Formal notice
Saturday 3rd
June 2017
Time TBC
Millwall Rugby Club
75 Manchester Road
London E14 3DN
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:
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
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 Kirstie Hargreaves
(secretary@millwallrugby.com) by 1pm on Saturday 20th May.
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).
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.
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 1st June. 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.
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