Notice of AGM and SGM

October 11, 2017

 

Notice is hereby given of the BRAT Club Special General Meeting (SGM) and Annual General Meeting (AGM) on Sunday 22 October 2017, from 12:30pm at Heffron Park, Maroubra, outside the BRAT Club shed.  

 

The monthly club race will be held from 10am, with the meeting following immediately after.  Food and drinks will provided, plus a few random prize draws.  

 

A significant achievement of the Committee last year was to redraft our constitution in line with updated model rules.  An SGM (in addition to, but occurring at the same time as, the AGM) is required to vote in this constitution.  Full details are below.

 

We realise this is a lot of information to take in!  In its simplest form, please support the BRAT Club by attending the SGM/AGM.  If you cannot attend, be sure to submit your proxy vote.  Two separate proxy votes are required; one for the SGM and one for the AGM.

 

You can fill out the forms online here (easiest from a desktop browser):

 

agm.bratclub.com.au

 

OR you can download the forms here:

 

SGM Proxy Form

AGM Proxy Form

 

For any inquiries, please contact the BRAT Club secretary, Victor Hong, email sec@bratclub.com.au, or the BRAT Club president, Karl Dittko, mobile 0431 045 877 or email pres@bratclub.com.au.  

 

Summary of key dates
1) 01 October 2017, 12:30pm, notice of motion for special business for the AGM due;
2) 15 October 2017, 12:30pm nominations for the BRAT Club committee due;
3) 21 October 2017, 12:30pm proxy votes for the General meeting and AGM due;
4) 22 October 2017, 12:30pm General meeting, followed by AGM.

 

Notice of Special General Meeting
The Bondi Running and Triathlon (BRAT) Club will hold a Special General Meeting (SGM), immediately preceding the Annual General Meeting (AGM) on Sunday, 22 October 2017 commencing at 12:30pm at Heffron Park, Maroubra, outside the BRAT shed.  

 

With reference to clause 37 and clause 31 of the BRAT Club Incorporated Model Rules of 21 August 2012 the general meeting is called to advise of a notice of special resolution to amend the BRAT Club Incorporated Model Rules from the 2012 version (attached) to the new updated and amended October 2017 constitution (attached). By way of brief explanation please note the following:

 

Q: Why are we doing this?
A: We aim to:

  • Bring the BRAT’s governing rules into line with existing regulations which were updated in September 2016 rather than those in force in 1999. It is also closer to the model constitution in the regulations.

  • Allow for new technology such as electronic voting and virtual meetings

  • Give greater flexibility in the way the club is run, including committee members and roles as well as the frequency of committee meetings

 

Q: What are the major changes?

A: Apart from the items above:

  • The quorum requirements have been lowered for AGMs (from 15% of members to double the number of committee members plus one), this is because participation to meet the threshold in past years has been difficult to achieve

  • Special resolutions are passed in accordance with the relevant law presently in force (75% of votes cast) rather than 60% of all members in a physical meeting or postal ballot (or going to the Director General of Fair Trading NSW).

 

To discuss any concerns relating to the general meeting called for the purposes of the special resolution indicated above please contact the BRAT Club secretary, Victor Hong, email sec@bratclub.com.au or the BRAT Club president, Karl Dittko, phone 0431 045 877 or pres@bratclub.com.au, prior to the general meeting.

 

Pursuant to clause 31 of the current BRAT Club Inc model rules a special resolution is passed by a majority of votes which comprises not less than 60% of the members of the BRAT Club, being entitled to vote in person or by proxy at a general meeting of which at least 21 days’ written notice specifying the intention to propose the resolution as a special resolution is given in accordance with these rules.

 

Voting
Members can either vote in person at the general meeting or by proxy if unavailable for the meeting.

 

Proxy voting
To help BRAT Club achieve a quorum and a majority of votes of no less than 60% of the current members of BRAT Club a proxy form is attached and provided to all members.

 

Members unable to participate in the general meeting must submit proxy votes by 12:30 pm on Saturday, 21 October 2017.

 

Notice of the BRAT Club AGM
The 2017 AGM for BRAT Club will be held on Sunday, 22 October 2017 following the general meeting (shortly after 12:30pm on Sunday, 22 October 2017).

 

Ordinary Business

1. Confirmation of minutes of last AGM
Copies of the minutes of the AGM held on 5 November 2016 will be available at the meeting (or by request) and members will be asked to confirm they are a correct record.

2. Committee Reports
To receive and consider Committee Reports on the activities of the Club over the prior year. This will include the financial statements for the year ended 30 June 2017.

 

3. Election of Office-Bearers
Each office-bearer of the Club is subject to re-election at the AGM.


It is proposed that elections take place for the positions outlined below. The Secretary will present all nominations received at the meeting – if the number of nominations received is equal to the number of vacancies, the persons nominated are taken to be elected. If the number of nominations received exceeds the number of vacancies to be filled, a secret ballot will be held.

 

The committee is to consist of office bearers of the association.  The office bearers are currently and for the purposes of re-election at the AGM:


(a)            President;
(b)            Vice president;
(c)            Treasurer;
(d)            Secretary;
(e)            Assistant secretary;
(f)             Captain;
(g)            Race director;
(h)            Clothing manager;
(i)             Social secretary;
(j)             Training coordinator;
(k)            Digital strategy manager; and
(l)             Sponsorship coordinator.

 

Position nominations are now being sought from eligible (fully paid financial) members by completing the attached nomination form.

 

Nominees can elect to nominate for any of the positions above. Each nomination must be made in writing on the nomination form with written consent of the candidate and signed by two members of the BRAT Club and must be delivered to the secretary, Victor Hong, at least seven days before the date fixed for the holding of the AGM, accordingly by 12:30pm on Sunday, 15 October 2017.  Please note that the BRAT committee is a volunteer and hands on operational committee and that committee members are expected to commit between four and six hours per month on BRAT Club business.

 

Notice of motion for the AGM
Any notices of motion for inclusion as special business at the AGM must be submitted in writing by two members to the secretary, Victor Hong at sec@bratclub.com.au by 12:30pm on 01 October 2017.

 

Proxy voting
To help BRAT Club achieve a quorum and if a ballot is required for voting, a proxy form is attached for the AGM.

 

Members unable to participate in the AGM must submit proxy votes by 12:30pm Saturday, 21 October 2017 to the secretary, Victor Hong at sec@bratclub.com.au  

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