► Minutes of the 2008 AGM
THE UNIVERSITY OF SURREY (MENS) FOOTBALL CLUB, Union House, Stag Hill, GUILDFORD GU2 7XH
MINUTES of the Annual General meeting held at the Varsity Centre, Guildford
on Saturday 8th March 2008 commencing at 5.45pm
In attendance: 21 members In the chair: Ed Wallace (Sports Executive Member, USSU)
1 Chair’s welcome
The Chair opened the meeting and welcomed members.
2 To agree and sign the minutes of the Annual General Meeting held on 17.3.07
The minutes were agreed as a true record and were duly signed by the Football Club Chair.
3 Officers Reports
Members received an oral report from the Chair on the club’s activities over the past year; a written report from the Secretary which highlighted a number of matters, such as achieving FA Charter Adult Club Status; and an oral report from the Treasurer and, on a vote, all of the reports were adopted.
4 Election of Executive Committee
The Chair announced that nominations had been received for the positions of Chair: Marc Hodges; Treasurer: Tom Dack; Secretary: Steve Cottingham; Vice-Chair: Jim Salmon; and Club Captain: Zakeer Hullemuth. He asked for further nominations from the floor and there were no further nominations for the positions of Chair, Vice-Chair, Treasurer or Secretary, but a further member was nominated from the floor (Phil Bates) for the Club Captain position.
Each nominee was given an opportunity to make a brief statement in support of their candidacy, and then answered questions. The Chair then invited each nominee for the uncontested posts to leave the room in turn whilst a vote was taken. In the case of Club Captain, both nominees were invited to leave the room whilst a vote was taken.
Members were asked to vote in favour of a candidate; to re-open nomination; or to abstain, for each of the positions. After voting had taken place, the following nominees were then declared elected:
Chair – Marc Hodges; Vice-Chair – Jim Salmon; Treasurer – Tom Dack; Secretary – Steve Cottingham; Club Captain – Zakeer Hullemuth.
The Chair reminded those elected that the new Executive Committee would take over officially on 1st July 2008.
5 Election of other club posts
The Chair invited nominations from the floor for positions that were not part of the Executive Committee. The following members were nominated and, following a vote, declared elected:
Ben Pudney (Tour Secretary)
Phil Bates (Social Secretary)
Tom Foley (Merchandise/Promotions)
Jon Creswick (Web site administrator).
6 Team captains 2008
The Chair advised members that under club rules team captains for next season (2008/09) would be appointed by the Club’s Executive Committee in September 2008.
7 Rule changes
The Chair introduced this item and reminded members that a number of rule change proposals had been sent to them with the convening notice and agenda. He therefore advised that he would take each rule change in turn, allowing the secretary to speak briefly to each change, allowing questions or statements from the floor each change in turn and then calling a vote on each. The rules declared that any such changes needed to be supported by a two-thirds majority of members present at the AGM and that based on the numbers present, a rule change needed a minimum of 16 votes in favour in order to be adopted.
· To delete rule 4: on a vote this was agreed unanimously and declared adopted
· To amend rule 5.1: on a vote this was agreed unanimously and declared adopted
· To amend rule 5.3: on a vote this was agreed unanimously and declared adopted
· To amend rule 5.5: on a vote this was agreed unanimously and declared adopted
· To amend rule 15.2: on a vote this was agreed unanimously and declared adopted
· To amend rule 15.3: on a vote this was agreed unanimously and declared adopted
· To amend rule 15.4: on a vote this was agreed unanimously and declared adopted
[The rule changes are appended to these minutes and form part of the minutes of this AGM]
8 Subscription rate for next season
The Chair advised that under club rule 13, it was for the Annual General Meeting to fix the amount that members/players would pay as an annual subscription and match subscriptions. Following a lengthy debate and subsequent majority vote in favour (19 in favour, 2 abstentions) the following was agreed:
· Annual subscription for season 2008/09 would be £30
(of which £10 was collected by the union as a ‘participation fee’ and club kept the remaining £20 for its own fund balance)
· Match subscriptions £3.00 with £2.00 for substitutes who take part in the match.
9. Close of meeting
There being no further business the Chair closed the meeting at 7.45pm.
……………………………………………………………………….(signed) CHAIR
…………………………………….……date
Appendix to the Minutes of the Annual General Meeting 2008
CURRENT RULE : 4. OFFICERS
The officers shall consist of a Chairperson, Vice Chairperson, Secretary, Treasurer, Club Captain, Social Secretary, Tour Secretary, Website Admin and PR/Merchandise Secretary all of whom shall be elected at the Annual General Meeting.
PROPOSED CHANGES: DELETE THIS RULE UPON A VOTE: AGREED
CURRENT RULE : 5. COMMITTEE
5.1 The Club shall be controlled by an Executive Committee consisting of the Chairperson, Vice Chairperson, Secretary, Treasurer and Club Captain. It shall be responsible for the day-to-day running of the football club.
PROPOSED CHANGES: CHANGE THE RULE TO THE FOLLOWING
The Club shall be controlled by an Executive Committee elected at the Annual General Meeting and consisting of a Chairperson*, Vice Chairperson, Secretary*, Treasurer*, Club Captain and, from their date of appointment, one Team Captain representing each Saturday and each BUSA team. It shall be responsible for the day-to-day running of the football club. A quorum for meetings of the Executive Committee shall be 7.
*These executive committee posts are de facto the club’s officers for purposes of student union account transactions and in so far as County FA and local league rules apply
CURRENT RULE : 5.3 It shall be the responsibility of the Executive 31st September, but ideally before the first competitive matches of the season.
PROPOSED CHANGES: CHANGE THE RULE IN THE FOLLOWING WAY
Delete “31st” and replace with “30th” UPON A VOTE: AGREED
CURRENT RULE : 5.5 A sub-committee overseen by the Club Captain shall also meet at regular periods, but not less than 4 times per academic year. It will consist of the Club Captain, Social Secretary, Tour Secretary, Website Admin, Promotions/Merchandise Secretary and all team captains. The purpose of the sub-committee is to act as a consultative body and to make recommendations to the Executive Committee. The quorum for a sub-committee meeting shall be no less than 8.
PROPOSED CHANGE: DELETE THIS RULE UPON A VOTE: AGREED
CURRENT RULE: 15 Annual General Meeting
15.2 The Secretary shall give at least 28 days notice of such a meeting to all members and provide all members with an agenda of matters to be discussed.
PROPOSED CHANGE: DELETE “28 days” and REPLACE WITH “14 days” UPON A VOTE: AGREED
CURRENT RULE 15.3 The meeting shall also elect the officers and the Executive Committee.
PROPOSED CHANGE: DELETE ALL THE WORDS “the officers and” UPON A VOTE: AGREED
CURRENT RULE: 15.4 Nominations for Officers and Executive Committee should be forwarded to the secretary at least 14 days before the date of the AGM.
PROPOSED CHANGE: DELETE CURRENT RULE AND REPLACE WITH
Self or supported nominations for the Executive Committee may be made in writing to the Secretary in advance of the date of the Annual General Meeting, or shall be taken from the floor at the Annual General Meeting itself.
[End]
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