OB Society AGM 2020

THE SOCIETY OF OLD BRENTWOODS - NOTICE OF ANNUAL GENERAL MEETING (AGM)

THE ANNUAL GENERAL MEETING OF THE SOCIETY will be held at the Memorial Hall, Brentwood School on Saturday, 12 September 2020 at 12 noon.

OB AGM 2020 Secretary's Report
OB AGM 2020 Accounts 2019-20
2019 AGM Minutes
Brentwood School Long Term Strategy

Attendance in person will be restricted to 15 members. If you wish to attend the meeting in person, please notify Simon Boon at simonboon@btinternet.com and Simon will confirm if a place has been reserved for you. Attendees should park in the Chapel Car Park and enter and exit the Memorial Hall via the new Reception. PLEASE DO NOT TURN UP AT THE SCHOOL UNLESS YOU HAVE A CONFIRMED PLACE.

Alternatively, you may attend the Annual General Meeting virtually using ZOOM. Please sign in by 11.55am and use the following link:

https://us02web.zoom.us/j/6395910188?pwd=eUhGV1ZZSGRvVWxnS2hvSnl0aHorQT09

Meeting ID: 639 591 0188

Passcode: 8RhGaR

If you have any problems accessing the meeting electronically, please call Simon Boon on 07968 558887.

AGENDA

1. Authorisation of the Society to hold the Annual General Meeting electronically.

2. Adoption of the minutes of the Annual General Meeting held on 14 September 2019.

3. Adoption of the Secretary’s Report.

4. Adoption of the Treasurer’s Report.

5. Report from the Chairman of the Board: 

6. 1. on the current financial status of the Society and the condition of the clubhouse and facilities;

6. 2. proposing a resolution to ratify the Board’s decision to apply for a loan under the CBILS pursuant to Rule 13.1;

6. 3. explaining the Board’s decision to appoint Kevin Boom to manage the Society’s accounts.  

6. Resolution to temporarily change Rule 11.1 to extend the term of the current President to 18 months until 31 March 2021 and to approve the term of the President Elect from 1 April 2021 until the 2022 AGM.

7. Election of the Board:

8. 1. Chairperson

   2. Secretary

   3. Treasurer

   4. Membership Secretary

   5. Elected Trustee

   6. Editor

   7. School Liaison Officer

   8. Elected Board Members (maximum of 6)

8. Election of Vice Presidents.

9. Announcement of the President Elect.

10. Appointment of Auditor.

11. Report from the Headmaster. 

12. Any other business.

If a member intends to attend the meeting online, please pre-register by confirming your attendance to the Secretary no later than 12 noon on 11 September 2020 at ajmcilwraith@btinternet.com.

Where possible, members should send any questions relating to the business of the Annual General Meeting to the Secretary in advance of the meeting at ajmcilwraith@btinternet.com.

All members attending the meeting online will have an opportunity to speak when invited to do so by the Chairperson.

All votes will be taken by a poll.

TO VOTE BY PROXY please use the Form of Proxy below.

Alastair McIlwraith, Secretary

FORM OF PROXY

FOR USE AT A GENERAL MEETING

APPOINTMENT OF PROXY

I …………………………………………………………………………, being a member of the Society of Old Brentwoods of Ashwells Road, Bentley, Brentwood, Essex (the “Society”),

APPOINT the chair of the meeting or……………………………......................................of …………………………………………………………………………………………………………...as my proxy to speak and vote on my behalf at the Annual General Meeting of the Society to be held on 12 September 2020 and at any adjournment of the meeting.

Before completing this proxy, please read the explanatory notes below.

NOTES

1. As a member of the Society, you are entitled to appoint a proxy or proxies to exercise all or any of your rights to attend, speak and vote at a general meeting of the Society. You can only appoint a proxy using the procedures set out in these notes.

2. Appointment of a proxy does not preclude you from attending the meeting and voting in person. If you have appointed a proxy and attend the meeting in person and vote, your proxy appointment will automatically be terminated.

3. A proxy must be a member of the Society and must attend the meeting to represent you. If you wish to appoint a proxy other than the chair of the meeting, insert their full name in the relevant space. If you leave this space blank, the chair of the meeting will be appointed your proxy. Where you appoint as your proxy someone other than the chair, you are responsible for ensuring that they attend the meeting and are aware of your voting intentions. If you wish your proxy to make any comments on your behalf, you will need to appoint someone other than the chair and give them the relevant instructions directly.

4. To appoint a proxy using this form, the form must be:

   1. completed and signed;

   2. sent or delivered to the Secretary at 12 Newlands Close, Hutton, Brentwood, Essex CM13 2SD; and

   3. received by the Secretary no later than 12 noon on 11 September 2020.

5. As an alternative to completing this hard-copy proxy form, you can appoint a proxy electronically by sending a copy of the form completed and signed to the Secretary at ajmcilwraith@btinternet.com. For an electronic proxy appointment to be valid, your appointment must be received by the Secretary no later than 12 noon on 11 September 2020.