Fencing North Annual General Meeting - 2014
Wednesday 3rd December 2014, 7.30pm
Meadowbank Community Centre
Notice is given that Fencing North's AGM for the year shall be held on the 3rd December 2014 at 7.30pm in the Meadowbank Community Centre, 29 St Johns Rd.
All Fencing North members are encouraged to attend this meeting
- Present / Apologies
- Confirmation of minutes of the previous AGM
- Matters arising from previous AGM
- President's report
- Vice-President's report
- Secretary's report
- Treasurer's report
- Election of the Executive Officers
- Setting of fees for 2015
Description of Executive Officer Roles:
The President presides at all Fencing North meetings. The President also represent's Fencing North at the Fencing New Zealand Board. The President shall ensure that all proper records of Fencing North's business are kept by the Secretary and that proper financial records are kept by the Treasurer. In situations where voting at Fencing North meetings is tied, the President will have the casting vote.
The Vice-President acts on behalf of the President in meetings where the President cannot be present.
The Treasurer is responsible for the financial affairs of Fencing North.
It is the duty of the Treasurer to file balance sheets and accounts with the Companies Office (Incorporated Societies) and to arrange for the IT manager to keep updated information about Fencing North held by Incorporated Societies.
Other duties include the banking of Affiliations, Entry fees, and any other monies coming to Fencing North eg Grants, Donations, Sales of equipment etc. All income must be recorded and the Treasurer is to keep a cash book and receipt book with detailed information on all deposits. The Treasurer is also responsible for maintaining an up to date record (the Fencers' Register) of all fencers affiliated to Fencing North.
The Treasurer must attend the monthly Committee meetings of Fencing North held on the first Wednesday of each month commencing in February 2015 until the AGM at the end of the year. The Treasurer's role at these meetings is to provide an updated financial statement for the organisation and to provide a breakdown of all income and invoices paid during the past month and to obtain instructions as to the disposition of financial matters for the month following. The Fencing Register must be available for these meetings.
All payments made from Fencing North accounts must be made by the Treasurer, no-one else.
At the Annual General Meeting the Treasurer is to present the Financial Report and Balance Sheet to the meeting and be prepared to answer any questions arising.
The Secretary shall keep a record of all Fencing North meetings. The Secretary shall also be responsible for proper keeping of all correspondence, and the records relating to the business and affairs of Fencing North.