EGM220816

SPECIAL RESOLUTION

Alteration of Constitution

 

Club Name: Edinburgh AC, hereinafter referred to as the ‘Club’

Special Resolution – Alterations to Clauses 5.1 and 5.5 and the removal of 5.4 relating to Executive Committee recruitment and the appointment of Sub Groups.

Dear Member,

As per the requirements of the constitution of the Club –

Clause 6.7 ‘Alterations or additions to this Constitution shall only be made at the Annual General Meeting or an Extraordinary General Meeting called for the purpose and of which the necessary notice has been given. Such alterations or additions must be carried by at least two thirds of members present and eligible to vote and shall be immediately effective on Scottish Athletics Limited / UK Athletics approval.’

The Management Committee having given due notice, propose a vote on Alterations to the constitution at the EGM taking place on the Monday 22nd August 2016 at Meadowbank, Edinburgh at 19.30.

We the Executive Committee would like you to vote in favour of the proposed resolution.

Rationale: This information brief seeks to clarify for the Executive Committee and Membership of the Club, the need and rational for change.

The Status Quo: It is felt that the clauses proposed for change are not strictly reflective of process and do not offer enough flexibility to govern effectively in a time of significant development.

The Amendments: The Executive Committee wish to make the following changes;

First Change:

From: 5.1 The Executive Committee, which shall be responsible for the general conduct and financial affairs of the Club, shall consist of a President, Vice President, Secretary, Treasurer, Membership Secretary, Parents Committee Chairperson, Welfare Officer and two members.

To: 5.1 The Executive Committee, which will be responsible for the general conduct and financial affairs of the Club, shall consist of an Honorary President, President, Vice President, and a Treasurer and the Convenor(s) of any Sub Groups and Supporting Roles as required by the Executive Committee to fully execute its duties when representing the interests of the club and its Memberships..

 

Rationale: Allows the Executive Committee the flexibility to recruit on the basis of expertise, skills, knowledge or experience which might be required to represent the best interests of the Club and its membership.

Second Change:

From: 5.5 The Executive Committee shall have power to appoint Commissions as necessary and such Commissions may include members who are not Members of the Executive Committee. All members of such Commissions shall have voting powers for the conduct of business of that Commission. Conveners of Commissions will undertake the secretarial work of the Commissions and will report to the Executive Committee. The Commissions recognised by the Club are Track and Field, Long Distance, Young Athletes, Officials and Coaching. The officers of the Commissions shall be appointed by the respective Commission subject to the approval of the Executive Committee.

To: The Executive Committee will have the power to establish Sub-Group(s) and other Supporting Roles as it may from time to time decide and to determine their powers and terms of reference.  A record will be kept of all Sub-Group meetings.

Rationale: Referencing specific Sub-Committees in a constitution removes the ability for flexibility in managing change effectively. In order for the Executive Committee to be able to respond to changing needs more effectively and efficiently, a more general clause which will require no further future constitutional updates.

Third Change:

Remove: 5.4 The Executive Committee is empowered to fill any vacancy which may occur in its members and has the power to co-opt further additional members. (re-numbering subsequent clauses)

Rationale: These arrangements are already coved by the preceding changes rendering this Clause obsolete.

Fourth Change:

All references to the word Commission(s) in the Constitution document will be replaced with Sub-Group(s).

Rational: These updates reflect the changes recommended by the Executive Committee.

 

Fifth Change:

Administrative amendments:

  1. The removal of clause 5.4 requires the renumbering of the clauses under section 5. Existing clause 5.5 will become 5.4 and existing clause 5.6 will become 5.5.
  2. Clause 9.1 (b) removal of the word Secretary and replace with HR Convener.
  3. Clause 9.1(b) spelling replace of with or at …..Constitution of if it…..
  4. Clause 9.1(c ) removal of the word interested and replace with the word involved.

Rational: The Executive Committee reviewed the existing document and to ensure the document now fits in with the way forward for the club these amendments are recommended.

Democratic Process:

The current constitution requires that a two-thirds (2/3) majority of those present and eligible to vote are in favour of the above resolution. For the avoidance of doubt, the reference to a majority relates only to the number of votes cast in favour of the resolution as compared with the number of votes cast against the resolution, and accordingly no account shall be taken of abstentions or members absent from the meeting.

For such an important resolution your participation is very important and the Executive Committee would request that you attend Meadowbank, Edinburgh on the Monday 22nd August 2016 at 19.30.

Opportunities to discuss or clarify the arrangements surrounding the resolution will be given ahead of the formal vote.

With Thanks

Signed

 

President:        Moira Maguire                       Treasurer: Graeme Dunn

Date:                                                               Date:

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