Harrow and Wembley Outdoor Group - Annual General Meeting

Activity

Review and acceptance of minutes from previous year's AGM. Resignation of existing committee (except Secretary). Election of Chair. Resignation of Secretary. Election of remaining committee. Discussion and voting on proposals. Discussion and voting on membership fees for this group year. Nomination and voting on donation(s) to charity.

Proposals must be submitted in writing to the Secretary no later than 21 days prior to the meeting. Proposals will be emailed to members no later than 14 days prior to the meeting.

Nominations for committee will be accepted until the start of the meeting. Requests for nominations for committee will be emailed out during the month before the AGM.

Proposals and nominations will be accepted by email. Amendments may be accepted to proposals at the meeting. New proposals will not be accepted at the meeting.

Voting will be by show of hands counted by two tellers (ideally not voting members) at the meeting. Voting may be made by secret ballot for sensitive issues.

Most committee business is conducted by email. Committee meets between 4 and 6 times per year. Committee meetings last between one and two hours. Eight committee roles are available, none are onerous, only minimum effort is required but all offer scope to do more.

Chairperson
Responsible for:

overall direction and delivery of group protocol
engaging with prospective members

Secretary
Responsible for:

organising agenda and venue for committee meetings
production of minutes and actions from committee meetings

Treasurer
Responsible for:

maintenance of group finances and production of annual accounts
maintenance of group bank and PayPal accounts

Information Officer
Responsible for:

maintenance of group website
maintenance of group email accounts
review and approval of group website content
review and approval of group emails

Programme Planner
Responsible for:

supporting and advising event organisers
overall programme and scheduling of events

Membership Officer
Responsible for:

responding to requests for information and membership enquiries
maintaining records of enquiries, membership and attendance at events
monitoring attendance at events to ensure that all who attend meet membership requirements

Publicity Officer
Responsible for:

maintenance of external group website links
promotion of group in north-west London

Social Secretary
Responsible for:

supporting and advising social event organisers