Thames Region Maritime Vol. Service

1.     The EGM is open to all members whether day delegates or overnight package delegates. Members may bring guests to attend the social side of the event. The residential package is at a cost of £105 per head which includes 2 nights en suite accommodation, 2 full English breakfasts, 2 three course dinners. 1 three course lunch for delegates, contribution towards the hire of conference room and equipment and use of syndicate room, and parking in hotel grounds. The day delegate rate is £30 to cover refreshments at the EGM, a midday lunch, parking and a contribution to the cost of the conference room hire and equipment. Members have asked for a number of alternative arrangements ie: package less dinner on Friday night £91; package less dinner and B&B Friday night £71.

2.       The EGM will take place on Saturday 19 April. Agenda items may be submitted.

3.       Sunday morning has been left free for residential package delegates to use for networking or social activities.

4.       At least one representative from every Unit should attend.

5.       Units are encouraged to subsidise members on low incomes.

6.       The hotel is a modern 3 star in its own grounds 3 miles from Nottingham City centre and 1 mile from the M! motorway. The Nottingham tram terminus is 5 minutes walk from the hotel and provides a hassle free way to travel to the City Centre. Nottingham has two shopping precincts, many historic buildings and museums including the Trip to Jerusalem Inn which is the oldest pub in England and dates back to the 11^th Century. There is a Castle and Art Gallery as well as an ice rink. Historic properties within easy travelling distance include Hardwick Hall, Chatsworh House and Bolsover Castle. The hotel is 12 miles from East Midlands airport and there is a mainline railway station in Nottingham City centre.

7.       Members are invited to put forward ideas, concerns and suggestions for networking on Sunday where there will be the chance to exchange good and bad experiences, and good practice.

8         Proxy voting will be allowed for those who cannot make the meeting. Proxy votes shall be in the following form which has been approved by the Trustees:

9             "The Maritime Volunteer Service"

I,          (name)                         of         (address)                     

a member of the above-named Charity membership no. ………………….

hereby appoint             (name)                        

of         (address)                                                         

or failing him                (name)                        

of         (address)                                                                     

as my proxy to vote in my name and on my behalf

at the Extraordinary General Meeting of the Charity

to be held on 19 April 2008 [and any adjournment thereof]

Signed                                                   on       (date)".

Unless otherwise instructed the proxy may vote as he thinks fit

or abstain  from voting.

Signed                                                  this           day of                 2008. "

10    The instrument appointing a proxy and any authority under which it is executed [or a copy of such authority certified by the Head of Unit] is to be sent to Richard Dale at the address given in this calling notice not less than 48 hours before the time for holding the meeting or adjourned meeting at which the person named in the instrument proposes to vote and an instrument of proxy which is not deposited or delivered in a manner so permitted shall be invalid.

 

8.       No further joining instructions will be provided unless there is a major change in the plan

✂

From:                                                                                                   of the                                                   MVS unit

Address:                                                                                                                                                                      

Postcode:                                                         Telephone:                                           E-mail:                                                  

Please reserve               places for the Conference for unit members and guests.

I enclose a cheque for                                                    to cover the full group booking cost - details attached.

Please return this booking form with attached details and a cheque payable to MVS for the full amount by Friday 21sth March 2008 to: V Lt Cdr Richard Dale (MVS), 17 Cromwell Road, Chesterfield, Derbyshire, S40 4^TH

 

MVS UNIT:        TruthForAll                      ETA Nottingham Gateway Hotel :              

Surname (PRINT)	First Name	MVS No. or “Guest”	Tick for Residential Delegate at Cost @ £105 / head	Tick for Day Delegate @ £30/head	Alternative packages eg (a) no dinner Friday £91 or (b) no dinner or B&B Friday £71	Amount in £s
For	Go	10810x	TICKED	-	cheque enroute	£105
TOTALS

                                                 

 

Why not share transport with other units en route?

Unfortunately I am not able to attend the conference, due to a previous commitment.  As we do not yet know the schedule I don’t know whether there will be the opportunity to present a modernizing proposal, especially re the selection of trustees.

 

My present thoughts are that there should be six trustees elected from and by the whole membership at a General Meeting. Nominations to be made by the RVO two each from Scotland and Wales and five from England. The two appointed with the lowest total of votes to stand for re-election after one year, the next two after two years. Then on, each stands for three years and can only be re elected once before having to stand down for at least a year and re nomination. Nominations continue to be made via the RVOs with at least one each from Wales and Scotland, and two from England. The idea being to ensure representation is not concentrated in any particular area. I have changed to six trustees to make the re-election simpler to effect.

 

In addition the Chief Staff Officer and the Secretary are to be appointed Trustees, making a total of eight member trustees. These are to be tasked with appointing up to five non-member trustees, appointed for their business or professional acumen.  This will create a committee of between eight and thirteen who will annually elect their own Chairman.  The Chief Staff Officer and the Secretary should be trustees unless we get into a situation where we intend to provide them with a salary. This is not likely to happen until our membership is closer to two thousand, when we will need to have another look.

 

I know you have discussed similar ideas so if you are or anyone you know are attending and intend proposing something similar you certainly will have my support. 
Poole unit are only sending about four (for the Saturday) which is rather disappointing but I hope to talk with them before they go.

 

If there is a discussion on the appointment of the HQ staff, I believe that except for the training officers and the Chief Staff Officer (I don’t like this title, how about Chief Officer, and make him/her a three striper, we are not yet big enough for a Captain!!) the remainder should retain their unit position, as their admin role authority comes from they being on the HQ staff. I also think that all training/support officers whether regional or HQ should be two stripe. With a reduced number of RVO’s retaining two and a half, and having a region of at least two established units and looking to create a third. That should do for now, have a good conference,