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.
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
