TSWPC Club Constitution
The Club Constitution is a large document covering all aspects of the club, members and operations.
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Section 10 Annual General Meeting; Section 11 Special General Meeting Section 12 Procedure at Annual & Special General Meetings
10.1 The Annual General Meeting of the Club shall be held each year on a date in November. The date, time and venue of the Annual General Meeting shall be fixed by the Committee.
10.2 Only in the event of exceptional circumstances shall an AGM be postponed by the Committee once the date, time and venue has been fixed and advised to members. A postponed AGM shall normally be reconvened on a date within one month of the original date and a minimum of 7 days advance notice given to the members of the rescheduled date, time and venue. At this meeting, the same agenda as originally issued shall be used.
10.3 In any event no more than 15 months shall elapse between any two consecutive Annual General Meetings.
10.4 The purpose of the AGM is to transact the following business:
10.4.1 to receive the President’s report of the activities of the Club during the previous year;
10.4.2 to receive the swimming, water polo and social reports;
104.3 to receive and consider the accounts of the Club for the previous year and the report on accounts of the independent examiners and the Treasurer’s report as to the financial position of the Club;
10.4.4 to remove and elect the independent examiner(s) (who must not be a member of the Committee, or a member of the family of a member of the Committee) or confirm that the independent examiner(s) remain in office;
10.4.5 to elect the Officers, these being the President, Secretary, Treasurer and other members of the Committee;
10.4.6 to elect the Club Captains.
10.4.7 to decide on any resolution, proposal or submission that is duly submitted in accordance with Rule 10.6.
10.4.8 To receive recommendations from the coaching staff for the competitions in which the Club will take part in the coming year.
10.5 Nominations for election of members to any office, or for membership of the Committee shall be made in writing or by electronic means by the proposer and seconder to the Secretary not later than 21 days prior to the date of the meeting. The nominee shall be required to indicate on the nomination form his/her willingness to stand for election.
10.6 Notice of any resolution, proposal or submission to be moved at the AGM, duly proposed and seconded shall be given in writing to the Secretary not later than 21 days before the date of the meeting.
11 Special General Meeting
11.1 A Special General Meeting may be called at any time by the Committee.
11.2 The Secretary shall notify the members of the arrangements for holding a Special General Meeting within twenty one days of receiving a written or electronic request for a Special Meeting to be held signed by not less than seven members entitled to attend and vote at a General Meeting stating the purposes for which the meeting is required and the resolutions proposed. The meeting shall be held within two months of the receipt of the request to hold the meeting. No business shall be discussed at such a meeting other than that prescribed by the Management Committee or that stated in the request, as the case may be.
11.3 A Special General Meeting shall be called in response to a resolution to that effect passed at the Annual General Meeting or at any other Special General Meeting.
11.4 Only in the event of exceptional circumstances shall a Special General Meeting be postponed by the Committee once the date, time and venue has been fixed and advised to members. A postponed Special General Meeting shall be reconvened on a date within one month of the original date and a minimum of 7 days advance notice given to the members of the rescheduled date, time and venue. At this meeting, the same agenda as originally issued shall be used.
12 Procedure at the Annual and Special General Meetings
12.1 The Secretary shall personally be responsible for making available to each member a written or electronic notice of the date, time and venue of the Annual General Meeting together with the closing date for receipt of any resolutions, proposals, nominations or reports to be considered thereat not less than 28 days before the date of the meeting. The Secretary may, alternatively, with the agreement of member(s) concerned distribute these materials by e-mail or similar form of communication. The notice of the meeting shall in addition be displayed on the Club Notice Board.
12.2 The Secretary shall personally be responsible for making available to each member a written or electronic agenda for a General Meeting together with the resolutions to be proposed thereat at least fourteen days before the meeting and in the case of the Annual General Meeting a copy of the reports to be considered, a list of nominees for the Committee posts and other positions and a copy of the examined accounts. The Secretary may, alternatively, with the agreement of member(s) concerned distribute these materials by e-mail or similar form of communication.
12.3 The quorum for the Annual and Special General Meetings shall be 10 members entitled to attend and vote at the meeting including at least one Officer.
12.4 Having called a General Meeting, it may only proceed to business if the correct quorum of members is present within 30 minutes after the time fixed for the meeting; otherwise, the meeting if convened at the requisition of the members shall be dissolved; if convened by the direction of the Committee it shall be adjourned to the same time in the following week save that the adjourned meeting may proceed to business whatever the number of members present.
12.5 If the meeting commences but is adjourned for want of time (or other good reason); members present at the meeting will be notified there and then of the adjourned date if practicable. If not and the matter is adjourned for more than 14 days all members shall receive 7 days notice in writing or electronic means of the adjourned meeting; otherwise only those who attend the original meeting will be notified of the date.
12.6 Any adjourned meeting must be re-convened and business completed within 2 months of the adjournment.
12.7 The President, or if the President is not available or declines to act as Chairman a member appointed by the Committee, shall take the chair.
12.8 Each member present who is entitled to attend and vote shall have one vote and resolutions shall be passed by a simple majority. In the event of an equality of votes the President (or the acting chairman of that meeting) shall have a casting or additional vote.
12.9 Members who have reached their 18th birthday who are not excluded under the conditions of [Rule 3.8.3, Rule 3.8.4, Rule 3.8.5 and Rule 3.8.6] shall be entitled to be heard and to vote on all matters. Members who are excluded under the conditions of [Rule 3.8.3, Rule 3.8.4, Rule 3.8.5 or Rule 3.8.6] may be heard by invitation of the President only. Members who have not reached 18th birthday shall be entitled to be heard by invitation of the Chairman only on those matters determined by the Chairman as matters concerning juniors, such as the election of club captains.
12.10 The Secretary, or in his/her absence a member of the Committee, shall take the minutes at the Annual and Special General Meetings.
12.11 The President (or the acting chairman of that meeting) shall at all General Meetings have unlimited authority upon every question of order and shall be, for the purpose of such meeting, the sole interpreter of the Rules of the Club.