Annual General Meeting (AGM) Notices – 2016

  • includes prior Election of Committee (postal vote only)

  • Committee Election Results – download here

This page will be updated progressively as required.

Contents

  1. AGM Meeting
  2. Notice of Meeting
  3. Nomination of Committee Members
  4. Voting to elect members to Committee
    • As at 31-Oct – now closed
    • ALL voting will be postal, during October
    • NO voting at the AGM
  5. Proxy Voting Form for AGM
    • as at 31-Oct – now closed
  6. Documents for consideration at AGM

 

1. AGM Meeting

  • When: Wed 2-Nov-2016, 7:30pm
  • Where: MelbPC HQ, Level 1, Suite 26, 479 Warrigal Road, Moorabbin.
    • 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
    • Agenda: see below – 2. Notice of Meeting
    • Other documents: see below – 6. Documents for consideration at AGM
  • 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.

 

2. Notice of Meeting

  • Notice of AGM
    • pdf-version for download here
      • 3 pages (full details of meeting announcement)
      • Includes Agenda, proposed Motions, receiving reports (see below), and full requirements for Nominations to Committee, …
  • A text version of the same notice was emailed to members on 19-Sep-2016.

 

3. Nomination of Committee Members

  • pdf-form for download here
  • Nominations must be received before 3.00 pm, Fri 30-Sep-2016.
    • Now closed.

 

4. Voting to elect members to Committee

  • After Nominations for Committee closed, the Returning Officer determined which Committee positions are contested and require a ballot.
    • Positions of Vice President and Ordinary Committee members require a ballot.
    • Returning Officer’s Report — 1-Oct-2016 — is here
      • List of who nominated the candidates is here
      • Ballot Paper (for your voting) is 9 lines further down this webpage.
  • All MelbPC members are invited to vote in the Committee Election ballot in an all-member email sent 3-Oct-2016.
    • A copy of this email can be downloaded here.
  • Committee Election Ballot
    • By postal vote ONLY (see MelbPC Rule 53)
      • There will be NO voting-in-person to elect Committee at the AGM.
        • Proxies will therefore not be used for voting in the election of Committee at the AGM — proxies will only be used for other business at the AGM.
      • Postal voting will occur during October.
    • Ballot Paper (for your voting) — download here — single-page version (pdf)
      • Statements by the Candidates — download here
      • Two extra election-related pages from PC Update – download here
      • Send your completed vote early enough to arrive before deadline: 4:00 pm, Mon 31-Oct-2016
        • Do NOT send to MelbPC Office – see bottom of Ballot Paper for full instructions (e.g. PO Box)
        • Be aware of possible mail delays (possibly many days) from regular Australia Post.
        • Now closed: as of 31-Oct, all voting for Committee Election is now closed.
    • Result of the Committee Election (postal ballot) will be announced at the AGM.
      • Committee Election Results – download here (published 3-Nov-2016)

 

5. Proxy Voting Form for AGM

  • pdf-form for download here
    • You can send your Proxy Form by email to returning-officer@melbpc.org.au to arrive before deadline: 3:00 pm, Mon 31-Oct-2016
    • OR alternatively, send or hand-deliver your completed paper proxy-form to our offices at Moorabbin 3169 to arrive before deadline: 3:00 pm, Mon 31-Oct-2016.
      • Be aware of possible mail delays (possibly many days) from regular Australia Post.
    • Now closed: as of 31-Oct, submission of proxies is now closed.
  • 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 Committee election postal ballot closes before the AGM, there will not be any voting to elect Committee at the AGM (by proxy or in person). So proxies will not be used for voting in the election of Committee — proxies will only be used for other business at the AGM.

 

6. Documents for consideration at AGM

  • Bring your Membership Card (or Membership Number) to the meeting — it will be required for voting on the Motions
  • Agenda – included in Notice of Meeting (AGM) — download here
  • Documents to be available here (during October when available) — all now available at 25-Oct:

    • Draft Minutes of Special General Meeting (SGM) held 7-Sep-2016 — download here
    • Draft Minutes for last year’s AGM — download here
    • President’s Report — download here
    • Financial documents (per Rule 31(4)):
      • Treasurer’s Report for year ending 30-Jun-2016 — download here
      • Financial Statements for the year ended 30-June-2016 (audited & signed) — download here
        • Includes Statement of Financial Performance (Income and Expenditure), and Statement of Financial Position (Detailed Balance Sheet)
    • Honorary Life Member Citation – Roger Wragg — download here
      • Granting of the Honorary Life membership will be voted upon in one of the notified Motions at the AGM (see Agenda)
  • For reference, MelbPC Rules are on the About Us webpage