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First Meeting after the AGM

Purpose

To formally record the confirmation of Committee members nominated prior to the Annual General Meeting and to ensure the governing body of the Club is properly documented.

This procedure reflects how the Club confirms its Committee while remaining consistent with the Rules.

Club Rules Authority

  • Rule 17 – Committee structure and management powers
  • Rule 29 – Conduct of Elections

Scope

Applies to:

  • Secretary
  • Chair of the AGM
  • All nominated Committee members

Procedure

  1. At least two weeks prior to the AGM, the Secretary posts a nomination sheet in the Club.
  2. Each nominee must:
    • Be a financial member of at least 12 months standing.
    • Be proposed and seconded by two financial members.
    • Confirm willingness to serve.
  3. The Secretary verifies eligibility.
  4. At the AGM:
    • The Chair reads out the names of all valid nominees.
    • The meeting confirms those nominees as serving members of the Committee.
  5. The confirmation is recorded in the AGM minutes.
  6. The updated list of Committee members is entered into the Register of Officers (Rule 11).

Resolution Record (For Minutes)

Resolved that, the following members, having been duly nominated in accordance with the Rules, are confirmed as serving members of the Committee of the Society until the conclusion of the next Annual General Meeting:

  • [Name]
  • [Name]
  • [Name]
  • [Name]
  • [Name]
  • [Name]
  • [Name]

These confirmations take effect immediately upon conclusion of the Annual General Meeting.

Responsibilities

  • Secretary – administer nomination process and update registers.
  • Chair – confirm nominees at the AGM.
  • Committee – ensure records are maintained.

Records to be Kept

  • Nomination sheet (retained for 12 months)
  • AGM minutes
  • Updated Register of Officers

Review

This procedure may be reviewed by the Committee and amended by resolution if required to reflect operational practice.