Agenda

1. Executive officers reports

2. Members items

3. Election of Committee members

The main purpose of the Annual General Meeting (AGM) is to elect committee members to run SSHC for the coming year.

All club committee members’ positions are open for election/re-election.

The current committee members have indicated that they are prepared to stand again.

Chairperson	Derrick Wood
Vice chair	Sue Oldland
Treasurer	Sarah Morton
Secretary	Maggie Freegard
Membership secretary	Sandra Lewis
Fundraising and Social secretary	Debbie England

However, if any club member would like to be considered for any position please complete the Proposal for Election of Committee members form below and return to the Secretary before Saturday 31^st January.

Questions and points for discussion under Members items on the agenda should be submitted in writing to the Secretary before Saturday 31^st January.

Maggie Freegard

Secretary SSHC

01793 854922/mafreegard@aol.com/Balcony croft Friday evening.

Proposal for Election of Committee Members
Position	Proposed Candidate	Proposed By	Seconded By
Chair
Vice Chair
Treasurer
Secretary
Membership Secretary
Fundraising and social Secretary

Committee Roles

The committee structure is defined by the SSHC constitution and the roles can be detailed as follows:

Chairman ensures the smooth running of the committee and the club.

May be involved where necessary in other sub groups or aspects of the club.

Is expected to be neutral in all aspects but may eventually be required to provide a casting vote when other discussions or meetings have failed to provide a satisfactory outcome.

May help to form other subgroups eg: a disciplinary panel.

Chair committee and agm meetings.

May deal in an official capacity with other groups such as Bisha SW, Croft or Swindon Council to act as the official spokesman.

Will be expected to guide the club and develop procedures to resolve problems that can not be immediately solved by the constitution.

Vice-Chairman has the same roles as the Chairman detailed above

Will be expected to share responsibilities where necessary or to adopt a ‘chairing role’ when either

· the Chairman is not able to attend meetings

· the chair has a conflict of interest on subjects related to a committee or sub group meeting

Treasurer monitors the financial position of the club and provides financial reports for committee meetings.

Has final approval for payments from the club.

Provides assistance for grant applications

Secretary acts as the coordination point for external contact with the club.

Prepares minutes of the meetings.

Fund raising / social secretary provides a coordination role for all fund raising activities

Will assist other committee or club members with the management of any fund raising money.

Will normally help to organise any social events

Managers Representative (elected by their group)

Represents the views of the managers to the committee. These views will be collated from the managers meetings which are held at frequent intervals throughout the year. Will chair the managers meetings and where possible attend any South West managers liason meetings.

Players Representative (elected by their group)

Represents the views of the players to the committee. These views will be collated from meetings with the team captains which should be held throughout the year. This role has proved difficult to fill and is a legacy of the of the original committee meeting where club managers and players were present.

Notes

1. Committee Meetings - the frequency of committee meetings are defined as a minimum value in the constitution but may be called as circumstances dictate.

2. Decisions - when an important decision is required then it is important that all members of the committee are present.

3. Executive - the Chair, vice-chair, treasurer and secretary form the executive of the committee. They should provide guidance to the managers group via the managers representative.

4. Representation – the committee should ideally represent all age group sections of the club. The chair should encourage parents from the younger age groups to become involved with organising the club.

5. Time – officials will probably serve 2 years on the committee but should not serve more than 3 in any one position. This should mean that one or two committee members are replaced at each agm or at some interval between the agms. It should be an objective of the committee to ensure that new members are brought in to committee and team management positions at frequent intervals. This will ensure that

· The management is reflected across the age groups

· guidance can be given from existing members to new members

· all committee members don’t change at once providing continuity and stability for the club