AGM Change of Venue Update

CHANGE OF VENUE FOR 2020 AGM

 

The AGM for 2020 is now being held at the new venue of Pyesmead Farm, Plaitfordon Saturday 3rd October 2020 with a new start time of 1.45pm NOT at Plaitford Village Hall as per your rally book.

It is intended to run the AGM outdoors, weather permitting and in a designated area away from the rally. However, we have organised the use of a barn if the weather is not kind to us.

The AGM will be run as a pre registered event only, and by pre registering you will agree to the COVID secure guidance. Members turning up on the day will be refused entry, this also means if you are booked on the Pyesmead rally you still have to register yourselves on the AGM bookings on line (rally no 36 in the programme). The AGM will be a COVID controlled event and will have a separate RISK ASSESSMENT completed as instructed by CAMC.

We will have a manned designated car park on site; you will be asked to remain in your vehicle or in the AGM designated area, we are afraid there will be no access allowed to the rally field area as this is being run as a separate event under its own RISK ASSESSMENT and NO visitors are allowed into the rally area as there will be two track and trace lists, one for the rally and one for the AGM.

There will be a toilet facility on site for day visitors only.  Those booked on the rally please use your own facilities. Sadly NO teas and coffees will be served at the AGM this year so please bring your own refreshments for your own use.  

As we said this will be a pre registered event so your names will be listed but you still need to bring your membership cards on the day please.  We will be running the AGM compliant to CAMC guidance and we will be streamlining it;  to reduce some of the talking.  ALL REPORTS and RESUMES, 2019 MINUTES AND AGENDA will be put on the Website for you to be able to print off.  They will not be read out on the day there will be NO pinning of badges or handshakes throughout proceedings.  You will be given the opportunity though to ask questions on any of the reports as usual practice.  Every report will still need a proposer and a seconder as usual by a show of hands. We intend to have two runners who will speak on your behalf for any of your questions to reduce contact on the microphones, but if you already know what you want to ask please send it in to the secretary in advance.   This would be a great help and would speed up the whole process.

Obviously we will be practicing SOCIAL DISTANCING whilst the AGM is being held and there will be markers out for seating (bring own chairs).  Please stick to the layout provided.  There will be hand sanitiser stations in the designated area.  If you wish to wear masks please do so, and we ask you all to make sure you do bring masks with you should we have to move the AGM into the barn.   Even though it’s an open sided barn it may be necessary to wear your masks.

 As a committee we feel holding the AGM as planned with a few adjustments is the best way forward and gives us all clarity for next season and we appreciate it will be the strangest AGM you have attended but as we have said many times these are unprecedented times and we are making unprecedented decisions.  So, on behalf of the committee thank you for understanding the position we are in.

Shortly you will be receiving information on how nominations for OFFICERS positions and COMMITTEE positions will be carried out this year and how the VOTING will be carried out this year.

Thank You

Your Committee

CAMC - West Hampshire Centre