Agenda for meeting, plus Minutes of last year's AGM and Constitution of North Wales Rugby Union Council - see below
Dear all,
The Annual District Meeting for District J will be held at the Manor Room, Kinmel Manor Hotel on Monday 12 September at 07:00 pm. The meeting will be chaired by Martin Davies, Chairman of the Welsh Rugby Union’s Finance Committee. The only item on the Agenda will be
The development and administration of the Game in the District
(An opportunity to question Martin about the WRU’s decision to sell the television rights for the Wales/England and Wales/Argentina matches to Sky TV?)
This is the Annual District Meeting for the WRU Clubs in North Wales, however, as in past years there is an open invitation to attend for all clubs and associations.
The North Wales Rugby Union Council AGM will follow at 07:30 pm; again there is an open invitation to all clubs and associations. Voting rights will be restricted to members of the Council, again all clubs and associations are represented on the Council.
Below is a copy of the minutes of the 2010 Annual General Meeting together with a copy of the North Wales Rugby Union Council’s Constitution. Members of the Council are invited to submit any additions to, or alterations of the constitution to the Secretary by email or post, on or before 21 August.
Alwyn Jones
Secretary North Wales Rugby Union
01248 355137 (h)
07920 494170 (m)
13 Penyffridd Road, Bangor, Gwynedd LL57 2LZ
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Minutes of the North Wales Rugby Union Council Annual General Meeting held at the Kinmel Manor Hotel on 20 September 2010
Attendees: Tony Gray (President NWRUC), David Pickering (WRU), Peredur Jenkins (WRU Director), (Austin Thomas (WRU), Jeff Jenkins ( Dinbych), Terry Bryer ( Dinbych), Geoff Taylor (Colwyn Bay), Brian Roberts (Colwyn Bay), Alwyn Bevan (Bangor), Stuart Waters (Bangor/NWRUC Treasurer), Tegid Phillips (Y Coleg Normal), Vaughan Carlton-Jones (Chairman), G Rhys Jones (Bala), Idwal Wiliams (Caernarfon), Arnold Milburn (Llangefni), Doug Barnes (Gwynedd Districts), Glyn Parry (Bangor University), Christian Jones (Bangor University), W M Meredith (Dolgellau), Gary Williams (Welshpool/Mid Wales), Hywel Roberts (Welshpool), Gareth Lewis (Wrexham), David Cheesborough (Wrexham), Aled Anwyl (Llanidloes), Roy Thomas (Llanidloes), Steve Rigby (Bethesda), Eifion Davies (Bethesda), Geraint Morgan (Nant Conwy), Ifor G Evans (Nant Conwy), Teresa Johnson (Mold), Will Morcombe (Junior Association), Steve McCabe (Referees Society), Bob Jones (Rhyl), Alwyn Jones (Secretary)
1 Apologies: Dai Davies (Newtown), Allan Richardson (Machynlleth), Mark Roberts (WRU)
2 The minutes of the 2009 Annual General Meeting held on 14 September 2009 were proposed for approval by Brian Roberts, supported by Bob Jones and adopted as a true record.
3 Chairman:
4 Financial Report: The Treasurer’s Report and Statement of Accounts 2009-2010 was circulated for discussion and adoption. The coffers were severely depleted due to the ongoing support for the CIC; subsidies of £24785.49 have been paid since season 2008. The CIC was now financially self sufficient and would no longer be a drain on the NWRUC finances.
The Treasurer’s stated that the Business committee’s efforts would now be focussed on replenishing the bank accounts, no easy task given the present economic climate.
The report was moved for adoption by Tony Gray and agreed by all.
5 The following were appointed to serve as officers of the NWRUC and for a period of 2 years
President Tony Gray
Chairman Dai Davies
Treasurer Stuart Waters
Secretary Alwyn Jones
The incoming chairman prepared the following message
Can I firstly thank you all most sincerely for electing me as your chairman, I consider it an honour and a privilege to have been nominated, I hope your confidence in me is not misplaced, and will serve North Wales Rugby to the very best of my abilities.
I feel honoured to follow in the footsteps of so many people who have done so much for the game in North Wales, who have overseen it’s development to the position it rightly holds within the Regional Structure of the Welsh Rugby Union today.
My immediate predecessor Vaughan falls into this category, we all owe him a great deal of thanks for all his hard work during a very difficult period, a period of great change in North Wales, the formation of the Community Interest Company (CIC), the advent of RGC 1404, welcoming the young Canadians, implementation and updating of the Strategic Plan, changes to personnel in senior positions within the Union, improving the communication channels with member clubs and the rugby public and many other duties we are not always fully aware of.
Diolch yn fawr iawn Vaughan.
To the clubs, the Executive Committee, the Council and officers, I look forward to working with you, there will undoubtedly be problems and difficulties to deal with along the way, but if we all pull all our resources together, there’s no reason why North Wales Rugby should not succeed, and to our friends in CIC/RGC 1404, together we can achieve a great deal, the building blocks are in place, it’s now up to ALL of us to take full advantage of this tremendous opportunity and be the beacon of change, not just in North Wales, but possibly as an example which others could do well to follow.
Diolch yn fawr iawn.
6 There were no changes to the constitution
7 Mr Gwyn Hughes of Wrexham, an Independent Accountant was appointed as Auditor.
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13.2 Constitution of The Council
• Name
The Council shall be called North Wales Rugby Union Council (hereinafter called the Council)
• Affiliation
The Council will be set up with the approval of the Board of Directors of the Welsh Rugby Union Limited and will conform with the constitution and by laws, regulations and resolutions of the Welsh Rugby Union Limited and any directions made by the Board.
13.3 Aims and Objectives of the Council
To assist the Board in the implementation of its objective to
Promote
Foster
Encourage
Improve
Rugby Union in North Wales
Theses aims and objectives are consistent with the furthering of equal opportunities for all groups in rugby
13.4 Membership
• The Council will consist of the officers and the members
• Membership of the Council will comprise a WRU Board Director and representatives of any North Wales Rugby Union organisation provided such organisation:
is in the boundaries of North Wales as defined by the Welsh Rugby Union Limited
conforms with the constitution and by laws, regulations and resolutions of the Welsh Rugby Union Limited
conforms with the constitution and by laws, regulations and resolutions of the Council
continues to play or be engaged in the administration of Rugby Union
• In accepting membership, a person agrees to abide by the constitution of the Council.
• Membership of the Council will not be restricted on the grounds of sex, race or of political, religious or other opinions. To any person or organisation who meets this criteria and is prepared to accept and support the objectives of the Council
• In addition to the officers and the members, the Group Chief Executive of the WRU or his nominee shall be entitled to attend any meeting of the Council or its sub-committees.
13.5 Membership Fees
• Membership fees shall be stipulated by the Council
• Annual membership fees fall due on the 1st of January each year and are payable to the Council Treasurer
• The Council may decide upon other charges or subscriptions at its discretion
13.6 Officers
• The officers of the Council shall be President, Chair, Vice Chair, Secretary, Treasurer
• These officers shall hold office for a two year term of Office and may be re-elected after expiration of their term.
13.7 Committees
• The Council may delegate any of its powers to any sub-committee
• The Council shall act for the members. Liabilities incurred shall not fall upon the membership (provided they act in accordance with the constitution, in honesty and good faith).
13.7.1 The Executive Committee shall comprise:
Chair (The Chair of the Executive Committee will also be Chair of the Council but not Chair of any other Sub committees)
Vice Chair
Treasurer
Secretary
Chairs of Sub-Committees
Regional Community Rugby Manager
WRU Board Director
Communications Officer
13.7.2 Any other Sub-Committees sanctioned by the Council will comprise of
Chair
Up to 8 Council members all elected by the Council
Any co-opted members as the Sub-committees deem necessary. Co-opted members shall not be entitled to vote.
13.8 Meetings of the Council shall be convened by the Secretary and the Council shall meet quarterly or as deemed necessary. The Sub-committees will meet as deemed necessary.
• The quorum necessary for the transaction of business on:
Council meetings shall be 16 members present and eligible to vote
Sub-committee meetings shall be 4 members present and eligible to vote
• Every question on meetings of both Council and in Sub-committee meetings shall be determined by a majority of the vote of members present and voting, every member having one vote. In the event of an equality of votes, the Chair of the meeting shall have a casting vote.
• The interpretation of the Council constitution shall be vested in the Council, who shall decide all questions relating to the Council, save those specified in, or involving an amendment to the constitution.
• The Council shall be responsible for considering any application for membership and shall decide if this application should be accepted. This decision shall be in accordance with a non-discriminatory policy specified in 2.2.
.
13.9 Finance
• All monies raised by, or on behalf of, the Council shall be applied to further the objects of the Council and for no other purpose.
• The Treasurer is responsible for the finances of the Council.
• The financial year of the Council ends on 31 May
• Proper accounts shall be kept of all sums of money received and paid out by the Council.
• An audited statement of accounts shall be kept of all sums of money received and paid out by the Council and a copy of which must be submitted to the WRU within 3 months of the end of the financial year.
• The funds of the Council shall be lodged at a bank or building society in an account in the name of the Council and all cheques, drafts etc. drawn on these accounts shall be signed by any two of the following officers
Treasurer
Chair
Chair of Finance and Audit Committee
13.10 Annual General Meeting and Other Meetings
• The Annual General Meeting (AGM) of the Council shall be held in every year during the month of September when the annual report of the Council and Sub-committees and the audited statements of accounts up to the end of the financial year shall be presented.
• Not less than 21 days notice of the date of the AGM shall be given to all members by the Secretary.
• The AGM shall elect such officers of the Council as it may from time to time determine.
• Nominations for officers shall be received by the Secretary not less than 14 days prior to the AGM.
Nominations shall require 2 signatures from member organisations. No nominations shall be accepted from the floor of the meeting. Nominations can only be accepted from persons eligible to vote in the AGM.
• The dates of Council meetings and Sub-committee meetings shall be determined at the previous meeting. In addition the Chair may call a meeting when s/he considers it necessary or desirable, or upon the written request of at least 10 members of the Council.
• All members shall be entitled to attend and vote at general meetings of the Council and shall have equal voting rights.
• The quorum for general meetings shall be 16 members present and eligible to vote.
• An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary signed by no less than 10 members. The Council shall have the power to call an EGM by decision of a simple majority of its members. The Board shall have the power to direct the Council to call an EGM.
13.11 Voting Procedures
• Each member shall be entitled to one vote
• A motion shall be carried by a simple majority of those present and voting, except when the motion is a constitutional amendment which shall require a two-thirds majority (see 2.13).
• The Chair shall have a casting vote in addition to a deliberative vote.
13.12 Minutes
The Board shall be entitled to receive such minutes of the Council and of any general meeting as it considers appropriate.
13.13 Property and Staff
• Responsibility for all property owned or leased by the Council, and for the employment of paid staff and volunteers rests with the Council.
13.14 Discipline and Appeals
• The Council may refer any complaint action they deem necessary against any member to the WRU but subject to the overriding authority of the Board retain the authority to terminate or suspend the membership of any member guilty of conduct deemed to be to the detriment of the Council.
• The appeal should normally be considered within 14 days of it being received by the Secretary.
• There shall be the right of appeal to the Regulatory Committee of the WRU or an Appeal Committee set up by the Board, against any decision made by an officer of the Council.
13.15 Dissolution Procedures
• In the event of the Council ceasing to exist, and following the discharge of all debts and liabilities, any assets at the time of dissolution shall become the property of the WRU. No member shall obtain any asset from the Council.
• The Council may be wound up on a resolution of the members, passed by a two-thirds majority at a special meeting convened for that purpose upon the request of 10 members of the Council. At least 21 days notice of the meeting shall have been sent to all members of the Council.
• In the event of the passing of the resolution to wind up the Council, the Board shall appoint a representative committee which shall be empowered to distribute the assets, including cash and investments in hand, to the WRU.
• The Board may dissolve the Council at any time by notice in writing to the Secretary.
13.16 Review of the Constitution
• This constitution shall be reviewed on an annual basis.
• Amendments to the constitution shall only be agreed at AGMs with the approval of the Board.
• Additions to, or alterations of, the constitution shall be submitted to the Secretary not less than 21 days before the date of the AGM, or with a request for a special meeting of Council members. No resolution involving an amendment to the constitution may be proposed or amended from the floor of a meeting.
• In the event of a proposal for amending the constitution being submitted, the Secretary shall inform the membership and the Board of the proposed motion not less than 14 days before the AGM.
• Any amendments to the proposed motion duly proposed and seconded in like manner shall be submitted in writing to the Secretary not later than 14 days before the said meeting.
• Any alterations to the constitution shall require a two-thirds majority of members present and voting.
In the event of any question or matter arising which is not provided in the constitution, such question or matter shall be dealt with by the Council, whose decision shall be final unless overruled by the Board within 28 days of the decision by the Council.
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