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Welsh Cycling: Notice of adjourned Annual General Meeting 2011
and notice of an Extraordinary General Meeting

The Annual General Meeting of the Welsh Cycling Union 2011 will be held at 11.00am on Saturday 28th January 2012 at the Wales National Velodrome, Newport, NP19 4RA.

We are pleased to announce the nominations and applications for President and Directors for election at the Welsh Cycling Annual General Meeting. The nominations are:

President

William Owen

Martin Bush

Director

Nicholas Smith

David Rendell

Chris Davies

Geoff Cooke

Laurence Heaven

Liz Slater

Stephen Thomas

Kyleigh Manners

Chris Landon

Club members attedning the AGM will be asked to vote for four Directors and one President.

Club delegates who are no longer able to attend the AGM, or able to fill their quota of delegates, may vote by proxy. The proxy voting form is available to download at the end of the article.

Following the AGM there will be a question and answer session.
To make best use of time, we ask that questions are submitted by email prior to the meeting.

The deadline for both proxy voting forms and written questions is
11.00am on Thursday 26th January
.

Please email them to michael.heaven@welshcycling.co.uk or post to

Welsh Cycling, the Wales National Velodrome, Newport International Sports Village, Newport, Gwent, NP19 4RA.

If you have any questions relating to the meeting please call the Welsh Cycling office on 01633 670540

We look forward to seeing you there.

*Note: All accompanying documents are available for download at the bottom of this page


Nominated representatives of clubs who cannot attend have a right to appoint a proxy to vote on their behalf. Full details are set out later in this article and in the Reply Slip available for download.

This meeting will be immediately followed by an Extraordinary General Meeting (EGM) at the same venue. The same rights for proxy voting apply. A sandwich lunch will be provided and after the meeting, members are invited to stay for the Ice Breaker races at the velodrome.

The AGM commenced on 24 September 2011 and was adjourned because information has been disclosed in relation to how proxy votes were to be cast at the meeting. Directors were concerned that the circulation of that information may have affected the fairness of the voting process, and were the meeting to continue, that any appointments made could be subject to challenge. It was therefore proposed by directors to adjourn the AGM. This proposal was supported by the meeting.

As this AGM is an adjourned meeting, the agenda is unchanged and new motions cannot be accepted. There is, however, a pressing need to consider revised Articles of Association for Welsh Cycling as a special resolution at a general meeting. The Board has therefore called an Extraordinary General Meeting which will take place immediately after the AGM. This minimizes the inconvenience to members and allows the Articles to be considered in a timely matter. Further information about the revised Articles is set out later in this letter.

We are now asking members for:

Nominations for the post of President and four other directors, to be elected at the AGM notification of club representatives to attend the AGM and EGM.

1a. Nominations for directors and President to be elected at the AGM

At this year’s AGM, the post of President and four other directors are eligible for election.
We are now asking nominations for these posts. Nominations should be emailed to michael.heaven@welshcycling.co.uk on the attached form by 5.00pm on 13 January 2012.
Nominations will then be posted on the Welsh Cycling website. For an informal chat about the roles and responsibilities, please contact James Bater, who is currently a director, on 07854 077113.

1b. Notification of club representatives at the AGM and the EGM

As per section 4.3 of the Union Byelaws, your club is entitled to a set number of representatives at general meetings:

a) One representative for up to nine Welsh Cycling members.

b) Two representatives for between ten and twenty-four Welsh Cycling members.

c) Three representatives for between twenty-five and thirty-nine Welsh Cycling members.

d) Four representatives for between forty and fifty-four Welsh Cycling members.

e) Five representatives for fifty-five or more Welsh Cycling members.

Representatives need to hold full membership of British Cycling/Welsh Cycling on the date of the meeting to be eligible to attend, speak and vote. Your current qualifying membership can be found via the 2011 Club membership report.

Please notify Welsh Cycling of your club’s representatives for the AGM and EGM using the return slip attached to this email. It should be returned by email to michael.heaven@welshcycling.co.uk by 5.00pm on Friday 13 January 2012. If representatives can attend one meeting and not the other, please make this clear on the return slip.

If representatives are not able to attend, votes can be cast by proxy. Full details of proxy voting procedures are set out on the return slip. Proxy nominations must be received by 11.00am on Thursday 26 January 2012. All proxy votes prepared for the meeting on 24 September 2011 are now void and must be re-submitted.

2. Revised Articles of Association

In the run up to the 2011 AGM, it became clear that the current Articles of Association have a number of shortcomings, mainly conflicting clauses, that made interpreting them difficult. This can cause confusion at best and legal problems at worst. The Board has therefore taken steps to update the Articles, drawing on advice from a Sport Wales consultant and our solicitors, Dolmans, and can now commend the new Articles to the membership. A Special Resolution to adopt these Articles will be put to the EGM on 28 January 2011. They are available for download along with a Q&A document from the Welsh Cycling website.

3. New appointments at Welsh Cycling

We are pleased to announce three new appointments at Welsh Cycling:

Chris Landon has now taken over the post of Chairman. Many of you will know Chris from his previous time in the Chair and from his voluntary work in Welsh Cycling over the last ten yearsLiz Slater has been appointed to the Board as a Director to serve until the AGM. Liz has been active in the sport for many years and is currently closely involved in cyclo-crossMarcus Kingwell has been appointed as Interim Executive. Marcus will lead staff at Welsh Cycling’s HQ prior to the appointment of a permanent Chief Executive in the spring of 2012. Marcus’s background is in sports consultancy and management and he has worked with governing bodies, clubs and local authorities on numerous sports projects.


Actions and deadlines:

1. Nominations for club representatives to attend the AGM and EGM
By 5.00pm on Friday 13 January 2012

2. Nominations for President and four other Directors
By 5.00pm on Friday 13 January 2012

3. Nominations for proxy representatives
By 11.00am on Thursday 26 January 2012

I look forward to seeing you all on 28 January 2012.

Chris Landon

Chair of Welsh Cycling

Documents available for download:

Return Slip for club nominations

Return Slip for Director and President nominations

Return Slip PROXY Vote

Agenda for the AGM

Agenda for the EGM, including the Special Resolution

2011 Club membership report

Revised Articles of Association

Q&A Revisions to Welsh Cycling’s Articles

Abbreviated Accounts 2011

Welsh Cycling Annual Report