Dear Club Member,
I am writing to invite you a Special General Meeting (SGM) on Wednesday 13th May at 7pm at Tynedale Rugby Clubhouse which has one sole purpose – to vote on a proposal from the TRFC Management Committee to transform the Club into a Charity.

Soundings from the first Q&A meeting
I wrote to you by email on this subject several weeks ago explaining the case for the Club to become a Charity and invited all members to a questions and answers session on the subject. Attendees of the meeting were supportive of going to charitable status but expressed a strong sentiment around the ensuring in the Constitution that the Trustees of the newly formed Charity would always act in the genuine best interests of the Club. Specifically, this would be ensured by:

• Requiring that all Trustees were Club Members
• They would be obligated to always act in the best interests of the playing of rugby at the Club,
• Ensuring Trustees could be ultimately constrained from unpopular decision making by a vote of the Members.
• Trustees could be removed by a vote of the members.

The proposed new Constitution of the Club, as prepared by the Solicitors who are guiding us through the process, does cater for each of these items, but the wording could be improved so that the situation is clearer. So, we will ask the Solicitors to change the wording so that these vital interests are crystal clear and guaranteed. I am expecting the revised version of the Constitution either on Tuesday afternoon or Wednesday morning, and I will email it you when I receive it, so that you have the opportunity to see it before the meeting on 13th May.

The Vote
Given that these concerns will have been addressed by the time of the SGM, we would like to give the membership one final chance to ask questions and to do a formal vote on the subject. Our current Constitution does not require us to have such a meeting and a vote, but the Management Team believes, in the best interests of transparency, that Members should be given this opportunity.

In the SGM we will start by reviewing the situation, allowing another opportunity for Q&A, and then taking a vote.
The vote will require a simple majority to pass. If, however, there is a large minority voting against the decision, then we will make every effort to understand the reasons and take them fully into account when moving forward. If we do not have a quorum (20 votes) the decision to move to charity status will be taken by the Management Committee.

Proxy Voting
If you are unable to make the meeting, you can exercise a proxy vote by someone who is attending the meeting. You will need to notify me no later than 24 hours in advance of the meeting of the person who will act as your proxy.
I very much hope to see you at the meeting.

Best wishes
Paul Williams
Chief Executive

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