Notice of The Annual General Meeting
Notice is hereby given that the Annual General Meeting of The Vintage Motor Cycle Club Limited (the “Company”) will be held at The Heritage Motor Centre, Banbury Road, Gaydon, Warkwickshire, CV35 0BJ on Sunday 12th April 2015 at 11:00am to transact the following business:
1. Welcome to all Members present at the Meeting by the president, Mr T Penn
2. To read the Notice convening the meeting.
3. To remember with respect those Members who have passed away during the last year.
4. To record apologies for absence.
5. To elect Scrutineers.
6. To receive and, if approved, confirm the minutes of the Annual General Meeting held on the 6th April 2014.
7. To consider Matters arising from those Minutes which are not otherwise included in this Notice.
8. To receive the 2014 Annual Report, including Chairman’ report, Auditors’ report, Financial Controllers report and financial statements, for the financial year ending 30th September 2014.
9. To re-appoint Wynniatt-Husey as auditors of the Company until the conclusion of the next annual general meeting of the Company.
10. To authorise the Directors to determine the auditors' remuneration.
11. Presentation of Major Awards
The Dreadnought Trophy:
Presented for an outstanding effort on a veteran or vintage machine.
The Harry Knight Trophy:
Presented for the best performance of the year on a veteran machine.
The Harry Mack Trophy:
Presented for an outstanding achievement on a sidecar outfit.
The John Griffith Salver:
Presented for outstanding activities within the Club.
The E. E. Thompson Award:
Presented for outstanding efforts in promoting or organising Club activities.
The H. O. Burton Award:
Presented for an outstanding riding performance by a Club member using a post 1930 machine.
The Bob Currie Memorial Award:
Presented to one who, in the opinion of his peers, has made a significant
contribution to the world of motorcycling “in the Bob Currie tradition”. For this award a citation is required.
The Mrs Daphne Hedington Dent Memorial Trophy:
Presented to a VMCC member under the age of 25 years who consistently rides in Club events
The Syd Plevin Trophy:
Presented to a VMCC member for outstanding work within a section of the Club.
The Footman James Spirit of the Club Award:
Presented to a member who, in the opinion of his peers, operates and helps in the background who would in some cases go unrecognised for all their efforts in helping the club.
12. Presentation of Special Awards
13. To announce the President Elect for 2015/2016 – Rodney Hann
14. To announce the Management Committee for 2015/2016
15. To appoint as Honorary Member – Annice Collett
16. To consider and adopt the revised Articles of Association.
17. To consider and adopt the revised layout of Accounts.
18. To receive proposals from Members/Sections:
18.1 That the management expenses of the VMCC should not normally exceed the
spend of last year plus 5%, and that if there is an extra spend above this
level, this must be fully explained to the satisfaction of the membership
either in the journal/website or in person at the AGM.
Proposed by: North Cotswold Section.
By order of the Board
Chairman and Director
The Vintage Motor Cycle Club Limited. Registered Office: Allen House, Wetmore Road, Burton On Trent, Staffordshire. DE14 1TR. Registered in England No. 1570648
Notes to the Notice of Annual General Meeting
Appointment of proxies
As a member of the Company, you are entitled to appoint a proxy to exercise all or any of your rights to attend, speak and vote at the Meeting and you should have received a proxy form with this notice of meeting. You can only appoint a proxy using the procedures set out in these notes and any notes on the proxy form.
A proxy does not need to be a member of the Company but must attend the Meeting to represent you. Details of how to appoint the Chairman of the Meeting or another person as your proxy using the proxy form are set out in the notes to the proxy form. If you wish your proxy to speak on your behalf at the Meeting you will need to appoint your own choice of proxy (not the Chairman) and give your instructions directly to them.
Your proxy must vote as you instruct and must attend the Meeting for your vote to be counted. Appointing a proxy does not preclude you from attending the Meeting and voting in person.
Appointment of proxy using hard copy proxy form
3. The notes to the proxy form explain how to direct your proxy how to vote on each resolution.
To appoint a proxy using the proxy form, the form must be:
· completed and signed;
· sent or delivered to the Company at Allen House, Wetmore Road, Burton on Trent, Staffordshire, DE14 1TR; and
· received by the Company no later than 11am Friday 10th April 2015.
Any power of attorney or any other authority under which the proxy form is signed (or a duly certified copy of such power or authority) must be included with the proxy form.
Changing proxy instructions
4. To change your proxy instructions simply submit a new proxy appointment using the methods set out above. Note that the cut-off time for receipt of proxy appointments (see above) also apply in relation to amended instructions; any amended proxy appointment received after the relevant cut-off time will be disregarded.
If you submit more than one valid proxy appointment, the appointment received last before the latest time for the receipt of proxies will take precedence.
Termination of proxy appointments
5. In order to revoke a proxy instruction you will need to inform the Company using one of the following methods:
· By sending a signed hard copy notice clearly stating your intention to revoke your proxy appointment to Allen House, Wetmore Road, Burton on Trent, Staffordshire, DE14 1TR. Any power of attorney or any other authority under which the revocation notice is signed (or a duly certified copy of such power or authority) must be included with the revocation notice.
The revocation notice must be received by the Company no later than 11am Friday 10th April 2015.
If you attempt to revoke your proxy appointment but the revocation is received after the time specified then, subject to the paragraph directly below, your proxy appointment will remain valid.
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, your proxy appointment will require notification along with the registrar of the meeting.
10. Except as provided above, members who have general queries about the Meeting should contact the General Manager at Head Office.
You may not use any electronic address provided either:
· in this notice of the annual general meeting; or
· any related documents (including the proxy form),
to communicate with the Company for any purposes other than those expressly stated.
Ordinary and Special Resolutions
Agenda items 8, 9, 10 and 15 are proposed as ordinary resolutions. This means that for each of those Resolutions to be passed, more than half of the votes cast must be in favour of the Resolution.
Agenda items 16 to 18.1 (inclusive) are proposed as special resolutions. This means that for each of those Resolutions to be passed, it must be passed by a majority of at least 75% of the votes cast.