Werewolves Annual General Meeting (AGM)

NOTICE OF WEREWOLVES OF LONDON ANNUAL GENERAL MEETING:

DATE: FRIDAY 21st JUNE, 2019:

TIME: 7.30pm – 9.00pm

VENUE: THE PARTY ROOM OVERLOOKING THE RINK, STREATHAM ICE RINK

The Annual General Meeting of the Club will be held at the Streatham Ice & Leisure Centre, 390 Streatham High Rd, London SW16 6HX, starting at 7.30pm on Friday 21st June.

A short committee meeting of the newly appointment members will follow..

 

What’s In This Post

This post provides the following information:

  • Agenda
  • The roles as a Trustee/Officer of the club
  • The nomination process for the roles of Trustees/Officers

 

Agenda

In keeping with normal practice, the Agenda will be as follows:

  • Chairman’s Report
  • Financial Report
  • Coaches Report
  • Election of Trustees/Officers

 

Trustee/Officers Roles

The roles include the following: –

  • Chair
  • Vice-Chair or Co-Chair
  • Secretary
  • Treasurer
  • Parent Liaison Officer
  • Safeguarding
  • Director of Fundraising, sponsorship, and related Events
  • Annual Tournament Coordinator
  • Director of Social Media
  • Policy Development Officer
  • Head Coach
  • Kit Management Officer
  • Uniforms Officer
  • Attendance Officer
  • Registrars [Fixtures Live]

 

Each role is a one-year post.

 

Responsibilities of Trustees/Officers

Detailed role descriptions are outlined in the Appendix below.

 

Nominations For Trustee/Officer Roles

All roles are open for nominations which should be emailed to stephen@werewolvesoflondon.org.uk   If unable to attend the AGM your nomination will still be considered and voted on.

As a Club, we are looking forward to you actively engaging in this process and trust the information above allows you to do so.

 

Yours Sincerely

Stephen Wilson-Smith

On behalf of the Werewolves of London Special Ice Hockey Club

 

AGENDA

 

In keeping with normal practice, the Agenda will be as follows:

 

  • Adopting minutes of previous AGM
  • Chairman’s Report
  • Financial Report
  • Coaches Report
  • Election of Trustees/Officers
  • Any other Business

Appendix

Trustee/Officer Role Descriptions

 

Chair She/he shall have the overall responsibility for all matters regarding the Werewolves of London Special Ice Hockey Club (the ‘Club’).
She/he shall preside at all Trustee/Officer meetings and General meetings.
She/he shall ensure that Trustee/Officer meetings are held approximately every 6 – 8 weeks during the ‘season’ between September and May to discuss the management and administration of the club.   No less than 4 meetings should be held each season.   Additional meetings may be held as and when required.
She/he shall ensure in consultation with the Secretary that an Agenda for meetings is circulated to Trustees/Officers at least one week in advance.
She/he shall ensure in consultation with the Secretary that minutes of meetings are circulated all to Trustees/Officers within one week of the meeting being held.
She/he shall be one of the officers with financial signing authority
She/he shall be responsible to represent the club at the EIHA, or to formally delegate this representation to another Trustee/Officer
He shall be responsible to the members of the club for all aspects of on-going hockey operations
She/he shall ensure the payment of all fees to the EIHA on behalf of the club.
She/he shall be familiar with, and ensure adherence to the IIHF, EIHA, and Werewolves of London Constitution, By-Laws, and Policies by all players, team officials and parents or guardians.
She/he shall discuss principles and policies with the Trustees/Officers of the club team officials when she/he feels it is necessary and must at all times be accorded that right by the Trustees/Officers.
She/he shall have oversight over all financial and insurance matters for the club on behalf of the Trustees/Officials and in consultation with the Treasurer and Directors of Fundraising to a) recommend the fee structure to ensure the club is financially sound and b) adjudicate all requests for reduced fees.
She/he shall serve as a voting member at Trustee/Officials meetings, but shall not vote except to cast the deciding vote.
Vice-Chair or Co-Chair The Vice Chair shall assume the duties of the Chair in her/his absence at which time she/he shall have all the rights and powers of the Chair.
 In the case of a Co-Chairing arrangement, the Co-Chairs will both be responsible for the role of the Chair and may share the Chair’s responsibilities between them.
Secretary She/he shall ensure in consultation with the Chair that an Agenda for meetings is circulated to Trustees/Officers at least one week in advance.
She/he shall take and maintain records of proceedings and meetings and distribution the minutes to all Trustees/Officers within one week of the meeting being held.
She/he shall prepare correspondence for the Chair, relating to matters concerning the club.
She/he shall serve as a voting member at Trustee/Officer meetings.
Treasurer She/he shall be responsible for day-to-day management of financial matters for publication of financial statements and projections on a monthly basis, and for presenting annual financial statements for the club.
She/he will ensure submission of accounting information and other club trustee information to the Charities Commission.
She/he shall receive all monies payable to the club and deposit same in the bank account of the club (and delegate as necessary to other officers (e.g. fundraising, secretary)
She/he shall be one of the officers of the club with financial signing authority.   She/he shall see to the banking and investing of club funds as per the direction of the Trustees/Officers.
She/he shall keep an accurate record of the finances of the club.
She/he shall be familiar with, and ensure adherence to the IIHF, EIHA, and Werewolves of London Constitution, By-Laws, and Policies by all players, team officials and parents or guardians.
She/he shall serve as a voting Trustee/Officer.
 

Parent

Liaison

Officer

• •

She/he shall be one of the officers of the club with financial signing authority.

She/he shall be familiar with, and ensure adherence to the IIHF, EIHA, and the Werewolves of London Constitution, By-Laws, and Policies by all players, team officials and parents or guardians.      She/he shall collect player/EIHA registration fees, which shall be given to the Treasurer

She/he shall collect player Medical and EIHA registration paperwork and pass on promptly to the

Werewolves’ registrar to process player registration on fixtures live; and to follow up to ensure that EIHA registration of all players is properly executed

She/he shall maintain records and accounts prepare reports and present them at Trustee/Officer meetings as requested.
She/he will notify the Trustees/Officers responsible for issuing kit and uniforms and the attendance registrar of all new or renewed player registrations.
She/he shall serve as a voting Trustee/Officer

 

Appendix

Trustee/Officer Role Descriptions

 

Safeguarding

/Child

Protection Officer

She/he shall assist the EIHA to fulfil their responsibilities to safeguard children and young people, and implement their child protection policy, at club level.

She/he shall be the first point of contact for club personnel, parents and children/young people where concerns about children’s welfare, poor practice or child abuse are identified.

She/he shall be the first point of contact with the EIHA Lead Child Protection Officer.
She/he shall promote the EIHA’s best practice guidance and codes of conduct within the club.
She/he shall promote and ensure adherence to the EIHA’s child protection-training plan.
She/he shall promote confidentiality and ensure it is maintained.
She/he shall promote anti-discriminatory practice.
She/he shall conduct risk assessments for each and every event
She/he shall serve as a voting Trustee/Officer.
Director of Fundraising, sponsorship, and Events • •

She/he shall be one of the officers of the club with financial signing authority.

She/he shall be responsible to the Trustees/Officers for coordinating the raising of monies, through various programs and activities, in all areas other than player registration and sponsorship

She/he shall consider and suggest fundraising projects and special events to the Werewolves of London Trustees/Officers for approval.

She/he shall initiate approved fundraising projects and special events and may raise such committees as necessary to see to their operation.
She/he shall serve as a voting Trustee/Officer
Annual

Tournament

Coordinator

• • She/he shall be one of the officers of the club with financial signing authority.

She/he shall be responsible for liaising with the host club about participation, complying with the registration requirements, obtaining travel permission and insurance from the EIHA, organising team photo for the tournament brochure, liaising with parents about air travel and hotel bookings.

She/he shall serve as a voting Trustee/Officer.
Director of Social Media

She/he shall be one of the officers of the club with financial signing authority.

She/he shall be accountable for the website of the club and responsible for significantly enhancing the clubs digital and social media presence as a means to communicate with parents, support recruiting, and fundraising

She/he shall be responsible for the monitoring of Social Media
She/he shall serve as a voting Trustee/Officer.
Registrars They will ensure that players and coaches are registered promptly on fixtures live

 

Appendix

Executive Board Role Descriptions

 

Policy &

Procedures

Development

Officer

 

•     She/he shall undertake an Annual review of the Club’s Governance, policies, procedures and forms,  and make recommendations to the Trustees/Officers on ways to improve them in time for them to be brought into use by the beginning of each season. Updates to existing practice may be agreed midseason if deemed necessary.

•     She/he will lead on obtaining PQASSO accreditation for the club within the next 12 months.

•     She/he shall serve as a voting Trustee/Officer.

Head

Coach/Co-

Head Coach

•     She/he shall be an L2 or L3 coach but this role may be shared between more than one L2 or L3 Coach

•     She/he shall document a coaching recruitment/development strategy and approach for approval by the Trustees/Officers

•     She/he will handle EIHA registration and CRB clearances for all Werewolves coaches and off-ice officials

•     She/he shall be responsible for education issues pertaining to youth hockey that may include coaching clinics, hockey school, distribution of summer hockey school literature and other educational issues as they become apparent.

•     She/he shall provide input to the appointment of L2 coaches, and other Coaches.

•     She/he shall be familiar with the Constitution, By-Laws, Policies, etc., of the IIHF, EIHA,and the Werewolves

•     She/he shall chair monthly coaching meetings and file the minutes with the Trustees/Officers via the Secretary.

•     She/he shall serve as a voting Trustee/Officer.

•     She/he shall be one of the officers of the club with financial signing authority.

 

Kit

Management

Officer

•     She/he will ensure that no kit is issued to new players without first checking with the Player Registrar/Parent Liaison Officer that the player is registered and that fees have been paid

•     She/he will maintain the storage room in a fit and tidy state to enable easy access to kit

•     She/he will dispose of obsolete/damaged kit in consultation with the Head Coach

•     She/he will only authorise the purchase of new kit from the skate shop after checking first that appropriate kit is not available to be recycled.

•     She/he will keep and maintain records of kit issued, kit returns and disposals.

•     She/he shall serve as a voting Trustee/Officer.

•     She/he may appoint/delegate tasks to other volunteers

Uniforms

Officer

•     She/he will keep updated records of uniforms in stock and those issued to players

•     She/he will ensure that the Attendance Officer is informed of any changes so that the attendance register can be updated

•     She/he shall serve as a voting Trustee/Officer.

Attendance

Officer

•     She/he shall record attendance at each training session and produce attendance reports for each Trustee/Officer meeting.   The Chair, Player Registrar, and Kit Manager should be alerted when any player misses 2 training sessions in succession.

•     She/he shall serve as a voting Trustee/Officer.

 

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