Annual General Meeting 2018 for Gujarati Association of Queensland Inc.

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Sunday, 24 June 2018

Dear Bhavesh Gopal,

NOTICE OF ANNUAL GENERAL MEETING

GUJARATI ASSOCIATION OF QUEENSLAND INC. (GAQ)

 

NOTICE is hereby given that the Annual General Meeting of members of GAQ will be held at the GAQ House, 59 Mortimer Road, Acacia Ridge, QLD, 4110 on Sunday 22 April 2018 at 2.00pm (Brisbane time).

 

BUSINESS

 

1              Welcome by President

2              Apologies from GAQ Management Committee

3              Approval of minutes from 2017 AGM

4              President’s Report

5              Treasurer’s Report and presentation of the audited financials for the financial year ended 28 February 2018

6              Appointment of auditor for 2018/19 financial year

7              Resolution 1: Adoption of New Constitution

Special Resolution

The following resolution is to be put to the members for consideration and, if thought fit, to be passed by a special resolution of members. For a special resolution to be approved, approval of 75% of the members who are present and entitled to vote on the resolution must be obtained.

To consider and, if thought fit, pass the following resolution as a special resolution:

‘That, for the purposes of section 48 of the Associations Incorporations Act 1981 (Qld) (Act) and for all other purposes, the existing constitution of GAQ is replaced by the new constitution of GAQ initialled by the Chairman of the meeting for the purposes of identification”.

8              Ordinary Resolution

This resolution is subject to resolution 1 being approved by the requisite majority.

Resolution 2: GAQ Budget 2018/2019

To consider and, if thought fit, pass the following resolution as an ordinary resolution:

‘That, for the purposes of rule 22(e) of the new constitution, the amount determined by members for the 2018/2019 financial year is $30,000’.

9             Resignation of current management committee

10            Election of 2018/19 management committee

11            President’s closing remarks

 

NOTES ON VOTING

1              For the purposes of the meeting, only those members recorded on GAQ’s register of members as at 1.30pm (Brisbane time) on Sunday 22 April 2018 are eligible to vote.

2              The GAQ Secretary may request members to provide confirmation of identification.

3              Voting on each of the proposed resolutions will be conducted by a show of hands.

4              A member may vote by:

     (a)           attending the meeting and voting in person;

     (b)           by appointing a proxy to attend and vote on their behalf.

5              To be effective, all proxy forms must be received by the GAQ Secretary by 1.30pm (Brisbane time) on Sunday 22 April 2018. The proxy form must be signed in accordance with the instructions on the form.

6              The Chairman of the meeting intends to vote all available proxies in favour of all resolutions.

7              Proxy forms must be emailed to the GAQ Secretary at secretary@gaq.org.au or must be received by the GAQ Secretary by 1.30pm (Brisbane time) on Sunday 22 April 2018.

 

EXPLANATORY MEMORANDUM

This Explanatory Memorandum provides additional information on several of the items to be considered and voted on at the Annual General Meeting of the Gujarati Association of Queensland Inc. to be held at the GAQ House, 59 Mortimer Road, Acacia Ridge, QLD, 4110 on Sunday 22 April 2018 at 2.00pm (Brisbane time).

This Explanatory Memorandum is an important document and the GAQ Management Committee recommend that members read this Explanatory Memorandum in full before making any decision in relation to the resolutions.

Item 8 - Resolution 1: Adoption of New Constitution

Resolution 1 is a special resolution which will enable GAQ to adopt a new constitution in lieu of the existing constitution.

The GAQ Management Committee has conducted a review of the existing constitution with a view to modernise it in an effort to improve the efficient running of GAQ and the flexibility which the Management Committee has in respect of its operations. The GAQ Management Committee members have all approved the proposed new constitution to be put forward to Members for approval.

It is not practicable to list all of the changes between the existing constitution and the new constitution in this Explanatory Memorandum and members are invited to contact GAQ if they have any queries or concerns. For this purpose, a copy of the new constitution is available for review by members in their online accounts by logging in at www.gaq.org.au. A copy will also be available for inspecting at the Annual General Meeting.

Set out below is a summary of some of the material amendments made to the constitution. This summary is not intended to be exhaustive.

Rule No.

Topic

Comments

3

Objectives

  • The objectives of GAQ have been widened.

4

Powers

  • The powers of GAQ have been expanded, however, GAQ is not permitted to borrow money or give security over its assets without first obtaining approval of the members at a general meeting by way of an ordinary resolution

5

Classes of members

  • Membership will consist of ordinary members and life members.

6

Eligibility criteria for membership

Ordinary members

  • The management committee has discretion to create categories of membership such as ‘individual membership’, ‘couple membership’, ‘family membership’ and may amend the terms and conditions of each category in its sole discretion.
  • Each person in a category is treated as an individual member.

Life members

  • Life membership is available to:
    • persons who have been a member for at least 5 continuous years and have rendered outstanding service to GAQ; or
    • persons who have donated an amount in excess of the donation qualification fee (as determined by the management committee).
  • Any applicants for life membership must be approved by an ordinary resolution of the general meeting.
  • Life members do not pay membership fees.
  • Life membership may be revoked by way of a special resolution of the general meeting.

8

Membership fees

  • Membership fees can be determined in such manner as the Management Committee decides.

 

10

When membership ends

  • The Management Committee may terminate a member’s membership if a member conducts themselves in a manner considered to be bullying or harassment in any form towards an individual.

18

Membership of management committee

  • There must be a minimum of 3 management committee members and a maximum of 9.  The only executive positions will be President, Treasurer and Secretary.
  • The office of president and treasurer cannot be held for more than 2 years consecutively unless there is no-one else to take the role.

22

Functions of Management Committee

  • Any action proposed by the management committee which would involve the purchase, expenditure, payment, sale of any asset or incurrence of any debt or security exceeding an amount determined
    by the members for the financial year at a general meeting, must be approved by way of an ordinary resolution.
  • This does not include expenditure in the ordinary course on events organised by the management committee in relation to Navratri, Sharad Poonam, Diwali and the Gujarati Hindu New Year.

27

Appointment of subcommittees

  • The management committee may appoint an Advisory Committee and may outline any eligibility criteria and the rules regarding the Advisory Committee.

38

Special general meeting

  • Members with 20% of the votes can call a special general meeting.

46

Indemnity

  • Every management committee member or  subcommittee member is entitled to be indemnified out of the property of GAQ against liability incurred in defending proceedings or in connection with any application in relation to proceedings (where the person is not guilty or judgment is given in favour of the officer).

47

Out-of-pocket expenses

  • All service by members, management committee members and subcommittee members is voluntary.
  • Members, management committee members and subcommittee members may only be compensated for out-of-pocket expenses properly incurred by them in undertaking the association’s activities and objectives (at the request of the management committee).

 

Advisory Committee

Pursuant to rule 27 of the new constitution, the Management Committee has authority to appoint an Advisory Committee and may outline any eligibility criteria and the rules regarding the Advisory Committee. Set out below is a summary of the Advisory Committee Charter.

Topic

Comments

Roles of the Advisory Committee

  • The Advisory Committee is to provide advice to the Association and Management Committee at their request on matters covering: strategy, fundraising,  investments/projects, community relations, disputes, governance and other matters

Responsibilities of the Advisory Committee

  • The Advisory Committee reports to the Management Committee. It is advisory only and may provide support and advice to the Committee but has no authority to make decisions binding on the Association.

Membership

  • The Advisory Committee shall comprise of between 3 – 5 members. The Management Committee President is a member of the Advisory Committee.

Eligibility criteria

  • To be eligible as an Advisory Committee Member, the person must be an Australian citizen, be a current member of the Association, have been a member of the Association for a minimum period of 5 consecutive years prior to the person’s nomination, have previously held a Management Committee position and be of good character.

Appointment and removal

  • The Management Committee by majority may appoint and remove members of the Advisory Committee.

Retirement and re-appointment

  • An Advisory Committee member must retire after holding office for three years. Any retiring Advisory Committee Member may be re-appointed by the Management Committee provided that an Advisory Committee Member does not serve more than two consecutive terms.

Meetings

  • Meetings are expected to be held twice a year. Anyone can attend the meetings on the invitation of the President of the Management Committee.

 

Item 9 - Resolution 2: GAQ Budget 2018/2019

This resolution is subject to Resolution 1 being approved by the requisite majority.

Rule 22(e) of the proposed new constitution notes that any action proposed by the management committee including under rule 22(c) which would involve, without limitation, the purchase, expenditure, payment, sale of any asset, or incurrence of any debt or security exceeding an amount determined by the members for the financial year at a general meeting by an ordinary resolution, must be approved by the members of the association by way of an ordinary resolution.

Rule 22(e) does not include expenditure in the ordinary course on events organised by the management committee in relation to Navratri, Sharad Poonam, Diwali and the Gujarati Hindu New Year.

The Management Committee has determined that the appropriate amount to be approved by members for this financial year is $30,000. Any actions exceeding $30,000 would require the approval of the members by way of an ordinary resolution.

 

Relevant Document Links

 

GAQ Secretary
 

 
 
 
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