The draft agenda is as follows and will be finalised the day before the AGM.

1. Welcome

• • Attendees
  • Apologies received

2. Reading and approval of the previous year’s minutes of the AGM:

• • Minutes from 27th May 2022 meeting

3. Reports from Committee Members:

• • Chair
  • Secretary
  • Treasurer
  • Safety & Training Officer
  • Equipment Officer
  • Membership Officer
  • Communications Officer
  • Trips Officer
  • Non-Portfolio Officer

4. Auditors report and approval of accounts
5. Matters arising from the previous year’s AGM minutes:

• • Outstanding action: Incentives for incoming Committee members

6. Review of the membership fee for Regents Canoe Club
7. New motions for discussion:

• • Amendments to the Constitution
  • Update to the RCC Equipment Hire Policy
  • RCC Club Framework
  • Safeguarding Policy
  • Introduction of Welfare Officer role
  • Update to RCC Privacy notice

8. Election of new Committee:

• • Review of nominations received prior to AGM

9. Any Other Business:

• • Amendments to the Constitution
  • Amendments to RCC Handbook

Each member of the Committee will provide a brief summary of the activities they performed on behalf of the club over the last year

The annual accounts for the club will be reviewed with an opportunity to ask questions about any particular items or the general overview of the club’s financial position.

The appointment of the auditor for the club’s accounts for the next year will also take place.

• Chair
• Secretary
• Treasurer
• Safety & Training Officer
• Equipment Officer
• Membership Secretary
• Communications Officer
• Trips Officer
• Non-Portfolio Officer 1
• Non-Portfolio Officer 2

• the person standing and the post they are standing for
• who is nominating
• who is seconding the nomination

All nominations received within the nomination period for Committee positions will be published here 24 hours prior to the start of the AGM.

Chair: TBA (Additional nominations can be taken at the AGM)
Secretary: TBA (Additional nominations can be taken at the AGM)
Treasurer: TBA (Additional nominations can be taken at the AGM)
Safety and Training Officer: TBA (Additional nominations can be taken at the AGM)
Equipment Officer: TBA (Additional nominations can be taken at the AGM)
Membership Officer: TBA (Additional nominations can be taken at the AGM)
Communications Officer: TBA (Additional nominations can be taken at the AGM)
Trips Officer: TBA (Additional nominations can be taken at the AGM)
Non-Portfolio Officers (x3): TBA (Additional nominations can be taken at the AGM)

The current Management Committee may wish to propose some minor amendments to the Regents Canoe Club Constitution. You can also view the current Constitution here.

We welcome any feedback or queries members have on these proposals in advance or during the meeting. Please send feedback to [email protected] ideally before 10:00 on Saturday 13th May so any major concerns can be considered in advance of the meeting. If members wish to raise a query at the AGM on the proposals, but are unable to attend themselves, they may ask in writing to the Chair for them to raise such query on their behalf.

At the meeting the Chair will read out each of the proposals in turn. The floor will be open to any member questions or discussion on each proposal.

The Chair will then put forward a motion to votes on the each proposed amendment individually. Voting will be done by a simple show of hands. If there is no obvious majority a count will be undertaken and members with proxy votes will be asked how they wish each of their votes to be counted.

Any fully paid up member may propose items for consideration not already on the agenda.

These MUST be made in writing to [email protected] before 19:30 on Sunday, 14th May. However it would be really appreciated if you send these to us as early as possible so we have time to organise the agenda.

Time permitting and at the discretion of the Chair, additional AOBs may be called from the floor on the night.

Voting at the AGM

The AGM is the chance for you to have your say about the running of the club so it’s really important to attend. You’ll be able to hear what we’ve been up to this year and what we hope to do in the future. Votes are through a show of hands or, if there’s a contested position, a secret ballot.

If you cannot attend the meeting in person, the club’s constitution does allow for proxy vote – this means picking someone to vote on your behalf. The member giving their proxy accepts that their proxy will vote in the meeting according to their own conscience. The proxy nominator has no right to instruct their proxy to vote a certain way on any item – they are simply giving their opportunity to vote to their proxy.

The instrument of proxy must be in writing and sent to [email protected] prior to the start of the AGM – please do consider sending any proxy instructions by the evening of Sunday 14th May if possible.