AGM

On behalf of Club’s Management Committee (CMC), notice is hereby given that the Annual General Meeting (AGM) of Millwall Rugby Club will be held on Wednesday, 7th May 2025 in the Clubhouse at 75 Manchester Road, E14 3DN at 19:30.

AGENDA

1. Approve Minutes of the previous AGM

2. Chairman’s report

3. Treasurer’s report

4. Resignation of current Elected Officers.

5. Special Resolution 1: To amend the constitution to include gender neutral language and standardise language across the constitution for consistency and clarity

6. Special Resolution 2: To amend the constitution to update our objectives to better reflect current practices and operations. Removal of items 2.4 and 2.5.

7. To elect the Officers of the Club for the Season 2025/26.

   Club Management Committee (CMC)

   1. Club Chairman

   2. Secretary

   3. Treasurer

   4. Ladies' Chair

   5. Men's Chair

   6. Youth Chair

   7. Clubhouse Officer

   8. Communications Officer

   9. Club Safeguarding Officer

   Wider Club Management Committee (Wider CMC)

   1. Venus Team Manager

   2. Men’s 1st Team Manager

   3. Men’s 2nd Team Manager

   4. Fixture Secretary

   5. Social Secretary

8. Any Other Business (AOB)

Important Notes for AGM 2025

Membership:

1. You must be a current member of the Club to attend, vote or to stand for an elected position. The deadline for having a current voting membership is Friday, 18th April 2025.

2. The following categories are classed as current members: Founders, Honorary Life Members, Life Members, Youth (Family & Child), Ladies Playing, Men’s Playing, and Non-Player (aka Social).

3. Ad-hoc players (Pay Per Play Membership) are not eligible to stand for an Elected Officer role, attend AGM or vote.

4. To find out more about membership in advance of the meeting, click here.

Voting at the AGM:

1. Members are not obliged to vote if they do not wish to do so.

2. Voting will take place in person by secret ballot. Voters will be able to choose between each of the candidates plus an option "none of the above/re-open nominations".

3. Checks will be made following the votes to make sure all those that voted were eligible, where the outcome may have been affected, there will be a re-vote..

4. Per article 24.2 of the Articles of Association, where there is only one candidate standing for a particular position, they must gain at least 50% of the votes cast to be elected.

5. Any member can stand to be a Team Manager, but only eligible male players can vote for the Men’s Team Manager positions and only eligible women players can vote for the Venus Team Manager.

6. Any positions that are unfilled as a result will then be reviewed by the new CMC and either a future Extraordinary General Meeting (EGM) held, or positions filled by co-opting, as per the constitution.

7. For Wider CMC elected positions, a maximum of 2 people can stand for joint roles. For CMC positions it will remain as one person per position. All role holders can have sub-committees/assistants to help them in their duties.

Proxy Voting:

1. If you are not able to attend the AGM in person, you may nominate a proxy to vote on your behalf by giving them and the Secretary notice of this in writing (email preferred) by Sunday, 4th May 2025. Where this is not done, the proxy vote will not be accepted..

2. Your proxy must be a current club member and no club member may carry more than 3 (three) proxy votes. You should instruct your proxy how to vote on your behalf.

3. If you are unable to find a willing proxy, a current club officer will act as proxy for you and will accept written instructions on how to vote on your behalf. Please email secretary@millwallrugby.com if this is the case.

Thinking About Standing for a Role?

1. Every Elected Officer role on the agenda is up for election at the AGM.

2. If you want to stand for one or more of the Elected Officer positions listed in Item 7 on the Agenda, submit your nomination in writing to the Secretary by Sunday, 20th April 2025. Your nominations should include a brief outline of why you are standing for the role, highlighting any relevant personal or professional experience, and motivations. This information will be shared with members prior to the AGM.

3. We allow standing on the day for a positions, but in the interest of an effective and efficient AGM, we recommend submitting nominations ahead of time where possible.

4. Potential candidates are strongly encouraged to find out what is involved in the role by referring to the Role Information webpage linked here, or by asking a current or past post-holder.

5. Candidates may be considered for election to more than one position if the electing members believe it is in the best interests of the club.