Minutes of Annual General Meeting 2007

Sunday, 16 December 2007
Held on IRC, chat.freenode.net, channel #odfriend

1. Commencement of meeting

Present:
Eric Lindsay
Jean Hollis Weber

Apologies:
Lin M. Hall
Michelle Hallett
Gerald Smith
Janet Swisher
Kirsty Taylor
Rob Unsworth
Ana Young

A quorum not being present by 30 minutes after the advertised starting time (UTC 22:00 Sat 15 Dec or 08:00 Queensland time Sun 16 Dec), the President (Eric) adjourned the meeting for half an hour, to reconvene at 0900. A quorum still not being present at 0900, Eric declared the meeting open.

Jean noted that the apologies had all given her their proxy to vote on their behalf in favour of each of the motions on notice.

Later addendum: Jean received email from Lin Hall saying that he and Rob Unsworth had attempted to join the meeting. We and they seemed to have been in different places.

2. Minutes of previous Annual General Meeting

Jean presented the minutes of the AGM held on 21 January 2007.

Motion 1:
That the minutes of the General Meeting held on 21 January 2007 be confirmed as an accurate account of the proceedings of that meeting.

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

3. Accounts

Jean presented the statement of accounts (PDF) for the 2006-2007 financial year.

Motion 2:
That the statement of accounts for the 2006-2007 financial year be accepted.

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

4. Appointment of Auditor/Verifier

Motion 3:
That A Head for Business P/L be appointed to audit or verify the Association’s accounts for the financial period 01 July 2007-30 June 2008.

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

5. Election of Management Committee

Motion 4:
That the five people nominated for positions on the Management Committee, to serve until the next AGM, be declared elected.

The nominees are as follows:
President: Eric Lindsay
Vice-President: Lin M Hall
Secretary/Treasurer: Jean Hollis Weber
Committee member: Rob Unsworth
Committee member: Ana Young

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

6. Management Committee’s Report

Jean presented the Management Committee’s report.

7. Proposed Changes to Association’s Rules

Jean Hollis Weber and Rob Unsworth proposed the following changes to update the rules in line with changes in the Associations Incorporation and Other Legislation Amendment Bill 2006 and the revised Model Rules provided by the Queensland Department of Fair Trading, which can be downloaded from here (PDF). The current rules of the Association are here (PDF).

Motion 5:
Add the following new section after the existing section 11 Register of Members, and renumber the following sections accordingly.

PROHIBITION ON USE OF INFORMATION ON REGISTER OF MEMBERS
12. (1) A member of the association must not
(a) use information obtained from the register of members of the association to contact, or send material to, another member of the association for the purpose of advertising for political, religious, charitable or commercial purposes; or
(b) disclose information obtained from the register to someone else, knowing that the information is likely to be used to contact, or send material to, another member of the association for the purpose of advertising for political, religious, charitable or commercial purposes.
(2) Subrule (1) does not apply if the use or disclosure of the information is approved by the association.

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

Motion 6:
Under BUSINESS TO BE CONDUCTED AT ANNUAL GENERAL MEETING: Delete existing section 25

25. The following business must be conducted at each annual general meeting-
(a) receiving the statement of income and expenditure, assets, liabilities and mortgages, charges and securities affecting the property of the association for the last financial year;
(b) receiving the auditor’s report on the financial affairs of the association for the last financial year;
(c) presenting the audited statement to the meeting for adoption;
(d) electing members of the management committee;
(e) appointing an auditor.

and insert the following as Section 25

25. Business to be conducted at annual general meeting

(1) If the association is
– a level 1 incorporated association; or
– a level 2 incorporated association to which section 59 of the Act applies; or
– a level 3 incorporated association to which section 59 of the Act applies,
the following business must be conducted at each annual general meeting of the association
(a) receiving the association’s financial statement, and audit report, for the last reportable financial year;
(b) presenting the financial statement and audit report to the meeting for adoption;
(c) electing members of the management committee;
(d) for a level 1 incorporated association—appointing an auditor or an accountant for the present financial year;
(e) for a level 2 incorporated association, or a level 3 incorporated association, to which section 59 of the Act applies—appointing an auditor, an accountant or an approved person for the present financial year.

(2) If the association is a level 2 incorporated association to which section 59A of the Act applies, the following business must be conducted at each annual general meeting of the association
(a) receiving the association’s financial statement, and signed statement, for the last reportable financial year;
(b) presenting the financial statement and signed statement to the meeting for adoption;
(c) electing members of the management committee;
(d) appointing an auditor, an accountant or an approved person for the present financial year.

(3) If the association is a level 3 incorporated association to which section 59B of the Act applies, the following business must be conducted at each annual general meeting of the association
(a) receiving the association’s financial statement, and signed statement, for the last reportable financial year;
(b) presenting the financial statement and signed statement to the meeting for adoption;
(c) electing members of the management committee.

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

Motion 7:
Under QUORUM FOR, AND ADJOURNMENT OF, GENERAL MEETING: Delete existing section 28. (1)

28. (1) Subject to subsection (5), at a general meeting the number of members equal to double the number of members of the association presently on the management committee plus 1 form a quorum.

and insert the following two clauses

28. (1) The quorum for a general meeting is at least the number of members elected or appointed to the management committee at the close of the association’s last general meeting plus 1.
(2) However, if all members of the association are members of the management committee, the quorum is the total number of members less 1.

The remaining clauses to be renumbered accordingly.

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

Motion 8:
Under PROCEDURE AT A GENERAL MEETING: Insert the following clauses as 29. (1) (a) and (b) and renumber all other clauses.

(a) A member may take part and vote in a general meeting in person, by using any technology that reasonably allows the member to hear and take part in discussions as they happen.

(b) A member who participates in a meeting as mentioned in subrule (a) is taken to be present at the meeting.

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

Motion 9:
(Meeting notification.) Delete the current Section 27. (2)

The secretary must give at least 14 days notice of the meeting to each association member.

and insert the following as Section 27. (2)

At least fourteen (14) calendar days prior written notice of the meeting shall be given to each member of the organisation by the Secretary, by mail, electronic medium or personal delivery.

Moved Jean, seconded Eric. Nine votes in favour; none opposed; motion was declared carried.

8. General business

There was no general business, nor any business arising from the previous meeting.

9. Close

Eric declared the meeting closed at 09:10 (Queensland time) on 16 December 2007.

Minutes recorded by
Jean Hollis Weber
Honorary Secretary


Page last updated 22 December 2007.