Annual AGM Process

1. Notice of AGM

• The AGM must be scheduled annually, with at least 3 weeks written notice provided to all club members.
• The agenda, including details of committee positions up for election, should be circulated at least 3 days prior to the meeting.

2. Attendance and Participation

• Only members in good standing (i.e., those with fully paid membership dues) are eligible to attend the AGM, participate in discussions, and vote.
• Proxy attendance or voting is not permitted.

3. Nominations for Committee Positions

• Nominations for committee positions will take place during the AGM.
• Each nomination must be proposed and seconded by members in good standing present at the meeting.
• Nominees must be present at the AGM to accept their nomination and confirm their willingness to serve on the committee.
• If no valid nominations are made for a position during the AGM, the role may remain vacant until filled at a later date by a vote of the committee.

4. Restrictions on Committee Eligibility

• Acting coaches within the club are ineligible to serve on the committee. This rule applies to both voluntary and paid coaching roles as agreed by the committee in November 2024.
• All nominees must comply with the club’s code of conduct and meet any other eligibility criteria outlined in the club constitution.

5. Election Process

• Elections for committee positions will be conducted during the AGM by being proposed and then seconded by the members in attendance.
• Each position will be elected individually, starting with the main officer roles and proceeding to additional members.
• In the event of multiple nominations, a second vote will be held. If the tie persists, the chairperson of the meeting will have the deciding vote.

6. Roles and Responsibilities of the Committee

• Chairperson: Oversees committee operations and chairs meetings.
• Secretary: Manages club records and correspondence.
• Vice Secretary: Assists the Secretary and acts in their absence.
• Vice Chairperson: Supports the Chairperson and chairs meetings in their absence.
• Public Relations Officer (PRO): Handles external communication and promotes club activities.
• Female Captain: Represents female club members and encourages participation. Will liaise with coaching team on training plans.
• Male Captain: Represents male club members and encourages participation. Will liaise with coaching team on training plans.
• Events Coordinator: Will liaise with the committee and coaching teams to help arrange and deliver a range of events across the club.
• Treasurer: Manages club finances and prepares annual accounts.
• Safeguarding Officer (Female): Ensures the welfare of female members, particularly minors and vulnerable individuals.
• Safeguarding Officer (Male): Ensures the welfare of male members, particularly minors and vulnerable individuals.
• Half Marathon Committee Delegate (Honorary Role): Liaises with external committees and represents the club’s interests.
• Additional Committee Members: Provide support for the club’s activities and initiatives.
• The sitting committee will appraise the functionality and may alter the number of positions to be filled, prior to the next AGM.
• As a result of a growing number if junior members, the committee created the role of Junior Development Officer for the remainder of the 2024-25 year.

7. Amendments to the Rules

• Any changes to these rules must be approved by a majority vote at the AGM or an Extraordinary General Meeting (EGM).

8. Record Keeping

• Minutes of the AGM must be taken by the Secretary or a designated minute-taker and approved at the next meeting. The minutes should include the outcomes of all votes.

Approved by: Omagh Harriers A.C. Committee
Date: December 2024