Please find attached (here) the calling notice for the club’s AGM from 8pm on the 24th May downstairs at The Pub on the Park, on London Fields (function room called the Bears Den).
We have the room from 7.30pm and will be staring at 8pm.
The first 5 resolutions are club wide business. I anticipate these will take 15 mins to get through. We will then break for 15 mins (while the Exec Committee will appoint the Junior Committee & club wide positions and everyone else goes to the bar), then resume at 8.30pm with the Senior business and elections. This gives the opportunity for anyone from the Junior side to depart before the Senior elections take place, which may take a little while, should they so wish.
Our constitution can be found on the hackneyrfc.co.uk website under The Club>Policy and Document>HRFC Mems & Arts – 04 April 2014. The document has both the Memorandum and Articles of Association (AA). It is the Articles Of Association that is our constitution and if I make a reference to these later in this explanation it will be to the Articles, not the Memorandum.
Voting is club wide. So eligible voters from the youth section may vote on a resolution relating to the adult and vice versa.
Eligible voters (AA5):
From the Youth section (Hackney Bulls), an eligible voter is someone who has paid the youth membership fee or has been allocated a bursary for the season. If they are 16 or over they can vote in their own right. If they are under 16 an adult representative can vote on their behalf, each family having one vote in aggregate.
Proxies - The process for Proxies is laid out in AA60. If you are attending the meeting with proxies could you let me know before the meeting to ease the process.
Resolutions 1 & 2 adopting last years AGM notes and accounts. Please find attached here (AGM notes) and here (accounts).
Resolution 3 - Exec Committee. These are the clubs Directors. Four of these positions are voted in at the AGM: President (Roy Irwin, who has departed for New Zealand); Chair (Anthony Joseph); Treasurer (this position remained vacant all year) & Secretary (John Young).
The Junior and Senior Committees nominate one member each (usually the Chair of each) to the Exec.
Resolution 4 - Wiseman. Please see AA 108-112. The club has approx £17k in a development fund (which originally came from the bar profits prior to the clubhouse getting burnt down). The three Wisemen are to ensure that if any of this money is spent it is done so to develop the club and not to just cover operational shortfalls. Seth Brook’s three-year tenure has come to an end and is willing to stand for another three years. Any other nominations to me, please.
Resolution 5 – permission to not have audited accounts. I’m not entirely sure if a charity needs to do this, a company certainly needs to. No harm in getting the motion passed and I can check later.
The Junior Committee. The Committee structure and composition are appointed by the Executive Committee, which will be done in the break in the AGM. There will be no vote on these in the AGM.
Clubwide appointed positions. Appointed by the Executive Committee. Safeguarding officer (Mary Impey), Club coaching Co-ordinator (Fred Pentecost) and Director of Women and Girls Rugby (Sagan Daniels).
The Senior Committee. Once the AGM has agreed the structure (resolution 6) the members will then be voted upon (resolution 7). The proposed structure (with incumbents) is:
Voted positions: Chair (Jess Cobb); Secretary (John Young); Treasurer (Andy Pilkington); Fixtures Sec (Paul Baker); Social Secretary (Claire-Aimee Grimshaw); Registration Secretary (Dan Worth); Web Officer (Ollie Relph); Club Captain (Patch Thompson); Ladies Captain (Emily Ryan); 1s Captain (Will Bowers); 2s Captain (Shaun Rooke); 3s Captain (Chris Reay); 4s Captain (Anthony Joseph).
Senior appointed positions: Tickets (Simon Ferguson); Discipline (Ollie Hart); 7s (PJ Lloyd); Tour (Jonny Crocket).
NB: where the names are highlighted I have been informed that person is not standing for re-election for that role. All elected roles are vacated and re-appointed.
If there are any other proposed resolutions could you send these to me (firstname.lastname@example.org) ASAP and I will slot into the appropriate half of the meeting and circulate.
Any queries, please let me know. Hopefully we will see you on the night.
Secretary – Hackney RFC
Up-to-date info from Hackney Bulls