/ Adelle Fleming
15 October 2016

To: Eastern Area Club Secretaries

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EASTERN AREA

Annual general meeting

Thursday 9 November 2017

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Notice is given that the Eastern Area AGM will take place at the offices of

Contract Scotland, Scotia House, Castle Business Park, Stirling FK9 4TZ

at 7.30 pm.

The post of President and Treasurer are up for Election this year.

2 ordinary member posts are due for election; these are 1 year posts.

Agenda

  1. Apologies for Absence
  1. Minutes from the AGM on 10th November 2016
  1. Matters Arising
  1. Officers Reports
  1. Proposal by the Club Committee:
  1. The committee has undertaken a review of the Constitution. The proposed alteration to the Constitution by the Committee is to enable the Constitution to reflect the number of archers in the Area. The Committee proposes the change to the Constitution as detailed below. (Please note that the proposed addition to the Constitution is entered in red text and proposed deletions are scored out by a black line egdeletions )

Proposal: EA Constitution

General Meetings

Section 26: Voting members, or their proxy representatives, in numbers equal to, or greater than, 10% of the total voting membership shall be required to form a quorum, subject to a minimum of fifteenten voting members being present.

  1. Election of Eastern Area Committee Office Bearers
  1. Appointment of Auditor
  1. Area Shoot Calendar
  1. Eastern Area Affiliation

Adelle Fleming

Eastern Area Secretary

Appendix 1

INDIVIDUAL FORM OF PROXY

NAME: ______.

CLUB: ______

NAMED PROXY: ______

I, ______. of

______(club)

hereby appoint the above named proxy, (or failing him/her, the chairperson of the meeting as my

proxy), to vote on my behalf, at the Annual/Extraordinary General Meeting of the Eastern Area to be held on 9th November 2017

and at any adjournment of it.

My proxy will vote as follows:

Proposal 1: EA Constitution

(a)General Meetings

Section 26: Voting members, or their proxy representatives, in numbers equal to, or greater than, 10% of the total voting membership shall be required to form a quorum, subject to a minimum of fifteenten voting members being present. *For / Against

(b)(*as he/she thinks fit) (*in accordance with my instructions, set out below) (*Delete as necessary)

Instructions

Where circumstances arise demanding a decision by the proxy at the meeting (*I shall accept his/her judgement)

(c )(*He/she is not entitled to vote on my behalf and in which case I will not be represented).

(*Delete as necessary)

SIGNED:______

APPPENDIX 2

CLUB FORM OF PROXY

NAME OF CLUB :______..

NAMED PROXY :______

WE (2 NAMES & POSITIONS HELD) ______

______.

OF (CLUB ______

HEREBY APPOINT THE ABOVE NAMED PROXY, (OR FAILING HIM/HER, THE CHAIRPERSON OF THE MEETING) AS OUR PROXY, TO VOTE ON BEHALF OF THE UNDERNOTED NAMED PERSONS, ALL BEING MEMBERS OF THE ABOVE

CLUB AND ON WHOSE AGREED BEHALF WE ARE SUBMITTING THIS INSTRUCTION, AT THE ANNUAL/EXTRAORDINARY GENERAL MEETING OF THE EASTERN AREA TO BE HELD ON 9th November 2017 AND AT ANY ADJOURNMENT OF IT.

OUR PROXY WILL VOTE:

(*AS HE/SHE THINKS FIT) (*IN ACCORDANCE WITH OUR INSTRUCTIONS AS SET OUT BELOW). (*DELETE AS NECESSARY)

INSTRUCTIONS:

WHERE CIRCUMSTANCES ARISE DEMANDING A DECISION BY THE PROXY AT THE MEETING:

(*WE WILL ACCEPT HIS/HER JUDGEMENT) (*HE/SHE IS NOT ENTITLED TO VOTE ON OUR BEHALF AND IN WHICH CASE CLUB ______

WILL NOT BE REPRESENTED ON THAT ISSUE) (*DELETE AS NECESSARY)

SIGNED :

ON BEHALF OF (CLUB______..)

SIGNATURES OF MEMBERS AGREEING

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Continue overleaf if necessary