·         Brief welcome/health & safety

·         Club rollcall  & apologies

·         Chairmans opening remarks

·         Secretary’s opening remarks

·         Minutes of 2014 & matters arising

·         Questions on officers reports

• Feedback from regional meetings

• Networking & discussion groups and coffee at 10:30

An opportunity to network with members. You may wish to get together with officers from other clubs to discuss the proposals from the Regional Gatherings, the workings of the AIVC Address list or discuss any other topics that are relevant or of concern to your club to see how others are managing matters.

• Considerations of motions submitted (see appendix)

12:45 1:00 pm (If time otherwise on Sunday)

• Location of next year’s conference

• Brief Welcome
• Election of officers

• Review of 2014 accounts
• Appointment of auditor

• 2015 budget and provisional 2016 Budget

             General Levy

·         Ivy chicken

·         Closing remarks

MOTIONS FOR THE AIVC 2015 CONFERENCE AGM

Motion 1 – Amendment to financial voting powers at Conference 

This motion will amend Article 34 of the AIVC Constitution as follows to ensure  financial voting strengths at Conference reflect the current club membership numbers.

Replace the existing wording for Article 34 of the AIVC Constitution as follows: 

“34. On motions affecting finance, Clubs shall have votes related to their membership. There shall be two votes for the first 200 members or part thereof, and one additional vote for each further 100 members or part thereof up to a total of 1000 members. There shall be one more additional vote for each further 200 members or part thereof above 1000.

This is set out in the following table;

                        1 - 200             2

                        201 - 1000       2 + 1 per 100 or part thereof

                        1001 or more   10 + 1 per 200 or part thereof.”

“34. On motions affecting finance, Clubs shall have votes related to their membership. There shall be two votes for the first 100 members or part thereof, and one additional vote for each further 50 members or part thereof up to a total of 200. There shall be one more additional vote for each further 100 members or part thereof above 200.

This is set out in the following table;

                        1-100               2 votes

                        101-200           2+1 per 50 members or part thereof

                        201 +               4 + 1 per 100 or part thereof”

Motion 2 – Amendment to levy rates for larger clubs 

This motion will amend Article 50 of the AIVC Constitution as follows to ensure the levy liabilities of the larger clubs to the Association also reflect their financial votes. 

Replace the existing wording for Article 50 of the AIVC Constitution as follows: 

“50. Dues and levies upon member Clubs, and dates for payment, shall be fixed by a General Meeting of the Association. They shall be proportional to the membership of a Club, except that Clubs with over 1000 members shall pay half rates for any members after the first 1000.”

“Dues and levies upon member Clubs, and dates for payment, shall be fixed by a General Meeting of the Association. They shall be proportional to the membership of a Club, except that Clubs with over 200 members shall pay half rates for any members after the first 200”.

Motion 3 – Amendment to set a maximum number of AIVC Officers 

This motion will amend Article 15 of the AIVC Constitution and is designed to promote the decentralisation of the AIVC organisation.  The change is intended to encourage member Clubs to take a more proactive role in the provision of services that are currently provided by the AIVC Committee and thereby containing costs. 

The intention being that some years may not require an extra officer and that the committee if they need one should justify the role of the extra officer to the AGM. 

Replace the existing wording for Article 15 as follows: 

“15. Such other Officers as the Association may require may also be elected with specific responsibilities.”

"15. One other officer may be elected to the executive committee, if required, subject to review at the AGM."

AMENDMENT
"15. Two other officers may be elected IN ADDITION TO the executive committee, if required, subject to review at the AGM."

MOTIONS ARISING FROM THE REGIONAL GATHERINGS

The following additional motions are proposed by the AIVC Committee as a reflection of the opinions expressed by attendees at the AIVC Regional Gatherings in Bristol and London.

Motion 4 – Amendment to range of permitted dates for the AIVC Conference AGM

This motion permits a much wider range of dates to the organising club for the AIVC Conference.  This enables the host club to take advantage of cost effective accommodation at Universities and Colleges through the Summer vacation and thereby contain costs.

Replace the existing wording for Article 39 of the AIVC Constitution as follows:

“39. An Annual General Meeting of the Association shall be held in the period March 15th to 30th April, inclusive, each year.”

With the following wording:

“39. An Annual General Meeting of the Association shall be held in the period March 1st  to 31st  August, inclusive, each year.”

Motion 5 – Amendment to motion submission dates for the AIVC Conference AGM

This motion is required to support motion 4 that permits a much wider range of dates to the organising club for the AIVC Conference.  With a much wider range of permitted dates for Conference, it becomes more sensible to require motions to be submitted to the Secretary of the Association by a period of 2 months prior to the first date of the AGM rather than by a fixed calendar date. 

The wording below does not appear in the Standing Orders document on the AIVC web site but reflects how it would appear if the document had been updated following a change that was passed at the AIVC Conference in 2011.

Replace the existing wording for Articles 9.3 and 9.4 of the AIVC Standing Orders as follows:

“9.3  If the Constitution is to be amended at an AGM, proposals must be received by the Association Secretary on or before 20th January preceding the AGM. . The AIVC Committee may submit motions to amend the Constitution up to and including the date of the AIVC Committee Meeting immediately following this date.”

“9.4  Formal motions to appear on the final agenda of an AGM must be received by the Association's Secretary on or before 20th January. . The AIVC Committee may submit motions to amend the Constitution up to and including the date of the AIVC Committee Meeting immediately following this date.”

With the following wording:

"9.3 If the Constitution is to be amended at the AGM, proposals must be received by the Association Secretary on or before 2 calendar months prior to the first date of the AGM. The AIVC Committee may submit motions to amend the Constitution up to and including the date of the AIVC Committee Meeting immediately following this date"

"9.4 Formal motions to appear on the final agenda of an AGM must be received by the Association's Secretary on or before 2 calendar months prior to the first date of the AGM. The AIVC Committee may submit motions to amend the Constitution up to and including the date of the AIVC Committee Meeting immediately following this date"

Motion 6 – Open AIVC Committee Meetings to Club Representatives

This motion is to ensure clubs are aware of when and where AIVC Committee meetings are to be held so that they may send representatives to discuss any matters of concern to them with the AIVC Committee.  This motion will ensure that AIVC Committee decision making is transparent and encourages clubs to be more involved with the provision of club services with the Association.

Replace the existing wording for Article 11.1 of the AIVC Standing Orders as follows:

“11.1  The Secretary of the Association shall arrange for Officers to meet as necessary.”

With the following wording and new clause:

" 11.1 The Secretary of the Association shall arrange for Officers to meet as necessary. The Secretary of the Association shall also arrange for the date and venue of these meetings to be notified to clubs"

" 11.6 Member clubs may attend Officer meetings subject to confirmation with the Secretary of the Association"

The object is to make Clubs include the place of abode in their registers. Some Clubs do not do this. The concern is that a member attending an interclub event is required to account for their conduct and is unable to be traced.

" 5.2.4a The governing body of the Club shall effect reasonable measures to verify the abode of applicants before approving their membership"

AMENDMENT
" 5.2.4a The governing body of the Club shall effect reasonable measures to ASCERTAIN the abode of applicants before approving their membership"