Notice of 113th Annual General Meeting and Special General Meeting

Notice of Annual General Meeting

The 2018 (113th) Annual General Meeting of the Burnside West Christchurch University Cricket Club is to be held on the Monday the 24th of September 2018, at 7:00pm at the Burnside Clubrooms, Burnside Park, 336 Avonhead Road.

AGM Agenda

1. Apologies
2. Minutes of the 112th Annual General Meeting
3. Matters Arising
4. Chairman’s Report
5. Annual Accounts and Treasurer’s Report
6. Adoption of Annual Accounts
7. Subscriptions
8. Election of Officers of the Club
9. Election of Executive Committee
10. Constitution changes
11. General Business

The annual report will be available in digital format prior to the Annual General Meeting. All Members, Life Members, Honorary Members, Sponsors, and new members are warmly invited to attend.

Please Note: When arriving, all members should sign the attendance sheet. The Annual Report and Minutes of last year’s AGM may be collected at the Pavilion on the night of the AGM, and will also be circulated online. For your convenience the Pavilion will be open 15 minutes before the meeting commences.

We thank you for your support and hope to see you all there on the night. Apologies should be sent in advance to cricket@burnsidecricket.org.nz

Notice of Special General Meeting

A short Special General Meeting of the Burnside West Christchurch University Cricket Club, immediately follow the conclusion of the AGM, at the Burnside Clubrooms, Burnside Park, 336 Avonhead Road. This Special Meeting is to be held to discuss proposed (minor) changes to Rule 23 [General Rules] of the BWCUCC club constitution. [All changes to Rule 23 require a Special General Meeting to be held]. Details of proposed changes will be circulated by the committee in advance of the meeting.

SGM Agenda

1. Apologies
2. Constitutional changes to Rule 23

All Members, Life Members, Honorary Members, Sponsors, and new members are warmly invited to attend. Apologies should be sent in advance to cricket@burnsidecricket.org.nz

Summary of proposed constitutional changes

The Club Constitution was last updated in 1997. The executive committee recommends updating the constitution to bring the document in line with current realities, and to meet requirements of the Canterbury Cricket Association, its governing body for club cricket (CMCA), and requirements of the Sale and Supply of Alcohol Act 2012. The executive committee recommends the following amendments to the constitution:

In accordance of Rule 6(c) of the constitution, the following amendments can only take effect if a majority of not less than 75% of members present at the General Meeting are in favour of the amendment. 

Amendment to Rule 3(e) [New Membership]:
Update to wording to reflect that new members are eligible to join the club by registering/enrolling, and are not required to be formally nominated and elected as members at a club AGM.

Amendment to Rule 3(f) [Family Membership]:
For the purposes of section 60 Sale and Supply of Alcohol Act 2012, update wording to reflect that Family members shall be Parents or Guardians of Junior Members. 

Addition of Rule 3(h) [Social Membership]:
For the purposes of section 60 Sale and Supply of Alcohol Act 2012, addition of “Social Members” as non-playing adult members associated with the club.

Addition of Rule 3(i) [Affiliated Membership]:
For the purposes of section 60 Sale and Supply of Alcohol Act 2012, addition of “Affiliated Members” being a member of any club affiliated to the CMCA or affiliated to any District or Major Association recognised by New Zealand Cricket (Incorporated).

Amendment to Rule 5(b) [Termination of Membership due to monies owed to the Club]:
Update wording to allow the temporary suspension of a club Member from playing until subscription/monies owed to the club are paid (without needing to resort full termination of membership).

Amendment to Rule 7 [Annual General Meeting]:
Update wording to reflect established use modern methods of communication – including email, social media, and other electronic communication methods for notification to Members of scheduling of Annual General Meetings.

Amendment to Rule 10(c) [Voting at General Meetings]:
Update wording to reflect that New Members are required to register and pay a subscription as New Members to be entitled to vote at General Meetings rather than being elected as New Members in a General Meeting, in accordance with proposed changes to Rule 3(e), above.

Amendment to Rule 12 [Officers of the Club]:
Removal of reference to Suburban Cricket Association (which no longer exists) as a driver for definition of required Officers of the Club.

Amendment to Rule 13(c4) [Monies received/spent by the Club]:
Update wording to reflect standard use of secure modern electronic payment methods by Members and by the Executive Committee for payments to Vendors and Suppliers for payment of outgoing expenses.

Amendment to Rule 16(c) [Discounting of Subscription Fees for Adult Playing Members who are Tertiary Students]
Update wording to be inclusive of other Tertiary institutions instead of being limited to University of Canterbury students only.

Amendment to Rule 17(e), 17(f), & 17(g) [Terms of Subscription Payments New Members of the club]
Update wording to clarify that New Members are required to register/enrol, and are not required to be nominated and elected at a General Meeting, pursuant to amendment to Rule 3(e).

Amendment to Rule 19 [Minute Book]
Update of wording to reflect use of securely backed up digital record keeping methods rather than a physical paper minute book for meetings of the executive committee and at general meetings.

Amendment to Rule 21 [Complaints Procedures]
Update of wording to reflect the permitted use of electronic communication method (email) in addition to printed letter for the submission of complaints to the Executive Committee, and clarification of a requirement to submit the complaint within an appropriate timeframe (30 days) of the alleged activity or incident. Formalise the introduction of the Club’s Code of Conduct as a means of investigating the violation. (See Draft Code of Conduct, appended to this document).

Amendment to Rule 22 [Affiliation to UCSA]
Update of wording to reflect lack of grants made available to the Club through affiliation and relationship to the UCSA.

Amendment to Rule 23(c) [General Rules – Financial Year Dates]
Update wording to correct the definition of the Financial Year of the Club to match that which is currently being used for accounting purposes: from 1^st May, and expiring on 30^th April of the following year.

In accordance of Rule 6(a) of the constitution, the following amendment can only take effect if a majority of not less than 90% of members present at a General Meeting specially convened for that purpose are in favour of the amendment. 

Amendment to Rule 23(a) [General Rules – Cricket Organising Body Affiliation]
Update wording to reflect that the Christchurch Suburban Cricket Association no longer exists.

In accordance of Rule 6(b) of the constitution, the following amendment can only take effect if a majority of not less than 75% of members present at a General Meeting specially convened for that purpose are in favour of the amendment.

Amendment to Rule 23(b) [General Rules – Preparation and allocation of pitches at Burnside Oval]
Update wording to reflect that the Christchurch Suburban Cricket Association no longer exists. Clarification of wording around the Club’s accountabilities to the CMCA in preparing wickets.