39TH ANNUAL GENERAL MEETING Sunday 2nd May 2021
Sunday 2nd May 2021 at 11am In the Club’s Showroom 4 High St, Hornsby 2077 Members attending will be required to present their current membership card on entering the meeting. AGENDA Declare meeting open with one minute’s silence. 1.
Announcement of quorum.
2. Apologies. 3.
Confirmation of Minutes of Annual General Meeting of members of Hornsby RSL Club Limited held 26 July 2020.
4.
To receive and consider the Audited Financial Report of Hornsby RSL Club Limited for year ended 31 December 2020.
5. To receive and consider reports of Board of Directors and Auditor. 6.
Declaration of Ballot for the election of directors.
7.
To consider and, if thought fit, to pass the following three (3) ordinary resolutions, namely:
ORDINARY RESOLUTION NUMBER 1 (a) That the President be paid an honorarium in respect of his or her services as a member of the Board of Directors at the monthly rate of $1,000 (plus Superannuation Guarantee Levy where applicable). Such honorarium is payable in arrears, and prorated on a daily basis for any broken period of less than a calendar month at the start or end of their term of office commencing on the date of this resolution and ending on the date of the next Annual General Meeting of the Club; and Explanatory Note – Ordinary Resolution: Presidents Honorarium The amount of the proposed honorarium is unchanged from last year’s honorarium. (b) That each Director be paid an honorarium in respect of his or her services
as a member of the Board of Directors at the monthly rate of $666.66 (plus Superannuation Guarantee Levy where applicable) payable in arrears and prorated on a daily basis for any broken period of less than a calendar month at the start or end of their term of office commencing on the date of this resolution and ending on the date of the next Annual General Meeting of the Club. Explanatory Note - Ordinary Resolution: Directors Honorarium The amount of the proposed honorariums is unchanged from last year’s honorariums. ORDINARY RESOLUTION NUMBER 2 That until the next Annual General Meeting, members approve members of the Board receiving such of the following benefits and advantages, (being benefits and advantages not offered equally to every Full Member of the Club) as the Board shall from time to time approve: (a) The provision to each member of the Board, as required from time to time and at the expense of the Club, a Directors Club Uniform, to be worn when attending to or carrying out his or her duties as a member of the Board whether at the premises of the Club or otherwise. (b) The provision to members of the Board of one car parking space each in that part of the club’s carpark as the Board shall from time to time resolve to set aside for use by members of the Board. (c) Reasonable expenditure for directors to undertake training and education including but not limited to industry related meetings, organised study tours, seminars, trade displays etc as may be determined by the Board provided all expenditure is supported by documentary evidence. (d) The provision to members of the Board of a free meal and refreshment, at a reasonable cost, on the day of attendance at Board Meetings, Finance Meetings and other Committee Meetings. (e) The provision of an electronic device (for example a laptop computer, iPad, tablet or other similar device) and internet access being made available to directors in respect of their duties as directors of the Club.
ORDINARY RESOLUTION NUMBER 3 That until the next Annual General Meeting, the members approve that eligible members may receive such of the following benefits (which are not offered equally to every Full Member of the Club) as the Board shall from time to time approve: (a) The expenditure by the Club of reasonable sums in payment of the costs of holding functions on the club’s premises to celebrate certain occasions, including but not limited to the Life Members’ Dinner. (b) The provision to Life Members of one monthly free meal and refreshment, at a reasonable cost. (c) The provision to Life Members of car parking spaces in that part of the club’s carpark as the Board shall from time to time resolve to set aside for use by Life Members. (d) The provision of membership of the Club to certain classes of person, including but not limited to Life Members of the Club and members of the Hornsby Branch of the Returned and Services League of Australia, for a reduced fee. 8. To consider and, if thought fit, to pass the following Ordinary Resolution for Life Membership. Moved Richard Wood
Member 3715
Seconded Stuart Macintosh
Member 43264
That Life Membership of Hornsby RSL Club Limited be conferred on Jeanette O’Keeffe, Member 1861. 9.
General Business
Dated: 24th February 2021 By direction of the Board
Mario Machado Chief Executive Officer
Notice of Election FOR THE BOARD OF DIRECTORS 2021 Nominations are called for the election to the Board of Directors for 2021. Under the triennial rule, there are two (2) positions to be filled and directors are elected for a three (3) year term. The Directors up for re-election this year are: Robert Kennerley Norm Bakker Nominations for two (2) positions on the Board of Directors shall open Tuesday 6th April 2021 and shall close 6.00pm Friday 23rd April 2021. Nominations must be in the hands of the CEO by 6.00pm Friday 23rd April 2021. Under the Club’s Constitution the following requirements shall be observed in connection with the election of directors. (a) Every candidate for election as a Director must qualify under Rule 25 of the Club’s Constitution (available on the Club’s website and from the membership office). (b) Nominations for election must be in writing on the Board Election Nomination Form signed by one ordinary member and or life member as nominator and signed by another ordinary member or life member as seconder and signed by the nominee as indicating his or her consent to the nominations. Board Election Nomination Forms and Statutory Declaration Forms can be obtained from CEO’s office during office hours: from 9:30am, Tuesday 6th April 2021. Arrangements can also be made to obtain these forms outside office hours. (Contact Jaynie Novotny on 9485 3201 or email jnovotny@hornsbyrsl.com.au). Candidates must complete the Board Election Nomination Form and also complete the Board Election Nominee Statutory Declaration, and once completed,
both forms must be lodged with the CEO’s Office, at which time the candidate must furnish proof of their membership of the Club. Board Election Nomination Form and Board Election Nominee Statutory Declaration Form, must be lodged with the CEO’s Office no later than 6.00pm, Friday 23rd April 2021. Forms will not be accepted after this time. The CEO will arrange a photographer to take suitable photographs of candidates for the Board of Directors. Candidates may arrange their own suitable photograph for publication and submit same with brief resume to CEO’s office by 6.00 pm, Friday 23rd April 2021. All candidates photographs must be the same size. Personal details typed on same size form as photograph with only relevant details pertinent to their interests in the Club. All resumes to be typed by CEO’s EA in same format prior to 6.00pm, Friday 23rd April 2021. Relevant details will be in same order for each candidate: i.e. Name Date of Joining Club Date of Birth Occupation In case of a sitting director, history of activities whilst a director of the Club will be included in resume. Candidate’s resumes limited to 200 words.
Friday 23rd April 2021 in the Boardroom. In accordance with the Club’s Constitution in order to be eligible for the election candidates must attend this course on one of these dates. VOTING TIMES Monday 26th April 2021 12.00 pm to 8.00 pm Tuesday 27th April 2021 12.00 pm to 8.00 pm Wednesday 28th April 2021 12.00 pm to 8.00 pm Thursday 29th April 2021 12.00 pm to 8.00 pm Friday 30th April 2021 12.00 pm to 8.00 pm Saturday 1st May 2021 4.00 pm to 8.00 pm Returning Officer, John Wright, has been appointed and will supervise the conduct of the ballot and determine the result, which will be declared at the Annual General Meeting on Sunday 2nd May 2021 at the appropriate time on the agenda. For further information, members attention is drawn to the Club’s Constitution and ByLaws.
WANTED - VOLUNTEER POLLING CLERKS
Nominations including the name of each candidate and his/her proposer and seconder, will be posted on the Club’s notice board by the CEO.
Voting for the 2021 Board of Directors will be held at the Club from: Monday 26th April until Saturday 1st May 2021.
Any person who nominates for election as a Club director will be required to attend a pre-election mandatory course of instruction for candidates to the Board. Mandatory course of instruction for candidates to the Board will take place at 6.00pm on Tuesday 20th April 2021 and
Voting begins at 12 noon Monday to Friday and 4:00pm on Saturday. If you are able to assist as a clerk, please contact Jaynie on 9485 3201 or jnovotny@hornsbyrsl.com.au
A NOTE TO MEMBERS The Annual General Meeting held on Sunday 2nd May 2021 may have restrictions in place that will be outside of the Club’s control. Numbers in attendance will be in accordance to the mandated Government COVID-19 restrictions regarding mass gatherings in indoor spaces at the time of the AGM. Members will be given access to the Showroom on a first in basis, and access will cease once the limit is reached. We regret to inform that members in attendance will not receive food & beverage vouchers to be used within the Club on 2nd May 2021. Please note this information was correct at the time of publication - 24.03.2021. If further changes occur, they will be updated and available through Club reception (02) 9477 7777 or via the website, www.hornsbyrsl.com.au