NOTICE FOR ALL MEMBERS

21^st May 2009

ANNUAL GENERAL MEETING – Sunday the 5th July 2009

The agenda for the AGM:

• Introduction & Welcome by the Chairman
• Apologies for absence
• Annual Report
• Financial Report
• Questions & Answers

Elections:

• Election of Chairman, Secretary, Treasurer and 5 Executive Committee Members
• Vote of thanks

Election procedures and the nomination forms for positions of Office Bearers and the Executive Committee are available on this page in the left hand column. These are also available in paper form from the Secretary and Imam on request.

The completed nomination forms must be sent by email to info@smcc786.co.uk , by post or by hand, to reach SMCC, The Sishes, Vardon Road, Stevenage, Hertfordshire, SG1 5PZ by 5pm, Monday the 15th of June 2009.

Withdrawal of any nomination can be forwarded by email/post by Friday the 26th of June 2009. List of all nominees will be displayed on SMCC notice board on Saturday the 27th of June 2009 by 5pm.

Please bring this notice or any other form of proof of address along with a valid Photo Identification on the day of election.

Dr S Awan
Secretary SMCC

PS: Please inform us in writing if your contact details have changed or if you wish to have your name removed from the SMCC membership register.

SMCC ELECTIONS 2009
The Executive Management Committee has determined in accordance with the Constitution of SMCC that:

1. The current Management Committee which was elected on 15th of July 2007 elections will finish its term on the 5th of July 2009.
2. The elections for the Managing Committee (Chair, Secretary, Treasurer and not more than five other Committee Members) will be held on Sunday 5th of July 2009 between the hours of 2pm and 4pm at the Stevenage Muslim Community Centre.
3. A Returning Officer will be appointed by the Managing Committee in its June 2009 meeting.
4. The Management Committee has determined that the new Managing Committee and Trustees will hold office for a period of two years when elections will be held at the Annual General Meeting in July 2011.

ELECTION PROCEDURES

1. A copy of this notice will be displayed on the Notice Board at the Community Centre until the conclusion of the elections on Sunday 5th July 2009.
2. The register of members entitled to vote in the elections 2009 will consist only of those members who registered for elections 2007 and new members as registered by filling in the SMCC Membership Form, paying £5 membership fee and approved by the Executive Committee by 15th of June 2009. Any person who does not meet the above criteria will not be entitled to participate in the elections.
3. All application forms will be retained by SMCC until the conclusion of the elections and announcement of the result of the elections.
4. All candidates will be provided access to the Register of SMCC Members from 16th of June 2009.
5. A Notice for the AGM will be sent to all members. Only members on the membership list as of 15th of June 2009 may stand for the Managing Committee.
6. The elections will take place at the AGM to be held on Sunday 5th July 2009. The written notification sent to members will inform members that they must produce their Notice of the AGM together with photo identification to the Returning Officer on the day of the elections in order to vote. In this respect the decision of the Returning Officer will be final.
7. Members are notified that in the event that any member fails to produce their notice of AGM to the Returning Officer on the day of the Elections, they must produce some other proof of address together with a valid photo identification to enable them to vote. In this respect the decision of the Returning Officer will be final.
8. For the purposes of the elections to be held on Sunday 5th July 2009, members wishing to be nominated for positions on the Managing Committee must return their completed nomination form to SMCC by 5pm Monday 15th June 2009. Each member nominated must be proposed and seconded by at least one member each and give a signed declaration of acceptance of the nomination.
9. A list of those members standing for election for the Managing Committee will be displayed on 27th of June 2009 at SMCC notice board.
10. Each candidate will be entitled to submit biographical details which will be displayed in the Community Centre.
11. Members wishing to be nominated, while returning their nomination forms, must also return their written biographical details to SMCC if they want it to be displayed in the Community Centre. Copies of the biographical details will be displayed by SMCC on the Notice Board in the Community Centre from Saturday 27th of June 2009. Written biographical details must not exceed one side of A4 and may include a passport size photograph of the candidate.
12. Returning Officer shall be responsible for designing the ballot paper, the safekeeping of the ballot boxes and other equipment to secure a fair election. Returning Officer shall count the votes cast and shall announce the results of the elections.

Authorized by the Management Committee.