Duffield Rackets and Fitness
23 Town Street • Duffield, Derby • DE56 4EH
Tel: 01332 841702
Dear [[firstname]]
A reminder of the EGM to be held on Sunday November 1 at 7pm to vote on proposals to become an incorporated club and, if approved, to approve necessary steps to transfer our property to the new company, Duffield Rackets and Fitness Limited, from Duffield Sports Club Limited.
Because of the intense interest in these proposals, and the numbers likely to attend, we have arranged a larger venue. The EGM will now be held at Little Eaton Village Hall (same date and time).
There will be a presentation and replies to questions before voting on the 12 resolutions, which were provided with the Notice of the meeting. For further assistance, a summary of the resolutions is attached.
We urge members to attend, express their views and vote in person on these resolutions which are critical to the club’s future.
Depending on numbers attending, to comply with safety regulations, it may be necessary for all those in the meeting in the main upper hall to stand. However, there will separately be chairs available for those who do need to sit. If you want to be sure of being able to take a break, please bring a folding chair with suitable “feet” for indoors, as we have also booked the lower hall.
There is parking for 50 cars at Little Eaton Village Hall, but if you can, please car share.
However, many members who cannot attend the November meeting, or who are uncertain, have asked us whether they will be able to vote by email or proxy at the EGM.
The precedent for this has already been established, originally at the request of squash members in 2024. Senior former officers of the club have written to urge us to continue this practice, not least Mike Taylor, our former squash club chair. Mark Benson, DRF's previous chair supports Mike Taylor's request, arguing that email and proxy voting has previously been applied very successfully and was welcomed by all sections of the club.
Mark believes it would be breaking established "custom and practice” if email/proxy voting were not allowed. It may also leave the council open to challenge by members who feel their voting opportunity and rights have been infringed. He proposes that we formalise the process at the earliest opportunity.
Having considered these representations, the council thinks it is right to allow email/proxy voting again at the forthcoming EGM as the fairest and most democratic way to proceed.
We therefore also attach email and proxy voting forms for use if you cannot attend. If you wish to vote by email to accept or reject all 12 resolutions (a - l) an email reply including reference to that lettering is acceptable.
If your voting decisions are varied, please use the form . If you chose to use a proxy, you must use the proxy voting form. In both cases, these need to be downloaded and saved, completed, re-saved and then returned.
It is critical for the long term betterment of the club that you vote.
Email and proxy votes should be sent to Glynnis Wigram, secretary at secretary@duffieldrf.club to be received by 12.00pm mid-day on Friday October 30 2026. We regret that votes received after that time cannot be included.
All members with up-to-date subscriptions who are over 18 from all sections, including social, are eligible to vote. We regret that we cannot acknowledge receipt of votes sent by email.
Glynnis Wigram
Secretary
25/10/2026
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