Minutes from the Exiles Annual General Meeting 2026

Sunday, February 15th 2026.

Agenda:

  1. Election of Chairman viz. § 9
  2. Approval of minutes of last AGM - presented by Chairman
  3. Reports from the Committee
    1. Gentofte Club collaboration
    2. Status of our pitch
    3. Club & shed management
  4. Presentation of the Accounts for the preceding year and budget for the coming year.
  5. Establish the number of votes
  6. Annual subscriptions
  7. Resolutions
  8. Election of Officers
  9. Appointment of Auditor
  10. Any Other Business
  1. Election of Chairman viz. § 9
         Jon is elected as Chairman.
  2. Approval of minutes of last AGM - presented by Chairman
         Jon ascertains the legality of the AGM, which requires the invitation to be sent out 21 days before the meeting. The invitation went out on the 20th of Jan, 26 days before.
     There are no objections to last year’s minutes, so they are approved.
  3. Reports from the Committee
    President (Nick): 
    Nick gives his thanks to everyone for their commitment this year. The Men’s team did well, getting 2nd place in 2nd division is basically a 4th place overall. That said, this year we need to beat CSR!
    Our Ladies did even better and got a silver medal, amazing stuff!
    4. However the most important thing is that we all had a lot of fun – let’s continue with that!
    Our goal this year is to work more with Gentofte. Nick says they have at least one nice person over there (pointing to Alessandro in the crowd).
    Nick gives thanks to all the trainers and committee for their tireless work this year.
    Head of Ladies (Sofie):
    Like Nick said, we ended 2nd which was exceptional, it was a fight to the end!
    This year our goal is to do the same, and grow as a team even more. 
    We’re in the middle of learning how to deal with having 25 players at the same time, which is quite a new experience for our team. With so many we have to split the trainings, especially since our joiners are both new starters and experienced players. 
    Coaching the team this year, we still have Mateus as head coach and Patri as assisting coach.
    And our captains for this season will be Sasha and Imke.
    We plan to order a new kit this season.
    The tournament structure is changing a bit this year; with fewer 7s tournaments and more focus on 15s. 
    To make up for the fewer 7s tournaments, Rugby Denmark is encouraging the teams to arrange 2 Development Days, where full tournaments will be played, but no points will be counted towards the national tournament.
    New on the schedule are 2x 15s championship games, which is a very interesting development for the ladies.
    Finally we have started a Strength & Conditioning program, to build on our base and to give us a better chance to defeat CSR this year!
    We’ve worked with a S&C coach, who has previously done training programs for the Brazilian rugby national team. We now have a 4 months prep program with fitness and power workouts, with many of our ladies following it outside of regular practice. 
    It’s also a test to see if it was a good investment for the club, and though it was designed for the ladies team and 7s rugby, since it’s pretty general rugby stuff, the Men’s team should also be able to make use of it.
    Head of Men’s (Zorn): 
    Last year was a remarkable year. 
    Zorn is proud that the Exiles once again showed that we are always interested in playing our games, even if it sometimes requires loaning our opponents half a team.Ø
    And as Nick said, we could possible do even better next year.
    Zorn is stepping down from his role as Head of Men’s with this AGM, after having been in the position for 10 years.
    He receives a well-earned stretched out applause.
    Repeating the word “remarkable” a few more times, it becomes the go-to descriptor everyone uses for anything, during the remainder of the AGM.
    Zorn has pegged Jacob Stokkebye as the new Head of Men’s, and has already begun the handover procedure.
    DTU Liaison (Jacob): 
    Jacob stands up (this will become a theme later)
    He has attended all the DTU meetings this year. The major concern in this role has been the destruction of pitch, due to the construction site next door.
    He has spent a lot of time communicating over email, and status now is that we should have pitch back in the middle of April.
    We also got funding from DTU for medic bag and reimbursements for tackle bags to a total of 4000kr and change.
    Komnen asks if they will also cover tampons – they won’t. (This is a call-back joke from Komnen. If it doesn’t make sense to you, then you can find context in earlier committee meeting notes!)
     
    Going forwards we will have sports tape available to buy from the club, at the shed.
    This tape is sources in bulk from Germany, so we can buy it at a favourable price. But the main goal is to make sure we have it on hand, but not have too high expenses on tape.
    The price for tape will likely be 15kr for a roll.
    Jacob is asked if he intends to fill both his current role and the new role as Head of Men’s. 
    Since he intends to leave the DTU Liaison role, Jacob makes a sales pitch for the position. I rate it 5/7, remarkable.
    Socials (Sasha & Thierry): 
    Sasha and Thierry (Sarry) have completed their first year as social secretary.
    Sasha remarks that some people were initially worried that Titi had been chosen as social sec, having just proven his party skills by puking on the floor at Bootleggers. But this year he didn’t! (Applause)
    They think it went well, and they are willing to stay in the role for another year!
    Sasha remarks that it’s been very helpful to be 2 people for this role, especially with one from each team, and would recommend all future Social Secretaries work in the same way.
    At the start of the year our BBQ got stolen, but we managed to get a new refurbished one quickly.
    Unfortunately we only had 2 events at our own pitch, since the pitch was unplayable. This year the pitch should work again, so we can do way more events, and use our new BBQ!
    It’s a lot of work arranging social events, and having assistance from the club members is vital. Sasha encourages our players to offer their help to run the BBQ, set up for AD&D and other events. That’s what makes these events possible.
    She also encourages suggestions for new events, like the watch party held after training recently, which turned out to be a great event.
    This year they hope to organize touch tournaments and summer BBQ, hopefully with better weather this year!
    They will also help run the rookie events, and maybe some end of season parties, when the men and ladies have their last games!
    The AD&D was a success, and thanks go out to all the volunteers and the committee, especially Simon Mountford who helped a ton.
    For this year they’ve tried to plan it so it doesn’t land on exams. The same venue has already been booked for the 21st of November, so feel free to put that in your calendars!
    A new way of communicating for our Socials group, a WhatsApp community, is now being used. Recruitment group and other chats have also been moved into the same community.
    Sasha encourages everyone to make sure to add new players.
    Thierry has not said a word this whole time, and when prompted, decides not to.
    Thanks for coming Titi!
    Secretary (Jon): 
    Jon is also stepping down from his position as Club Secretary this year.
    He remarks that this year has not been a lot of work for his committee position, unlike previous year with the introduction of Holdsport and new player fees.
    However, on the personal side he has bought and moved into a house, so his plate has still been quite full!
    Jon asks the players present at the AGM to think more about sharing the burden of the club.
    He’s had a rising sense of players joining, paying their fee, and then feeling entitled to show up for trainings and games, without carrying any extra burdens. 
    The reality is that our club is carried by the players, and that our committee members are simply coordinators who make sure the proper procedures are followed.
    It’s everyone’s responsibility that the post protectors are set up for game days, that the BBQ is manned, that recruitment drives are a success.
    Therefore Jon encourages everyone to think a little more about helping out, and giving back.
    If you haven’t done it yet in this season, maybe now is the time!
    Jon is also remarkable. (I’m aware of the oddity of me writing this about myself, but I promise it wasn’t my words!)
    Recruitment (Ignasi): 
    Ignasi was unable to attend the AGM, but has written his report, which is read aloud by Jon:
    My apologies for not being present during the AGM, I am not in Denmark for this weekend.
    I have decided to step down from my position as recruitment secretary. 
    This decision is not because I am not happy with the recruitment itself or the team. Actually, I would actually like to thank you all for your involvement and effort during the last year in recruitment.
    The reason I am stopping is because I no longer have the excitement and energy that I had when I started this position, and I believe that this is resulting in me doing the bare minimum my position requires. 
    Given this, I would like to encourage all Exiles players to think if this is a position they could fulfil, to help grow and develop the team. When I started this position, I had the dream of forming an Exiles B team. The girls have managed to do it, but the guys are still far from that, so there is ton of potential!
    Finally, I would like to thank the committee for the unconditional support you have given me. There have been times where it has been hard on me, but you all never stopped encouraging me, and pushing me forward. So thank you, you are the true backbone of Exiles.
    GoExiles!
    Ignasi got applause, even though he was not there to receive it.
    Club Captain (Amanda):
    Amanda doesn’t have very exciting updates. She has been Club Captain for a year now, and wants to continue – and has decided to fight anyone else running for the position!
    She is our clubs face towards Rugby Denmark; but there have been very few issues this year, outside of tournament format debates..
    Amanda is also branded remarkable.
    Communication (Patri)
    Patri is busy but comes running in the door, to deliver her rapport.
    She is also stepping down from her role, and have basically already handed it off to Hannah. She has been helping out with the social media channels during the last month, and has already managed to get us past 1000 followers!
    Patri urges us to vote for Hannah, as she’s has basically already taken over everything!
    The reason Patri is stepping down, is because she will be spending her time on the team as coach instead. 
    She mentions we’ve had a little issue with our communication with RD, regarding something called Girls Got Game. The organisers reached out to all clubs, but while that message was received by a few in the committee, it did not get to our communication secretary. In the end, apparently only 1 club in Denmark responded!
    Girls Got Game is a Non-profit free program where for 8 weeks you can get to join Wednesday rugby trainings, hosted by the clubs. They rented a hall for this in FRK, where people can sign up to.
    It’s something Nina is running in her spare time, and we have been told off for not promoting it.
    That said, it seems to have been only 1 email, that didn’t ask for much action.

    Once Patri has delivered her rapport, she leaves the meeting again. 
    Remarkable.
    Komnen (Branding officer)
    It took a while to get the new Men’s kit from Macron, but we got it now. 
    The merch website was also was a little late, but it is set up now, so now everyone can get onto the website to order various Exiles merch. If we feel something is missing, we can expand the selection.
     We are getting a 25% discount compared to the official Macron site. If you create an account, you can even shop regular macron clothes at that price!
    Komnen plans to make custom merch once or twice a year, to run for a limited timeframe. We’d need to make at least 16 pieces of merch for this to work.
    He is also looking at international shipment, though it does not seem feasible right now.
    He hasn’t reached out to sponsors, since we’ve just gotten new shirt for the men and therefore cannot easily print new logos on the clothes.. 
    Komnen is encouraged to share how to get hold of our merch.
    To get access you:
    1. Go to macron.dk
    2. Click “Min klub”
    3. Scroll down and choose “Opret og forbind med din klub”
    4. Create an account and use this VIP code to connect to Exiles: MACRONDTU
    5. Log in and explore the shop
    Komnen is ReMArKaBLy SpEciAL
    Treasurer (Simon):
    Simon does his update while he presents the accounts. 
     
  1. Gentofte Club collaboration
    Jacob stands up.
    He want to continue improving and increasing our collaboration.
    He suggests training sessions at their pitch, especially during next winter when our Lyngby pitch will be unavailable.
    Jacob is also trying to organize a friendly against CBS, which we would arrange at the Gentofte pitch. There will be a Gentofte 10th anniversary event at the pitch a little before, and they will hopefully stick around to watch it.

    Alessandro reports that he will no longer be coaching Gentofte, but instead will coach u18 division east, the u18 team from Sjælland.
    The plan is that players on this team will be able to have 1 training a week in their own club, and the hope for Gentofte kids, is for them to join the Exiles trainings.

    Alessandro mentions that they’re also trying to promote girls rugby. They have 5 players and a woman’s coach, but wish to expand women’s rugby in Denmark. This is especially important because they can only play mixed gender until they become 15, so they have an even bigger gap until they can play again at 18.
    He mentions that a lot of Gentofte players are aging out during the next few years. Gentofte will have 8, 12 and then 16 kids turning 18 over the next 3 years. 
    To make sure we take some actionable steps for shared trainings, a work group is established with Mateus, Sandro, Jacob and Amanda.

  2. Status of our pitch
    Jacob remains standing.
    15th of April we should get our pitch back, but due to snow, it might be postponed.
    They promised to fix the corner, but that remains to be seen.
    The smaller pitch for the football team should also return, allowing us to host 7s tournaments again.
    Jacob finally sits down again.

  3. Club & shed management
    Sofie talks about embracing the responsibility for the club.
    We need to arrange shed cleaning, and will arrange cleaning days.
    The committee will arrange paint, so we can give it a facelift. 
    It is suggested to do the cleaning the shed on training days, but this is shot down. Training days are for training, and giving your time to help the club is part of the being on the teams.
     
    Thierry suggests that we arrange a touch or BBQ along with the shed cleaning, which is a nice idea.
    Thanks for speaking up Thierry!
  1. Presentation of the Accounts for the preceding year and budget for the coming year.
    Simon handed out prints of the account and budget, and went through for the attendees. 
    The AGM approved the accounts unanimously. 
  2. Establish the number of votes.
    28 people are present for the AGM, and all of them have paid subs in the last season.     
  1. Annual subscriptions
    The committee suggest keeping the subs are they are:
    2. Employed 1.400 kr.
    Employed half year 800 kr.
    Students 800 kr.
    Students half year 500 kr.
    The AGM votes unanimously to keep the subscription cost the same.
  1. Resolutions
         No resolutions were sent in this year!
  2. Election of Officers - Candidates:
    3 of our Committee members are leaving their positions this year, and 1 moving to a new position. 

    1. President: Currently - Nick Morton
    Nick mentions that he is happy to keep the role of President, but that if anyone else is interested, they are most welcome to raise their hand. However, they will have to fight him for it!
    No other candidates and Nick is re-elected unanimously.
     
    2. Club Captain: Currently - Amanda Højberg
    No other candidates and Amanda is re-elected unanimously.
     
    3. Secretary: Currently - Jon Vinther - Resigning 
    Two people have been encouraged to take the position, Mandy and Philippe.
    They both briefly introduce themselves, where after they are asked to leave the room. 
    The AGM debates for a little while, sharing their thoughts, and finally vote to choose the new secretary.
    3. Mandy gets 9 votes and Philippe gets 14, with the rest of the attendees choosing not to cast their votes.
    Philippe is elected the new Club Secretary.
     
    4. Recruitment Secretary: Currently - Ignasi Pons Romances - Resigning 
    Luca Boggiani has been approached by Ignasi, and is willing to run for the position. 
    No other candidates and Luca is re-elected unanimously.

    5. Social Secretary: Currently – Sasha Mantel
    Sasha with help from Thierry are willing to stay on, and are re-elected unanimously.
     
    6. Communications Secretary: Currently – Patricia Imaz - Resigning 
    Hannah stands up and introduces herself, and is elected unanimously.
     
    7. DTU Liaison: Currently - Jacob Stokkebye - Resigning 
    Jacob once again stands and talks what the DTU Liaison role is about. 
    Mandy decides to go for the role and is elected unanimously.
     
    8. Treasurer: Currently - Simon Mountford.
    No other candidates, and Simon is re-elected unanimously.
     
    9. Head of Men: Currently - Zorn Cooperider
    Zorn nominates Jacob, Ja Tak.
    Jacob stands and makes a speech.
    “Dear fellow Exiles Players.” (I wrote the previous line as a joke, but he has actually has written a speech!)
    - “I am confident in undertaking this task, for this wonderful club”.
    Most heartfelt speech of the meeting, most remarkable!
     
    10. Head of Ladies: Currently - Sofie Norgreen
    No other candidates, and Sofie is re-elected unanimously.
    Jon embarrassingly calls Sofie for Signe, and gets a well deserved laugh.


  1. Appointment of Auditor
    Jesper Heiselberg is once again appointed as our auditor.


  1. Any Other Business
    Philippe mentions getting a clubhouse again, as is his raison d'être.
    Alessandro says that the Gentofte clubhouse is good and that they cook very well!
    2. Nick and Simon arranges for Jon and Zorn to drink the Red and White colours of England (and Denmark conveniently).
    They also present a bell to Jon, engraved “DTU Exiles, Official Toastmaster, Jon Vinther”
    And to Zorn they present the very first Rugby Denmark Peace Prize!
    Thank you very much guys.
    Jon calls the AGM to a close.
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