2020 Swimming Waikato Annual General Meeting

Sunday 30 August 2020
Time : 4.00pm via zoom meeting.
Join Zoom Meeting link: https://us02web.zoom.us/j/86829235797

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 (30 June 2020). 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

I will forward membership numbers shortly.

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 reply, by the 31st of July 2020, to let us know who your club representative will be at this meeting so we can confirm, prior to the AGM, that we will have a quorum present. Please forward this email to Sean Lewis, Swimming Waikato Board Chair – [email protected]

Section 7 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 14th of August 2020. Again, please forward to [email protected]

Positions on the Swimming Waikato Board

The Constitution also requires us to give written notice to our Member Clubs calling for nominations for Board Members and I have attached the nomination form for this purpose. Please note that based on our Constitution, our two longest serving Board members, Craig Thomas and Gavin Ion, are required to stand down at the AGM, and both have confirmed their intention to re-stand for the Board. Alison Fitch will also stand down, but will not re-stand.  Attached is a Nomination form for positions on the Swimming Waikato Board – nominations must be received by Friday 21 August 2020 – [email protected]

2020 AGM Nomination Form – SW Board Members

Panel Appointments

As set out in our Panel Appointments Policy (which is below) , please find below nomination forms for appointments on the following panels –

  • Technical Panel
  • Awards Panel
  • Commercial Panel


Below is a nomination form for positions on these Panels. Nominations must be received at least seven days before the Swimming Waikato Annual General Meeting – by Friday 21 August 2020 – [email protected]

Swimming Waikato – Panel Appointments – 2020
2020 AGM – Application Form – SW Panel Members

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 via the zoom meeting on the 30th.