The Club’s Annual General Meeting will be held on Monday 22 February, 2016. In preparation for that meeting I enclose all the necessary documents and information for your consideration.
In particular could I please bring your attention to the Committee Nomination form.
Under our Club’s Rules the committee must contain a total of nine members made up of the four officers, President, Vice-President, Treasurer, Secretary, and at least 5 other members, each of whom shall be elected at the annual general meeting of the Pony Club in each year. A majority of the members of the Committee shall be Supporting Members or Life Members.
It is very important that, and I actively encourage, members to take an active role on the committee to ensure the club continues to grow its’ membership, maintain its’ facilities, fulfill its’ statement of purposes and continues to deliver those services important to members.
Committee membership does not require a large amount of additional effort. Meetings occur monthly and take approximately two hours. That aside, most other duties take place either on Rally days or during working bees.
All supporting documents, executive reports and Financial Statements are available for download below.
Committee Nomination form for 2016
Minutes of Annual General Meeting, 1 February, 2015
Full Meeting Pack - including Meeting Agenda, Officer Reports and Financial Statements
Proposed Annual Statement to be lodged with Consumer Affairs Victoria
Explanatory Memorandum – 2016 Special Resolutions
Proxy Voting Form
At a committee meeting held 25 January, 2016 it was resolved that a number of changes to the Club’s Rules be put to the members for their consideration as special resolutions. The proposed changes are detailed in the Meeting Agenda contined within the Meeting Pack Download.
Members Eligible to Vote under the Club’s Rules:
16. i) Upon any question arising at a general meeting of the Pony Club, each Associate Riding Member, Associate Non-Riding Member, Supporting Member and Life
Member shall have one vote.
ii) All votes shall be given personally or by proxy.
iii) In the case of an equality of voting on a question, the Chairman of the meeting is entitled to exercise a second or casting vote.
18. A Member is not entitled to vote at any general meeting unless all moneys due and payable by him to the Pony Club have been paid, other than the amount of
the annual subscription payable in respect of the current financial year.
19. i) Each Member shall be entitled to appoint another Member as his proxy by notice given to the Secretary no later than 24 hours before the time of the
meeting in respect of which the proxy is appointed.
ii) The notice appointing the proxy shall be in the form set out which is enclosed with this Notice of Meeting.