Annual General Meeting – Sept 3 @ 8pm

The Annual General Meeting of the Cowichan Rugby Club Society will be held September 3, 2020 at 8 pm at the Clubhouse (1860 Herd Road).

A reminder:  This meeting is a few months later than normal but we will be discussing the business of the 201-2020 year.  As such, voting privileges will be open to all members in good standing from the 2019-2020 season only.

Due to COVID-19 restrictions, the physical capacity of the meeting may only be 50 people.  A Zoom option will be offered for those unable or uncomfortable attending in person.

You must RSVP your attendance to Amoray Aloisi by September 1st.  Please indicate if you are attending in-person or by Zoom.  We will also create attendance polls on our Facebook group for those who communicate that way.

CRFC AGM Sept 3rd, 2020

Attending Members in Good Standing
Call To Order
Motion to adopt the agenda
Errors or omissions from previous minutes
Motion to adopt the minutes as read
Business arising from previous minutes
Correspondence

REPORTS
PRESIDENT: Angie Gudmundseth
VP ADMININSTRATION: Mike Rea
VP FACILUTY: Mike Moss
VP GAME: Gord McGeachy
TRESURER: Sean Williams
CLUB CAPTAIN:
SENIOR WOMENS REP: Sherry Spence
SENIOR MENS REP: Bruce Moss
JUNIORS: Kenton McNutt
SOCIAL CHAIR: Mikey Fransen
HOUSE: Daren Handley
FIXTURES: Dave Hopps
PUBLICITY: Denise McGeachy
SR MENS COACH: Andrew Wright
SR WOMENS COACH: Sherry Spence
MEMBER AT LARGE:
PAST PRESIDENT: Lee Burridge

ELECTION OF OFFICERS
President
VP Administration
VP Facility
VP Game
Secretary
Treasurer
Club Captain
Sr. Men’s Rep
Sr. Women’s Rep
Social Chair
House Chair
Fixtures
Publicity Chair

Financial Statements & Next Years Budget

Announcement of Honorary Members

Proposed Amendments: Constitution and/or Bylaws
1.  Motion: Update the executive positions to suite modern executive (full text below)
2.  Motion: Adoption of Long Term Planning Committee (full text below)

NEW BUSINESS
-QGiv fundraising campaign
-Fall Rugby return to play

Proposed Amendments to Bylaws – Full Text

Motion 1:  Update the executive positions to suit modern executive operational realities 
Moved:  Amoray Aloisi
Seconded:  Denise McGeachy

Whereas the duties and purposes of the Cowichan Rugby Club Society executive positions have shifted over time to suit the modern membership demographics, operations and realities of the Club;
Therefore be it resolved that the following Executive positions be deleted from section 4.1 of the Cowichan Rugby Club Society Bylaws:

(g) Club Captain
(l) Fixtures Secretary
(o) Member at Large

And therefore be it further resolved that the duties of Club Captain and Fixtures Secretary position to be deleted be reassigned to the following executive positions:

Club Captain – duties to be assigned to Senior Players Representative(s)
Fixtures Secretary – duties to be assigned to Vice President – Game

Note:  Member at large has no specific duties that requirement reassignment.

Motion 2:  Establishment of a Long Term Planning Committee

Whereas the members of the Cowichan Rugby Club Society are owners of the property and capital assets of 1860 Herd Road;

And whereas, the operation, maintenance and replacement of the property and capital assets requires a significant time commitment from the volunteer members of the society and significant portion of the annual  budget of the Cowichan Rugby Club Society;

Therefore it be resolved, that the members of the Cowichan Rugby Club Society establish a Long Term Planning Committee under the Cowichan Rugby Club Bylaws, section 4.6(a)(viii) – Committees of the Executive Board to help guide the operation, maintenance and replacement of the property and capital assets of the Cowichan Rugby Club Society.

And therefore be it further resolved that existing section 4.6(a)(viii) “Other committees may be created as required and as needs arise” be renumbered to section 4.6(a)(ix)

Moved:  Denise McGeachy, Director of Publicity
Seconded:  Michael Rea, Vice President Administration

1. Composition of Long Term Planning Committee

i. The Long Term Planning Committee shall consist of five (5) members who shall be elected by the membership at large at an Annual General Meeting plus the Vice President – Administration.

ii. To be eligible to serve on this Committee, a person must have been a previous or current Member in Good Standing.

iii. Members of this Committee, other than the Vice President – Administration, shall be elected to serve for a period of three (3) years and shall be eligible to be elected for further terms of three (3) years.

iv. As a transitional provision at the outset, two (2) members will be elected for one (1) year, two (2) members for(2) years and two (2) members for three (3) years and those serving one (1) or two (2) year terms shall be eligible at the end of their term to stand for election for one (1) further three (3) year term. In this way, one-third of the members of the Committee shall retire annually subject in each case to stand for re-election for one (1) further three (3) year term.

v. If a position of the membership of the Committee should become vacant prior to the expiry of the term for which that person was elected, the position may be filled by nomination by the Chairperson and approval of the Executive of an eligible person to be a member of the Committee for the balance only of such term. Such person may then be eligible for election to the Committee for one (1) further term of three (3) years.

2. Operation of the Committee

i. The Vice-President Administration shall be Chairperson of the Committee.

ii. Subject to liaising with the Executive as required, the Committee shall report directly to the membership.

iii. Any three (3) members of the Committee shall constitute a quorum.

3. Responsibility – The Long Term Planning Committee shall be responsible for:

i. Preparing, maintaining and revising an overall Long Term Plan consistent with the interest of the Club membership, for the maintenance and development of the physical premises of the Club for presentation to, and approval by the Executive and membership at large in General Meeting.

ii. Establishing and maintaining a comprehensive listing of all Club capital assets that includes their useful life and estimated cost for replacement or repair; and provide a yearly projection of total expenditures for proposed projects;
a. proposing a yearly projection of projects required over the next five (5) year period for consideration by the Executive and presentation to the Club membership;
b. recommending to the Club membership, the approval or otherwise of all proposed capital items and major maintenance projects;
c. recommending to the Executive appropriate procedures for the financing of capital and major maintenance projects, along with the allocation of extra-ordinary revenues for major Club purchases of land, buildings and other assets;
d. meeting at least twice each year; in addition to the two (2) joint meetings with the Executive.

4. Meetings with the Executive – The Long Term Planning Committee shall meet with the Executive at a joint meeting at least twice a year at the call of the Vice President Administration. The first joint meeting shall take place within forty (40) calendar days after the new Executive has been elected and the second joint meeting shall take place no later than six (6) months after the first joint meeting to review the following:

i. At the first joint meeting following establishment in year 1, the committee shall brief the new Executive on:
a. the rationale for and details of the establishing Long Term Plan to be presented for approval to the Club membership;
b. the rationale for and details of establishing the five (5) year plan to be approved by the Club membership;
c. the roles of the Long Term Planning Committee; and
d. the planning activities to be undertaken by the committee, (both short and long term), during the year.

ii. At the second joint meeting in year 1, the committee shall:
a. brief the Executive on any recommended amendments to be made to the Long Term Plan;
b. brief the Executive on any recommended amendments to be made to the five year plan;
c. provide budgetary details for all capital and major maintenance projects recommended by the committee and occurring during the next fiscal year;
d. recommend to the Executive any planning matters that should be approved by the Club membership at the Annual General Meeting; and
e. provide a detailed budget of its proposed operating expenses for the forthcoming fiscal year for approval by the Executive.

iii. In subsequent years following establishment, the committee shall brief the Executive on:
a. the rationale for and details of the establishing Long Term Plan to be presented for approval to the Club membership;
b. the rationale for and details of the current five (5) year plan approved by the Club membership;
c. the roles of the Long Term Planning Committee; and the planning activities to be undertaken by the committee, (both short and long term), during the year;

iv. In subsequent years following establishment, the committee shall:
a. brief the Executive on any recommended amendments to be made to the Long Term Plan;
b. brief the Executive on any recommended amendments to be made to the five year plan;
c. provide budgetary details for all capital and major maintenance projects recommended by the committee and occurring during the next fiscal year;
d. recommend to the Executive any planning matters that should be approved by the Club membership at the Annual General Meeting; and
e. provide a detailed budget of its proposed operating expenses for the forthcoming fiscal year for approval by the Executive.

5. Rules of the Society Apply – The Bylaws and Constitution of the Cowichan Rugby Society apply without exception to all members of the Committee.

 

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