Notice of club AGM 2nd Oct - 17-08-2007
West Kent Road Club.
Notice of the 69th AGM.
Date: The AGM will be held on Tuesday the 2nd October (this is not a mistake-usually September) and will commence at 20:00 hrs and finish no later than 21:45 when refreshments will be served.
Venue: Wilmington Memorial Hall (where the club night is).
Attendance:
Please sign the attendance register on arrival.
Committee declared vacancies:
Please note that three members of the committee are standing down this year after many years of service and it would be great if some of the recent newcomers to the club volunteer (those who have joined over the last 5/6 years).
The three positions are-
Club Secretary
Treasurer
Time Trial Secretary.
Job descriptions of the posts are.
Club Secretary
- Send out membership renewal forms at the beginning of January each year.
- Receive renewals and subs, log data and get subs to the Treasurer.
- Keep the completed membership forms and produce a database of the riders contact details and circulate to club members.
- Receive British Cycling membership cards/licenses, log and forward to the member/s (members apply direct to BC. BC membership cards/licenses are sent to the club secretaries as a means of verifying that the said person does actually belong to that club).
- Club affiliations-Receive British Cycling, CTC and other body affiliation/membership renewal notices and arrange for the Treasurer to pay. Receive new/renewed affiliations/memberships and retain.
- Act as general post box.
- Call for committee meetings usually two a year-and take minutes.
- Send out notice of the AGM or EGM, agenda for and take/distribute minutes thereof.
Treasurer
- Jan/Feb receive membership fees via Secretary and bank.
- Jan/April/July/Oct pay clubroom hire fee on receipt of invoice direct from the halls management committee/bookings secretary.
- Liaise with the Time Trail Secretary and open 10 organiser re event H.Q. hire, other expense etc-same re the club reliability trial including receiving the event account and sending the balance after expenses to the Dave Rayner Fund the Kent Air ambulance.
- Reimburse club officials/members authorised expenses.
- September-pat CTC club 3rd party liability insurance on receipt of the renewal notice via the club secretary.
- Last quarter of year or early the following year-Pay various affiliation fees e.g. ECCA/KCA/BC on receipt of renewal notices.
- Prepare statement of income and expenditure plus the end of the year balance sheet then arrange audit. The current auditor is Peter Stone.
Time Trial Secretary
- To liaise with Cycling Time Trials S/E Region as necessary.
- Attend the S/E Region Annual General meeting along with one other from the club-this other person is currently Peter Stone who needs to be one of the Reps so he can remain on the National Committee of Cycling Time Trials. When voting at the meeting the reps must vote as directed by the club committee thus a committee meeting will be required as soon as the agenda for the AGM becomes available.
- Arrange for the club open or club TT promotions to be agreed by the committee/club AGM and then submit to the S/E Region a) for permission and b) for inclusion in the district/national handbooks for the following year. The club open 10 date has been fixed for 2008 and sent to the S/E Region of the CTT.
- Work closely with the club open 10 organiser.
- Arrange for marshals to fulfil the ECCA and or KCA marshalling requests.
Although the job descriptions may appear daunting appearances are worse than the reality.
Agenda for the West Kent Road Club 69th AGM.
The Secretary to ensure that a quorum of 1st claim members is present-this is currently twelve (12) members.
- Elect a Chairman for the meeting-the current club chair is Alan Brown.
- Apologies for non attendance.
- Acceptance of the 68th AGM minutes.
- Reports from the committee members-Acceptance of. These will be sent out two weeks prior to the AGM thus avoiding a lot of talking on the night.
- Chair
- Club Secretary
- Treasurer
- Road Race Secretary
- Time Trial Secretary (CTT)
- Social Secretary
- Election of the committee.
- Election of non committee member officials.
- Club Run Captain-Auditor-club room steward.
- Propositions.
- Club affiliations for 2008. These are currently BC, CTT, KCA, ECCA, SERRL.
- Event for 2008.
- Reliability Trial in Jan-Eddie has volunteered to organise.
- Club Open 10 in April. Event Secretary required.
- Road Race
- Club Hill Climb.
11. Any other business relevant to the AGM.
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