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Notice of Extraordinary General Meeting - 18 August 2018

posted 31 Jul 2018, 07:55 by Phil Shemmings   [ updated 31 Jul 2018, 08:18 ]
There is an issue that faces the club that the Committee felt could not wait until the next Annual General Meeting in 2019. Therefore we are holding an Extraordinary General Meeting (EGM) on Saturday 18 August at 6.30pm in Hayes Village Hall.

What's being proposed?

In brief we are looking to change the club's structure from its current form (an unincorporated association) to a new incorporated structure (a Company Limited by Guarantee). 

Why do we need to change?

The main reason for this proposed change is that as an unincorporated association Bigfoot Go-Ride is not a separate legal entity, and cannot enter into contracts or own assets. 

This means that individual committee members have to enter into contracts and hold assets on behalf of the club. This includes venue hire and ownership of club bikes and equipment.

Consequently these individual committee members may be held personally liable for any breaches of those contracts, and they may be held liable for other claims against the club as well. 

As the size and scope of operation of the club has grown considerably in recent years we no longer feel that it is reasonable for volunteers to take on this level of responsibility and to be potentially held personally liable for club activities.

What difference will it make?

Incorporating Bigfoot Go-Ride as a Company Limited by Guarantee would mean that the club could enter into contracts and own assets in its own right. The club would directly take on the associated responsibilities and liabilities, without burdening any committee members or volunteers.

Under the proposed new structure, the club would still operate on a voluntary, non-profit making basis.

Where can I find out more?

You can download a more detailed explanation of the proposal and the process, along with a formal notice of the EGM motions in the document below.

You can also find a very useful summary of different sports club structures here:

Please come along to the EGM and vote on the club's future structure

We very much welcome as many people as possible to attend our EGM and to vote on this important proposal.

Who can attend and vote?

  • each of our child / youth members, accompanied by their parent, carer or guardian (their parent, carer or guardian is to vote on their behalf)
  • any active adult volunteer with the club (whether coach, welfare officer, ride captain or in any other capacity)
If you are both an active adult volunteer and have children at the club – you may vote once for each child and once as an active adult volunteer.
To secure your ability to vote (and help us have an idea of numbers attending the EGM), please click on the link below:

Phil Shemmings,
31 Jul 2018, 07:55