AFC AFC TELFORD UNITED SUPPORTERS LIMITED
(AFC TELFORD UNITED SUPPORTERS’ TRUST)
NEW BUCK’S HEAD STADIUM, WATLING STREET,
WELLINGTON, TELFORD, TF1 2TU
Dear potential candidate
ELECTION OF TRUSTEES
1. In response to your request, I attach:
A. a copy of the formal initial notice of (1) the annual general meeting and (2) the associated election of trustees;
B. a nomination form. As it refers to two other documents, I am also attaching:
C. the Trust’s Election Policy, and
D. the Trust’s Board Membership and Conduct Policy.
E. the memorandum of understanding, which describes the roles of the Trust, the Football Club and Forza in working together to develop AFC Telford United.
F. Details of specific roles of trustees.
2. You may find it helpful if I draw your attention to three specific requirements (which is not to say that other requirements can be ignored!):
(a) You are asked to support your nomination with a statement, which you need to prepare in accordance with paragraph 3.6 and section 4 of the Election Policy.
(b) In completing the nomination form, you will certify that you will comply with documents C and D above. I need to draw you attention to paragraph 3.9 of the Election Policy, which contains a list of circumstances that could exclude you from membership of the Trust Board.
Yours sincerely
Derrick Moore
Secretary of the Trust
AFC TELFORD UNITED SUPPORTERS LIMITED
(AFC TELFORD UNITED SUPPORTERS’ TRUST)
ANNUAL GENERAL MEETING
The 2012 annual general meeting will be held at 8.00 pm on 29th November, in the Learning Centre at the New Buck’s Head Stadium, Wellington, Telford. The business will include the election of trustees (members to the Board of the Trust). There will be five vacancies. The roles that the retiring trustees currently perform are (1) chair/co-ordinator of Forza; (2) treasurer of the Trust; (3) strategy and development; (4) financial performance; (5) no specified portfolio.
Candidates are asked to specify which role they would like to fulfil, and - in their manifestoes – to describe their relevant knowledge, skills and experience. However, they should note that successful candidates cannot be guaranteed to be offered a specific role, and that the allocation of roles will be carried out by the Trust Board after the AGM.
D H A Moore
(Secretary)
document 219
AFC TELFORD UNITED SUPPORTERS LIMITED
(AFC TELFORD UNITED SUPPORTERS’ TRUST)
NEW BUCK’S HEAD STADIUM, WATLING STREET,
WELLINGTON, TELFORD, TF1 2TU
Nomination Form for Candidate to the Trust Board
Candidate’s Full Name:
Postal Address:
Contact Telephone Number: Trust Membership Number:
Email address:
Declaration
1. I hereby agree to my nomination as a candidate for election to the Board of AFC Telford United Supporters Limited.
2. I agree to be bound by (a) the Trust’s Rules and Constitution; (b) the Trust’s Election Policy; and (c) the Trust’s Board Membership and Conduct Policy; and to sign a confidentiality agreement.
3. I further consent to a personal check under the Criminal Records Bureau’s procedure.
4.. I hereby certify that I am not excluded from membership of the Board by reason of any of the circumstances described in paragraph 3.9 of the Election procedure.
5. I hereby indemnify the Trust for the cost of meeting any liability that may arise as a result of the contents of my statement (manifesto).
Signed: Date:
Proposers
Each candidate must be proposed by 2 (two) Trust members to be eligible to stand in Board elections.
Name (BLOCK CAPITALS) / Membership number / Signature / Date· Each Trust member can nominate up to five candidates
· All sections of this form must be completed in order for nominations to be valid
· Copies of the Trust’s rules and the other documents that are mentioned in the above Declaration are available at the Trust’s office or on its website.
Manifesto
You may write up to 250 words, which will be published as your manifesto and circulated to members. Please follow the guidance given in paragraph 3.6 and section 4 of the Election Policy.
In addition, please indicate which (if any) specific role on the Trust Board (from those listed in the notice of the meeting) you would like to undertake. You should, however, note that roles will be allocated by the Trust Board after the election, and successful candidates cannot be guaranteed to be allocated their preferred roles.
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1. Election control – Election Management Group (EMG)
1.1. In advance of the commencement of the election, the Trust Board will appoint members of the Trust (who, with the exception of the Secretary, shall, unless there are no volunteers to undertake the duty, not include serving trustees) to form the EMG. Trustees who are candidates in the election in question shall not serve on the EMG. The Secretary may be a member of this group, unless he/she is a candidate in the election.
1.2. This group shall, if possible, be chaired by an independent person who is not a member of the Trust. In the event that it is not possible to agree on the identity of an Independent chair, the Trust Board may invite Supporters Direct to select the independent chair. If the Trust Board decides that it is necessary or expedient, it may appoint a member who is neither a candidate in the election nor an existing trustee. However, if it is necessary, the Trust Board may appoint an existing trustee who is not a candidate in the election.
1.3. No members of the Trust Board whose positions are due to be offered for election shall play any part in determining the composition of the EMG or any aspect regarding the conduct of the elections.
1.4. Members of the EMG (1) shall not be eligible to nominate candidates nor be candidates themselves; (2) shall ensure that they are not associated closely with any candidates; and (3) shall have proper regard to maintaining the integrity of the election process.
1.5. During the Election Period the EMG will ensure that the election is run in accordance with this policy.
1.6. The EMG shall make the final decision as to the eligibility of candidates, nominations and valid votes. They shall conduct the count and the result, as determined by them, is final. Any decisions taken will be by majority vote and shall be recorded. The Chair of the EMG shall have a casting vote in the event of a tie.
2. Timetable
2.1. The AGM shall take place within the period laid down in the Society’s Rules, and the exact date shall, if practicable, be decided by the Trust Board by the end of the preceding financial year.
2.2. The Trust Board shall agree on the number of vacancies to be elected; if the number to be elected differs from the numbers elected in previous years, or changes the number of places to be elected in total on the Trust Board, then the reasons why the change has been made shall be communicated to members in the form soliciting nominations.
2.3. The Secretary shall circulate (or otherwise make available) a nomination form, with advance notice of the AGM, at least eight weeks before the AGM. Such advance notice may be given by notices at the New Buck’s Head Stadium, by email, the website, social media, the programme and local newspapers, as the Trust Board shall determine.
2.4. The Trust Board shall ensure that the membership of the EMG has been agreed by the Trust Board before the Secretary circulates nominations forms.
2.5. During the Election Period, the EMG shall manage the process, with the assistance of the Secretary as required.
3. Nominations and eligibility
3.1. Any person wishing to be a candidate for election to the Trust Board must be a fully paid-up member by the 31st March preceding the AGM of the Trust and must be nominated by at least two fully paid-up members of the Trust.
3.2. The EMG shall verify that nominations are from members of the Trust. Members of the Trust can nominate as many candidates as they wish.
3.3. A signed letter of nomination from a member, or an email from the address a member has given the Secretary for receiving Trust communications, shall be an acceptable substitute for a signature on the candidate’s nomination form.
3.4. It is the candidates’ responsibility to ensure that their nominations are valid and submitted in accordance with the election timetable. In order to ensure that candidates can confirm the validity of their nominees, the EMG and the Secretary should arrange for candidates to be able to check in advance whether those nominating them are fully paid-up members.
3.5. Decisions over the validity of nominations shall be a matter for the EMG having due regard for the Secretary’s assessment of the membership status of an individual nominating a candidate. Any decision by the EMG not to accept a nomination as valid should be notified to the candidate as soon as possible in order that the situation may be rectified or an appeal may be heard.
3.6. Each candidate must submit a statement in support of his/her nomination and may include a photograph as part of the statement (see section 4 below for more details). Such photographs shall be compatible with Microsoft Word format and shall not exceed passport photographs in size. The candidate shall, if possible, “wrap” the text of the statement around the photograph. It shall be the responsibility of the candidate, if possible, to “size” the photograph. The Trust Board/EMG reserves the right to print photographs in monochrome.
3.7. The names of those nominating candidates shall be appended (by the candidates) to each candidate’s statement.
3.8. By submitting nominations, candidates shall be deemed to have accepted this Election Policy, the Trust’s Rules, and any other policies and rules adopted by the Trust Board or the membership, and to have agreed to be bound by them.
3.9. Specifically, candidates shall also self-certify that they comply with the Trust’s Rules and Board Membership and Conduct Policy relating to eligibility to serve on the Board. In particular, no person can be a member of the Trust Board:
· (with the exception of Co-opted Members co-opted onto the Trust Board under Rule 67 of the Rules) who ceases to be a Member of the Trust;
· who is subject to a bankruptcy order or has in place a composition with his/her creditors;
· who is subject to a disqualification order made under the Company Directors Disqualification Act 1986;
· fails to abide by any rules for the conduct of elections made by the Trust Board.
· who has a conviction for an indictable offence (other than a spent conviction as defined by the Rehabilitation of Offenders Act 1974);
· in relation to whom a registered medical practitioner who is treating the candidate gives a written opinion to the Trust stating that the candidate has become physically or mentally incapable of acting as a Trustee and may remain so for more than three months;
· in relation to whom, by reason of the candidate’s mental health, a court makes an order which wholly or partly prevents the candidate from personally exercising any powers or rights which that person would otherwise have;
3.10. All candidates shall leave full contact details, including email address, with the EMG.
4. Statements and Campaigning
4.1. Campaigning under the auspices of the Trust shall be restricted to the statements submitted by the candidates and to any hustings organised by the Trust.
4.2. All candidates’ statements are to be sent by email to the relevant members of the EMG. These will be gathered together and issued with the ballot papers (if there is a postal ballot), and shall include the photographs (if submitted in accordance with paragraph 3.6 above) of the candidates and lists of the members who have nominated them.
4.3. Candidates’ statements shall not exceed 250 words in length. If a candidate’s statement has more 250 words, it shall be truncated and text shall be inserted below stating “The candidate’s statement has exceeded the permitted amount and has therefore been truncated”. Statements shall be split (by the candidates) into sections asking candidates for their experience and ideas in key desirable areas – these sections shall be decided on by the existing elected Trust Board. The number of words counted shall be decided using Microsoft Word.
4.4. Candidates shall not in their statements make threats, insults or derogatory, abusive, racist, sexist or homophobic statements. The EMG shall have the right to edit any statement to ensure that it does not breach these rules.
4.5. In agreeing to be nominated and so accepting this Policy, candidates shall agree to indemnify the Trust for the cost of meeting any liability of the Trust that may arise as a result of the contents of their statement.
4.6. During the election neither the EMG nor the Trust Board may provide advice to voting members as to the suitability of any candidate nor issue any voting advice to members collectively. Individual Trust Board members who indicate a preference in public must make it clear that they do not speak on behalf of the Trust Board and that they express a purely personal opinion.
5. Appeals
5.1. Candidates or complainants shall raise matters with the EMG, whose decision is final.
5.2. Complaints after voting has closed shall be made to the EMG not later than three working days after the close of poll. Any complaint received after this date shall be ruled out of order.
5.3. If any candidate should contravene the Election Policy, the EMG shall judge whether a disqualification should apply and their decision is final.
5.4. Any appeal against the decision of the EMG shall be made through and governed by the Trust’s disciplinary policy.
6. Result
6.1. If there are more candidates than places available on the Trust Board
6.1.1 If Hustings are held before the AGM, the following procedure shall be followed;
6.1.1.1 The EMG shall issue postal ballot papers (unless the Trust Board decides otherwise) and copies of candidates’ statements with the notice sent convening the AGM.