South West are holding their Regional Annual General Meeting on Saturday, 14th October, 2pm in the Community room at Odd Down Sports Ground, Chelwood Drive, Bath, Somerset, BA2 2PR, and via Zoom

NOTICE OF ANNUAL GENERAL MEETING

Notice is given that the 2023 South West Regional Committee Annual General Meeting will be held on Saturday 14 October at 2pm in the Community room at Odd Down Sports Ground, Chelwood Drive, Bath, Somerset, BA2 2PR.

It is hoped that there will also be an option to attend the meeting virtually, using the Zoom platform for video and audio conferencing.

Those attending in person will be able to use the cycle track at the venue before the meeting (between 12 noon to 1pm).

Agenda

1.  Opening of Meeting and Apologies for absence
2.  Confirmation of minutes of previous AGM, held on Saturday 15 October 2022
3.  Matters Arising
4.  Presentation of Annual Report from Regional Committee Chairperson
5.  Presentation of Regional Committee Treasurer’s Statement
6.  Presentation of Report from Regional Committee Vice Chairperson and Diversity Co-ordinator
7.  Presentation of Reports from Regional Officials Co-ordinator and Junior Race Series Officer
8.  Presentation of Report from Regional Manager
9.  Election of Officers for 2024
10.  Resolutions
11.  Date of the 2024 meeting
12.  Closure of Meeting

Note that it is intended that this meeting will be recorded to assist with compiling both the minutes and the register of attendance.

Resolutions

Resolutions at the AGM for purposes other than the election of the Committee must be made known to the Secretary at least 21 days prior to the meeting, that is, by Friday 22 September.

Voting on Resolutions at an AGM other than for the election of Committee Members shall be passed by simple majority of the members present in person and voting at the meeting, determined on a show of hands. In the event of a tied vote, the Chairperson shall have the casting vote, in addition to their ordinary vote.

No individual member shall have any right to appoint a non-Triathlon England member proxy to attend, speak or vote at any meeting in his or her place.

Voting Process

Voting at the AGM will be by means deemed to be appropriate by the Regional Committee, these include but are not limited to voting in person and/or electronic voting. Votes at this year’s AGM will be made by show of hands and using the Chat function in the Zoom App to record For or Against.  

In respect of Resolutions to amend these Regulations, the resolution must require the approval of the TE Council and must be supported by at least 75% of the votes cast.

Nominations

The following Regional Committee positions will be open for election.

The Regional Officials Co-ordinator and Junior Race Series Officer will be standing for re-election this year, and the previously co-opted Treasurer will be standing for election at this AGM.

There are the following known vacancies on the Committee: Vice-Chair, Diversity Co-ordinator and Senior Race Series Officer.

In addition, the following opportunities are available for those interested who have relevant experience:

Shadow Junior Race Series Officer

Age Group Co-ordinator

Club Co-ordinator

Coaching Co-ordinator

Welfare Co-ordinator

Prospective nominees can obtain details of the responsibilities (Role Descriptions) relating to these Committee roles from the BT/TE website or from the Regional Secretary. The Nomination Form for Election is attached to this Notice here.

Nominations Process

The following process will be used to nominate Members in the election of Committee Members at the AGM.

1. Any Member, in good standing (good standing is defined as a fully paid up member of Triathlon England) may stand for election to the Regional Committee.
2. A candidate for election must be Proposed and Seconded by a Member in good standing using the Triathlon England Regional Committee Election pro forma (Appendix 3).
3. For a valid nomination to go forward, nominations must include:
4. The nominees full name and Triathlon England Membership Number and Club name (if applicable).
5. Their Proposers and Seconders full name and Triathlon England Membership Number and Club name (if applicable).
6. Nominations will be sent to the Regional Secretary by email or other means and methods approved by the Committee and an acknowledgment of receipt will be issued to the nominee.
7. Should the nomination be void for whatever reasonable reason, the rationale for being classified as ‘a void nomination’ shall be communicated to the nominee as soon as possible.
8. All nominations must be received 14 days prior to the AGM, i.e., by Friday 29 September.
9. If a nomination is made by post or by email or other means and methods approved by the Committee and is not received by the Regional Secretary, proof of postage and/or email receipt will not be accepted as a valid nomination. It is the responsibility of the nominee to ensure that the nomination is received by the Regional Secretary and an acknowledgement of a valid nomination obtained. 

Election Process

Each Member shall have one vote in the election of Committee members.

A list of valid nominations shall be published by the Secretary 10 days prior to the AGM (Monday 2 October) by publishing the Triathlon England Regional Committee Election pro forma for each nominated Member. Nominees shall also be afforded the opportunity to speak for a maximum of two minutes at the AGM, prior to the casting of votes.

The Chair shall appoint tellers who shall sort votes cast and relay to the Chair. The election of Committee members shall be passed by a simple majority of the votes cast. In the event of a tied vote, the Chairperson shall have the casting vote, in addition to their ordinary vote.

Register to Attend

If you wish to attend the AGM, either in person or virtually, you will need to pre-register, by Wednesday 4 October, in order to be sent the meeting details. A registration form will be in an email that will be sent from TE to all SW members. You also need to book in advance with the Regional Secretary to use the cycle track before the meeting.

You can also ask questions at the AGM, although these need to be submitted in advance of the meeting. If you do have any questions, please send these to the Regional Committee Secretary, also by Wednesday 4 October.

Any enquiries relating to the AGM should be directed to the Regional Committee Secretary, Alan Bayliss, SouthWestSecretary@triathlonengland.org.

Kind Regards

Jane Wild

SouthWestChair@triathlonengland.org

TE SW Regional Committee Chair, on behalf of the Regional Committee