Northampton Fencing Club

Extraordinary general meeting

Minutes of Extraordinary General Meeting
of Northampton Fencing Club

Held at 8pm on Thursday 20th July 2006
at Moulton Sports College, Northampton

At the time of the EGM, Northampton Fencing Club (NFC) had 40 voting members. According to the constitution the meeting would need more than 50% of the voting members present to be quorate, hence a minimum of 21 would need to present. There were 24 voting members present, so the meeting was considered quorate.

1. Proposal that NFC apply to the Charity Commission to adopt charitable status.
Steve Rowntree (Club Treasurer) summarised the reasons and benefits of applying for Charitable status & Gift Aid.
For 24
Against 0
Abstentions 0
Carried Unanimously
SR will raise the relevant paperwork and apply as soon as possible.
2. Proposal to adopt new constitution for NFC.
  1. Proposal that club membership be terminated if payment of fees exceeds deadline by more than six weeks.
    It was agreed that terminated members may still fence, but should pay the agreed visitors fees.
    Possibility of payment in instalments will be discussed at the next AGM.

    For 19
    Against 0
    Abstentions 5
    Carried.
  2. Proposal that Trustees of the club serve a term of three years.
    Someone asked what would happen if we wanted to remove someone from the committee.
    It was pointed out that the new constitution includes procedures for doing this.

    For 20
    Against 0
    Abstentions 3
    Carried.
  3. Proposal to dispense with the role of Vice President.
    It was pointed out that the role of Honorary Vice President will not be affected.
    The last VPs were in place in the 1980s. This is just a tidying-up of an unused part of the constitution.

    For 23
    Against 0
    Abstentions 0
    Carried.
  4. Proposal to adopt the Child Protection & CRB Policies in Annex C.

    For 22
    Against 0
    Abstentions 0
    Carried.
  5. Discussion of the application of the Data Protection issues with respect to clause 7. of the proposed constitution.
    A discussion of these issues took place. The President then proposed that a vote be taken to accept the wording of the new Constitution as it stands.

    For 12
    Against 2
    Abstentions 3
    Carried.
  6. Formal vote to adopt the new Constitution.

    For 20
    Against 0
    Abstentions 3
3. Agree the rota for rotation of elections for trustees.
Several methods of rotation were discussed. The final proposal was to elect in alphabetical order of role name, so:
Year 1 Armourer
Club Captain
Year 2 Ordinary Member
President
Year 3 Secretary
Treasurer

For 22
Against 0
Abstentions 1
Carried.
4. Proposal to formally change Financial Year to January-December, with interim fees.
  1. Change Financial year.
    For 23
    Against 0
    Abstentions 1
    Carried Unanimously.
  2. Agree interim membership period.
    The interim fees (this year only) will be £30 for adults, £17.50 for juniors and concessions.
    For 25
    Against 0
    Abstentions 0
    Carried Unanimously.
5. Proposal to re-elect current committee.
It was agreed that the current committee be re-elected en-block.
Vote to re-elect committee:
For 24
Against 0
Abstentions 1
Carried.

The President closed the meeting at 21:20.