Friday, 26 May 2017

Annual General Meeting - 26 July, 2017


DORSET & WILTS. RUGBY FOOTBALL UNION LTD

SECOND CALLING NOTICE

NOTICE IS HEREBY GIVEN that the Annual General Meeting of Dorset & Wilts. RFU Limited
will be held at the Salisbury RFC Clubhouse on Wednesday, 26 July, 2017, at 7:30 p.m.
AGENDA
1.         To note attendance and any apologies
2.         To note (with or without amendments) the minutes of the previous AGM
3.         To receive and approve reports from the Hon. General Secretary and on behalf of the D&W Committee about the affairs of the Constituent Body since the previous AGM
4.         To note the financial statement for the previous year[1] and receive the Hon Treasurer’s Report with a draft financial statement for the current financial year
5.         To elect the Officers for the coming year, being: the President, the Hon. Secretary; the Hon. Treasurer and the Immediate Past President
6.         To elect Members of the Committee for the ensuing year, including:
            - 4 representatives from each of the 2 Counties, plus
            - RFU Representative
            - Deputy Treasurer
            - Chair of Competitions Sub-Committee
            - Chairman of Governance Sub-committee
            - Chairman of Disciplinary Panel/Sub-committee
            - Chairmen of Club Development/Sub-committee
            - Chairman of Rugby Development Partnership/Sub-committee
7.         To elect any new Vice-Presidents and/or Life Members
8          To consider a resolution dis-applying the provisions of the Co-operative and Community Benefit Societies Act, 2014, relating to the obligation to appoint Auditors
9.         To consider any other motion or business that has been submitted in writing to Hon. General Secretary by 30 April, duly proposed by one Member and seconded by another Member
10.       To hear any other relevant matter for the consideration of the Committee during the ensuing year (details of which must have been submitted in writing to Hon. General Secretary not less than 48 hours before the time for which the AGM has been convened) but on which no voting shall be allowed
11.       Announcement of annual awards; and any Cup draws for 2017/18

Dated: 17 May, 2017                                                               [Please see the Notes hereunder]
 Nick Dark, Hon. General Secretary




NOTES TO SECOND CALLING NOTICE AND AGENDA


1.         Following incorporation of Dorset & Wilts. RFU Ltd as a registered society under the
Co-operative and Community Benefit Societies Act, 2014, the AGM has to be conducted in accordance with the Constitution, which means that: -
(a)        Nominations for the election of Officers and other Committee members (which must have the consent of the nominee) have to be sent in writing so as to reach Hon. General Secretary by 30 April;
(b)        Proposals for additions or alterations to the Constitution (which must be proposed by one Member[2] and seconded by another Member) have to be sent in writing so as to reach Hon. General Secretary by 30 April;
(c)        Under the Regulations duly passed since the 2007 AGM, details of any other relevant matter for the consideration of the Committee during the ensuing year must be submitted in writing to Hon. General Secretary beforehand and not less than 48 hours before the time for which the AGM has been convened.

2.         The nominations made are set out on the next page, together with explanatory notes.

3.         The provisions of the Co-operative and Community Benefit Societies Act, 2014 oblige us to appoint qualified auditors (which would represent an inordinate expense for us) each year; but the Act also allows for this requirement to be dispensed with in the following circumstances: -
(a)           Where the assets and turnover of the organisation are below certain levels[3];
(b)           Where the Constitution so allows (which ours does) and;
(c)           Where the appropriate Resolution is passed at the AGM (provided that less than 20% of votes at the AGM are cast against the resolution and that less than 10% of the membership votes against the resolution.




Nominations for Election at AGM 2017

The Officers who, by reason of their office, are automatically on every committee or sub-committee

Explanatory Note – Under Rule 12.1 of D&W’s Constitution
the Officers of the Constituent Body shall be: -
President
Stuart Murrow [Chippenham]
Hon. Secretary
Gerald Burden [Independent]
Hon. Treasurer
John Palmer [Dorchester]
Immediate Past President
John Constable [Swanage & Wareham]
and the Committee which is known as the D&W Council
Explanatory Note – Under Rule 13 the Committee (i.e. the D&W Council) shall consist of The Officers - so, the above - plus 7 (or more, but not exceeding 20) other elected members; and D&W has previously resolved that these should include: -
4 Dorset Club Representatives
out of these five candidates*

Dave Harris [Dorchester]
Donovan Lynaghan [
East Dorset]
Chris Davis [
Weymouth & Portland]
Joy Pentney [
Blandford Forum]
James Cook [
Dorset Dockers]
4 Wilts. Club  Representatives,
out of these five candidates*

Alistair Morrison [Trowbridge]
Greg Ayliffe [
Chippenham]
Dave Dove [
Salisbury]
Richard Bourne [
Salisbury]
Dave Wookey [
Salisbury]
* Explanatory Note – The D&W Committee has the power to co-opt, so those candidates who are not elected
  under Rule 13 may still be co-opted, subject to Rule 11.2
plus the following: -
RFU Representative [elected separately earlier in each year]
Ron Jones [Westbury; Trowbridge]
Deputy President
[TBA]
Deputy Treasurer
Alison Hunter [Weymouth & Portland]
Chair of Competitions
Clive Drake [North Dorset]
Chairman of Governance
Arthur Bowden [Salisbury]
Chair of Disciplinary Panel
Philip Kennedy [Wheatsheaf]
Chairs of Club Development
Alan Ottaway and Jon Monaghan
Chair of Rugby Development
Chris Jones [Devizes]
Explanatory Note – without prejudice to either Rule 7.2 (which provides that General Meetings shall be chaired by either the President or the Immediate President if they are available) or Rule 13.2 (which provides that the D&W Council should itself elect its own Chairman) the AGM should be aware that the trial appointment is proposed for
the 2017-18 season of -
Chairman
of Council and Management Board
George McElroy [Independent]




[1]  Copies of the financial statement have previously been sent to clubs but are available upon application.

[2]  Being: a duly elected Officer or Committee member; the RFU Representative; each affiliated Club
[3]  Currently set at: assets of less than £2.8m; and turnover of less than £5.6m for the year