22-Oct-2017 — Draft Minutes for last year’s AGM — see (5) below
24-Oct-2017 — President’s Report expanded (v2) — see (5) below
Contents
(1) Nomination of Committee Members
(2) Notice of AGM Meeting
(3) Proxy Form for AGM
Completed proxy forms must be posted early enough to be received by 3.00 pm Monday 30-Oct-2017.
(4) Voting — Election of members to Committee
(5) AGM Meeting
Wed 1-Nov-2017, 7:30pm
(1) Nomination of Committee Members
As at 1-Sep-2017,
Nominations are now open for the positions of President, Vice President, Treasurer, Secretary and eight Committee Members for a 12 month period commencing November 2017.
Completed nomination forms may now be submitted (instructions on form)
Completed forms must be posted early enough to be received by Friday, 29 September 2017 at 4:00 PM.
As at 30-Sep-2017, Nominations are now closed.
Announced Results — download here (published 30-Sep-2017)
As the number of nominations equals the number of vacancies, no election will be required and they will be elected at the Annual General Meeting in November.
(2) Notice of AGM Meeting
Notice of AGM — email to members sent 19 & 20-Sep-2017 — download here
incorporates later changes up to 21-Sep — Agenda item 5 (reviewing financial statements); Agenda item 7 (Student B $35).
(3) Proxy Form for AGM
A member may appoint another member to vote and speak on his or her behalf at the AGM — see Rule 35.
Proxies enable you to vote if you cannot attend the AGM by having someone, who is attending the meeting, exercise your vote (according to your directions if you give them such directions).
As the election is postal-voting ONLY, proxies are NOT used for election-voting. The election results will be announced at the AGM.
Proxies will be used for voting all motions at the AGM (inc. accepting minutes, reports, financial statements, and annual subscription fees).
v3 published 20-Sep – v3 has change to Motion re reviewing financial statements, and adds Motions re President’s report, and accepting financial accounts.
Completed proxy forms must be posted early enough to be received by 3.00 pm Monday 30-Oct-2017. Full instructions are at the bottom of the form.
(4) Voting — Election of members to Committee
The Nomination process of candidates for Committee is in item (1) above.
If there are more nominations than available positions, a postal-voting only election [Rule 53] will be held during October.
to be advised early October, by email and this webpage
As at 30-Sep-2017, now the results of the nominations are known, the Secretary has advised: “As the number of nominations equals the number of vacancies, no election will be required and they will be elected at the Annual General Meeting in November”. See (1) above for announcement.
Building entry can be tricky, but it’s easy with our guide here
Bring: your Membership Card (or Membership Number) to the meeting — it will be required for voting on the Motions
Monthly Meeting and the AGM Meeting
The regular Monthly Meeting (starting 7pm) will be suspended at 7:30pm.
The AGM will then commence in the same main room.
When the AGM ends, the regular Monthly Meeting will be resumed.
Election of new Committee
As at 1-September, the advised process was:
The above Nomination & Election process (postal-only voting) will end days before the AGM – see (4) above.
As the election is postal-voting only, there will not be any voting to elect Committee at the AGM (either by proxy or in person).
The election results will be announced at the AGM.
However, as at 30-Sep-2017, now the results of the nominations are known, the revised advice is:
“As the number of nominations equals the number of vacancies, no election will be required and they will be elected at the Annual General Meeting in November.” See (1) above for announcement.
Documents for consideration at the AGM
The following documents will be downloadable here by late October, when they become available — Rules 31(4), 31(5), 42, 49(2)
Agenda — contained in (2) above
Draft Minutes for last year’s AGM — published 22-Oct-2017 — downloadhere
President’s Report — v2 published 24-Oct-2017 — downloadhere
v2 adds approx 25% material — now 2.5 pages (previously 2 pages)
Financial documents [per Rule 31(4)]:
Treasurer’s Report — published 21-Oct-2017 — download here
Financial Statement for the year ended 30-June-2017 (reviewed & signed) — downloadhere
Published here 17-Oct-2017
Includes:
Committee and Treasurer’s Report for year ending 30-Jun-2017
Statement of Income and Expenditure (Financial Performance), and Statement of Financial Position (Assets & Liabilities / Balance Sheet)
For reference, MelbPC Rules (constitution) is on the About Us webpage.
