As we roll through February, there is lots going on in preparation for the season ahead. The executive are in the final reviews of the new registration system and we should have it live for you next week; I will send out separate instructions when it is ready.

We are also in final preparations for the AGM next Saturday and look forward to seeing many of you in person. I include the details below. Have a great week everyone

AGM 2025 Information and Documents

In accordance with the Barrhaven Scottish RFC constitution, we are required to hold an Annual General Meeting (AGM) every year. The AGM allows the Club Executive Board to report on things such as the state of the club, how the year went, plans for the future, to elect new executive members as terms expire, and, most importantly, listen to the membership. Every member who has registered and paid their club dues has voting privileges at the AGM, from U6 to Old Boys. The only condition is that anyone under the age of 18 must vote via a parent/guardian. The AGM will be conducted both in person and via Google Meet. The log-in details for Google Meet will be released the day before the meeting. Please identify which player(s) you are registering. Please use your real name so the Club Secretary can confirm your participation based on your information in the SportLomo database.

• Date: February 21, 2026
• Time: Registration starts at 9:00 am, virtual meeting opens at 9:15, and meeting starts at 9:30
• Location: Waterford Grand Retirement Community, 121 Marketplace Ave. Waterford Grand Retirement Residence. Street parking only.
• Google link will be provided prior to the meeting
• Documents for AGM 2025 (including the aenda, the minutes of the 2024 AGM and the motions to amend the current bylaws)

Voting

All active (registered) club members in good standing for the 2025 season – players, coaches, match officials, executive board and directors – may vote at the AGM.

Each active member carries 3 votes.A playing member in good standing who is UNDER 18 years of age may vote ONLY if a parent/guardian is in attendance at the AGM to vote on their behalf. The player’s parent/guardian must also register for the AGM.

Each active member carries 3 votes.All associate members in good standing for the 2025 season may participate in the AGM. Each active associate member carries 2 votes.

All honorary members may participate in the AGM. Each honorary member carries 1 vote.

Proxy Voting Form.If a member in good standing with the club is unable to attend the AGM, they may complete and submit a proxy vote form to the Club Executive (Club Secretary) before the AGM. Any member in good standing with the Club is allowed to represent proxies, a maximum of 5 per member.

If you have any questions, please email Megan Cumming, Secretary, at secretary@barrhavenscottish.com.