Special Resolution 2 - AGM

[DonRamsay]

Special Resolution 2

 

Currently, by the time Members get the official Notice of Meeting for the Annual General Meeting, it is too late to submit any business to the Secretary for consideration at the AGM. This amendment will ensure that Members receive a request from the Secretary for items of business from Members for inclusion on the Agenda for the AGM.

 

That all of the words of Rule 21 Annual General Meeting – holding of be deleted and replaced with the following words:

 

21 Annual General Meeting – Convening

 

(i) The Board shall set the date for the Annual General Meeting to be held no later than five months after the end of the Association’s Financial Year.

 

(ii) The Secretary shall cause to be sent to each Member two months before the date set for the Annual General Meeting a notice specifying the venue, date and time of the Annual General Meeting, the order of business, and a request for any motions to be placed on the Agenda for the Meeting.

 

(iii) Formal Notice of the Annual General Meeting is to be issued by the Secretary in accordance with Rule 24.

 

Special Resolution 3

 

At the moment, our Constitution is silent on when the Annual Financial Statements are to be made available to Members. Rule 15 requires the Treasurer to “Ensure that the Board approved and audited full-year financial statements are published to the members in accordance with Rule 21.” However, Rule 21 makes no mention as to when the Annual Financial Statements are to be published to the Members.

 

This amendment sets the minimum time before the AGM for publication of the Annual Financial Statements to Members. It will ensure that Members are given the opportunity to carefully consider the Annual Financial Statements, the President’s and the Secretary’s Reports before the AGM. This will save time at the AGM as the Reports could be “taken as read” and, following questions and answers, an informed vote could take place on the reports.

 

That sub-paragraph (iv) as below be added to Rule 21 Annual General Meeting – Convening:

 

21 Annual General Meeting – Convening

 

(iv) At least 21 days before the date fixed for the holding of the Annual General Meeting, the Secretary shall cause to be sent to each Member a notice specifying the Agenda for the Meeting together with the Board approved and audited Annual Financial Statements and the Annual Reports of the President, Secretary and Treasurer.

 

 

[timb]

Don

 

Just my 2 bob's worth but the Notice of the AGM must include ALL motions to be determined at the meeting. Motions from the floor or proposed AFTER the date of the Notice cannot be accepted.

 

 

[DonRamsay]

. . . Just my 2 bob's worth but the Notice of the AGM must include ALL motions to be determined at the meeting. Motions from the floor or proposed AFTER the date of the Notice cannot be accepted.

Not just your two bob's worth, timb, but those are the Rules in the RA-Aus Constitution now and they will still be if these proposed amendments are successful.

 

The thrust of these amendments is to get information to the Members before the AGM, not during the AGM. Members so armed can come to the AGM fully informed and able to ask intelligent questions, especially of the Board Executive. The amendments will also give Ordinary Members an opportunity to get an item on the Agenda that they could not, as you say, raise from the floor.

 

All in all, we should have quicker, better informed AGMs if these amendments are passed.

 

Don