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