The details of the 2019 Swimming Waikato Annual General Meeting are –

Sunday 25 August 2019 –
3.00pm
Aaron Court Motor Inn
250 Ulster Street
Hamilton

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 2019).  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 2019 and I will forward this information by separate email as soon as I receive it.

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 me know, by the end of July 2019, who your club representative will be at this meeting so we can confirm, prior to the AGM, that we will have a quorum present.

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 9th of August 2019.

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, Sean Lewis and Susan Barriball, are required to stand down at the AGM, and both have confirmed their intention to re-stand for the Board.   Julie Richards will resign from her role on the Board at this meeting.   Attached is a Nomination form for positions on the Swimming Waikato Board – nominations must be received by 16 August 2019.

Panel Appointments –

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

  • Technical Panel
  • Awards Panel
  • Commercial Panel

Attached is a nomination form for positions on these Panels.  Nominations must be received seven days before the Swimming Waikato Annual General Meeting – by Friday 16 August 2019.

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 25th. Find all the relevant forms at the links below:

Swimming Waikato Panel Appointments
2019 SW AGM Panel Member Application Form
2019 SW AGM Board Member Nomination Form