Important AGM Information

The AGM will be held on 14th November 2013

Things are going to be a little different this year, due to our Treasurer being on the other side of the World when the meeting takes place.

The Committee will, as normal, all be stepping down at the end of the meeting, where upon we will vote in the new years committee, but ​instead of that embarrassing moment when we ask "Who would like to stand for the position of ...", we have decided to give you lots of advanced notice and will be asking you to tell Lynne before the 4th November of your interest in standing. A ballot sheet will be drawn up of all the people who want to be considered for the posts of chair, Secretary and Treasurer and that ballot will be send to any members that cannot attend the meeting, so they can email in their votes in advance. There are two main reasons we want to do it this way, one, because often members that work shift patterns cannot be at the meeting and therefore do not get to stand or vote, and we feel this is unfair on them. Secondly, because we feel some members don't like to blow their own trumpets in a public meeting and are too shy (for want of a better word) to ask to stand. There is a list of responsibilities each position holds below. You can read them and decide if you wish to stand. Please be aware that if you do stand for a position, and you get voted in, you will be expected to do the work that goes with that role. There is an estimated average time each position takes a week on each description.

We are also asking you in advance if you have topics you want discussed at the AGM. See list below of the topics that the committee would like to bring up. If you want anything else added let Lynne know as soon as possible please.

Agenda discussion topics

• Changing the committee to have an odd number of members so there cannot be a hung vote.
• Feedback on what people felt did and didn't work in the last year.
• What would you like to see ENI doing in the year to come?
• How people would like to be reminded of unpaid weekly fees.
• Ideas of how to attract new members.
• Changes to the way events are set up and run.
• Monthly newsletter and Mailing lists.
• Regular monthly committee meetings.
• Opening time, should it stay at 7pm?
• First Aid.
• Health and safety.

Committee Members Responsibilities

Chair:-
1 1/2 hours per week.

• Responsible for the smooth running of the club.
• Keep club members informed of everything going on within the club.
• Covering or re-allocating work for committee members that are absent/ill/having problems with their duties.
• Run the lending library, processing and keeping record of equipment going out and coming back in.
• keeping Facebook group and blog news page up to date.
• Increase awareness in local community what ENI is all about.
• Be the contact point for club members requesting master classes/training.
• Find venues and tutors for master classes requested by club members.
• Deal with complaints
• Chair monthly meetings

Treasurer:-
15-40 minutes per week.

• Keep weekly club attendance records up to date with who has and hasn't paid.
• Keep accurate records of money taken each week.
• Keep accurate records of club expenditure.
• Keep and file receipts for all payments made by the club.
• Bank Money (or arrange for another committee member to do so)
• Pay the monthly rent for the venue from club funds and pay club invoices.
• Attend short monthly meetings and keep committee updated on the accounts and any problems.

Secretary:-
20-30 minutes per week.

• Keep members records up to date and safe.
• Add new members details as they join.
• Deal with correspondence to and from ENI
• Apply for grants and deal with responses from the grant bodies.
• Keep the minutes for all meetings and provide copies of them to all committee members. This can be digitally.
• Holding records of any complaints made within the group.
• Attend monthly meetings to report to committee any mail, grant replies, etc.

Events Organiser:-
Hours per week are very flexible depending on up coming events.
This post may no longer exist after the AGM.

• Find events for ENI to attend.
• Arrange ENI parties/gatherings.
• Be the contact point for events we are requested to attend by outside bodies.
• Bring all requests before the club for the members to vote if they wish to be involved in each events.
• Organise and inform members where they are supposed to be, and at what time. Insure they know what they need to bring with them and all the health and safety information for the event.
• Confirm with the event organisers that their insurance covers ENI for the whole event.
• Write risk assessment for external venues if required.
• Attend short monthly meetings and keep the committee update on any up coming events and requests.