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Author Topic: CLUB ANNUAL GENERAL MEETING - 2018  (Read 283 times)

Ernie Lazenby

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CLUB ANNUAL GENERAL MEETING - 2018
« on: August 21, 2018, 09:14:56 PM »
 The 2018 annual general meeting will be held on Tuesday 23 October in the Cricket social club 7.0pm for 7.15 pm start.
If anyone has a proposal to put before the meeting please submit it in writing to the Club Secretary Ernie lazenby before 20th September.
« Last Edit: August 31, 2018, 09:34:40 PM by Ernie Lazenby »
model boats are great fun, the faster the better.Floating kettles are interesting
'temet nosce'

Ernie Lazenby

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Re: CLUB ANNUAL GENERAL MEETING - 2018
« Reply #1 on: August 30, 2018, 08:17:31 PM »
 Located in the clubhouse is a list for nominating people for the club committee. Nominations to be submitted before 23rd September.

 The current committee is;

 Commodore     - Walter Snowden        standing again if nominated and seconded
 Chairman        - Chris Barnbrook                           ..                      ..
 Secretary       -  Ernie Lazenby                              ..                      ..
 Treasurer       -  Dave Moss                                   ..                      ..
 Safety Officer -  Ernie Lazenby                                ..                       ..
 Comp Sec.     -  Dave Nell                                     ..                       ..
 
other committee members 
                         Les Toulmin                                  ..                      ..
                         Ken Smailes                                  ..                        ..
                        Geoff Fish                                      ..                       ..
                        John Gavey       note:          Not standing for re- election.


In the event of more than 1 person being nominated and seconded for a position a vote of members will take place at the AGM; all those nominated will be subject to a vote by the members at the meeting notwithstanding they may be the only nominee.
 
 
« Last Edit: September 05, 2018, 05:47:14 PM by Ernie Lazenby »
model boats are great fun, the faster the better.Floating kettles are interesting
'temet nosce'

Ernie Lazenby

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Re: CLUB ANNUAL GENERAL MEETING - 2018
« Reply #2 on: September 21, 2018, 07:22:26 PM »
  The club committee will be meeting on Sunday morning at 11.30am, The agenda will include the forthcoming Annual General meeting.
I will ensure that the agenda for the AGM together with the list of proposals submitted is posted on this web site and in the clubhouse asap.(probably Monday)


 


 
model boats are great fun, the faster the better.Floating kettles are interesting
'temet nosce'

Ernie Lazenby

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Re: CLUB ANNUAL GENERAL MEETING - 2018
« Reply #3 on: September 23, 2018, 06:22:31 PM »
                         Darlington and District Model Boat Club
                              2018 Annual general meeting
                               TUESDAY 23rd October 2018

                       Middleton St George Cricket & social club                           
                               7.0pm for 7.15 start               
                                        Agenda

                      1. apologies for absence
                      2.Minutes of the previous meeting
                      3.matters arising
                      4. Secretary’s report
                      5. Treasurers report
                      6. Safety officers report
                     7.Competition secretary’s report
                     8. Proposals- constitutional changes (see separate sheet)
                     9. Other proposals.  (see separate sheet)
                                            BREAK
                     10. Club opening hours-sailing sessions-reggata day
                     11. Presentation of prizes
                     12. Election of officers.
                     13  Any other business.
« Last Edit: September 27, 2018, 07:29:49 AM by Ernie Lazenby »
model boats are great fun, the faster the better.Floating kettles are interesting
'temet nosce'

Ernie Lazenby

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Re: CLUB ANNUAL GENERAL MEETING - 2018
« Reply #4 on: September 23, 2018, 06:24:05 PM »
Proposals for the AGM        -   Submitted by E J Lazenby
Constitutional changes
(1) The constitution be changed removing the provision for the appointment of honorary and associate members.
(2) The relevant part of the constitution relating to the format of the committee be amended to;
      The following shall be appointed to form the clubs committee. A member may hold more than one position but will only have 1 vote at a meeting.
Commodore- To be the figure head of the club responsible for public relations and to advise on matters as and when required. Responsible for arranging the club annual regatta and for preparing a programme. The holder to have been a member of the club for a minimum of 10 years. This will be a non-elected position with full voting rights and held until such times as the holder stands down, or is asked to stand down by the Club committee or is removed from the position by a majority vote of the club membership at an AGM or EGM.

Chairman. An elected position with full voting rights and has the casting vote in the event of a split decision. To Chair all meetings. Has the authority to issue a directive or words of advice to any club member on behalf of the clubs committee.

Secretary.  To deal with all the club correspondence. Take minutes of meetings and prepare agendas. To maintain all the club records and files. To ensure the club complies with relevant legislation for the storage of data held by the club. To ensure all the club contractual obligations are met and on time. To attend any Parish Council meetings when the need arises. To be the link between the club and the Parish Council.
To keep an overview of club activities and to make sure the Chairman and Treasurer are kept informed of matters arising. Required to keep a record of any property owned by the club, and to keep a record of keyholders for the club house.

Treasurer. Responsible for maintaining the club accounts. Ensures all correctly presented accounts are paid on time. Responsible for preparing a yearly balance sheet for the information of the membership at an AGM and to keep the committee members up to date at each committee meeting. To advise on the level of income needed to meet all projected outgoings and to suggest the annual membership fee for the following year. Accounts prepared by the treasurer for presenting at an AGM must be audited by someone appointed at the preceding AGM but must not be an elected committee member.

Safety Officer
Responsible for all matters concerning safety regarding the use of the club water and the clubhouse leased from the Parish council. Will do an annual safety review and when required a risk assessment for events such as an annual regatta. Required to prepare a written annual safety report and arrange for a copy to be passed to the Clerk of the Parish Council.  Has overall responsibility for management of the club water and the area surrounding it as specified in a lease agreed with the Parish Council. Will ensure that the club committee members are kept up to date with work undertaken to keep the club water usable and clubhouse interior maintained in a risk free condition. Has responsibility for making sure batteries used at the club in members models are safe for use. Has responsibility for making sure that steam boat boilers are tested by a suitably qualified person and that such boilers comply with the conditions specified by the club insurers. In all matters concerning safety has absolute authority but is answerable to the committee for any action taken.

Events co Ordinator
Responsible for arranging all the annual competitions paying due regard to the rules relating to those events in force at that time. The holder of the position has the authority to make such determinations as are needed to ensure all events are run fairly and smoothly. Any decisions taken are to be considered final.

Other members.  The members at an AGM may elect up to four other members, to achieve a maximum of 9 committee members, to serve on the committee with voting rights.

An auditor(s) responsible for examining the club accounts will be appointed at the club AGM. This is a non-committee position.
……………………………………………………………………………………………………
Other proposals     submitted by E J Lazenby
(i) The current practice of awarding ‘keeper’ trophies for 1st 2nd and 3rd place in the annual competitions be discontinued. The club’s annual trophies for 1st place to be awarded and returned each year.   
 
 (ii) The current practice, agreed by the clubs committee, whereby the Club Commodore judges the on-water appearance of models for the annual trophies awarded for the best scratch built and kit class boats be formally approved by the members.
« Last Edit: September 23, 2018, 08:23:06 PM by Ernie Lazenby »
model boats are great fun, the faster the better.Floating kettles are interesting
'temet nosce'

Ernie Lazenby

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Re: CLUB ANNUAL GENERAL MEETING - 2018
« Reply #5 on: September 24, 2018, 09:06:36 AM »
Explanation re the proposals. Submitted to give the members an opportunity to review current practices and to clarify some grey areas.


Re Honorary and associate members.

Currently we have 12 people who are either honorary or associate members of the club. They pay no fees. In the past this figure was included in total membership numbers but that created an artificial figure for our total membership. The club committee decided a couple of years ago that only fully paid up members of the club could use the on water facility, sail model boats. The system also resulted in some appointments that, in retrospect, were not really appropriate and caused some disquiet. A simple system of having paid up members is more efficient and reflective of the level of fees now needed to keep the club financially viable.. Currently the club secretary has to keep a separate record of honorary and associate members.(they do not have any voting rights). If the members agree to the proposal no further honorary or associate members can be appointed.


Re trophies.  The cost of obtaining the keeper trophies and engraving for the 2018 season is £203. For a number of years the club had a supply of the domed centres for the trophies however that supply has been exhausted. The cost of obtaining a further supply is significant, over £100 as a one off to obtain a supply for future years. Next year that cost will be added to the cost of obtaining the trophies and engraving. The proposer believes it is correct the current members have an opportunity to discuss the current practice which has been maintained for decades.

Re:  Defined role of the various post holders.(the executive committee)

The club has moved on since its early days and now operates in a society where rules/regulations are a fact of everyday life. The current club constitution does not provide any information as to what a position holder is required to do. Several members of the club and indeed several members of the committee believe its time job descriptions are defined. This will be of benefit to those who are elected at the next AGM but also in the future when the club seeks to find someone to occupy a position; the prospective appointee will know what he/she is being asked to do. Those who have been nominated for the committee at the forthcoming AGM have been consulted as to what has been set out above and agree with it. There has been a question raised as to why the club needs a committee of 9, the enquirer believing only people with a defined role should be on the committee.There has also been some adverse comments about a person holding two positions on the committee, a practice allowable under the constitution. The proposal above gives the members an opportunity to review the current practices. It is hoped affording such an opportunity will bring to a closure a matter that has been lingering on in the background for some time.


Election to the Committee for 2019

The following have been correctly nominated and seconded in accordance with the current constitution.

Commodore -  Walter Snowden
Chair           -  Chris Barnbrook
Secretary     -  Ernie Lazenby
Treasurer     -  Dave Moss
Safety Officer - Ernie Lazenby
Comp Secretary - Dave Nell

Other members nominated and seconded (4 required due to one person holding the Sec and safety officer positions).
Ken Smailes
Geoff Fish
Les ledger
John Bailey



« Last Edit: September 24, 2018, 12:16:56 PM by Ernie Lazenby »
model boats are great fun, the faster the better.Floating kettles are interesting
'temet nosce'

Ernie Lazenby

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Re: CLUB ANNUAL GENERAL MEETING - 2018
« Reply #6 on: October 11, 2018, 09:11:03 AM »
A REMINDER-  less than 2 weeks to the AGM

TUESDAY 23rd October 7.0pm.   Middleton St George Cricket and Social Club.

A number of constitutional matters to be discussed and the usual stuff including prize giving. Please turn up and have your say. The agenda etc is on this thread. Also displayed in the club house.
« Last Edit: October 11, 2018, 09:12:39 AM by Ernie Lazenby »
model boats are great fun, the faster the better.Floating kettles are interesting
'temet nosce'

 

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