May 14, 2010
Notice of Annual General Meeting
May 27, 2010 @ 8:00 pm in the Clubhouse
General Information on the AGM
The Season has come to an end, the executive with John James at the helm for the last five years has done a great job and we can't thank him enough. Come pay your respect for John and the executive, make a positive difference and get involved in all levels of the club by voting and nominating those who will make a positive difference in the Cowichan Rugby Club. With all of the planning that needs to happen this year with tournaments, parties and projects, we will need people for committees.
Nominate someone you may want to work with and represent your committee at the executive level. It%u2019s very important to give back to the sport that has given us so much fun and enjoyment, the best you'll ever see CRFC!
The AGM should be attended by all bona fide members interested in what the club is doing and the direction the club is going. There will be nominations and elections of Board Members that would hope to carry the momentum and follow the direction of the membership. All 13 positions are open for someone to be nominated in advance or from the floor. If only one person is nominated, that person shall be acclaimed. If no one is nominated, the position, unfortunately, goes vacant. If two or more people are nominated for a position, that position must be resolved by secret ballot at the AGM.
Who Can Vote?
As long as dues have been paid and the member is in good standing for 2009-2010 the following may vote:
- Senior Players
- Social Members
- Life members
- Executive Members
- Coaches and Staff
We do need more people to stand for the 13 elected positions and two appointed positions. We are always looking for new people and the CRFC Executive is not as daunting as perhaps one would think. The more positions we fill, the easier it is for the Board to work.
Several of our current executive our stepping down and will need to be replaced. We do have some current directors that are interested in standing form another term but until nominated, all positions are vacant.
Please review the positions below and if interested make it known to a current club member who can nominate you for that position. Below is the list of positions and then a description of each position. Below that is a list of committees that also need to be filled. (All excerpts from the CRFC Constitution)
How do you get nominated?
You need 2 members in good standing to nominate you for a position. Have them email your nomination to Barkley Logan at wjblogan@shaw.ca. After your nomination has been received, you will need to confirm your interest in writing ( email works) to Barkley.
What positions are there?
The Executive Board of the Society shall consist of thirteen elected members, the Immediate Past President and a Member at Large and Club Coach both appointed by the Executive.
Positions of the Executive Board shall be:
- President
- Vice President Administration
- Vice President Facilities
- Vice President Game
- Secretary
- Treasurer
- Club Captain
- Senior Player's Representative
- Junior Player's Representative
- Social Convenor
- House Committee Chairman
- Fixtures Secretary
- Publicity Chairman
- Club Coach - Appointed by new Executive Board
- Member at Large- Appointed by new Executive Board
- Immediate Past President (not elected) - Will now be John James
What are the responsibilities of the different positions?
IMMEDIATE PAST PRESIDENT: Shall assist the President relative to procedure and duties during his period of office. He will aid in assuring a continuity with respect to the activities of the Club and Executive Board. He will act as Chairman of the membership committee.
PRESIDENT: Shall supervise and support the work of all committees of the Executive Board. Guided by the constitution and bylaws, by the membership of the Society and prevailing circumstances, he/she will pursue the purpose of the Society as described in section 2 of the constitution. He/She has the ultimate responsibility of seeing that the wishes of the membership, as expressed by resolution at general meetings, are carried out. If he/she is experienced in the rules of procedure he/she may choose to preside at all meetings; otherwise, he will delegate this function, on a continuing basis, to the Vice President Administration. In the absence of both the President and VP Administration, some other director, chosen by the Executive Board, shall preside at Executive and General meetings.Shall attend to the business and represent the Club at all levels including the Sub-Union, Provincial and Canadian Unions. The President shall be an ex-oficio member of all committees of the Society. The Chairman of all meetings shall not have a vote except in the cases of an equal division of votes.
VICE PRESIDENT ADMINISTRATION: The VP Administration shall be experienced in the rules of procedure for conducting meetings. He/She shall be responsible for chairing meetings if so requested by the President. Ensures that Club rules are followed.
Club representative on Player Ejection/Discipline matters. Liaise with the BCRU Disciplinary Committee. He/She shall ensure that the following Executive Committee members are aware of their responsibilities and that they carry out the same. Secretary, Treasurer, Social Convener, House Committee Chairman, Publicity Chairman, Member at Large
VICE PRESIDENT FACILITIES: Shall ensure that the following Club facilities are in good repair and are ready for use when required:
a) Playing Area
i. Field and Surrounds
ii. Practice Field
iii. Goal Posts
iv. Scrum machine
v. Maintenance equipment
b) Clubhouse
c) Change Rooms
d) Parking Lot
e) Perimeter Fencing
f) Walkways
g) Grandstand
h) Advertising Boards.
The responsibilities are best handled through a Facilities Management Committee.
VICE PRESIDENT GAME: Shall ensure that:
a) Each team fielded by the club has a coach, manager and medical support.
b) Liaison is maintained with the Fixtures Secretary regarding appropriate games for each team.
c) Each team has the required equipment to represent the Club:
i. Playing Strip
ii. Game and Practice Balls
iii. Practice equipment such as scrum machine.
d) Liaison with Club Captain is maintained.
e) Liaison with Publicity Person takes place.
f) liaison is maintained with feeder schools for Juniors
g) The player's representatives are active.
HOUSE COMMITTEE CHAIRMAN: Shall operate and manage the business functions of the clubhouse including ensuring adequate stock is on hand for all events organized by the club. Ensure a staff member is available to tend to the members and guests while the event is on going. Liaise with the Treasurer, Fixtures Secretary and Social Convener to work our schedules in advance. Keep a schedule of events posted at one month in advance.
SECRETARY: Shall keep minutes of all meetings of the Executive Board and Society and shall attend all correspondence on behalf of the Society. The Secretary shall prepare notice of all meetings and shall prepare an agenda for each meeting. On an election of a successor, the Secretary shall give all dated copies of correspondence, records and all other pertinent information to such successor.
TREASURER: Shall keep all accounts of receipts and expenditures and all books and records of the Society dealing with financial matters of the Society.He/She shall receive all fees, dues and monies on behalf of the Society and shall be responsible for the production of such records for inspection on fourteen days notice at the request of the President or on the vote of the Executive Committee and at any General Meeting. He/She shall present to the Annual general meeting a complete financial statement for the fiscal year and, on behalf of the Executive Board, a proposed budget for the succeeding year.
FIXTURES SECRETARY: Maintain appropriate games for each team in regards to scheduling and field availability
CLUB COACH: Through liaison with all active coaches, the playing captains and the Club Captain, shall be responsible for coaching and player development.
CLUB CAPTAIN: Through communication with and example to members of all teams, shall strive to implement high standards of behaviour both on and off the field. He/She shall be a member of the Selection and Disciplinary Committees.
SENIOR PLAYER'S REPRESENTATIVE & JUNIOR PLAYER'S REPRESENTATIVE: Shall provide the necessary liaison between players and the Executive Board.
MEMBER AT LARGE: Shall be defined annually by the Executive Board.
Who has been nominated so far?
To date, Barkley has received the following nominations. Additional interested people can be nominated up to, and including at the AGM. Nominations for all position are encouraged, having more than one candidate provides the membership with voting options.
President: Paul Grantham
Vice President Administration: Kristy Martin Hale
Vice President Facilities: Mike Moss
Vice President Game: Bob MacDonald
Secretary : Jamaina MacLeod
Treasurer : Sherry Spence
Club Captain: Steve McCulloch (is prepared to step aside if someone else would like the position)
Senior Player's Representative Men: Lee ( Taffy) Burridge
Senior Player's Representative Women: Audrey Park & Michelle Moore
Junior Player's Representative: None (It has been suggested that this position could be held by a rep from the Junior Rugby Society.)
Social Convenor: Carolyn Gudmundseth
House Committee Chairman: Doug Solloway (Doug is willing to provide assistance to the new person to take the position. Please contact Doug at 250-748-9369 if interested)
Fixtures Secretary: Dave Hopps (Dave is prepared to step aside if someone else would like this position)
Publicity Chairman: None (role has been filled by John James)
COMMITTEES
The following committees are outlined in and governed by the constitution:
NOMINATING COMMITTEE
Chaired by the Immediate Past President whose duties shall be to receive and compile nominations for positions up for election at the Annual general Meeting.
FACILITIES MANAGEMENT COMMITTEE
Shall be chaired by the Vice President Facilities and shall deal with all matters pertaining to the establishment, maintenance and development of the Club grounds and premises and also organize the pre game development of the fields. (2009 members included: Paul Grantham, Mike Moss, John James, Annie McGeachy, Andy Hutchins, Steve Hale, Kristy Martin, Steve McCullough)
SELECTION COMMITTEE
Shall select the teams to represent the Club in the various competitions and shall inform the players of their selection. This Committee shall consist of all team coaches the Club Captain and all playing captains. The Committee shall be Chaired by the Club Coach.
SOCIAL COMMITTEE
Shall organize and operate the Annual banquet and such other social functions and special projects as it shall be decided, or as it shall be directed, so to do by the Executive Board. It shall be Chaired by the Social Convener.
MEMBERSHIP COMMITTEE
Shall be chaired by the Immediate Past President and shall endeavour to promote all classes of Membership in the Society.
NOTE: Additionally for the 2010-2011 seasons a proposal has come forward for the development of a %u201CFUNDING COMMITTEE%u201D whose purpose will be to seek out opportunities to increase club revenues, donations and funding. Previously this has been handled in various ways; however the newly formed committee will group these operations under one umbrella and work towards streamlining and maximizing these opportunities. Interested committee members please speak with John James.
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