Paviors Rugby Football Club Limited

Annual General Meeting

Monday 28^th July 2025

The Clubhouse Burntstump 7.00 pm

Paviors RFC Limited is a company limited by guarantee and notice is hereby given that the Annual General Meeting (AGM) will take place on Monday 28th July 2025 at 7.00 pm. Please note that the AGM of Paviors Sports Club Limited will take place at the same meeting. Note that only members may attend the meeting. Only those members who have held membership of the club for a minimum of twelve months may vote at the AGM.

A member of Paviors RFC is automatically a member of Paviors Sports Club. Parents of children below the age of 18 who pay subscriptions on their behalf are members of the Club and are entitled to attend and vote subject to having held membership for the period described above.

Members may appoint a proxy to vote on their behalf at the AGM. Proxies may only be validly appointed by written notice to the Company Secretary signed by the member appointing the proxy. Any such notices must be received by the Company Secretary on or before June 30^th 2025. The written notice must contain the name and address of the member appointing the proxy, must identify the person appointed and specify the date of the meeting at which the proxy vote may be exercised.

The agenda is as follows:

1. Record Apologies for absence and remember old friends.
2. Approve and adopt the minutes of the AGM which took place on July 8^th 2024 which will be circulated prior to the meeting.
3. Adopt the Chair’s report, published prior to the meeting, summarising the Club’s current position.
4. Adopt the report of the Director of Rugby published prior to the meeting.
5. Adopt the report of the Chair of the Girls and Ladies section published prior to the meeting.
6. Adopt the reports of the Chairs of the Mini and Junior sections published prior to the meeting.
7. Approve the draft accounts, published prior to the meeting.
8. Election of members of the Board for the forthcoming year 2025/26 noting that all current directors have agreed to stand for re-election. The current directors are detailed below:

Chair – Chris Eggleshaw

Treasurer – Phil Molyneux

Secretary – Chris Eggleshaw

Facilities – Graham Turner

Director of Rugby – Pat Billam

President – Boyd Elliott

Whilst the role of President is an honorary position it is still subject to the same process as the election of directors.

Should a member wish to stand as a candidate for any of the positions described above the procedure for nomination is as follows. All  nominations should be received by the Secretary by June 30th 2025. Any such nominations should include the name of the candidate, the position which the candidate wishes to stand for, the member proposing the candidate and a member seconding that proposal. A member may only nominate or second one candidate for each position. Members wishing to stand, propose or second must have held membership of the Club for a minimum of twelve months.

Candidates should note that they will be required to speak at the meeting outlining their credentials for the position they have been nominated for. The extant director will have a similar opportunity to address the meeting. Following this, a vote will take place to determine whom is elected. For the avoidance of doubt only those members attending the meeting will be able to cast a vote.

In the event that additional candidates are nominated the Secretary will circulate a list of nominees prior to the meeting.

9. Re-elect ‘en bloc’ current vice-presidents and consider new nominations for election. Any new nominations should be received by the Secretary by June 30th 2025. The Secretary will circulate a list of nominees prior to the meeting. Any such nominations should include the name of the candidate, the member proposing the candidate and a member seconding that proposal, along with supporting information evidencing the suitability of the nominee by way of contribution to the Club.
10. Appoint auditors for 2025/26.
11. Set the level of subscriptions for 2025/26. The board will propose the cost of a subscription for forthcoming season and this will be notified to members prior to the meeting.
12. Any Other Business – members wishing to raise any other matters for discussion or propose resolutions of any sort should notify the Secretary by June 30^th Such notices should include sufficient information to allow members to consider the matter being raised or proposed resolution prior to the meeting. Matters raised after that date will not be discussed at the meeting.

Chris Eggleshaw

Company Secretary

Date  12^th May   2025