Portarlington Golf Club Inc.
NOTICE OF ANNUAL GENERAL MEETING
SUNDAY 29 OCTOBER 2023 at 10.00am
NOTICE is hereby given that the Annual General Meeting of Portarlington Golf Club Inc (Club) will be held on Sunday 29th October, 2023 at 10.00am at the premises of the Club, 130 Hood Rd, Portarlington VIC 3223.
BUSINESS OF THE MEETING:
- Receive and consider the minutes of the Annual General Meeting of the Club held on Sunday 23rd October, 2022;
- Receive and consider the minutes of the Special General Meeting of the Club held on Sunday 17th September, 2023
- Receive and consider the Annual Report and Financial Reports for the year ended 30th June, 2023
- To declare the results of the election of the Golf Committee and the Board
- Special Business – Consideration by members present of the recommendation by the Board for election of a member as an Honorary Life Member of the Club.
Directors Positions Vacant
The following Directors terms of appointment cease at the Annual General Meeting:
- Jan Cogger, Peter Solohub, Jenny Edmanson, Bill Reid and Geoff Holland
Nominations
There are 4 Directors and the Captain positions to be filled.
The Directors and Captain elected in 2023 shall be divided into 2 groups.
- The 2 Directors elected with the highest number of votes will, together with the member elected as Captain, form Group 3 – tenure of 3 years until 2026
- The 2 remaining Directors elected, form Group 2 - tenure of 2 years until 2025
The existing 3 Directors who are not up for election in 2023 shall form Group 1 with tenure of 1 year until 2024.
Nominations are now called for the election of 4 Directors to fill the vacant positions (see below in relation to the nomination for Captain).
Any member wishing to submit for election as a Director may do so by lodging with the Secretary a duly completed nomination form obtainable from the Secretary.
A nomination form for election as a Director must be lodged with the Secretary not later than 5.00pm, Saturday 7th October, 2023
Club Captain Position Vacant
The Club Captain’s term of appointment ceases at the Annual General Meeting:
- Angela Royal
Nominations are now called for the election of Club Captain to fill the vacant position.
Any member wishing to submit for election as the Club Captain may do so by lodging with the Secretary a duly completed nomination form obtainable from the Secretary.
A nomination form for election as Club Captain must be lodged with the Secretary not later than 5.00pm, Saturday 7th October, 2023.
Golf Committee
Nominations are now called for two Golf Committee Members, being one man and one women to fill the vacant positions.
A nomination form for election to the Golf Committee must be lodged with the Secretary not later than 5.00pm, Saturday 7th October, 2023.
Ballots (where necessary)
If the number of nominations for Directors, Club Captain or Golf Committee exceed the number of vacancies to be filled, an election shall take place by ballot at the Clubhouse on the following dates and times.
Tuesday 17th October 2023, 11am to 1pm and 3pm to 5pm
Wednesday 18th October 2023, 12pm to 3pm
Thursday 19th October 2023, 11am to 1pm and 3pm to 5pm
Saturday 21st October 2023, 11am to 1pm and 3pm to 5pm
Tuesday 24th October 2023, 11am to 1pm and 3pm to 5pm
Wednesday 25th October 2023, 12pm to 3pm
Thursday 26th October 2023, 11am to 1pm and 3pm to 5pm
Friday 27th October 2023, 3pm to 5pm
Proxy
A member may appoint another member as a proxy for the Annual General Meeting by using the Proxy Form included with this Notice which is approved by the Board.
In accordance with Rule 43 of the Constitution a Proxy Form must be:
- given to the Chair of the meeting before or at the commencement of the meeting; or
- if sent by post or electronically is of no effect unless it is received by the Club no later than 24 hours before the commencement of the meeting
Jan Cogger
Board Secretary
22 September 2023
PROXY FORM
PORTARLINGTON GOLF CLUB INCORPORATED
(REGISTERED NO. A12647N)
I, ………………………………………………………………………. being an Honorary Life Member, financial Seven Day Member, Senior 7 Day Member, Six Day Member, Senior 6 Day Member, Intermediate Member, Retired Golfing Member or Non-Playing Member of the Portarlington Golf Club Incorporated (“the Club”)
Membership number……………………………………………………….
HEREBY APPOINT:
(Tick 1 of the following boxes)
□ The Chair of the Meeting
OR
□ Name of Proxy…………………………………………………………………………….......
Address of Proxy……………………………………………………………………………..
as my proxy to attend, vote and otherwise act on my behalf at the Annual General Meeting of the Club to be held at 10:00am on Sunday 29th October 2023 at Portarlington Golf Club Incorporated at 130 Hood Road, Portarlington and at any adjournment of that meeting.
If the latter person is not in attendance by the scheduled time for the commencement of the meeting, I appoint the Chair of the meeting as my proxy to vote and otherwise act on my behalf at the meeting.
Signature.............................................................................................................
Date……………………...
Notes
- Only Honorary Life Members and financial Seven Day Members, Senior 7 Day Members, Six Day Members, Senior 6 Day Members, Intermediate Members, Retired Golfing Members and Non-Playing Members are entitled to appoint a proxy to attend, speak and vote on their behalf at the Special General Meeting.
- This Proxy Form is the form approved by the Board under Rules 43 of the Constitution.
- A proxy must be a financial member of the Club.
- The instrument appointing a proxy may appoint the Chair of the Annual General Meeting.
- If this Proxy Form is not used the appointment of proxy will be invalid.
- To be valid, this Proxy Form must be used and must:
- be given to the Chair of the meeting before or at the commencement of the Annual General Meeting; or
- if sent by post or electronically, must be received by the Club no later than 10.00am Saturday 28 October 2023.
