2018 Cairns Hockey AGM
CAIRNS HOCKEY ASSOCIATION INC ANNUAL GENERAL MEETING AGENDA
WEDNESDAY 12TH DECEMBER 2018- 6pm
WEDNESDAY 12TH DECEMBER 2018- 6pm
1. DR ROB POZZI OPEN THE MEETING AND WELCOME:
2. ACKNOWLEDGEMENT OF LIFE MEMBERS:
3. ATTENDANCE and REGSTER TO VOTE: Please sign the attendance register and thereafter if seeking to vote at the AGM, please confirm voting eligibility – see CHA Board Memo dated 28th November 2018 and information below.
4. APPOLOGIES – See Register
5. CONFIRMATION OF MINUTES: AGM Minutes 2017
The Minutes of the 2017 Annual General Meeting be confirmed and accepted as a true and accurate record
6. Adoption of the Annual Report:
ANNUAL REPORT 2018 Move that the 2018 CHA Annual report as produced be accepted and adopted Annual Report FINAL 2018
7. ADOPTION OF THE 2017-2018 Audited Financial Reports
30 Sept 2018 Cairns Hockey Association Inc – FINANCIAL REPORT FINAL – original signed reports will be presented at AGM
8. Special Resolution nil
9. LIFE MEMBERSHIP
10. APPOINTMENT OF
Patron – Move that Warren Entsch be appointed as patron of CHA
Moved By Dr R Pozzi
Auditor – Move that Greg Stanton be appointed as auditor
Move By C Sackley
11. Board Elections
Current Board Membership (Nov 2018)
President Dr Robert Pozzi
V/President Mrs Karen Cockrem
Finance Ms. Casey Sackley
Board Member Mr Miles Dickson
Board Member Mr John Watts
Board Members standing down- end of term (In accordance with The Rules of the Association)
Board Member and Vice President – Mrs Karen Cockrem End of Term – Seeking re-electionBoard Member –
Mr Miles Dickson – End of Term – Not seeking re-election
Finance Director – Casey Sackley – End of Term – Not seeling re-election
Board Elections at the meeting – President to oversee the voting process
3 nominations were received for 2 CHA Board Positions each with a 2 years term which ends at the AGM in 2020.
The voting process will be as follows-
(i) All those registered and eligible to vote will receive 1 ballot
(ii) Please nominate 2 persons for the 2 vacant positions
(iii) The nominees with the 2 highest number of votes will elected to fill the vacant positions
Scrutineers to oversee the vote will be nominated at the meeting. Scrutineers will be people not eligible to vote in the election. The scrutineers will tally the votes and present to the President a list of those votes each nominee received.
The President will announce the successful nominees and welcome them to the Board
The President will then call for a resolution that the ballots be destroyed
Closing Statement by the President
- There will be an election required if all nominations remain active and it is important that Cairns Hockey clarifies the election process in a transparent manner.
Director of Finance
When nominations closed for the position of Director of Finance, a nomination was received by Cheryl Overlack. As there was no further nominations, no election is necessary and Cheryl Overlack can be appointed as new Director of Finance at the AGM on the 12th December 2018 when the position becomes vacant.
CHA Board Positions
When nominations closed for Board Member positions on CHA Board, CHA had received 3 nominations for the 2 vacant positions.
Karen Cockrem – Board Member seeking re-election
AGM VOTING RULES – 12th December 2018 (clarified position on 11/12/2018 and notice sent to relevant club committee, CHA Board members and nominees)
Clarification of Voting
Advice received on the CHA constitution relating to voting at the CHA AGM has been received and this advice will be applied to the CHA Annual General Meeting on 12th December 2018.
1. To be eligible to vote you must be one of the following
• senior playing member clause 5.011
• senior non- playing member, 5.012
• senior financial member of an affiliated club including life members, 5.013
• parents who are not actively involved in playing the game of hockey have obtained 18 years and are the parent or legal guardian of a junior member 5.104
• CHA Life Member 5.02
2. At the AGM, we will have a voting register to be completed to confirm voting eligibility
3. Once your eligibility is established and confirmed that member is entitled to one vote only.
4. Members will receive one ballot only to complete.
Previous notice confused eligibility to voting with voting itself. I apologize for this.
This is consistent with the model rules which is part of the governing legislation and confirms 1 member 1 vote only apart from the casting vote which the chair holds.
REGISTER TO VOTE
All those you wish to vote at the AGM are required to complete the voting registration form.
Cairns Hockey will receive the voting registration form and check same against Cairns Hockey and/or Club lists provided and will notify any person who has registered to vote and does not satisfy the criteria.
If there is any dispute, Cairns Hockey President will make the final decision on eligibility.
Balloting lists shall be prepared (if necessary) containing the names of the candidates in alphabetical order, and each member present at the Annual General Meeting shall be entitled to vote for any number of such candidates not exceeding the number of vacancies. In this case – each member will circle 2 candidates they choose for 2 board positions
The Chairperson shall appoint two members to conduct the secret ballot in such manner as he shall determine and the result of the ballot as declared by the Chairperson shall be deemed to be the resolution of the meeting at which the ballot was demanded;
The nominee with the highest number of votes will be elected to the CHA Board
The nominee with the second highest number of votes will be elected to the CHA Board
The ballots will be asked to be destroyed once the election has been settled
Every member present shall be entitled to one vote and in the case of an equality of votes the Chairperson shall have a second or casting vote: PROVIDED that no member shall be entitled to vote at any General Meeting unless that member’s annual subscription is paid prior to the commencement of that meeting
What's on at Cairns Hockey
6:00 pm - 8:30 pm
CHA Board Meeting
Cairns Hockey Office, Cairns North Queensland