2020-2021 ANNUAL GENERAL MEETING

CONDUCTED ON-LINE

Voting Closes on November 31, 2021

Order of Business:

The total membership of the Club at the time of this On-Line Poll is 150. The participation quorum to be 10% of the total membership.

1           MINUTES OF LAST ANNUAL GENERAL MEETING HELD OCTOBER, 2020.

The Minutes of the Annual General Meeting held on October 20, 2020.

Circulated Separately.

Recommendation:  That the Minutes of the Annual General Meeting held on October 20, 2020 be confirmed.

2           REPORT ON THE ACTIVITIES OF THE CLUB DURING THE PRECEDING FINANCIAL YEAR.

2.1          Club Meeting Dates for the Previous Year

Due to Covid Restrictions on Public Gatherings the Club met formally on two occasions at the Warburton Golf Course Dammans Road Warburton: April 18 and May 17, 2021.

2.2          General Meetings Held in the Previous Year

The Annual General Meeting for the 2019 – 2020 year was held on-line in October 2020.

2.3          Committee Meeting dates for the Previous Year

The Management Committee of the Club met on seven occasions on the following dates:

October 12, 2020April 12, 2021
December 14, 2020May 10, 2021
February 18, 2021June 14, 2021
March 5, 2021 
Recommendation:  That the Report on the Operations of the Upper Yarra Valley Garden Club Inc for the 2019/2020 financial year be received.

3           TO RECEIVE AND CONSIDER THE FINANCIAL STATEMENT SUBMITTED BY THE CLUB IN ACCORDANCE WITH ASSOCIATIONS INCORPORATION REFORM REGULATIONS 2012

3.1          Financial Statements as at 30th June, 2021

Attached as Appendix 1.

3.2          Assets and Liabilities as at 30th June, 2021

Assets: $7,867

Liabilities: $3,100

3.3 Mortgages, Charges and Securities as at 30th June, 2021

Nil

Recommendation:  That the Financial Statement prepared in accordance with Associations Incorporation Reform Regulations 2012 be approved.

4           ELECTION OF OFFICERS AND ORDINARY MEMBERS OF THE MANAGEMENT COMMITTEE OF THE CLUB

Members are advised that the Club’s Constitution requires that the Management Committee shall consist of the four Officers (President, Vice President, Secretary and Treasurer) and at least one Ordinary Committee Member.

As an interim measure the Committee is prepared to propose that the Current Members of the Committee continue in their roles until the ban on public meetings is lifted and a Special General Meeting can be called.

The current Committee is comprised of the following members:

President: Kevin HinceCommittee Member: David Reid
Vice president: Jenny PerkinsCommittee Member: Janice Hince
Secretary: Janet SowdenCommittee Member: Ashleigh Hall
Treasurer: Ros BodinCommittee Member: Grace Keck
Committee Member: Shirley LahtinenCommittee Member: Doris Weigert
Committee Member: Margaret Dimsey

Recommendation: That Current Members of the Committee continue in their roles until the ban on public meetings is lifted and a Special General Meeting can be called if required.

5           DETERMINATION OF MEMBERSHIP FEES

The Committee has resolved that as interim arrangement all current Members are to be deemed financial up to December 1, 2021. Membership Fees to remain at $10 per year for the membership year ending 31st August 2022.

Recommendation:  That as interim arrangement all current Members are to be deemed financial up to December 1, 2021. Membership Fees to remain at $10 per year for the membership year ending 31st August 2022.

6           DATE AND PLACE OF NEXT ANNUAL GENERAL MEETING

The recommended date for the next AGM is Monday August 17, 2022 to be held at 7:00PM at the Warburton Golf Club, Dammans Road, Warburton.

Recommendation:  That the next Annual General Meeting be held on Monday August 17, 2022 to be held at 7:00PM at the Warburton Golf Club, Dammans Road, Warburton.

FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2021