SWS Annual General Meeting (AGM)

It’s time for the South West Swing 2025 Annual General Meeting (AGM)! Date: Wednesday 20th August Time: 7pm, between classes We look forward to reflecting on the year that’s just passed and looking into the future. In addition, we’ll also be accepting nominations for anyone who would like to join the committee. From 7:30, we’ll kick off as usual with Level 2 classes. South West Swing is a not-for-profit organisation, driven and run by its volunteers and community. Being a part of the community, helping out, and sharing your voice is so important. Oftentimes, it can be scary for newcomers to feel “ready enough”. We’ll let you in on a not-so-secret: you don't have to be an expert dancer—you don’t have to have been dancing for years. It’s often the voices of newcomers and excited new enthusiasts that bring the spark and the inspiration for exciting new adventures, class ideas, and events. Really, you’d be selfish to hold all those good ideas in ;) We encourage you to nominate yourself to join–whether you’re a new dancer in the scene or a long-time veteran. *CURRENT COMMITTEE* The current committee positions are held by: Lindsey Ngo - Chairperson (continuing) Karen Bigwood - Vice Chair (continuing) Linda Hosking - Secretary (continuing) Jethro Hardinge - Treasurer (happy to offer up to someone keen to take the reins) You can read more about the responsibilities of the governance committee positions below. *new* *GENERAL COMMITTEE MEMBERS* In addition to this, we welcome TWO extra General Committee Members to join. General Committee Members contribute what they can, when they can, and generally serve as another voice on the committee with ideas, votes, and decisions for SWS. General Committee members can also spend their time on the committee learning one of the governance committee roles and duties-–it’s a good time to get trained up if you’re not feeling quite ready yet. Ideal Qualities: -nfriendly, reliable, and works well with others - open communication skills - happy to share ideas and speak up - decent technical skills (or willing to learn) - we work lots in Google Drive - A love for community generally and lindy hop (whether it’s a new love or an old love) Committment -Attend meetings every two months to share ideas & help make decisions -Help on the door for socials, classes, and events (like Boogie Down South) -Other responsibilities as discussed at meetings and based on your personal skills NOMINATE YOURSELF Feeling ready yet? You can nominate yourself using this form: https://forms.gle/NRhqbDDJ24w9XocQA. We look forward to seeing your entries! Not sure? Chat to any of our friendly committee members during class! If you can’t get to the AGM, but someone you trust to vote on your behalf will be there, you can nominate that person as a proxy voter by replying to this email with your name and your proxy. If you are nominating a proxy, you must (1) tell your proxy (don’t keep them in the dark!), and (2) the proxy must be physically present at the AGM. COMMITTEE DESCRIPTIONS Chairperson The Chairperson leads South West Swing in alignment with its mission and values, supporting the committee and driving continuous improvement. This role oversees governance, funding, and community engagement, ensuring operations follow the constitution and that all activities serve the broader swing dance community. Currently, the Chairperson is also responsible for administration and all communications. Vice Chairperson The Vice Chairperson supports the Chair in overseeing South West Swing's activities and operations. This role supports adherence to the constitution and regulations, and manages door shift responsibilities, and oversees volunteer coordination. Currently the Vice Chair is responsible for most door shifts. Secretary The Secretary keeps South West Swing organised and compliant by coordinating meetings, managing records, and maintaining clear communication across the committee. This role ensures accurate minute-taking, up-to-date documentation in the shared drive, and timely reporting to relevant government bodies. Treasurer The Treasurer manages South West Swing’s finances with accuracy, transparency, and ethical oversight, ensuring all financial records, transactions, and reports are well-maintained via skills in Excel (or equivalent) and other computer applications. This role keeps the committee informed of the financial position, oversees payments and memberships, and ensures all activities align with the organisation’s financial sustainability. General Committee Member General Committee Members support South West Swing by helping with events, door shifts, volunteering, and contributing to fundraising efforts like sausage sizzles or community partnerships. The General Member role can be adjusted to the skills of the member. The Admin & Social Media role manages all communications (including design) across email, websites, and social media platforms, promotes classes and events, responds to enquiries, and ensures online content is timely, engaging, and well-maintained. ­