of Millwall Rugby Club Ltd – but if you are not willing or able to be a Director you may nominate another to be the Director in your stead.  The use and identity of the Nominee must be stated to the membership prior to election of the member to that office. This does not affect your position as an elected officer on CMC for operating decisions of the club, only any formal Board of Directors meetings (which are rare).

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.

Candidates may 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 24.2 of the Articles of Association, where there is only one candidate for a particular position they must gain at least 50% of the votes cast to be elected.
Article 25 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 Thursday 19th May. 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 acquaint themselves the Operating Guide to the Management Committee and Subcommittees  which can be found on the website in the "Club" section.

Karen Anderson, Secretary

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