AGM – Notice of Meeting

The 59th Annual General Meeting will be held at 3.00pm on Sunday, 29 August 2021 at the Clubhouse, 10 Clubhouse Road, Jan Juc, Victoria

Meeting attendance in person is encouraged – if you choose to participate in the meeting online, you will be able to view a live webcast, ask questions online and vote in real time.

If it becomes necessary or appropriate as a result of the evolving COVID-19 situation to make any changes to the proposed meeting arrangements, members will be given as much notice as possible. Information relating to alternate arrangements will also be communicated to members via email and social media.

Given the nature and requirements for the 2021 AGM, the Board wishes to avoid any special business at the meeting other than the statutory business required under the Club’s constitution.

Chairing of meeting agenda periods will be:

  • Pre elections –       Aaron Green, the current president
  • During elections –  Ian Swan, member of the Audit & Finance Governance Committee
  • Post elections –     the incoming president

(Click to expand the following sections and download forms using the hyperlinks.)

Call for Nominations (open 18th - 30th July)

All Jan Juc SLSC Board and Official positions will become vacant and nominations for the following are now being called, nominations close on 30 July, 2021.

Complete and return this Nomination Form to the Returning Officer (contact details listed below).

1. Election of Board Positions (Executive)

  • President
  • Vice President
  • Secretary
  • Finance Manager
  • Lifesaving Services Manager
  • Lifesaving Skills Development Manager
  • Competition Manager
  • Juniors’ Manager
  • Fundraising & Sponsorship Manager

2. Recommendation of Official Positions (General Committee)

Successful candidates are then recommended by the meeting to the Board for consideration on approval and subsequent appointment (Rule 22.5).

  • First Aid Manager
  • Gear Manager
  • IRB Manager
  • Training & Assessment Manager
  • Boat Manager
  • Board & Ski Manager
  • Beach & Water Manager
  • Junior Club Captain
  • Nippers’ Manager
  • Clubhouse Manager
  • Communication & Publications Manager
  • Social Functions Manager

3. Election of Audit, Finance and Governance Committee (one position)

 

If you have an interest in how YOUR Club is run and you have something to offer, please consider taking on a position for season 2021/2022.

The current Jan Juc SLSC Constitution can be found here on our website. Alternatively, to find out what is involved in each position, contact the Secretary, Geoff Thompstone on secretary@janjucsurfclub.com.au.

Voting Eligibility

Voting at the AGM can be on the day or prior to the day via an Absentee Vote. Proxy votes are NOT allowed.

Members must meet the following criteria to be entitled to vote:

  • Must be a 2021/2022 Jan Juc SLSC Member;
  • Cannot be a Community (Social) Member;
  • Cannot be under 18 years of age on 29 August, 2021.

Absentee Voting (open 2nd - 22nd August)

Any member entitled to vote and who is unable to attend, may submit an Absentee Vote. The Absentee Voting form can be downloaded here (available after Monday 2 August) and has the following two parts:

  1. Member Voting Identification;
  2. Voting options, includes the matters to be voted upon and provision for the direction of the vote.

Complete and return both pages of the Absentee Voting form by 22 August, 2021 to the Returning Officer (contact details below).

    Online Registration

    The online meeting will be accessible via the Zoom App or dial in. Each attendee eligible to vote must register and sign in individually (i.e. two members of the same household cannot use the same email address or device).

    Meeting access details will be published by Friday, 27 August 2021.

    Before joining a Zoom meeting, you will be prompted to download and install Zoom when you click the "join" link. The minimum system requirements for Zoom are found here. In preparation for the meeting, please join this test meeting to ensure Zoom is downloaded and to familiarize yourself with Zoom.

    Online Registration will commence at 2:30 pm on the day.

     

    Thank you to RSM Australia for their continued support to the club in hosting this Online Zoom Meeting.

     

    Meeting Agenda (finalised by 8th August)

    1. Welcome

    2. Apologies

    3. The online format and conduct of the meeting is accepted so that any challenge arising from any procedural irregularity in, or to, the conduct of the meeting be waived.

    4. Accreditation of Absentee Votes Received

    5. Correspondence relative to AGM

    6. Confirm Minutes of AGM on 20 September 2020 (click to download)

    7. Matters arising from Minutes

    8. President’s Review

    9. Presentation and Adoption of 2020/21 Annual Report (click to download)

      • ​​Motion:   That the 2020/21 Annual Report presented at this Annual General Meeting be adopted and accepted, subject to (any) changes identified.

    10. Presentation and Adoption of the Financial Report (2020/2021 Financial Year) – available as part of the Annual Report​​

      • Motion:   That the 2020/21 Financial Report presented at this Annual General Meeting be adopted and accepted, in a bundle, as a fair and true representation of the financial position of the Club for the 2020/21 season.

    11. Report from Audit, Finance and Governance Committee (2020/2021 Season) – available by 1 August, 2021

      • ​Motion:    That the AF&G Committee Report submitted to this Annual General Meeting, is approved and ratified.

    12. Election of Board Positions – 

      • Nominations listed below were received by the closing date of the 30 July, 2021. 
      • Nominations for vacant positions for eligible candidates may be taken from the floor.
      • Multiple nominations for one position will be voted upon at the meeting after nominees have been given the opportunity to speak on their attributes to carry out the duties of the position.
      • President tba
        Vice President tba
        Secretary tba
        Finance Manager tba
        Lifesaving Services Manager tba
        Lifesaving Skills Development Manager tba
        Competition Manager tba
        Juniors’ Manager tba
        Fundraising & Sponsorship Manager tba
      • Motion:    That the Members listed for Board Positions for the 2021/22 season are accepted for appointment by the Members in attendance at this Annual General Meeting.

    13. Recommendation of Official Positions (General Committee).

      • Nominations listed below were received by the closing date of the 30 July, 2021. 
      • Nominations for vacant positions for eligible candidates may be taken from the floor.
      • Multiple nominations for one position will be voted upon at the meeting after nominees have been given the opportunity to speak on their attributes to carry out the duties of the position.
      • Successful candidates are then recommended by the meeting to the Board for consideration of approval and subsequent appointment (Rule 22.5).
      • First Aid Manager tba
        Gear Manager tba
        IRB Manager tba
        Training & Assessment Manager tba
        Boat Manager tba
        Board & Ski Manager tba
        Beach & Water Manager tba
        Junior Club Captain tba
        Nippers’ Manager tba
        Clubhouse Manager tba
        Communication & Publications Manager tba
        Social Functions Manager tba
      • Motion:    That the Members listed for the Official Positions (General Committee) for the 2021/22 season are recommended, by the Members in attendance at this Annual General Meeting, to the Board for consideration and approval.

    14. Election Audit, Finance & Governance Committee (one position).  

      • Nominations listed below were received by the closing date of the 30 July, 2021. 
      • Nominations for vacant position for eligible candidates may be taken from the floor.
      • Multiple nominations for one position will be voted upon at the meeting after nominees have been given the opportunity to speak on their attributes to carry out the duties of the position.
      • tba
        tba
      • Motion:    That the Member approved for the Audit, Finance and Governance Committee Position is accepted for appointment by the Members in attendance at this Annual General Meeting.

    15. General Business

      1. Report from Building Redevelopment Committee

      2. Recommendation from Board re allocation of funds to Lifesaving Services Fund for 2021/2022 Financial Year

      3. Recommendation from the Board re auditor appointment for 2021/2022 Financial Year.  

        • Motion:   That the Board endorses the appointment of STS Accounting Group as Auditors for the 2021/2022 Financial Year.
      4. Affiliation with SLSA & LSV for 2021/2022 Season 

        • Motion:   That the Jan Juc Surf Lifesaving Club Inc. agrees to affiliate with Surf Lifesaving Australia and Life Saving Victoria for the 2021/2022 Season and abide with their rules, regulations and constitutions of those governing bodies.

      5. Approval of Bank Signatories for 2021/2022 Season.

        • Motion:    That the approved Signatories for the 2021/22 season for all Bank Accounts held by the Jan Juc Surf Lifesaving Club Inc. be any two of the following Board Members – President, Vice President, Finance Manager, Secretary.

    16. Confirmation of Audit, Finance and Governance Committee Charter – available by 1 August, 2021

      • Motion:    That the Audit, Finance and Governance Committee Charter is accepted by the Members in attendance at this Annual General Meeting.

    17. Other matters (tba by 8 August)

    18. Close

    Returning Officer Contact Details

    Correspondence to the Returning Officer must be sent to either:

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