Extraordinary General Meeting
To: The members of the Churchill Club
From: The Committee
NOTICE OF EXTRAORDINARY GENERAL MEETING IN RELATION TO BUILDING WORKS AT THE CHURCHILL CLUB
Background
1. As many of you will be aware, the Committee recently arranged for inspections of certain key areas of the Churchill Club building which appeared likely to need repair work in order to remain functional.
2. Those inspections identified that repair work is required to the following areas of the Churchill Club:
a. The roof over the kitchen section of the Club, which has water-tightness issues.
b. The bar area, which has (among other things) black mould.
c. The bar chiller is 35 years old and needs replacing.
3. The Committee has obtained several quotes from contractors for the above repair works. A link to view the quotes, via our website, will be emailed to you tomorrow with a password.
4. In addition, the Committee has identified some works that we think would enhance the Churchill Club. These works are:
a. To fence and safely enclose the grass area for children.
b. Replace kitchen white-ware.
c. Improvements to the front entrance.
5. The Committee has obtained several quotes from contractors for the above upgrade works. These can be veiwed on the website link to be sent tomorrow.
6. Some of our recent events at the Churchill Club have been aimed at raising funds for the building works. The Committee has set up a specific account for the purposes of holding funds that are raised for the building works. The current balance of that account is $8,137.00.
7. Recently, we explored some additional sources of funding for the works and we have received a funding offer from a third party.
Extraordinary General Meeting
8. The Committee calls, under section 19.1(a) of the Churchill Club’s constitution, an Extraordinary General Meeting with the following details:
a. When: 6.30pm on Wednesday 20th November, noting that we have to give at least 2 weeks’ notice.
b. Where: At the Churchill Club.
c. Purpose: The purpose of the meeting is to determine: (a) how to spend the building funds we have available; and (b) how to raise additional funds in order to undertake all the desired works.
d. Agenda:
i. Opening address from the President.
ii. Overview given by the Committee members involved in the building funds project.
iii. Discussion of the quotes / options with the members.
iv. Discussion of proposal from potential third party funder.
v. Resolve whether or not to proceed with potential funding from third party, how any funds will be spent, and any steps for additional fundraising.
vi. Close meeting.
Conclusion
9. Please attend this meeting. This is a very important issue for the Churchill Club, and we want as much input as possible. We also need at least 25 financial members to have a quorum.