Summary of Executive Committee Meeting 4th May 2020 

Summary of Executive Committee Meeting, 04/05/20. 

(in attendance via Zoom app: Andy Dale, Matt Gausden-Walker, Jon Keep, Ian McIlwaine, James Miller, Ant Czaicki).

1) AGM Process

• Zoom testing completed by committee and functions etc are able to host an AGM using this app.  
• All members will be invited, a Zoom administrator (one of exec committee) will use mute all to control the room when needed.
• The “hands up” option will be used to allow members to ask questions.
• Members will also be able to submit questions prior to the AGM via email (document to be sent out with Agenda on, voting forms and questions form on, this will be sent a few weeks before the AGM)
• The AGM will be open for general chitchat 15 minutes before the official start of the AGM.
• Slides will be shared on screen for all members to see

2) Content of AGM

• Junior report inc finances and how we were affected by shutdown
• Senior report and how we were affected by shutdown
• Treasurer report and how finances were affected
• Plans over the summer incl how to restart hockey (when safe to do so)
• Vacancies – A few vacant roles on Exec committee and senior committee (these roles will also be advertised prior to the AGM so members can put themselves forward for nomination).
• Members of the Exec Committee are willing to stand again. Any other members who would like to stand for these positions are welcome to put themselves forward. Again this will be advertised to all members in advance of the AGM on email.
• All job roles/descriptions will be advertised prior to the AGM.  
• New committee members needed to help manage the club – existing committee stretched. 

3) Social Committee

• Currently only 2 members in this committee (Max, Jack), the Exec Committee wants to recruit one more male member and three female members to this social committee. Active discussions taking place with potential candidates.      *update 11/05/20 – social committee now in place, 7 members in total

4) Changes to the Constitution

• We are proposing that the club will move to a Company Limited by Guarantee or by Share so we will be changing the constitution to a Formal “Articles of Association” . This will be done at an EGM, the date of this EGM and further content on the above will be communicated to all club members at the approapriate time.  

5) Club Survey

• Discussed summary of the club survey (England Hockey survey which 99 club members filled in) and some areas of improvement suggested. Further Exec Committee discussions on this to take place after the AGM. 

6) Hockey’s Back Plan

• Discussed at previous meeting, Committee now has a plan in place to get members (junior and senior) back playing hockey as soon as it’s safe to do so (i.e. subject to Government and England Hockey instruction). More detail will be announced to members at the AGM. 

7) AGM Date

• Wednesday 17th June (evening time) proposed as the date, but this is to be confirmed at the next Exec Committee meeting on 18th May.
• Committee to produce AGM slides by 18/05.