NOTICE OF THE AGM TO BE HELD AT THE CLUB ON 5TH DECEMBER.
Annual General Meeting
and Special General Meeting (immediately prior)
5th December 2016
Palm Beach Currumbin Rugby Club
Bienvenue Drive Currumbin Waters Qld 4223
Commencing at 6.00 pm
Notice of Special General Meeting
The quorum required for this Special General Meeting (SGM) is double the number of the Management Committee plus one. Given that the Management Committee currently has seven (7) members, the required quorum for this meeting is a minimum of 15 financial voting members [Rule 23.1].
This Special General Meeting is being called:
- To consider a notice of motion to amend the Club Rules (Constitution) by inserting a new Rule 27 as detailed below and renumbering the existing rules which follow -
- 27. Junior Rugby Sub-Committee
27.1 The Junior Rugby Sub-Committee will be responsible for the overseeing, actioning, organising and the running of all matters relating to Junior Rugby.
27.2 The Junior Rugby Sub-Committee will consist of a President (who is also Chairman), Treasurer, Secretary, Registrar and Gear, Grounds and Referee Co-ordinators, all elected immediately prior to the Management Committee meeting called to endorse the elected nominees, and this Sub-Committee will also include the Rugby Manager and a Management Committee delegate, both of whom will have full Junior Rugby Sub-Committee voting entitlements.
27.3 Nominations for Junior Rugby Sub-Committee positions will be called and advertised for in the Club newsletter and on the Club notice boards at least 14 days prior to the Management Committee meeting where appointments to be made.
27.4 Only current Financial Rugby Union Members can be nominated for the Junior Rugby Sub-Committee and the proposer and seconder must also be current financial Rugby Union Members.
27.5 All Junior Rugby Sub-Committee positions will be declared vacant immediately prior to the Management Committee meeting where the annual appointment of the Junior Rugby Sub-Committee is to be made.
27.6 Unless specifically varied under Clause 27, usual Club Rules and procedures will apply to the conduct of all matters relating to Junior Rugby Sub-Committee.
To consider a notice of motion to amend the Club Rules (Constitution) by changing Rule 25 g) by inserting the words in italics to then read -
25 g) the instrument appointing a proxy shall be in writing, in the common or usual form under the hand of the appointer or of his attorney duly authorised in writing or, if the appointer is a corporation, either under seal or under the hand of an officer or attorney duly authorised. A proxy need not be a member of the Association and may be appointed to represent a maximum of five (5) members. The instrument appointing a proxy shall be deemed to confer authority to demand or join in demanding a secret ballot;
To consider a notice of motion to amend the Club Rules (Constitution) by changing Rule 25 i) by inserting the words in italics to then read -
25 i) the instrument appointing a proxy shall be deposited with the Secretary at least 24 hours prior to the commencement of any meeting or adjourned meeting at which the person named in the instrument proposed to vote; and
To consider any recommendations from the Management Committee for bestowing life membership. Any such motions must be passed by three/fourths of the members present [Rule 4.2(c)].
Notice of Annual General Meeting
The quorum required for this Annual General Meeting (AGM) is double the number of the Management Committee plus one. Given that the Management Committee currently has 7 members, the required quorum for this meeting is a minimum of 15 financial voting members [Rule 23.1].
The Annual General meeting is being called:
- To receive nominations for the election of members of the Management Committee consisting of President, Vice President, Treasurer, Secretary and 1 other member [Rule 12.1(a)].
To transact business [Rule 21.2]:
- The receiving of the Management Committee’s report and the statement of income and expenditure, assets and liabilities and mortgages, charges and securities affecting the property of the association for the preceding financial year.
- The receiving of the auditor’s report upon the books and accounts for the preceding financial year.
- The elections of members of the Management Committee.
- Appointment of an auditor.
Nominations for Management Committee positions must be in writing and signed by the member and proposer and seconder and must be received by the Secretary at least 14 days before the AGM [Rule 12.3(b)].
Proxy votes must be duly completed on forms available from the Secretary and signed and lodged with the Secretary prior to the commencement of the meeting [Rule 25]. Proxy forms will need to be lodged with the Secretary on the day before the meeting to allow time for validation.
Voting procedure will be in accordance with Rule 25.
General Business will only be addressed at the AGM if raised by paid up Rugby Union members. Any General Business matters deferred at the AGM will be referred to the incoming Management Committee for prompt response.
PLEASE NOTE: Only fully paid up Rugby Union members or Life members are entitled to vote at the AGM.
9th November 2016