AGM

[niall]

Hi
For some of you who did not read the Munster league thread, the AGM for the 16th of October was cancelled. A suggestion made was for the AGM to be held in Limerick at one of the Limerick league dates. This would put the AGM outside the "pale" for a change, the room is free thank to UL club and you are assured an attendance due to the fact it is a competition date.

So I would suggest we hold it in Limerick on one of the November dates. That is enough time for all to make arrangements. Thoughts on the idea????

[Fi H]

Sounds like a good plan! could you not have it on the 27th nov and combine it with a few christmas drinks?

[atbarber]

Folks

We have already discussed this and I was advised that as there is not enough polo players in Limerick playing polo we would not get a good attendance.

The event will stay in the Dublin area for this year as this will secure our best attendance.

Adrian

[GrainneOK]

Hi Adrian,

That is very disappointing.

The attendance would not be reliant upon Limerick polo players alone.
There will be 10 teams of dedicated polo players travelling from all parts of the country to the Munster league.

Surely that constitutes enough people for an AGM. If people are interested they will be there.

Lots of players have also marked the munster league dates 'free' in their diary. It is unrealistic to expect people to dedicate another weekend to the AGM. Holding the AGM at a competition is an opportunity to get maximum attendance.

Polo has really started to grow in Limerick and Cork over the past few years with the Munster League and Cork Cup. Holding the AGM on one of the Munster League dates would help promote growth in the sport, by getting more people from all parts of the country involved.

Has a date and venue been set then?

Grainne

[GrainneOK]

Just have a few questions about the AGM, maybe somebody on the national commitee could answer please?

What date is it on?
Where is it on?
What time?

Is the agenda available?
How can motions for inclusion be submitted?
What is the closing date?

What positions on the commitee are up for election?
How can nominations be submitted?
What is the closing date?

Who has a right to vote?
Do we need to bring ICU membership card?
Is it confined to over 18's?

Will accounts be available this year?


Sorry for all the questions, I just can't seem the find the info on this website or www.canoepolo.ie (http://www.canoepolo.ie)

Thanks,
Grainne

[conor]

Hi Adrian,
As GrainneOK pointed out it is not just Limerick players who will be there. Last year there was approx 5/6 teams from Dublin, 2 teams from Cork. that would be at least 40 people from outside Limerick, probably more. Maybe someone can correct me on this but I think there would have been probably 45 - 50 people at each event last year.
That is more than any polo AGM I have attended in the last 3 to 4 years.
GrainneOK points out that there are 10 teams this year. If each team has a min of 5, probable 6 or 7 people per team that would be a min of 50 people and could be up to 70 people including parents who drive kids to Limerick for the evening.
The lodgic of there not being enough people in Limerick to have the AGM does not seem to be there. I disagree that having it in Dublin will increase the attendence. For the last two years for the Dublin leauge AGM the turn out has been very poor. Maybe fifteen people from all the players in the Dublin league where there are about 27 teams, which would mean about 130 people.

Regards

Conor

[GrainneOK]

Hi there,
I just thought some of you might be interested in the reply I got from Adrian Barber (acting chairperson NCPC) via email to my questions.
From reading the replies below you will see that a date appears to be set, however a lot of other items seem 'up in the air' to me.

Grainne O'Keeffe


What date is it on?
We are planning to have the AGM on the 6th Nov. Possibly in WWKC. The
plan is to have a referee course on before it. This will encourage
people along. I am awaiting for Alex to submit the times for this
course. We will then have the AGM.
Where is it on?
What time?


Is the agenda available?
Agenda will be available closer to the time. This wll follow th standard
format.

How can motions for inclusion be submitted?
Motions can be submitted directly to me (or Caoimhe) one week before the
date.
What is the closing date?

What positions on the commitee are up for election?
Treasurer, (Unsure whether Chair has to be elected and whether I have to
be reelected as secretary due to me being chair at the minute. Will try
and clarify this later)
and two general posts - these could include Refereeing Officer,
Competitions officer, Squads officer,
How can nominations be submitted?
These should also be submitted with a nominee and seconder a week before
the date.
What is the closing date?

Who has a right to vote?
All ICU members are eligible to vote
Do we need to bring ICU membership card? Yes
Is it confined to over 18's? I am clarifing this at the minute. We had no
clarification of this last year and we let them vote.

Will accounts be available this year?
I am afraid I can not answer this. It is difficult to get anything out
of our treasurer and the ICU but I am trying.

Will hopefully have more details after our next committee meeting.

Adrian

[michele]

I think its a great idea to have the agm in limerick especially if we plan a few of those christmas drinks. I personally live in dublin and would find it a bit easier for myself if it was here, but...... some how i have also had other plans and missed previous meetings.

I would also like suggest the use of a DCPL trick, to give a small gift to every club that attends. Then you have a record of which clubs were not represented and people make a bit of an effort. This can be sponsored or really very small but its all helps.

Some fresh non dublin blood may be good - try get it in limerick.... oops that doesnt sound quiet right.

[Tom]

This is what the constitution states about the AGM

3. Committee



3.1 The Association shall be governed by the Committee which is a recognised sub-committee of the I.C.U. The officers will be drawn from the members and will ideally consist of:



Chairperson.

Secretary

And 3 other persons.

The duties of the committee will include

Development

Referring

Equipment Provision

Squad liason

Competition co-ordination

Youth Officer.

PRO

One of the elected 5 members must assume the role of treasurer. The members will serve for a 2 year term with the Chairperson and 2 other members rotating every even year and the secretary and the other member rotating on every odd year


4. A.G.M.


4.1 All members of the Association shall be entitled to attend and vote at the A.G.M./E.G.M.



4.2 21 days notice will be given of the A.G.M. to members of the association. The quorum shall be 20 members of those entitled to vote. The chairperson shall delay the meeting until a quorum is present. If after 1 hour there is no such quorum, then the secretary shall be instructed to call an E.G.M. within 30 days, the 21 days notice does not apply in this case, and the business of such a meeting will proceed regardless of the number present.

The business of the A.G.M./E.G.M is to execute the agenda as drawn up by the committee which is to include officer reports, motions, and the election of the officers.



4.3 Motions for inclusion at the A.G.M. should be forwarded by registered post or e-mail to the Chairperson not later than 10 days before the date of the A.G.M. All motions accepted at the AGM come into effect immediately after the A.G.M.

4.4 Voting is by majority show of hands.




Agenda normally




1. Minutes from last AGM



2. Chairpersons address



3. Officers Reports



4. Adoption of the financial accounts



5. Motions



6. 6. A.O.B


7. Election of Officers

- 2 Committee members

- Chairperson



8 Close of meeting


How can motions for inclusion be submitted?
Sent to the chair 10 days before the AGM

What is the closing date?
27th October

What positions on the commitee are up for election?
The chairperson and 2 other members as per the constitution (even year)

How can nominations be submitted?
Names just need to be put forward.

What is the closing date?
The constitution does not set a date this can be done at the AGM

Who has a right to vote?
All ICU members are eligible to vote

Do we need to bring ICU membership card? Yes

Is it confined to over 18's? No the constitution states that all polo players have the right to vote

Will accounts be available this year?
Yes as they were last year but this year in the ICU format. Adrian did not
ask me this question.

Hope this clarifies the position regarding the AGM

Tom