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2019 Ordinary General Meeting

February 2019

 

Dear Member,

Notice of Ordinary General Meeting 20:00hrs Tuesday 19 March 2019

In accordance with Rule 17 of the Constitution, notice is hereby given to Members that an Ordinary General Meeting of the Sandringham Yacht Club will be held in the clubhouse (Port Phillip Room), Jetty Road, Sandringham on Tuesday 19 March 2019 at 20:00hrs.

Notice of Agenda

  1. Declare the Meeting Open
  2. Apologies
  3. Mark of Respect
  4. Confirmation of the Minutes of the previous Ordinary General Meeting
  5. Matters arising from the previous minutes
  6. Commodore’s Report
  7. Chief Executive’s Report
  8. Treasurer’s Report
  9. Club Captains’ Reports
  10. Membership Initiatives
  11. Notice of Motions
  12. General Business
  13. Close the Meeting

Agenda Item 11 – Notice of Motions (Special Resolutions) and Voting

At the OGM, we will be putting forward a series of Motions that are being proposed as special resolutions (as these motions change the Constitution). In all there are 18 motions grouped into 3 sections;

 Membership Motions 1 – 4

  • Housekeeping Motions 5 – 15
  • Election Housekeeping Motions 16 – 18

In a bid to streamline the meeting, it is our intention to cast one vote for each section – so 3 votes in total. 

 

1)      MEMBERSHIP MOTIONS 1 – 4 (SPECIAL RESOLUTIONS)

Motions 1 to 4 are proposed to amend the Constitution to reflect a number of membership changes arising from the recent membership review.

Motion 1

Rule 7.7 a (i) – to implement a name change from Senior Member to Full Member, it is proposed that this clause be amended as follows

“A Senior Full Member is a Member who is 18 years old or older and who has been admitted to Senior Full Membership (including Veteran Members under Rule 8.4)

(N.B. any other references to Senior Member will be replaced with Full Member)

 

Motion 2

Rule 7.7 c (i) – to implement a name change from Junior Member to Youth Member and the extension of the age group to 24, it is proposed that this clause be amended as follows

“A Junior Youth Member is a Member who is under 18 25 years of age and who has been admitted to Junior Youth Membership.”

 (N.B. any other references to Junior Member will be replaced with Youth Member)

 

Motion 3

Rule 7.7 g (i) (C) – to be consistent with the change in 7.7 c (i) above, it is proposed that this clause regarding a Family Member be amended as follows

“unlimited junior youth dependants under the age of 18 25

 

Motion 4

To accommodate members who are experiencing a significant change in circumstances, such as serious health issues, it is proposed that the following new clause be added to Rule 8

“8.8   Suspension

Upon application, the General Committee may in its absolute discretion suspend membership for any Member.  The decision to suspend membership in this manner is only effective for the then current Club Year.  A Member whose membership is suspended is not entitled to any of the benefits of Membership.”

 

Proposer: Phil Simpfendorfer (1998)                                         Seconder: Sue Bowes (3182)

 

2)      HOUSEKEEPING MOTIONS 5 – 15 (SPECIAL RESOLUTIONS)

Motions 5 to 15 are proposed to amend the Constitution to reflect a number of general housekeeping issues

Motion 5

Rule 7.4 (c) – as it is not current practice for Junior Members to be interviewed prior to being accepted to membership, it is proposed that this clause be deleted in its entirety

“an applicant for Junior Membership must be interviewed by the Off the Beach Sailing Centre Sub-Committee before the Applicant’s name is presented to the General Committee for election”

 

Motion 6

Rule 7.4 (d) – as new member applications can be made online, it is no longer appropriate to have a minimum 2 week delay prior to being elected to membership. Therefore it is proposed that this clause be amended as follows:

“an interval of 2 weeks 7 days or more must elapse between the lodging of an application for Membership and the election held by the General Committee to elect the applicant as an Ordinary Member”

 

Motion 7

Rule 7.5 (c) – as payment plans have been introduced as a normal form of annual membership fee payment, it is proposed this clause be amended as follows

“upon a nomination being approved by the General Committee, the Chief Executive Officer must, as soon as practicable, notify the applicant in writing of the approval for Membership and request payment (or commitment to an eligible payment plan) within 28 days of that notification of the sum payable under these Rules as the entrance fee and the first year’s annual subscription;”

 

Motion 8

Rule 7.9 (d) (iv) – in order to increase the inclusivity of Life Members in the process of awarding life membership, it is proposed that this clause be amended as follows

“If the General Committee thinks it suitable, it may submit the Life Membership proposal to a panel of a minimum of 4 Life Members (“Life Membership Panel”).”

 

Motion 9

Rule 7.9 (e) (ii) – in order to align Honorary membership with the recent change in the membership year, it is proposed that this clause be amended as follows

“Every Honorary Membership expires on 31 March of each calendar the last day of each membership year, at which point it may be extended for a period of 12 months or less as determined by the General Committee.”

 

Motion 10

Rule 8.2 (c) – as payment plans have been introduced as a normal form of annual membership fee payment, it is proposed that this clause be amended as follows

“The annual subscription and any other annual fee is due and payable at the commencement of the Club Year. This requirement may be satisfied by commitment to an eligible payment plan prior to the commencement of the Club Year.”

Add in definition: eligible payment plan = payment plan as determined by GC

 

Motion 11

Rule 11.2 (a) – as payment plans have been introduced as a normal form of annual membership fee payment, it is proposed that this clause be amended as follows

 “All subscriptions, fees and other monies owing to the Club by a Member at the time of resignation or expulsion of a Member, despite the Member’s resignation or expulsion, remain a debt due and owing to the Club.  For the avoidance of doubt, this includes any future amounts payable under any payment plan for the current membership year”

 

Motion 12

Rule 11.3 – in order to align with the re-joining fee as set out in the By Laws, it is proposed that this clause be amended as follows

A member who has previously resigned from the Club who wishes to re-join the Club must, in accordance with these Rules, pay the difference between the entrance fee that he or she initially paid and the entrance fee current as at the date of re-joining re-joining fee as determined by General Committee and set out in the By-laws.”

 

Motion 13

Rule 18.5 (a) – in order to streamline and reduce the communications to members prior to General Meetings, it is proposed that this clause be amended as follows

“A Member who wishes to raise a motion at a General Meeting must notify the Chief Executive Officer in writing at least 21 28 days before the meeting of the proposed motion, or 28 days before a meeting where the Member proposes to move a special resolution.”

 

Motion 14

Rule 42 (e) – to reflect the changes to the international and national sailing bodies, it is proposed that this clause be amended as follows

“The sailing regulations of the Club are the current Racing Rules of Sailing of the International Sailing Federation World Sailing, prescriptions of Yachting Australia (“YA”), Australian Sailing (“AS”), safety regulations of the YA AS and any By-Laws made by the General Committee under Rule 34 subject to such alterations and modifications as are contained in the sailing instructions.”

 

Motion 15

Rule 46 (c) – to reflect a change to liquor licensing laws, it is proposed that this clause be amended as follows

“No liquor may be sold or supplied to any person under 18 years of age except when that person is accompanied by a spouse, parent or guardian (who is at least 18 years or older) and the liquor is supplied as part of a meal supplied on the Club premises”

 

Proposer: Sue Bowes (3182)                                                         Seconder: Garry Anderson (2062)

 

3)      ELECTION MOTIONS 15 – 18 (SPECIAL RESOLUTIONS )

Motions 16 to 18 are proposed to amend the Constitution to reflect a number of election housekeeping changes.

Motion 16

Rule 26.6 (b) – to provide sufficient set up time for electronic voting, it is proposed that nominations of candidates be lodged earlier and therefore that this clause be amended as follows

“must be lodged with the Chief Executive Officer at least 2128 days prior to the date of election.”

 

Motion 17

Rule 26.10 (a) – to reflect the recent recommendation that a Returning Officer, who is usually a senior member of staff (but not the CEO), is appointed to provide administrative assistance to the Scrutineers, it is proposed that this clause be amended as follows

“the General Committee shall appoint 2 scrutineers (“Scrutineers”) and a returning officer (“Returning Officer”) to supervise and assist in the conduct of the election;”

 

Motion 18

Rule 26.10 (i) – to enable election results to be more promptly and efficiently reported it is proposed that this clause be amended as follows

“at 1800 hours on the day of the election, the Commodore shall announce the result in the Members’ Bar of the Club premises on the Members’ Bar noticeboard and on the Club website; and”

 

Proposer: Garry Anderson (2062)                                                        Seconder: Scott Sampson (6190)

Please note that as these Motions are special resolutions, to pass they require support by 75% of those voting. If you cannot attend the OGM, then please note in line with the Constitution, proxy voting is now provided for pursuant to Rule 20.2.  As such please download the proxy voting form by clicking here.

Please note that all of the motions come to the meeting with the full support of the General Committee, the Finance and Audit Committee and the Membership review Sub-Committee.

If you would like to discuss any aspect of these motions in advance of the meeting, please get in touch so that I may assist ceo@syc.com.au 

Please note that as per Rule 18.5 of the Constitution, a Member who wishes to raise a motion at a General Meeting must notify the Chief Executive Officer in writing at least 21 days before the meeting of the proposed motion, or 28 days before a meeting where the Member proposes to move a special resolution. Upon receipt of a notice under Rule 18.5(a) the Chief Executive Officer must notify Members pursuant to Rule 17.

Members are again encouraged to attend the OGM which will be followed by complimentary refreshments as per normal.

Yours Sincerely,

Richard Hewett
Chief Executive Officer