2018 Annual General Meeting Notice

The details of our 2018 Annual General Meeting are –

Sunday 26 August 2018
Te Awamutu Events Centre
3 Selwyn Lane
TE AWAMUTU (immediately following the Matamata XLR8 Meet)

As detailed in our Constitution, all our Member Clubs are eligible to be represented at this meeting, either as an observer or as the representative authorised to vote on behalf of the Club.  The number of votes held by each Member Club is equal to the number of ‘members’ recorded in the database on the last day of the financial year immediately preceding the meeting date (ie. 30 June 2018).  That’s one of the reasons why it’s important that we get our membership numbers accurate in the database before the rollover each year.    For voting purposes, ‘members’ refers to –

–  Competitive swimmers
–  Coaches (both professional and volunteer)
–  Regionally or higher qualified inspectors of turns officials and nationally or higher qualified time keepers
–  Swimming NZ Life Members
–  Swimming Waikato Life Members

We are still waiting on Swimming New Zealand to confirm our membership numbers as at 30 June 2018 and we will share this information as soon as it is received.

To have a quorum at our AGM, we require Club Representatives from not less than 50% of the total members or, if post, email or electronic voting applies, at least 50% of the total votes are cast.  Please note that proxy votes are not permitted.  Please let us know, by the end of July 2018, if you will have a club representative at our meeting so we can confirm, prior to the AGM, that we will have a quorum present –

Section 7.4 of our Constitution requires our Member Clubs to provide us with the following, at least two weeks prior to our AGM –

  • a copy of its Annual Report and/or
  • a copy of its annual financial statements as approved by its members at a general meeting of the club
  • the names and contact details of the person(s) with the authority to vote on behalf of the Club at the AGM of Swimming Waikato
  • the names and contact details of the club’s officers

Please ensure that we receive this information from you prior to the 10th of August 2019.

The Constitution also requires us to give written notice to our Members Clubs calling for nominations for Board Members and below is the nomination form for this purpose.  Please note that based on our Constitution, our two longest serving Board members, Julie Richards and Alison Fitch, are required to stand down at the AGM, and both have confirmed their intention to re-stand for the Board.

Our AGM is also a fantastic opportunity for us to provide our Clubs with an update so we’d love it if you could join us on the 26th.