Annual General Meeting 2021
Notice of Annual General Meeting 2021
The Mangawhai Artists (Incorporated) Annual General Meeting (AGM) will be held on Sunday 13 June 2021, 3.00pm – 5.00pm at Citizens’ Hall, Fagan Place, Mangawhai.
The AGM will celebrate the past year and look forward to the coming year - and will be followed by refreshments. The business of the AGM will be to:
- the MAI treasurer’s statement of annual accounts
- MAI patron/s
- honorary auditor (reviewer)
- update on the proposed Mangawhai Community Art Centre and resolutions
- any general business or matters submitted to the meeting
[Reference: Mangawhai Artists (Incorporated) Rules, Clause 14]
Members must be current financial members (2021 – 2022 financial year) to meet quorum requirements and to vote at the AGM.
The Mangawhai Artists (Incorporated) Annual General Meeting (AGM) will be held on Sunday 13 June 2021, 3.00pm – 5.00pm at Citizens’ Hall, Fagan Place, Mangawhai.
The AGM will celebrate the past year and look forward to the coming year - and will be followed by refreshments. The business of the AGM will be to:
- receive for the past (2020/2021) financial year:
- the MAI treasurer’s statement of annual accounts
- elect for the current (2021/2022) financial year:
- MAI patron/s
- honorary auditor (reviewer)
- determine honorarium (if any) for chair, secretary, treasurer, and auditor (reviewer)
- consider:
- update on the proposed Mangawhai Community Art Centre and resolutions
- any general business or matters submitted to the meeting
[Reference: Mangawhai Artists (Incorporated) Rules, Clause 14]
Members must be current financial members (2021 – 2022 financial year) to meet quorum requirements and to vote at the AGM.
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Nominations
Nominations for the committee closed at 5pm Friday 28 May 2021. The following nominations have been received:
Position Nominee Nominator Seconder
Chair Belinda Vernon Rosina Kamphuis Nicola Everett
Deputy chair
Secretary Clare Wells Belinda Vernon Nicola Everett
Treasurer Raewyn Vague Mary-Anne Boyd Belinda Vernon
Committee member Ann Connew Wendy Leach Belinda Vernon
Chris Cowley Thomson Wendy Leach Belinda Vernon
Chris den Hartogh Mary-Anne Boyd Clare Wells
Howard Esler Mary-Anne Boyd Biddy Mintoff
Marion Bilton Wendy Leach Belinda Vernon
Philippa Murray-Aynsley Wendy Leach Belinda Vernon
Late nomination Deb Hunter Whitlock Wendy Leach Belinda Vernon
Patrons Jo and Malcolm Roberts Mary-Anne Boyd Belinda Vernon
Notices of motion - rule changes
The following Notices of Motion to change the Rules of the Society are proposed by the MAI committee to the 2021 Annual General Meeting.
1 Amend clause 6 (a) – Subscriptions
Current clause
6 (a) The annual subscription for Members shall be fixed each year at the Annual General Meeting of the Society and subscriptions shall be due and payable within one (1) calendar month from the date of the Annual General Meeting. The subscription year commences on the 1st day of May in each year and concludes on the 30th day of April of the following year.
Proposed amendment
6 (a) The annual subscription for Members shall be fixed each year at the Annual General Meeting of the Society for the following financial year and subscriptions shall be due and payable within one (1) calendar month from the date of the issue of subscription invoice. The subscription year commences on the 1st day of April in each year and concludes on the 31st day of March of the following year.
Rationale
The amendment makes explicit the year in which any subscription increase comes into effect. It also aligns the date payment is due to the date of issue of the invoice for the subscription and aligns the subscription year to the financial year referred to in clause 13.
2 Amend clause 14 (d) – General Meetings
Current clause
(d) Electing of a Patron
Proposed amendment
(d) Electing of a Patron or Patrons
Rationale
The amendment allows the election of more than one patron.
3 Amend clauses 8 (d) and 10 and 14 (e)
Current clauses
8 (d) An Honorary Independent Auditor shall also be elected at each Annual General Meeting. Such Auditor shall be a responsible and suitably qualified person, ….
10 …. financial position of the Society (duly reviewed by the Honorary Auditor) and a record of the receipts …
14 (e) Electing an Honorary Auditor.
Proposed amendment
8 (d) An Honorary Independent Reviewer or Auditor shall also be elected at each Annual General Meeting. Such Reviewer or Auditor shall be a responsible and suitably qualified person, ….
10 …. financial position of the Society (duly reviewed by the Honorary Reviewer or Auditor) and a record of the receipts …
14 (e) Electing an Honorary Reviewer or Auditor.
Rationale
The amendments allow the election of a financial reviewer to review the annual financial statement of performance. A review is a cost-effective option for small organisations rather than conducting an audit and permitted in legislation for organisations receiving revenue of less than $1 million annually. This change does not preclude the appointment of an auditor should that be required - for example, to submit a funding application.
4 Amend clause 16 (b) - quorum
Current clause
No business shall be transacted at any General Meeting of the Society unless a quorum is present at the time when the meeting proceeds to business. The quorum for any General Meeting of the Society shall be 20% of the Members for the time being of the Society.
Proposed amendment
No business shall be transacted at any General Meeting of the Society unless a quorum is present at the time when the meeting proceeds to business. The quorum for any General Meeting of the Society shall be 20% or twenty (20) financial Members whichever is the lesser at the time of the General Meeting of the Society.
Rationale
The quorum was set at a time when membership was low. With a growing membership the requirement for 20% of members to be present can mean a significant number of members have to attend a meeting which could be difficult to attain. Adding in actual numbers rather than a percentage and choosing the lesser, maintains the democratic intent of the Rules as well as ensures attendance at a general meeting is attainable. Ensuring members voting at the meeting are financial members at the time of the meeting, ensures those making decisions on behalf of the society are eligible to do so.
5 Amend clause 23 - Committee Meetings to read 22 (a)
Rationale
This amendment is to correct a numbering error in the original Rules, where two clauses are numbered 23. This amendment alters the numbering of the first clause numbered 23.
Notice of motion - resolutions
Community Art Centre
- That the Mangawhai Artists Incorporated Committee continue to explore the concept of a purpose-built Community Art Centre in the Mangawhai Community Park.
- That, subject to satisfactory terms and conditions being agreed with the Kaipara District Council for a Development Agreement, and subject to the completion of a feasibility study confirming the viability of the building project, Mangawhai Artists Incorporated committee present a business case and project plan to Members for their approval and authority for the committee to proceed to secure funds to build the Community Art Centre.
- That prior to any final decision being made to proceed with any proposal to build the Community Art Centre the full proposal will be presented to the Mangawhai Artist Incorporated membership for approval.