AGM 2020

Notice of 2020 Annual General Meeting
The AGM will take place using Zoom at 7pm on Friday 11 December 2020.
 
It has been confirmed by the RYA and OSCR that, in the current circumstances, AGMs held using Zoom are acceptable and elections and motions carried are valid.
This AGM will serve as AGM for both the current association and the SCIO.
 
An invitation to join the Zoom meeting will be sent out to the email address given by members in their membership details at least 7 days in advance of the meeting. To avoid delay members should join the meeting about 10 minutes in advance of 7pm and need to “mute” themselves unless invited to speak by the Commodore to their question or item for decision as notified below at Note 4.

The Committee understands that the Club has a handful of members with no email address. This notification is also sent by post to these members  – if possible they should take advantage of online facilities provided by a friend or family member  – they will need to let the Membership Secretary have the appropriate email address well in advance of the meeting – send to membership@chanonry.org.uk
 
Agenda
  1. Apologies for absence
  2. Minutes of 2019 AGM (see Note 1)
  3. Commodore’s Report (see Note 1)
  4. Treasurer’s Report (see Note 1)
  5. Election of Officers of the Club and General Committee Members (see Note 2)
  6. Motion for amendment of the SCIO Constitution to allow for “virtual” meetings in future (see Note 3)
  7. Other matters for which appropriate notice has been given (see Note 4)
 
Notes
  1. Draft Minutes of the 2019 AGM, Accounts, Commodore’s and Committee Members’ reports will be on the website by Friday 27 November via this link: chanonry.org.uk/agm-2020.html. This is in the Members’ area of the website - the password is SailRow20.
  2. Nominations for Officers of the Club and General Committee Members must be submitted in writing by the proposer and duly seconded. These must be sent to the Club Secretary in writing or by email to arrive by Friday 4 December 2020. It is the responsibility of proposers and seconders to ensure that nominees will be willing to serve. 
    Pending the winding up of the current association, Officers of the Club and General members of the Committee will be co-opted as Charity Trustees of the SCIO (subject to a Board limit of 11 members) and must be willing to serve in this capacity (existing General members not due for re-election in 2020 will be co-opted as Charity Trustees). Nominees should read the Governance & Management Guidance document via this link: chanonry.org.uk/responsibilities.html

    The Officers of the Club (current association) are:
    Commodore, Club Secretary, Treasurer, Sailing Secretary, Social Convenor and Training Principal.

  3. Motion – see Agenda Item 6. The current constitution is available in advance of the AGM at chanonry.org.uk/agm-2020.html.

    The current SCIO constitution of Chanonry Sailing Club does not specifically allow for participation and voting by “conference telephone, video conferencing or other similar equipment”. The amendments proposed below vary the definition of “in person” in relation to future members’ meetings and board meetings. The Office of the Charity Regulator (OSCR) has given guidance that this is acceptable and suggests that charities amend their constitutions to allow for “virtual” meetings.
    Therefore, the Trustees of Chanonry Sailing Club SC049615 propose amendments to clauses of the constitution, as listed below:

    Clause 46 – add 46.1: “The board may make arrangements, in advance  of any members’ meeting, to allow members to participate in the members’ meeting by means of a conference telephone, video conferencing facility or similar communications method – so long as all those participating in the meeting can hear each other; a member participating in a members’ meeting in this manner shall be deemed to be present in person at the meeting.”

    Clause 50 -  add: “for the avoidance of doubt, a vote given by a member participating in the meeting through any of the methods referred to in clause 46.1 will be taken to be given personally for the purpose of this clause.”

    Clause 88 – add 88.1: “A charity trustee may participate in a meeting of the board by means of a conference telephone, video conferencing facility or similar communications method – so long as all the charity trustees participating in a meeting in this manner can hear each other, a charity trustee participating in a meeting in this manner shall be deemed to be present in person at the meeting.”

    Clause 92 – add: “for the avoidance of doubt, a vote given by a charity trustee participating in the meeting through any of the methods referred to in clause 88.1 will be taken to be given personally for the purposes of this clause.”
    ​ 
  4. Questions arising from the Committee reports and other items for inclusion on the agenda from members must be notified in writing or by email, including a brief synopsis of the issue and a motion to be voted on, to the Club Secretary by Friday 4 December 2020. Only items and questions received by this deadline will be added to the agenda. Items not on the agenda will not be discussed.
 
Helen Jenner
Club Secretary
secretary@chanonry.org.uk
agm_2020_notice_.pdf
File Size: 200 kb
File Type: pdf
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REPORTS

The Accounts and Committee Members’ reports will be uploaded here by Friday 27 November 2020.
2019 AGM Draft Minute
agm_2019_draft_minutes.pdf
File Size: 135 kb
File Type: pdf
Download File
​Commodore's Report
commodore_report_2020_-__agm.pdf
File Size: 110 kb
File Type: pdf
Download File
Constitution
SCIO Constitution (Sept 2019)
Sailing
sailing_report_2020_agm.pdf
File Size: 61 kb
File Type: pdf
Download File
Rowing
rowing_report_2020_agm.pdf
File Size: 63 kb
File Type: pdf
Download File
Training
training_report_for_agm_2020.pdf
File Size: 81 kb
File Type: pdf
Download File
COMMITTEE ROLES
To help you understand what is involved refer to the Responsibilities page where role descriptions are provided.