To the Members of the United Kingdom Brazilian Jiu Jitsu Association,
You are invited to attend an Extraordinary General Meeting to be hosted online on Zoom on Sunday 24 May at 18:00 hrs for the following purposes:
- To conclude the Election of the following positions: Northern Ireland Director; South England Councillor; Isle of Man Councillor; Chair of the Women’s Committee
- To vote on an amend to the constitution which would allow the board to raise individual membership fees to a maximum of £25.
A meeting link will be sent to all eligible members after 4 May at their registered email address (for individuals) or the registered email address of the club owner ( for clubs) via Sport80.
Electoral candidates will also be announced on 6 May with online voting commencing via Election Buddy. A voting link will be sent to all official club email addresses (addressed to the club owner), also with Proxy and In-Meeting Voting instructions.
Urgent Action Required – Members
To attend and /or vote in the EGM, all members must be fully registered with fees paid up-to-date before the 4 May 2026.
Only Member Clubs are eligible to vote (1 vote per club). Please check that your club owner’s registered email is correct and up-to-date in Sport80.
Annual General Meeting Agenda
- Register of attendees and verification of Proxy Vote holders
- Candidates Q&A
- Proxy and In- Meeting Voting for Board & Council Elections
- Draw and Results Announcement for Board & Council Elections
- Special Resolution Vote to amend the constitution to allow future change to membership fees (see below)
- Announcement of result of Special Resolution Vote, following auditing
- Any other business
- Closing of meeting
Additional Information on Special Business:
BOARD & COUNCIL ELECTIONS:
- Voting Process for Board & Council Elections
- The Election Poll will be conducted online via Election Buddy, and a unique voting link will be emailed to the official email address for each member club registered in Sport80 on 6 May when voting commences.
- Electronic voting will close 2 hours before the commencement of the EGM on 24 May.
- Final voting, including Proxy voting, will take place during the EGM via hand count and verbal declaration, following an opportunity for members to pose final questions to candidates.
- Proxy and In-Meeting Voting in Board & Council Elections
- To vote or be represented by Proxy at the EGM, members must apply in writing from their registered email address to the CEO at izzycarnwath@ukbjja.org not less than 24 hours before the EGM (23 May, 18:00hrs) with the following information:
– name and address of the member appointing the proxy
– the member to appointed as their proxy with their official club email address, as registered in Sport80
– the general meeting in relation to which that person is appointed
– their unique voting link and ID contained in their email invitation to vote from the UKBJJA - Likewise, to apply to vote in person at the EGM, members must apply in writing from their registered email address to the CEO at izzycarnwath@ukbjja.org not less than 24 hours before the EGM (23 May, 18:00hrs) with the following information:
– name and address of the member
– their official club email address, as registered in Sport80
– the general meeting in relation to which that person is appointed
– their unique voting link and ID contained in their email invitation to vote from the UKBJJA - Where a Proxy is applied for, but no preference is stated by the member holding the Proxy, an abstention will be applied in each case.
- All physical and Proxy votes will be added to the electronic voting count by the Administration in the presence of 2 independent scrutineers.
SPECIAL RESOLUTION VOTE:
A vote to make the following amendment to the Constitution will be put to members and their proxies attending the EGM, to be determined by a show of hands:
Proposal: Change to allow board to raise individual membership fees up to a maximum of £25.