Please find attached all the documents pertaining to this years AGM.

Biggar RFC give notice that the 2022 AGM will be held at the club on

Wednesday the 8th of June 2022 19.30 hrs

We invite anyone interested to attend but in particular remind all members that we need at least 20 voting members to be present for the meeting to be able to go ahead.

Attached are:

i) The Agenda for the meeting.

AGENDA

  1. Welcome and approval of attendees eligible to vote, proxies and apologies.
  2. Appointment of Tellers
  3. Minutes of the 2021 Annual general Meeting and Matters Arising.
  4. President’s Report on the activities of the club.
  5. Treasurer’s Report, including report from the independent financial examiner and appointment of an independent financial examiner for financial year 2022/2023.
  6. Development & other Playing Reports
  7. Short and Medium Term Strategy for the Club.
  8. Fixing of Annual Subscriptions.
  9. Review and Minor Amendments of Articles of Association.
  10. Election of Trustees and Officers of the Club.
  11. Election of any Honorary Members
  12. A O C B

ii) The “Proxy Voting Forms” should a member who cannot attend wish to vote. (Please complete and return as per the instructions on the sheet).

PROXY VOTE FORM

I, the undersigned . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ………………(name)

of. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ……………..(address)

being a Voting Member of Biggar Rugby Football Club,

hereby appoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ……………..(name of appointed person)

of. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ……………..(address)

as my proxy to vote on my behalf at the meeting of the club to be held on

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . …………….. (date of meeting)

and at any adjournment of that meeting.

This form is to be used in respect of the resolutions mentioned below, as follows;-

Resolution No 1 for / against (delete as appropriate)

NOT REQUIRED

PLEASE NOTE; THIS FORM WILL BE INVALID IF THE PERSON APPOINTING THE PROXY NAMED HERE ARE NOT CURRENT VOTING MEMBERS OF THE CLUB.

The Proxy need not be a voting member of the club.

Nominations close at 5.00 pm on; Sunday 5th June 2022

E-mail or Mail Proxy Forms to; The Secretary

E-mail; secretary@biggarrfc.org.uk

Postal Address; 17 Moss Side Crescent

Biggar

ML126GE

iii) The “Trustee Nomination Form” (Please complete and return as per the instructions on the sheet. Please note that the Nominators are required to be members of the club whilst Trustees do not).

TRUSTEE NOMINATION FORM

I, the undersigned, being a voting member of Biggar Rugby Football Club put myself forward to serve as a Trustee on the Board of Trustees.

Name of Nominee

Mr / Mrs / Miss / Ms;…………………………………………………………………………………..

Address;………………………………………………………………………………………………..

Phone Number;………………………… E-mail;…………………………………………………

Name of Nominator;………………………………………………………………………………….

Signature of Nominator;………………………………………… Date;……………………

Name of Second Nominator;…………………………………………………………………………

Signature of Second Nominator;………………………………………… Date;……………………

Declaration of Nominee

I,…………………………………..being a voting member of the club, stand for election as a Trustee.

Signature of Nominee;………………………………………… Date;……………………

PLEASE NOTE; ANY NOMINATION WILL BE INVALID IF ALL PERSONS NAMED HERE ARE NOT CURRENT VOTING MEMBERS OF THE CLUB.

Nominations close at 5.00 pm on; Sunday 5th June 2022

This Nominee should supply with this form a passport type photograph of the Nominee and a statement of why he / she believes they are suitable to serve as a Trustee. (no more than 100 words)

E-mail or Mail Nominations to; The Secretary

E-mail; secretary@biggarrfc.org.uk

Postal Address; 17 Moss Side Crescent

Biggar

ML126GE

iv) A List of Trustees is attached.

Please note that 2 Trustees are retiring from the Board as required by the Articles of Association.

Two of those Trustees have kindly offered themselves for re-election.

We would be pleased to accept any other nominations for Trustees.

Biggar RFC List of Trustees 2022

President/Trustee – Robert Ramsay

Senior Vice President/Trustee – Gordon Young

Trustee – Al Stewart (2nd year in office)

Trustee – Ann Porteous (2nd year in office)

Retiring Trustee – Keith Fulton (sitting for re-election)

Retiring Trustee – Denis Lavery (sitting for re-election)

Co-opted Trustee – Dougie Low

Nomination

Keith Fulton

Denis Lavery

v) A list of office bearers is attached for the year 2022/23

The positions of “Social Convenor” and “Child and Vulnerable Adult protection Officer” are open at present.

The club welcomes any interest in any of the positions on the list – filled or unfilled

The club thanks those who are staying in position for their ongoing support.

OFFICE BEARERS FOR THE 2022/2023 SEASON

Position Name Proposed Seconded
President Robert Ramsay
Senior Vice-President Gordon Young
Vice-President TBA
Treasurer Nigel Pacey
Secretary Mike Booth
Sponsorship Convenor Gordon Young
Social Convenor Position Open
Past President James Orr
House and Fabric Convenor Nigel Pacey
Field Convenor Hugh Barr
Merchandising Convenors Gordon Young

Ian Notman

Membership Convenor Colin Plenderleith
Child and Vulnerable Adult Protection Officer Position Open
Fixture and Match Secretary John Jackson
Director of Rugby Ian Notman
Director of Youth Rugby Nic Humphries No voting rights on the Committee
1st Team manager Ian Warnock
2nd and 3rd Team Manager Andrew Howatson
Colts Convenor Graeme Watson
Midi Convenor Laura Watson
Mini Convenor Trina Malone
Ladies Convenor J Bogle
Girls Convenor L Forrest
Club Captain TBA

Those in RED font are the only new or moving members

vi) The Summary of minor amendments to the Articles of Association

Summary of proposed amendments to Articles of Association 2022

Please note below changes in section 8.3 of the Articles.

This change to ensure that a maximum of 2 Trustees will be standing down at any given AGM thus giving more continuity in future.

    1. Elected Trustees

8.3.1

At the first and each subsequent AGM, Two (2) of the Elected Trustees shall retire from office. A retiring Elected Trustee shall retain office until the close or adjournment of the meeting. A retiring Trustee shall be eligible for re-election, but no Trustee can serve more than THREE consecutive TWO YEAR terms of office which is a maximum of 6 years, without at least one year out of office before being eligible again.