2025 Annual-report

MINUTES OF THE 2025 ANNUAL GENERAL MEETING 61 and amend 6.3.2 as follows: 6.3 The Nominations Panel will consist of five members as follows: 6.3.1 two members of the General Committee; 6.3.2 two members of the club that are not on the General Committee; and 6.3.3 one member who is neither on the General Commit- tee or a member of the club. Amendment 2 Rule 6.4: The General Committee believed it was preferable for Nominations Panel members to serve longer than three years, to allow them to build up experience and then apply it. The General Committee had consulted with those members of Nominations Panel who were not also members of the General Committee and their preference was for 2 x three-year terms. The General Committee also wished to propose a reappointment process for members of the Nominations Panel who were not also members of the General Committee. Reappointment would require a majority vote by the General Committee. For members of the Nominations Panel who were also members of the General Committee, the Committee proposed that they could serve up to seven years in total, subject to annual reappoint- ment after the AGM as part of the Chair’s annual review of Sub- Committees and the Panel.This reflected the fact that, if a General Committee member were to serve the maximum term of nine years on General Committee, and were also to serve on Nominations Panel during their tenure, they would be required to step down from the Panel for two election/appointment cycles in order to avoid a conflict of interest. This was the current wording of the Rules: 6.4 Members of the Nominations Panel, other than the Chair of the club, will serve for a period of no more than three years.The Chair will serve for as long as they hold office. This is how the proposed changes would look: 6.4 Members of the Nominations Panel, who are not members of the General Committee, will serve for a period of no more than two terms of three years. Reappointment to the Nominations Panel requires a majority vote by the General Committee. 6.4.1 Members of the Nominations Panel who are also members of the General Committee may serve for a period of up to seven years subject to annual reappointment after the Annual General Meeting. Amendment 3 Rule 9.11.6: The General Committee also wished to propose an amendment to the “48 hour” rule, under which voting forms should reach the club no later than 48 hours before the time fixed for the commencement of the Annual General Meeting. Nominations Panel had asked members to consider this change at the 2025 AGM so that they could learn the results of the vote to elect members to General Committee and have more time in which to hold their meeting to consider and confirm the Nominated Members. The Panel understood that if this change was approved it would not take effect until AGM 2026.The relevant part of the Rules was at 9.11.6: 9.11.6 voting forms sent to members which are returned by post, email or other electronic means, as permitted by the club, must be received by the club as stated in the voting form not later than 48 hours before the time fixed for the commencement of the meeting.Any voting forms received by those methods after the closing date or not complying with the voting procedure will be invalid and not be counted; The club’s AGM always takes place on the last Monday of February. If members did not vote to change the Rules, 48 hours before the time fixed for the start of the AGM would always be 7pm on the preceding Saturday.The General Committee proposed amending the deadline for receipt of ballot papers to three full working days before the time fixed for the commencement of the Annual General Meeting. The proposed changes to the Rules read as follows: 9.11.6 voting forms sent to members which are returned by post, email or other electronic means, as permitted by the club, must be received by the club as stated in the voting form not later than three full working days before the time fixed for the commen- cement of the Annual General Meeting. Amendment 4 Rule 5.13.2: Amendment 4 concerns changes to Rule 5.13.2.These changes should have been made in 2023 as the amendments that were approved at AGM 2023 had a knock-on effect on 5.13.2. 5.13.2 currently reads: 5.13 To ensure the schedule in 5.11 is not disrupted, if a vacancy arises in the General Committee due to: 5.13.1 a Co-opted Member resigning at the Annual General Meeting where the previous incumbent’s three-year term has not yet expired; or 5.13.2 a Member of the General Committee resigning at the Annual General Meeting having had their term of office extended for only up to two years under 5.6; or 5.13.3 a Member of the General Committee resigning at the Annual General Meeting for any other planned reason before the expiry of their three- year term (including reaching their MaximumTerm); a replacement member shall be elected or appointed at the next Annual General Meeting, and such replacement shall serve for the remainder of the three-year term of the previous incumbent. Such period of service shall be counted towards the calculation of the member’s Maximum Term under Rule 5.5. At AGM 2023, members voted to amend 5.6 so that any member of the General Committee whose term is extended beyond the maximum term can only have an extension of one year.The club therefore needed to amend 5.13.2 accordingly and remove the reference to “two years”. New Rule 5.13.2 would read as follows: