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AGM Agenda 2017

 
 Saturday, 11th of November 2 pm
 
Aerobics Room, Tallaght Sports Complex,
Castle Lawns, Dublin, D24 V322,
  
 

It's that time of year again!


Dear <<First Name>>

The purpose of the Annual General Meeting shall be to review the activities and performance of the club and to elect new members to the committee for positions which are available.

 
Club Constitution - https://www.greenhillsarchery.com/club-information/club-constitution/
 
The deadline has now been reached.  No further motions can be accepted. If you have any queries on this please speak with our club secretary.

Below is a copy of the agenda for the AGM.  Below are also proposals received in from Rob Sweetman for amendments to the club constitution and a proposal for a limited offer for club fees which will cover the archer for the full year. All to be discussed at the AGM this Saturday the 11th @ 2 pm.

 
Club Fees Proposal
 
With the impending increase in prices from the sports complex we are going to see an increase in the rates we will be charged for our Wednesday and Saturday training sessions for the upcoming year.

1st Proposal
 
I wish to propose we bring is a set fee for the first 20 Senior and 20 Junior members of Greenhills Archers who wish to avail of this offer.
 
What I propose is seniors and juniors pay a reduced fee spread over the year.  By doing this, we ensure a cash income to cover the hall rental for the year,
 
I propose a Senior Archer Rate of:
 
Yearly Fee        => €225
 
I propose a Junior Archer Rate of:
 
Yearly Fee        => €130

 
The above fees will cover the archer to shoot both Wednesdays and Saturdays for the full year. Providing very good savings to both. 
 
 
2nd Proposal
 
All Committee / Special Guest members who shoot when in the club to pay subs for that day to help cover costs.
Club Constitution Proposed Amendments
 
 
Current
 
2 - The club shall be run by a committee, to be elected at the Annual General Meeting (AGM). The committee shall consist of a minimum of five members, who shall be the club officers and two other members.
 
Proposed
 
2 - The club shall be run by a committee, to be elected at the Annual General Meeting (AGM). The committee shall consist of a minimum of five members, three who shall be the club officers, and two other members.
 
 
Current
 
  1. - The Executive Officers of the club (with the exception of Ordinary Members) shall be elected to their positions for a term of five 5 years and shall be as follows:
  • Chairperson, who shall chair all meetings and ensure that equal time is allowed for debate and discussion. Shall advise the Secretary of meeting agenda and shall have a casting vote in the event of a tie. He/she shall pursue resolutions which have been passed and ensure that roles and duties are fulfilled.
  • Secretary, who shall be responsible for the clubs correspondence, keeping the minutes of meetings and the keeping of club records and up to date membership lists.
  • Treasurer, who shall be responsible for the clubs finances and the submission of an annual financial report to the A.G.M. He/she will also be responsible for the co-ordination of the clubs fund raising events.
  • Ordinary Members, there shall be two Ordinary Members elected to the position of Executive Officer bi-annually.
 
 
Proposed
 
3 - The Executive Officers of the club (with the exception of Ordinary Members) shall be elected to their positions for a term of five 5 years and shall be as follows:
 
3.1 - Chairperson, who shall chair all meetings and ensure that equal time is allowed for debate and discussion. Shall advise the Secretary of meeting agenda and shall have a casting vote in the event of a tie. He/she shall pursue resolutions which have been passed and ensure that roles and duties are fulfilled.
3.2 - Secretary, who shall be responsible for the clubs day to day running, will work closely with the clubs PRO on correspondence, communication and social media, keeping the minutes of meetings and the keeping of club records and work closely with the clubs membership secretary to ensure the memberships lists and database are up to date.
3.3 - Treasurer, who shall be responsible for the clubs finances and the submission of an annual financial report to the A.G.M. He/she will also be responsible for the co-ordination of the clubs fund raising events. The treasurer will also work closely with the admin desk and provide support when asked. 
3.4 - Ordinary Members, there shall be two Ordinary Members elected to the position of Executive Officer bi-annually.
 
Current 
 
  1. The Non-Executive Officers of the club shall be as follows:
  • Safety Officer, who shall be responsible for all matters relating to safety.
  • First-Aid Officer, who shall be responsible for ensuring an adequate first-aid box is maintained and an incident report book is kept.
  • Equipment Officer, who shall be responsible for the maintenance and upkeep and keep stock of the clubs equipment and assist members with the maintenance of their equipment.
  • Children’s Officer, who shall be responsible for all matters relating to the welfare and safety of the clubs junior members and assume the role of “Junior Voice” at Committee level. He/she shall keep a record of any incidents involving junior members and maintain an up to date contact list of the parents/guardians of the junior members. This person must have undertaken the relevant training for this role.
  • Designated Person , who shall have the responsibility of ensuring that all procedures as laid out in the Code of Ethics are adhered to and shall act as liaison between the club and the relevant authorities in the event of any incident occurring. This person must have undertaken the relevant training for this role.
  • Coaching Administration Officer, who shall be responsible for the co-ordination of the clubs coaching programmes and beginners courses. He/she shall develop an annual schedule with the clubs coaches and Secretary. Public Relations Officer, who shall be responsible for press releases and all other media contact for the club.
 
Proposed
 
4 - The Non-Executive Officers of the club shall be as follows:
4.1 - Safety Officer, who shall be responsible for all matters relating to health & safety.
4.2 - First-Aid Officer, who shall be responsible for ensuring an adequate first-aid box is maintained and an incident report book is kept.
4.3 - Equipment Officer, who shall be responsible for the maintenance and upkeep of equipment and keep stock of the clubs equipment and assist members with the maintenance of their own personal equipment.
4.4 - Children’s Officer, who shall be responsible for all matters relating to the welfare and safety of the clubs junior members and assume the role of “Junior Voice” at Committee level.
4.4.1 - He/she shall keep a record of any incidents involving junior members and maintain an up to date contact list of the parents/guardians of the junior members.
4.4.2 - This person must have undertaken the relevant training for this role.
4.5 - Designated Person, who shall have the responsibility of ensuring that all procedures as laid out in the Code of Ethics are adhered to and shall act as liaison between the club and the relevant authorities in the event of any incident occurring.
4.5.1 - This person must have undertaken the relevant training for this role.
4.6 - Coaching Administration Officer, who shall be responsible for the co-ordination of the clubs coaching programmes and beginner’s courses.
4.6.1 - He/she shall develop an annual schedule with the club’s coaches and Secretary.    
4.7 - Public Relations Officer (PRO), he/she will be responsible for all press releases and all other forms of social media announcements for the club,
 
Current 
 
6 - The committee shall have the power to make rules for the safe operation of the club and to discipline members for breach of those rules. Any member may bring a disciplinary matter to the attention of the committee. Any disciplinary action taken against any member shall be at the discretion of the committee and may include suspension, expulsion from the club and possible reporting of the matter to A.I.
 
Proposed
 
6 - The committee shall have the power to make rules for the safe operation of the club and to discipline members for breach of those rules.
6.1 - Any member may bring a disciplinary matter to the attention of the committee.
6.2 - Any disciplinary action taken against any member shall be at the discretion of the committee and may include suspension, expulsion from the club and possible reporting of the matter to Archery Ireland.
 
Current
 
8 - All members shall be responsible for the safety of their own equipment. Committee members and the field captain shall have the right to inspect members’ equipment at any time, to bring any defects to the member’s attention and to caution them about shooting such equipment if it is considered unsafe.
 
Proposed
 
8 - All members shall be responsible for the safety of their own equipment.
8.1 – Committee members and the field captain shall have the right to inspect members’ equipment at any time, to bring any defects to the member’s attention and to caution them about shooting such equipment if it is considered unsafe.
8.2 – Any archer found using unsafe equipment will be asked to step off the line and to repair their equipment.
8.3 – An archer found using unsafe equipment can only return to the shooting line and continue training once the archer’s equipment has been re-examined by either a committee member of the field captain.
  
 
Current
 
14 - All members shall pay an annual club membership fee. This fee shall be payable before the 31st of November each year and will cover the period from December to November inclusive. New members joining after the 1st of June shall be required to pay only half the set membership fee, which will cover the period from June to November inclusive. Separate fees shall be charged for senior and junior members. Fees each year shall be decided at the preceding AGM. All members shall be notified of due fees. Late payment of fees shall be at the discretion of the committee, (Amended at AGM 2013 to comply with new Archery Ireland Membership rules.)
 
 
Proposed
 
14 - All members shall pay an annual club membership fee.
14.1 - This fee shall be payable before the 28th of February each year and will cover the period from 1st of March to the 28th of February inclusive.
14.2 - New members joining after the 1st of September  shall be required to pay only half the set membership fee, which will cover the period from 1st of September to the 28th of February inclusive.
14.3 - Separate fees shall be charged for senior and junior members.
14.4 - Fees each year shall be decided at the preceding Clubs AGM and Archery Irelands AGM
14.5 - . All members shall be notified of due fees. Late payment of fees shall be at the discretion of the committee
 
 
 
Current
 
18 - The AGM shall elect a committee for the following year. Only persons nominated in advance of the meeting may normally be considered for election, but in the event there is no prior nomination, the chairperson may ask for nominations from those present. Nominations shall be for the offices of Executive and Non-Executive positions to the committee. Where only one person is nominated to a post, they shall be declared elected, subject to the approval of the meeting. Where there is more than one candidate to the post, a vote shall be held by secret ballot. The secretary shall distribute ballot papers for this purpose. The person gaining most votes shall be declared elected. In the event of a tie, the matter shall be balloted again until resolved.
 
Proposed - New Layout
 
18 - The AGM shall elect a committee for the following year.
18.1 - Only persons nominated in advance of the meeting may normally be considered for election, but in the event, there is no prior nomination, the chairperson may ask for nominations from those present.
18.2 - Nominations shall be for the offices of Executive and Non-Executive positions to the committee. Where only one person is nominated to a post, they shall be declared elected, subject to the approval of the meeting. Where there is more than one candidate to the post, a vote shall be held by secret ballot. The secretary shall distribute ballot papers for this purpose. The person gaining most votes shall be declared elected. In the event of a tie, the matter shall be balloted again until resolved.
 
 
Current
 
18 - The AGM shall elect a committee for the following year. Only persons nominated in advance of the meeting may normally be considered for election, but in the event, there is no prior nomination, the chairperson may ask for nominations from those present. Nominations shall be for the offices of Executive and Non-Executive positions to the committee. Where only one person is nominated to a post, they shall be declared elected, subject to the approval of the meeting. Where there is more than one candidate to the post, a vote shall be held by secret ballot. The secretary shall distribute ballot papers for this purpose. The person gaining most votes shall be declared elected. In the event of a tie, the matter shall be balloted again until resolved.
 
Proposed - New Layout
 
18 - The AGM shall elect a committee for the following year.
18.1 - Only persons nominated in advance of the meeting may normally be considered for election, but in the event there is no prior nomination, the chairperson may ask for nominations from those present.
18.2 - Nominations shall be for the offices of Executive and Non-Executive positions to the committee. Where only one person is nominated to a post, they shall be declared elected, subject to the approval of the meeting. Where there is more than one candidate to the post, a vote shall be held by secret ballot. The secretary shall distribute ballot papers for this purpose. The person gaining most votes shall be declared elected. In the event of a tie, the matter shall be balloted again until resolved.
 
Current 
 
23 - Signatories on the Club bank account shall be: The Chairman, The Secretary, The Treasurer and the President. Any two signatures from the four shall be required on all cheques issued by the Club and for any withdrawals from the account.
 
Proposed
 
23 – Signatories on the Club bank account shall be: The President, Chairman, Vice-Chairman, Secretary, and Treasurer. Any ONE signature from the five shall be required on any cheques issued by the Club and for any withdrawals from the club account.  (This change is required if we wish the club to have an Emergency Debit card on hand for when archers travel abroad.)
 
 

Club Dates to Remember

February / June / October - See Club Site ( Competitions Section )

2018 Dates to be confirmed at AGM
 
 
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