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Hampshire Rugby Football Union Limited 45 Dunkeld Road Gosport Hants PO12 4NJ

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Hampshire Rugby Football Union Limited 45 Dunkeld Road Gosport Hants PO12 4NJ ANNUAL GENERAL MEETING 2021 To be held at Portsmouth RFC and ONLINE via ZOOM th On WEDNESDAY 7 JULY at 19:00 To: Members of the current Management Board The Honorary Secretary of each Member Club The ANNUAL GENERAL MEETING will be held at Portsmouth RFC and Online using the Zoom Conferencing Platform on WEDNESDAY 7 JULY 2021 at 1900 All Member Clubs are requested to ask a representative to join the meeting. Each Member Club has one vote at General Meetings, this will be done via the Proxy form sent to you along with this agenda. The Members of the Management Board also have a proxy vote. Associate Clubs and all Associates of the Union are invited to attend in a non-voting capacity Yours sincerely Mrs. Julie Greenslade Executive Director 30 June 2021 Please send completed Proxy Voting Forms, club apologies for absence and any questions regarding the report by Monday July 5th to [email protected] or by post to The Executive Director Hampshire Rugby Football Union Limited 45 Dunkeld Road Gosport Hants PO12 4NJ Hampshire Rugby Football Union Limited - Registered in England and Wales - Registered Number 29102R AGENDA 1. To receive apologies for absence. 3. To consider and approve the Minutes of the 2. TO CONSIDER AND, IF THOUGHT FIT, PASS Annual General Meeting held on 8 July 2020 AS SPECIAL RESOLUTIONS THESE AMENDMENTS AND ALTERATIONS TO THE 4. To consider and approve the Minutes of the RULES Annual Financial General Meeting held on Note 1: All Resolutions are proposed by the 23 November 2020 Management Board 5. To receive a report from the Executive Note 2: Rule 7.6 states Director for season 2020-2021 ‘7.6 All resolutions shall be decided by a simple majority vote, unless otherwise provided by these 6. To receive a Financial Report rule or the Act.’ 7. To consider a Resolution disapplying the And the Rules do so provide at Rule 10.1 provisions of the Act, relating to the All changes / additions are in bold and italic. obligation to appoint Auditors RESOLUTION 1 The Management Board proposes that the 7.1 All General Meetings shall be held at such Accounts for the year from 1 July 2021 to location within the geographical region of the 30 June 2022 be subjected to an Constituent Body as the Board may determine and Accountant’s Report and that the any such meeting other than an Annual General requirement for a full professional audit be meeting shall be called a Special General Meeting. dispensed with. If circumstances (e.g. Pandemic) do not allow for a physical meeting to be held then a virtual meeting may be held in place of it. This resolution will continue to be reviewed but will apply each year until any law changes necessitate a RESOLUTION 2 different form of reporting. 32 SCHEDULE OF DEFINITIONS (new additions) 8. To appoint the Reporting Accountants for 2021-2022 “Pandemic” means “an epidemic occurring worldwide, or over a very wide area, The Management Board recommends crossing international boundaries and usually Rothman Pantall LLP Eastleigh be affecting a large number of people”. appointed. “Virtual” means not physically 9. To elect the Management Board for existing as such but made by software to appear 2021- 2022 to do so. RESOLUTION 3 The nominations are: D.R. HORNBLOW President The Board shall be empowered to make all . Dr E. NEVILLE Deputy President consequential amendments to the Rules as may be Dr. E. NEVILLE Board Chair necessary as a result of passing any or all of the R.D. SHOWAN Finance Chair foregoing proposed alterations or as may be M. CASTLE Club Development Chair required by the Financial Conduct Authority. G. SELF Game Development Chair And as Representative of the Member Clubs: Wayne Hausen (Tottonians RFC) Nominated by Miles Northover (Secretary, Tottonians RFC) Rob Matthews (Havant RFC) Nominated by Julie Milford (Secretary, Havant RFC) Note T. BURWELL as the elected RFU representative, Mrs. J. GREENSLADE as the appointed Executive Director and T. ALLEN as the appointed Manager of Club Hampshire Who will also be Voting Members of the Management Board 10. To hear any other matter for the consideration of the Management Board during the ensuing year but on which no voting shall be allowed. Hampshire Rugby Football Union Limited Annual Report – 2020-2021 I think I can safely say that we have just experience a rugby season like no other before us! Lockdowns stretched for most of the season and rugby was only interspersed at points when activity was permitted. I think everyone has been well and truly tested, however, I do believe that our clubs have come out of this season intact and raring to go as well as being financially sound. These have certainly been challenging times and I have been ensuring that any information from the RFU gets out to all the clubs as soon as possible to assist them. To catch all demographics we have been using email, website, Facebook Page and Group and Twitter to get the messages out there. The team in the County Office have been continuing to work hard for our Hampshire clubs and schools and are doing our best to make Hampshire a leading Constituent Body (CB). Hampshire Rugby and its Clubs are fortunate to have the incredible support of its volunteer members, without whom rugby in Hampshire would just not happen. I would therefore like to thank all the officials, club volunteers whether it be a manager, coach or parent; who stand on the touchline in all weathers, and of course the players themselves from U6s and upwards who commit to their clubs so that they can enjoy the game we all love and enjoy. No Club, School or County competitions took place this season due to the Covid restrictions. We did however have success in the County with some of our Ex Hampshire players taking to the stage in the men’s and women’s Six Nations tournaments. In the women’s six nations we had a first cap for Donna Rose ex Trojans, and on one weekend had 5 ex Hampshire women players playing in the tournament, a proud moment. Mark Castle our Club Development Chair has been busy ensuring that clubs access as much money as they can from rate rebates, grants and loans. Thank you to Nicola McCombe (RFU Club Developer ) and Mark for doing this so effectively. The Game Development Committee has been run by Gary Self. It has been a frustrating season for all the Sub Committees within this Committee, to keep in touch we have been having meetings almost every month to keep up to speed with the ever changing Covid climate. The safeguarding team has been run very well this season by Sarah Whatmore, who has expanded her safeguarding team and with the help of our new Diversity and Inclusion lead Mat Mason-Hames put on some much needed Mental Health training for our clubs. We have recently been audited by the RFU on our Safeguarding and can proudly say we had green lights all the way, so a big thank you to Sarah and her team. Thank you to everyone in all the Sub Committees for all the hard work this season. Hampshire rugby are always striving for better communication with its clubs and schools by using email, website, Facebook, Twitter. Hopefully you will all have had a chance to see the new website using Pitchero which is a vast improvement on the old website. Communication is key but this goes two ways, so please ensure ALL your clubs GMS golden roles are kept up to date throughout the season and especially before September 2021. Here are the ways you can access our social media... Twitter - @HampshireRFU Facebook page - https://www.facebook.com/HampshireRFU Facebook closed information group - https://www.facebook.com/groups/www.hampshirerugby.co.uk Instagram - https://www.instagram.com/hampshire_rfu_official/?hl=en-gb Sadly, I also need to record the deaths of the following... 2020-2021 Pete Stedman Andover RFC Jul-20 Julian Davies Havant RFC Aug-20 Cameron Knouwds Havant RFC Oct-20 Steve Allen Havant RFC Oct-20 Alan Lear Gosport & Fareham RFC Nov-20 Richard Hart Andover RFC Nov-20 John Kemp Surrey RFU Nov-20 Aaron Page Trojans RFC Nov-20 Arthur Bowden Dorset & Wilts RFU Jan-21 Richard Rowledge Alton RFC Jan-21 Brian Tanner Ellingham & Ringwood RFC Jan-21 Chris Venn Havant RFC Jan-21 Ricky Rowledge Alton RFC Jan-21 Pete 'Wally Purver Andover RFC Jan-21 Rob Golding Andover RFC Feb-21 J.G. Evans CBE TD Basingstoke RFC / Hampshire VP Feb-21 John "Ripper" Reade Fawley RFC Mar-21 Jordan Waters Trojans FC women Mar-21 Bob Conway Fawley RFC Apr-21 Roger Nichols Portsmouth RFC Apr-21 Keith MacDonald-Miller Havant RFC May-21 James Byrnes Andover RFC May-21 Luke Lispcombe Petersfield RFC June-21 My apologies if I have missed anyone; please email details to the County Office. I also would like to thank Adam Cottingham our RFU CB Relationship manager and Nicola McCombe our RFU Club Developer providing support and assistance when required. Finally, I would like to thank the Management Board for the support that they have given me over the season in office as Executive Director, and also huge thanks goes to my right hand person in the office – Georgia. Julie Greenslade Executive Director FINANCE REPORT 2020-21 I am shortly to complete my fifth year as Finance Chair, and at last, I now feel as though I am beginning to have a better understanding of the financial situation as a whole, and of the financial workings of The RFU in particular! Once again, my thanks to my predecessor, Jed Stone, for his willingness, always, to offer help and advice, and my special thanks to our Executive Director, Julie Greenslade, and to members of The Board, for their support on all financial matters.
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