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Prepare for AGM

  • The Annual General Meeting of the club should be held no later than 28th February. i.e. within two months from the end of the financial year.
  •  The AGM can be held face-to-face in a suitable location or virtually via Microsoft Teams or similar media platform. Book a venue or create a video call invite as appropriate.
  •  Circulate papers to all members and your HASSRA Region no later than 14 days before the date of the meeting. These should include:
    • An agenda
    • A copy of the audited accounts
    • Minutes of the previous meeting
    • Action point log (if held)
    • Annual Report (if one has been written)
    • Any motions for consideration by the AGM, including any proposed changes to the club constitution.
    • An invitation for nominations of the officers and committee members of the club and advise eligibility rules. [See note below]
  •  Appoint a minute taker, who will be responsible for recording all names of attendees and apologies, along with any decisions, queries and or action points.
  •  Contact the Business Sponsor to ask who their nominated auditor will be for the forthcoming year.
  •  Prepare a brief for Chairperson (if appropriate).
  •  Provide the venue with numbers, confirm catering arrangements and room set up (if appropriate).
  •  If awards are to be presented, take necessary action to arrange for them to be available on the day.

 Eligibility rules for club officers

  • All office clubs must have three officers - Chair, Treasurer and Secretary - who are full HASSRA members currently employed by DWP or other sponsor departments.
    Retired members, Associate members, or members who work for a departmental contractor can be part of the committee, but they cannot be an officer of the club.
  •  All single activity clubs must have three officers - Chair, Treasurer and Secretary - who are full HASSRA members currently employed by DWP or other sponsor departments, or may be retired members, or members who work for a departmental contractor.
    Associate members can be part of the committee, but they cannot be an officer of the club.
  •  No individual can hold more than one office or carry out the duties of more than one office.
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