WSR AGM 2021

Happy new year to you all, hoping you all had a great festive break and are looking forward with hope to getting back to rowing later this year. Due to the ongoing Pandemic we are unable to host the AGM at our usual venue at St Anne’s Church Hall in Aberystwyth. We are instead moving the AGM online via Zoom. Please read all the instructions below carefully so you understand how the AGM will work online.

Notice of WSR AGM 2021

The next WSR AGM will be held on Saturday 30th January online via Zoom meeting at 13:00hrs.
All members of any WSR affiliated club are invited to attend.
Anyone wishing to attend MUST pre-register in advance for the meeting by clicking on the link below:

https://zoom.us/meeting/register/tJIscu-hqDsuE9SY7KEpBFzdzvrIF3dcoyJU

This is NOT a link to join the meeting – you must pre-register to receive your unique / individual meeting link.

Executive Meeting
Traditionally the AGM would be followed by an Executive Committee Meeting, after discussion amongst the current Committee, it has been decided that this should be postponed until a later date which will be decided at the end of the AGM.

AGM Agenda and Supporting Documents

The AGM agenda has been finalised on Saturday 23rd January (7 days before the AGM).

Please click on the download button to download the WSR AGM 2021 Download Pack. This contains the AGM agenda and supporting documents.

The download is a compressed file containing multiple files – if you have problems opening it please email secretary@searowing.wales who can send the files via email.

WSR Sports clothing partner – Proposals (additional documents and images)

The proposals from 3 separate suppliers are detailed in the WSR AGM 2021 Supporting Documents.pdf available from the WSR AGM 2021 Download Pack above. Additionally they have supplied brochures and images to supplement their proposal, these are available in a separate download below.

Registering for the AGM and Voting rights

When you click the link above this will take you to a registration form. Please note that one of the questions you will be required to fill in is whether you are the designated voting member for your affiliated club. Please ensure you are clear whether you have the voting right, any clubs submitting registrations with more than one voting member will be challenged before being authorised to join the AGM. Also please ensure that your respective WSR affiliated club committee has authorised you to vote on the clubs behalf before registering. If in doubt, please select NO to the question on registration ‘Are you a member with voting rights?’.

Please remember each club may only delegate one member to vote on their behalf, as stated in point 9.2 of the WSR Constitution.

After registering, you will receive a confirmation email containing information about joining the meeting. (Please allow up to 24 hours to receive this).
**VERY IMPORTANT** – You will receive a unique link to join the meeting, you CANNOT forward that link to others, it is specific to you and your registration.

If others wish to join they must pre-register using the link above first.

REGISTRATIONS will close at 11am on Saturday 30th January. Please ensure you register before this point otherwise you will not be able to access the meeting.

Meeting Format

The meeting will be held using the ZOOM meetings application.

IMPORTANT – You must download the Zoom client to your PC, Tablet or Phone to participate in the meeting.

You cannot use the web based client, if you try to join the meeting via the web based client you will be prompted to download and install the app first. We strongly recommend that when you receive your personalised meeting link (after pre-registering), click on the link and install the app if prompted. For those who may be using restricted work devices you may not be able to download and install the app. Unfortunately we can only recommend you use an alternative device or ask your work IT to install it for you.

App Download Links:
ZOOM Cloud Meetings – Apps on Google Play (For all Android devices)
‎ZOOM Cloud Meetings on the App Store (apple.com) (For all IOS devices, iPhone and iPad)
Download for Windows – Zoom

If anyone has any problems installing the app or would like to test their Zoom install please do not hesitate to contact secretary@searowing.wales who will be happy to help.

Meeting Etiquette

Please take note of the following whilst attending the meeting:

  • Mute your microphone 
    To help keep background noise to a minimum, make sure you mute your microphone when you are not speaking.
    Please note that the WSR Committee reserve the right to mute all microphones except those who are required to address the meeting at that time.
  • Raise Hand function
    You can use the “Raise Hand” function in Zoom to let the host know that you have input for the meeting. You can easily use the “raise hand” feature in Zoom during a video conference call to let the meeting organizer and other participants know you have input you’d like acknowledged without interrupting the conversation.
  • Be mindful of background noise
    When your microphone is not muted, avoid activities that could create additional noise, such as shuffling papers.
  • Position your camera properly
    If you choose to use a web camera, be sure it is in a stable position and focused at eye level, if possible. Doing so helps create a more direct sense of engagement with other participants.
  • Limit distractions
    You can make it easier to focus on the meeting by turning off notifications, closing or minimizing running apps, and muting your smartphone.
  • Avoid multi-tasking
    You’ll retain the discussion better if you refrain from replying to emails or text messages during the meeting and wait to work on that PowerPoint presentation until after the meeting ends.

Voting Polls & Breakout Room

During the meeting there will be many proposals put forward that will require the allocated members to vote. Zoom can facilitate this through the use of polls. When the Chairman puts a proposal forward for voting this will come up on the meeting screen. Only attendees who have a voting right (stated when pre-registering) will be able to vote. During the voting period (30 – 60 seconds) any attendees who do not have a voting right will automatically be removed from the main meeting to a breakout ‘chillout’ room. Once the voting period is complete the non-voting attendees will automatically be placed back into the main meeting where they will be able to see the result of the vote. Non-voting attendees will not miss any dialogue of the main meeting.

IMPORTANT – During a voting period all non-voting attendees will be placed in the chillout room. Please do NOT click the option ‘Leave Room’ and ‘Leave Meeting’. You will be automatically returned to the main meeting once the voting period (30 – 60 seconds) has finished.

Event Workshop

This year the event workshop will not be held before the AGM. However, WSR Officers have been busy and are currently working on holding an online interactive coxes workshop in the next few months. More details of this will be discussed as an item on the AGM agenda.

As mentioned in WSR documents “Conditions of Affiliation to WSR” and “WSR Safety Guidelines”, those clubs intending to hold a race event in 2021 must send a representative to the online Event workshop. This will be confirmed during the AGM.

2021 Race fixtures & Race Risk Assessments

A draft version of the proposed race fixtures is available as part of the WSR AGM 2021 Download Pack mentioned above.

The fixtures list is still subject to change and will not be finalised until ratified at the AGM.

Please note we will also need a copy of your Race Day Risk Assessment for each event prior to the AGM, so that they can be reviewed by our Health & Safety Officer and Race Officer. Please email these to secretary@searowing.wales  as soon as possible. The secretary must receive the risk assessment beforehand otherwise your event may not be ratified at the AGM.

Election of Officers

All committee positions are up for re-election as per constitutional process, however, if agreed by those present, all current committee members are happy to remain in position, apart from the posts highlighted below. Please note that any persons wishing to be considered will need to have a proposer and a seconder from another affiliated member of WSR and this information can be sent via e-mail to chair@searowing.wales or secretary@searowing.wales

Chair: Andrew Richards (Standing)
Vice Chair: Elizabeth Coulson (Standing down)
Secretary and Membership Secretary: Stephen Probert (Standing)
Treasurer: Pete Fletcher (Standing)
Health & Safety Officer: Hannah Lodder (Standing)
Assistant to Committee/Insurance: Richard Aherne (Standing)
Publicity/Development Officer: Martha Owen ((Standing down)
Welfare Officer and Child Protection Co-ordinator: Leo O’Connor (Standing)
Training Officer: Jane O’Connor (Standing)
Race Officer: Chris Haines (Standing)
Webmaster: Dave Reynolds (Standing down)
Midlands Representative: Hayley Morris (Standing)
South Representative: Mike Hughes (Standing)
North Representative: Sarah Hughes (Standing)

You can keep up to date with current nominations via this link:
WSR Committee Positions 2021 | Welsh Sea Rowing

All previous minutes can be found published on the WSR website at: WSR Meeting Minutes

If anyone has any queries please do not hesitate to contact the secretary on secretary@searowing.wales or 07970 063074.

 

Meeting Recording and GDPR

Please note the AGM online meeting will be recorded. The recording will stop at the formal close of the meeting. The recording file will be kept securely on the secretary’s PC and in the Zoom cloud. The file will be kept for 3 months and will only be used to aid the secretary to ensure that minutes of the AGM are detailed correctly. Once the 3 month retention period is over, the recording file will be deleted and securely disposed of.

For more information on how Welsh Sea Rowing collects and processes your personal data please see our Privacy Policy.

Privacy Policy | Welsh Sea Rowing

 

 

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