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Amended Notice of AGM to be held on 23 September 2020

By August 24, 2020 No Comments

Notice of AGM of BRINDABELLA SKI CLUB Inc, 7.30pm, Wednesday 23 September 2020

Dear Members,

As previously advised, the Annual General Meeting (AGM) of the Brindabella Ski Club Inc. (the Club), originally scheduled for March 2020, was postponed due to concerns about holding a meeting during the COVID-19 pandemic. The ACT Government granted extensions to 30 October 2020 for clubs to hold their AGMs, however no further extensions are likely will be granted.

Accordingly, the Club will hold its 2020 AGM at 7.30pm on Wednesday 23 September 2020. The meeting will be conducted via Zoom (details to be provided separately) as now allowed by Section 70AA of the ACT Incorporated Associations Act 1991, introduced due to COVID-19. This section also requires us to allow voting via proxy, which is not allowed under the Club Rules in normal circumstances. Section 70AA of the Act is shown as an appendix to this notice.

All Committee positions are declared vacant at the AGM and an election is conducted. This year all existing Committee position holders have indicated that they will be standing for re-election. Full adult and life members are able to nominate for committee positions.

More information about Club positions is available from the document ‘BSC Summary of Club Positions’ on the club’s website page (https://brindabellaskiclub.org.au/wp-content/uploads/2020/07/BSC-Summary-of-Club-Positions-20170307.pdf). Written nominations (on the attached form) close 7 days prior to the AGM i.e. 7.30pm, Wednesday 16 September 2020. Nominations can be submitted by the closing time to the Club Secretary via email at [email protected] or posted to GPO Box 311, Canberra, ACT, 2601. If no nominations for a position are received before the deadline, nominations for that position may be made from the floor of the meeting.

Special resolution.

The committee has drafted a special resolution to amend the Club Rules. The special resolution is provided in the agenda below. The purpose of this proposed change to the Club Rules is to allow the committee to decide to hold General Meetings by methods other than face to face meetings. The wording is copied directly from Section 70AA of the Act, which is what allows us to hold this AGM by Zoom. To adopt this resolution it must be passed by 75% of the members voting at the AGM whether in person or by proxy.

There are two normal resolutions related to setting membership rates and the possibility of calling a levy on members. As normal resolutions these require 14 days notice, which will be provided to members on Wednesday 9 September 2020, after the next committee meeting. No additional resolutions were submitted prior to the deadline of 28 August 2020.

To facilitate the AGM, the committee requests any questions be submitted at least one week in advance of the AGM. An email will be sent in the coming weeks on how best to submit questions.

If you would like to discuss any positions further please contact the President, James Lawrence on [email protected] for further information or to arrange a time to call.

Regards

 

Rob Griffin, Secretary

AGENDA FOR THE AGM OF BRINDABELLA SKI CLUB INC

7:30 PM WEDNESDAY 23 SEPTEMBER 2020

  1. Welcome
  2. Apologies
  3. Confirmation of minutes of Annual General Meeting, 23 March 2019
  4. President’s Report
  5. Presentation of Audited Statements of Accounts, Net Profit and Loss Statement and Auditor’s Report
  6. Matters required to be decided under the Club Rules
  7. Motion 1: Appointment of Auditor:

That Vincents Audit Pty Ltd is appointed to audit the Financial Statements for the year ended 31 October 2020.

  1. Motion 2: Setting of Membership Rates

To consider and if thought fit pass a resolution setting membership rates.

  1. Motion 3: Membership Levy

To consider and if thought fit pass a resolution calling for a levy on members.

  1. Special Resolution to change the Club’s Rules
  2. Motion 4: Special Resolution 1.

To consider and if thought fit pass the following special resolution:

 

Resolved as a special resolution that the Rules of the Association be altered as follows:

Adding a new Rule 26(1)(a) as follows:

The committee may authorise that the meeting be held using a method of communication, or a combination of methods of communication, that allows a member taking part to hear or otherwise know what each other member taking part says without the members being in each other’s presence.

 

Examples

a phone link, a satellite link, an internet or intranet link, in writing

 

Adding a new Rule 26(1)(b) as follows:

A person who takes part in a meeting conducted under subsection (1a) is taken, for all purposes, to be present at the meeting.

  1. Appointment of Returning Officer
  2. Election of Committee members for 2020-21
  3. Other business

Proxies for Brindabella Ski Club AGM 2020

Proxies will be accepted at the 2020 AGM as required under Section 70AA of the ACT Incorporated Associations Act 1991. Such proxies are to be notified to the Secretary in writing not less than 48 hours prior to the time advised to members for the start of the meeting i.e. by 7.30pm, Monday 21 September 2020, using the form set out below. No member entitled to vote at the AGM may hold more than five (5) proxies except that the chairman may hold unlimited proxies. Only a full adult or life member of the association or the chairman of the meeting may be appointed as a proxy.

 

Form of appointment of proxy

I, ………………………………………………………………………………………………………

(full name)

of ………………………………………………………………………………………………………

(address)

a full adult or life member of Brindabella Ski Club Inc

(name of incorporated association)

appoint …………………………………………………………………………………………………………

(full name of proxy)

of ………………………………………………………………………………………………………

(address)

 

a full adult or life member of that incorporated association,

or the chairman of the meeting (delete whichever is not applicable),

as my proxy to vote for me on my behalf at the Annual General Meeting of the to be held on 21 September 2020 and at any adjournment of that meeting.

 

My proxy is authorised to vote as follows:

in favour of/against (delete as appropriate) Motion 1 (Appointment of Auditor)

in favour of/against (delete as appropriate) Motion 2 (Setting of Rates)

in favour of/against (delete as appropriate) Motion 3 (Calling a Levy on Members)

in favour of/against (delete as appropriate) Motion 4 (special resolution to change the Club Rules)

 

…………………………………

(Signature of member

appointing proxy)

 

Date …………………………..

 

 

Brindabella Ski Club  Annual General Meeting

7.30pm, Wednesday 23 September 2020

 

Committee Nomination Form

 

Committee Positions

Nominations for the 2020-2021 Committee must be in writing, be moved and seconded by full adult or life members, and have the approval of the nominee. Nominations should be completed on the form below and forwarded to:

 

The Public Officer

Brindabella Ski Club Inc

GPO Box 311

CANBERRA ACT 2601

Or to: [email protected]

 

Please note that the ACT Associations Incorporation Act 1991 prohibits any person from serving as a committee member if that person is insolvent or bankrupt, unless the ACT Supreme Court grants leave under section 63 of the Act.

 

Member Nomination

 

I, _________________________________________________________

being a full adult/life member member of the Brindabella Ski Club

nominate

 

__________________________________________________________

(name of nominated person)

 

for the following position on the Committee, ________________________

 

 

Signature: __________________________________________________

 

Date: ____________________

 

 

Support of Nomination

 

I, __________________________________________________________

being a full adult/life member of the Brindabella Ski Club second the nomination.

 

 

Signature: ____________________________________________________

 

Date: ____________________

 

 

Acceptance of Nomination

 

I, _________________________________________________________

being a full adult/life member of the Brindabella Ski Club accept the nomination.

 

 

Signature: ___________________ Date: ____________________

 

 

Extract from Incorporated Associations Act 1991, Republication number 32, effective 1 June 2020

70AA        General meetings—procedure during COVID-19 emergency

(1)   This section applies to a general meeting held during a COVID-19 emergency.

(2)   The committee may authorise that the meeting be held using a method of communication, or a combination of methods of communication, that allows a member taking part to hear or otherwise know what each other member taking part says without the members being in each other’s presence.

Examples

a phone link, a satellite link, an internet or intranet link, in writing

(3)   A person who takes part in a meeting conducted under subsection (2) is taken, for all purposes, to be present at the meeting.

(4)   A member may vote by proxy at a meeting.

(5)   If an association’s rules are inconsistent with this provision, the rules have no effect to the extent of the inconsistency.

(6)   In this section:

COVID-19 emergency means—

(a)   a state of emergency declared under the Emergencies Act 2004, section 156 because of the coronavirus disease 2019 (COVID‑19); or

(b)   an emergency declared under the Public Health Act 1997, section 119 (including any extension or further extension) because of the coronavirus disease 2019 (COVID-19).

(7)   This section expires 12 months after the day the COVID-19 Emergency Response Act 2020, section 4 commenced.

 

A Microsoft word version of the notice can be downloaded via the following link.

BSC AGM Notice 2020 – with motions

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