2023 Annual General Meeting – Agenda
Saturday 28 October 2023, 2.00pm (during our family party)
Dynamic Earth
Holyrood Road, Edinburgh EH8 8AS
Notice is hereby given that the Annual General Meeting of Dads Rock (registered number SC043877) will be held at Our Dynamic Earth, Holyrood Road, Edinburgh EH8 8AS on Saturday 28 October 2023 1-3pm to transact the following business:
1. Minute of the 2022 AGM
Approval of the Minute from the Dads Rock Annual General meeting held on Saturday 29th October 2022 at 1:30pm in Our Dynamic Earth.
2. Resolution 1: Charity Trustee Election/Re-election
Under clause 57 of our constitution, one trustee is standing for election:
A. Mark Thorley
The board are recommending the following trustees for re-election:
B. Liann Weir
C. Roslyn Neely
The following trustee is retiring and not seeking re-election:
D. David Gray
We formally thank Mr Gray for all his support and work for Dads Rock since becoming a trustee.
Under clause 61.5 of our constitution, the following trustee has been removed from the board, due to non attendance and non contact:
A. Helen Douglas
3. Resolution 2: Amendments to our constitution
The following minor changes are proposed to bring our constitution up to date:
A. Clause 36
Existing: Any notice which requires to be given to a member under this constitution must be:
sent by post to the member, at the address last notified by him/her to the organisation; or
sent by e-mail to the member, at the e-mail address last notified by him/her to the organisation.
Proposed: Any notice which requires to be given to a member under this constitution must be:
sent by e-mail to the member, at the e-mail address last notified by him/her to the organisation.
Change: To remove the need for us to post out notices.
B. Clause 59
Existing: On the second anniversary of their election to office trustees must retire from their position – but may then be re-elected under the terms of clause 57
Proposed: On the third anniversary of their election to office trustees must retire from their position – but may then be re-elected under the terms of clause 57
Change: To update the tenure of the trustees to three years.
C. Clause 81
Existing: No valid decisions can be taken at a board meeting unless a quorum is present; the quorum for board meetings is 50% of the charity trustees present in person, two of these being elected office bearers.
Proposed: No valid decisions can be taken at a board meeting unless a quorum is present; the quorum for board meetings is 50% of the charity trustees present, two of these being elected office bearers.
Change: to remove ‘in person’ as most board meetings are held online.
D. Clause 93
Existing: The minutes to be kept under clause 91 must include the names of those present; and (so far as possible) should be signed by the chairperson of the meeting.
Proposed: The minutes to be kept under clause 91 must include the names of those present; and the chair will ensure they are distributed within 28 days of a meeting.
Change: To remove the need for the chair to sign minutes, but include the need for them to be sent out within 28 days.
E. Clause 102
Existing: Where the organisation uses electronic facilities for the operation of any bank or building society account, the authorisations required for operations on that account must be consistent with the approach reflected in clause 100.
Proposed: Where the organisation uses electronic facilities for the operation of any bank or building society account, the authorisations required for operations on that account must be consistent with the approach reflected in clause 101.
Change: To refer to the correct clause, 101, as opposed to 100.
4. Annual Accounts
To receive an overview of the annual accounts to the year ended 31 March 2023.
5. Chair Overview
To receive an overview of activities from the year.
6. Dads Rock Impact Video
To view the 2022/23 Dads Rock Impact Video.
7. To deal with any other competent business
By order of the Board
Gavin Wilson
Chair of the Board of Trustees
Dads Rock, Gorgie Memorial Hall, 338 Gorgie Road, EH11 2RQ
Date of this notice: 05.10.2023