Invitation to Special General Meeting (Sunday 14th November)
All adult members of Wilmslow Hockey Club and Wilmslow Lacrosse Club are invited to
a Special General Meeting of Wilmslow Phoenix Sports Club
at 2pm Sunday 14th November
in person in the clubhouse – or – online/remotely.
Meeting agenda
- Welcome
- Resolution 1: Admission of Styal Running Club as a Provisional Section of Phoenix (requires 50% majority)
- Resolution 2: Admission of Wilmslow Sports as a Constituent Section of Phoenix (requires 75% majority)
- Resolution 3: Amendment of Constitution to explicitly allow for online voting in future (requires 75% majority)
Why a Special General Meeting?
- Phoenix is proposing changes to it’s structure which are the biggest changes since it’s founding in the 1970s!
- We want everyone to have their say in the decision – either in person or remotely.
What changes are proposed?
- Phoenix is proposing to add Wilmslow Sports Junior Football Club (WS) as a Constituent (“full”) Section of Phoenix
- Phoenix is proposing to add Styal Running Club (SRC) as a Provisional (“partial”) Section of Phoenix
- Phoenix is also proposing an amendment to the Phoenix Constitution to explicitly allow remote meeting attendance and online voting.
- The 3 resolutions are attached below for your consideration – please read them before attending or voting!
Click to view – Resolution 1: Ratification of Styal Running Club as a Provisional Section of Phoenix
Click to view – Resolution 2: Introduction of Wilmslow Junior Sports Football Club as a Constituent Section of Phoenix
Click to view – Resolution 3: [Constitution]
Why now?
- Wilmslow Sports and Phoenix have reached an agreement and Wilmslow Sports have fulfilled their offer of a substantial donation
- Styal Running Club and Phoenix would like to ratify SRC as a Provisional Section now, and potentially as a Constituent Section at the next AGM.
Who should attend / vote?
- Adult members of WHC and WLC are eligible to vote at the Special General Meeting.
- (WHC and WLC are the only Constituent Sections currently, therefore only their members are eligible to vote at Phoenix General Meetings)
How to attend / vote?
- To maximise participation, eligible members may attend the meeting in-person or online (link to be sent nearer the time)
- Eligible members may only vote via an online platform, accessed by the member’s own email address
- We will not be taking a vote by raised hands – since we can’t ensure one member one vote in a hybrid meeting.
- Online voting will open 2 days before the General Meeting and will close during the General Meeting
How do I ask a question in advance
Next?
- Make sure you have provided a working email address to your sport club in Teamo or Spond – update it if not
- Look out for the email from ChoiceVoting nearer to the meeting.
- Look out for an email with online meeting details nearer the meeting.
Frequently Asked Questions
If you have a question to ask about any of the resolutions, please contact the Phoenix Secretary by email (wpsc.phoenix.secretary@gmail.com). We will do our best to answer questions either before or dur
What’s the difference between “Provisional Section” and “Constituent Section”?
| Section | Hiring organisation (currently Running, PFC etc) | Provisional Section (currently Cricket, Football) | Constituent Section (currently Hockey, Lacrosse) |
| Defined in Phoenix Constitution | No | Yes | Yes |
| Admission | Council decision | 50% majority vote of members of Constituent Sections and Phoenix Social Members | 75% majority vote of members of Constituent Sections |
| Role in Phoenix Council | None | Chair is a guest – no vote | Chair is part of executive committee (also 2 others) – can vote |
| Rights of members | Defined in relevant agreement | Defined in relevant agreement | Allowed to use the facilities of Phoenix. |
| Bar discount for members | No | No | Yes (adults) |
| Members eligible to vote at Phoenix AGM/SGM | No | No | Yes (adults only) |
| Subscription to Phoenix | Defined in relevant agreement | Full fee | Full fee |
| Required to comply with Phoenix Constitution | No | No | Yes (e.g. elected officers, AGMs) |
| Finances | Separate to Phoenix | Separate to Phoenix | Separate to Phoenix |
| Withdrawal | Defined in relevant agreement | Defined in relevant agreement | Member vote – 75% majority |
- Attendance at previous Phoenix General Meetings has been low
- We’re trying to give more members the opportunity to have their say in ways that are convenient to them
- Online voting allows members to vote in person, remotely and also in advance of the meeting.
- The full materials for the meeting are available now. We expect discussion during the meeting but no new materials presented.
- We will be using ChoiceVoting (https://choicevoting.co.uk)
- ChoiceVoting is a reputable UK company which has been providing online voting services to schools, companies, trade unions and voluntary organisations for over 20 years.
- Your email address is your unique “ticket” to the vote – it’s how we make sure each member has one and only one vote
- There are no passwords but everyone needs to receive their “magic link” by email to place their votes.
- If you don’t share a valid, working email address with your club (WHC or WLC), you will not be able to vote in the SGM.
- The email addresses of eligible members will be provided to Phoenix by WHC or WLC from their membership systems
- WHC, WLC and Phoenix have updated their data policies to allow this
- Update your email address in Teamo (for WHC) or Spond (for WLC) at least 1 week before the meeting.
- Yes, provided you’ve paid you membership fee and you have provided a valid email address
- No. You need to pay your membership fee and provide a valid email address.
- Yes, provided you’ve paid you membership fee and you have provided a valid email address.
- You don’t have to share your email address but you won’t be able to vote in the SGM
- If you do not wish WHC or WLC to share your email address with Phoenix, you may opt out – contact your club Secretary or Phoenix Secretary to opt out
- ChoiceVoting’s Privacy Policy can be found here: https://choicevoting.co.uk/privacy-policy/
- Phoenix’s Privacy Policy can be found here: https://wilmslowphoenix.co.uk/wp-content/uploads/2026/10/Privacy-policy-Sep-2026.pdf
- Phoenix will retain data in the ChoiceVoting platform for no longer than 2 months after the vote has completed.
