Notice of Annual General Meeting

NOTICE OF ANNUAL GENERAL MEETING

Published on line 10th July 2024

Notice is hereby given that the Annual General Meeting of International Optimist Class Association (UK) Limited (Company) will be held at Plas Heli, Glan y Don, Pwllheli, Gwynedd LL53 5YT on Monday, 5 August 2024 at 12.00pm.  

At the Meeting, you will be asked to consider and vote on the resolutions numbered 1 to 16 below, all of which will be proposed as Ordinary Resolutions: 

Appointment of Committee Members (Ordinary Resolutions)

1. To reappoint Alex Keegan as an Officer on the Committee in the position of Chair.
2. To appoint Mark de la Haye as an Officer on the Committee in the position of Vice-Chair.
3. To appoint Graham Vials as an Officer on the Committee in the position of Secretary.
4. To reappoint Richard Bourke as an Officer on the Committee in the position of Treasurer. 
5. To appoint Rich Stephens as an Officer on the Committee in the position of Sailing Secretary.
6. To reappoint Will Welfare as an Officer on the Committee in the position of Technical Officer.
7. To reappoint Rob Garlick as an Officer on the Committee in the position of Safety Control Officer.
8. To appoint Mark Greenaway as an Officer on the Committee in the position of Marketing & Communications Officer.
9. To reappoint Suzie Holland as an Officer on the Committee in the position of Teams Officer.
10. To reappoint Fanny Rogers as an Officer on the Committee in the position of Deputy Teams Officer.
11. To reappoint Andy Byrne as an Officer on the Committee in the position of National Training Officer.
12. To appoint Nick Jones as an Officer on the Committee in the position of Assets and Equipment Officer.
13. To reappoint Filippo Di Salle as an Officer on the Committee in the position of Volunteers Officer.

Appointment of Directors (Ordinary Resolutions)

1. To appoint Alex Keegan as a director of the Company.
2. To appoint Mark de la Haye as a director of the Company.
3. To appoint Graham Vials as a director of the Company.

Notes to the Notice of Annual General Meeting

1. Appointment of proxies

If you are a Member who is entitled to attend and vote at the meeting, you are entitled to appoint a proxy to exercise all or any of your rights to attend, speak and vote at the meeting. If you wish to appoint a proxy, you should request a proxy form from the Company Secretary at secretary@optimist.org.uk.  A proxy does not need to be a Member of the Company but must attend the Meeting to represent you. You can only appoint a proxy using the procedures set out in these notes and any notes to the proxy form. 

If you do not give your proxy an indication of how to cast your ballot or how to vote on any resolution, your proxy will cast the ballot, vote or abstain from voting at his or her discretion. Your proxy will vote (or abstain from voting) as he or she thinks fit in relation to any other matter which is put before the Meeting.  The notes to the proxy form explain how to direct your proxy how to vote on each resolution and cast your ballot.

2. Appointment of proxy by post

To appoint a proxy using the proxy form, the form must be completed and signed, sent or delivered to the Company at its registered office, and received by the Company no later than 12pm on 3 August 2024 (or, if the meeting is postponed, no later than 48 hours before the time appointed for holding the postponed meeting).

3. Appointment of proxy by email

As an alternative to delivering the hard-copy proxy form by post, you can appoint a proxy electronically by completing the hard-copy proxy form and sending a legible image of that form by email to the Company Secretary at secretary@optimist.org.uk. For an electronic proxy appointment to be valid, your appointment must be received by the Company no later than 12pm on 3 August 2024 (or, if the meeting is postponed, no later than 48 hours before the time appointed for holding the postponed meeting).

4. Changing proxy instructions

Members may change proxy instructions by submitting a new proxy appointment using the methods set out above. Note that the cut-off time for receipt of proxy appointments also applies in relation to amended instructions; any amended proxy appointment received after the relevant cut-off time will be disregarded. Where you have appointed a proxy using the hard-copy proxy form and would like to change the instructions using another hard-copy proxy form, please contact the Company Secretary at secretary@optimist.org.uk. If you submit more than one valid proxy appointment, the appointment received last before the latest time for the receipt of proxies will take precedence.

5. Termination of proxy appointment

A member may terminate a proxy instruction but to do so you will need to inform the Company in writing by either:  

• sending a signed hard-copy notice clearly stating your intention to revoke your proxy appointment to the Company.  Any power of attorney or any other authority under which the revocation notice is signed (or a duly certified copy of such power or authority) must be included with the revocation notice; or
• sending an email to the Company Secretary at secretary@optimist.org.uk. 

In either case, the revocation notice must be received by the Company no later than 12pm on 3 August 2024 (or, if the meeting is postponed, no later than 48 hours before the time appointed for holding the postponed meeting).  If you attempt to revoke your proxy appointment but the revocation is received after the time specified, your original proxy appointment will remain valid unless you attend the meeting and vote in person. Appointment of a proxy does not preclude you from attending the meeting and voting in person. If you have appointed a proxy and attend the meeting in person, your proxy appointment will automatically be terminated.

6. Communication

Members who have general queries about the meeting should contact the Company Secretary at secretary@optimist.org.uk (no other methods of communication will be accepted).