Good evening,
I am writing to you to invite you to our AGM for 2025, and to update you on what is happening regarding the AGM for voting and renewal payments.
This year, we’re going to stick with the set up we have had over the past few years – a bit of a hybrid AGM between online, and in person.
We’d love to see you all on the 3rd December at the Perdiswell Young People’s Leisure Club for a 19:30 start. We have booked a room to hold the meeting within, for members only.
**SPECIAL OFFER FOR AGM ATTENDEES:**
If you attend the meeting, you will be entitled to enter our new competition! £5 per raffle ticket to win free 2026 adult club membership! Card will be accepted, cash will be accepted too for specifically this offer only but we may not have change, so please bring exact amounts! We will send out reminders about this promotion periodically before the meeting to remind everyone.
For all other payments outside of the £5 raffle will be strictly card payments only, as we usually do each year.
The voting for the 2026 Committee will again all be online, and during this email I’ll explain how it’ll work, the timeline for what is happening and how you can access the ‘AGM Hub’ on the website. We’ve found this to be far more democratic, due to the entirety of the membership being able to vote as opposed to only those who can make it to a meeting. Online voting is far more fair and inclusive of everyone.
You will be able to nominate yourself to be on the election for Committee 2026 and vote for your 2026 Committee. You will also be able to read the AGM 2024 minutes, the Treasurer’s report, the Chairman’s report and the results of the votes will also be made available online in the hub in due course.
AGM Location
We will be meeting on Wednesday 3rd December at 19:30, at the following address:
Perdiswell Young People’s Leisure Club
Perdiswell Park
Worcester
WR3 7SN
You will be able to buy merchandise and renew your membership via our card reader at the AGM, using any debit or credit card or mobile payments. The £5 competition will also be available to in person attendees only, and for the £5 we can accept cash on this occasion.
The committee will be handing out their own reward for ‘Clubman of 2025’ at the AGM meeting. This is for someone who we feel has gone above and beyond for their club, with Martin Round winning the award for 2021, Keith Sedgwick in 2022, myself in 2023 and a joint win between Dave Evans and Mike Strain in 2024.
I have also added an “AGM” location to the booking system for the AGM meeting, so you can confirm your RSVP there should you wish to do so. This is by no means a requirement though, only for if you wish to express your attendance!
The AGM 2025 Hub
Here you’ll find everything you need. Nomination forms, reports from the chairman and treasurer, the link to place your vote, results – everything you need for the AGM.
It won’t all be visible straight away, and in the next section below you’ll read more into this.
You’ll find the hub here when it launches (7/11/2025): https://www.wmac.uk/agm/
The key dates for your diary are as follows:
Please note, this year we have also added these dates to the Events Diary!
November 7th – The AGM hub will already be open online, making available the 2024 minutes and the nominations to put yourselves forward to be on the election for 2026 committee. It’ll appear as a menu all of it’s own once you are logged in at the top of the website (or, on a mobile device if you press the blue menu button, at the bottom of the list).
November 8th -15th – Nominations open to put yourself onto the Committee 2026 vote. This must be done by November 15th, otherwise you will not be able to add yourself onto the election. The nominations will close at 9pm on the 15th.
November 15th – Chairman and Treasurer / Membership Secretary 2025 reports go live
November 15th – 22nd – VOTING OPENS – You may vote for your 2026 Committee, and any other business held in the voting form. Voting will open at around midnight on November 15th and close at 11pm on the 22nd.
November 22nd at around just after 11pm – Results will be sent out to members via email, WhatsApp, Facebook, Instagram and the website on both the news page and the hub.
November 22nd– After the fees are confirmed from the online AGM vote and the website is updated, renewals will open for your 2026 membership at around midnight. We are closing renewals at the end of February this year, as long as you have made a commitment to pay by 31st December. Otherwise, you still have until 31st January to pay as normal.
December 3rd – The AGM meeting will be held at 7:30pm. Renew and purchase merchandise via card payment at the meeting, or online like last year.
How will the voting work?
It’ll work exactly the same as the last few years. You’ll click a link, select your answers, and submit. You must complete all sections with a red asterisk (*) next to them or you will not able to proceed to the next page.
Note: you will not be able to change your vote once you submit, or place a second vote so please carefully select your answers prior to submission!
As the entire membership will have the opportunity to vote for any nominations for the 2026 committee, for this year we do not need to worry about being proposed or seconded. The entire membership voting will cover this part of the vote by default.
Putting forward your questions
If you have any burning questions or points of discussion you’d like us to air at the meeting, there will be a space for you to write this down during the voting. We won’t be operating the forum this year as we have an actual meeting.
What do we vote for?
The items in the voting form are as follows:
- 2026 Committee Election
Asking if you have read the reports, if you agree with them and for any comments you may have
- Club matters (such as fees, AOB etc)
- For this section we have implemented a new vote. We are asking you to type in the name of a club member, committee or non-committee, who you feel has gone above and beyond for their club for 2025. You will then need to type your reason for this selection. This will then be acknowledged, amongst everyone else who was also suggested, in an email to the club with the winner being especially noted.
- The committee will be handing our their own reward for ‘Clubman of 2025’ at the AGM meeting
Renewals are online and in person (no cash!)
The renewal period is being revised for this year in order to help out our members. We will still open renewals once the end of voting has occurred, and you will still have until January 31st to pay without a rejoining fee of £20. However, if you would prefer to pay a little later this year to get another pay day between Christmas and renewing for 2026, we just ask that you make a firm commitment to us to pay by 1st March, and you will not be required to pay any rejoining fee. We will need to know this is what you’d like to do by December 31st. Plus, as usual, if any more time is required please just let me know. More information on this will become available over the next couple of weeks or so when we have finalised how to process this.
Renewing is online as before, and will be available by chip and pin at the meeting both for your convenience and also for the future going forward to make the secretary and webmaster role a little easier. Online payments on the Online Shop are also still available for if you can’t make the meeting.
We will not be accepting cash or cheque at the meeting! We are a cashless club as of 2021. We will also be selling merchandise at the meeting. All is card only, however once again for the £5 competition you can pay cash for this.
New members will no longer be required to pay £20 to join the club, however a rejoining fee of £20 will occur for members who haven’t paid/committed to pay by the set dates as detailed above.
Online payments will be via the member’s online shop, found in the Member’s Menu, or from the link below: https://wmac.uk/shop/
Please note, the renewals are not available until November 22nd.
You can pay by all electronic methods, cash or cheque is not accepted any more at the club. If you are paying online by:
Credit/Debit Card – No card fees. Once you have paid, you do not need to do anything else.
Bank Transfer – No card fees. Process the order online, selecting bank transfer as your payment method and confirm. Once you have confirmed, you will need to email the Membership Secretary (membership@wmac.uk) that you have processed your order online. Please confirm in your email your reference number from your email invoice from us. When you transfer the money, in the reference box in your online banking transfer page, enter your invoice number and your name.
The reason we are doing this is to make use of the new website functions – after you process your order online, and payment is authorised, your online account will auto-renew and update your payment date. This saves either myself and the membership secretary going through manually doing it for all our members and deactivating members who have left. You also get to pay online with credit/debit card, and have a receipt from all of your payment methods.
If anyone struggles, please contact myself on webmaster@wmac.uk and I will process it for you online (not card payments though due to GDPR).
The stock of the online store will replenish on the 22nd November, allowing you to add your renewal to your cart and purchase online.
If anyone does not have internet access, we can arrange an alternative way to renew.
Donations will be available on the website from renewal date onwards
We have had a lot of donations this year which have really helped us out, thank you so much to those people – it was unexpected and very kind of you! To make things easier, if you feel you’d like to donate you can do this online when renewals open.
If you wish to donate, you will be able to donate this year to the club online. Just to note though, this is not required and we expect the vast majority to not wish to do so, which is fine – we have only implemented it as a couple of people have asked for ways to pay for more than what the membership fees cost. We also have to mention that paying any extra doesn’t give you any extra membership rights.
You can donate at any time of the year too, it isn’t only for renewal season!
That’s it…
That’s just about everything! If anyone has any issues with any of this, please email me at webmaster@wmac.uk
I can help with both the website or IT issue you may face, but also as a committee member I can help with other questions you may have regarding this. If it is more appropriate, feel free to also email or speak to the other 2025 committee members. They are:
- Dave Evans (Chairman)
- Sam Booton (Treasurer & Membership Secretary & Webmaster)
- Clive Maulden (Club Secretary)
- Roger Styles (Club Events Officer)
- Mike Strain (Club Officer)
- Tom Leonard (Club Officer)
- Chris Layton (Club Officer & Training Officer)
Many thanks
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