Notice of Annual General Meeting

10 November 2020

Notice of Annual General Meeting

The AGM Booklet is now available to view on the link below.

 

28th October 2020

ANNUAL GENERAL MEETING

Notice is hereby given that the Annual General Meeting of Athletics Northern Ireland (2008) (the Company) will be held on Wednesday 25th November 2020 at 7.30pm. Due to restrictions linked to Covid-19, the Annual General Meeting of Athletics Northern Ireland will be held via Zoom

The Zoom invite will be issued to the email used on this registration once registrations have closed on 23rd November. Registration is available here

AGM Booklet

Only those who have registered in advance will be admitted to the meeting. Delegates will be removed from the waiting room if they cannot be easily identified or have not registered in advance.

Please can you ensure that the name on your Zoom account matches the name you registered with, so you are easily identifiable. You can change your profile name through your settings. It would also be extremely helpful if you could add in the name of your club to your profile name, if applicable: for example, John Smith (Athletics AC)

Ordinary Business of the AGM:

  1. To approve the minutes of the previous AGM held on 16th October 2019
  1. To receive the Company’s accounts for the financial year ended 31st March 2020 together with the reports of the Directors and the Auditor thereon.
  1. To appoint the Company’s auditors for the financial year ending 31st March 2021.
  1. To consider the retention of Membership Fees at the levels approved in 2019
  1. To Elect the Honorary President & Honorary Vice Presidents
  1. To Elect the Cross Country & Road Running Committee
  1. To Elect the Track & Field Committee

Questions to the Board

If a member has a question they would like raised at the AGM, we would ask that it is submitted via email to kerry.woods@athleticsni.org by no later than 5pm on Wednesday 11th November. Due to the format of the AGM it will not be possible to receive questions on the night.

Requests to Amend Motions

Requests to amend any Motions must be made to Kerry.woods@athleticsni.org by no later than 5pm on Wednesday 11th November.

By order of the Board

JOHN ALLEN

Chair


Notes

As a consequence of Covid-19, the process for the 2020 AGM differs from previous years.

In acknowledgement that our priority is the safety and wellbeing of our members and staff, and to reduce unnecessary travel, this year’s AGM will be held via Zoom.

Attendance at the AGM will therefore be restricted to those who have registered in advance.

Copies of the Company’s audited Financial Statements for the year ended 31st March 2020 are attached.

To ensure that our Members can continue to remain engaged with, and play an active role in, this year’s AGM we have arranged for proxy voting and you will find the proxy voting form and details of voting entitlement attached.

As a Member of the Company, you are entitled to appoint a proxy to exercise all or any of your rights to attend, speak and vote at the Meeting and you should have received a proxy form with this Notice of AGM. You can only appoint a proxy using the procedures set out in these notes and the notes to the proxy form. Due to Covid-19 restrictions, the Chair of the Board of Directors (or, in his absence, such other Director as the Board may determine) may be appointed to act as your proxy for the meeting. A proxy form is attached

All proxies must sent by email to Kerry.woods@athleticsni.org and must be received by 12noon on Monday 23rd November 2020.

Documents:

AGM Agenda 2020

AGM Minutes 2019

ANI Proxy Voting Form

Annual Accounts ending 31st March 2020