Notice of Special General Meeting Saturday 27 th October 2018 at 1.30pm to register attendance and 2.00pm meeting start. New Farm United Soccer Club Corner of Sydney and Brunswick Streets New Farm. 7 October 2018 Dear Member I am writing to provide formal notice of a Special General Meeting with the purpose of considering and voting constitutional changes. You can find a copy of the Constitution linked here. The current Constitution sets out certain objects and also classes of membership and the rights that those members have. The current management committee is proposing some changes to achieve the following results: That all financial members and players can vote for the management committee. At present only the parents of junior players are eligible to vote. No senior player is eligible to vote. That all financial members and players (over the age of 18 1 ) are eligible to nominate for the management committee. That safeguards are in place to ensure that the management committee is structured to reflect proportionate representation for junior players who are the majority members of the Club That the objects provide direction to the Club, its members and management committee in ensuring the inclusion of all people regardless of age, gender, sexuality, culture or race That the name of the Club reflects our membership and affiliation with Football Brisbane and Football Queensland. To enhance the level of commitment and engagement of all players including senior players resulting in a greater pool of active volunteers. To support these goals, we formally propose the following resolutions which will be voted at the meeting. If you are an eligible voting member, you can attend the meeting and vote by secret ballot or submit a proxy form to any other registered and eligible voting member and this proxy vote will be counted as part of the quorum and vote. More information on voting by proxy is available at the end of this document. Ref Current clause Proposed amendment 2 The name of the incorporated association is New Farm United Junior Soccer Club Inc ("the association"). The name of the incorporated association is New Farm United Football Club Inc. (the association) 3:1,2,3 3. The objects of the association are - (1) to promote, and provide the facilities for the sport of junior soccer and women s soccer; (2) to encourage teamwork, sportsmanship and fitness, as well as individual soccer skills; (3) to promote the policies of the association. 3. The objects of the association are: (1) To provide a safe environment in which to play football and related social activities for all members regardless of gender, race, religion, ability, age or sexuality. (2) To promote football as a way of enhancing health, fitness and wellbeing. 1 Where a registered player is aged below 18 years, their parent can nominate as is currently the case. 1
Ref Current clause Proposed amendment (3) To facilitate volunteering and opportunities for members, sponsors and other supporters to contribute to the Club and to a stronger local community. (4) To promote teamwork, integrity and high standards of sporting behaviour by players, officials, volunteers and supporters. (5) To promote the policies of the association. 5 (1)The membership of the association shall consist of ordinary members, and any of the following classes of members - (a) associate members (who cannot vote at any meeting of the association); (b) life members; (c) honorary members. (2) The number of ordinary members is unlimited. (1) The membership of the association shall consist of ordinary members representing all financial members and players regardless of age and any of the following classes of members: (a) Associate members (social members, sponsors and the general community) (b) Life members (c) Honorary members. (2) The number of ordinary members is unlimited. 7 13. (1) The management committee of the association consists of a president, vicepresident, treasurer, secretary and any other members the association members elect or appoint at a general meeting. It is proposed to retain the existing clauses 13(1,2,3,4) and add the following clause: (5) That the management committee consists of a minimum 60% representation by Junior members. (2) A member of the management committee, other than the secretary, must be a member of the association. (3) At each annual general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re-election. (4) Two or more persons may share any role on the management committee if that is the decision of the members in general meeting. 13 The management committee of the association consists of a president, vice-president, treasurer, secretary and any other members the association members elect or appoint at a general meeting. 18 (7) At a management committee meeting, a quorum is 50% of the Management Committee made up of: President, Secretary, Treasurer, Registrar, Assistant Registrar, Equipment officer, Fixtures Controller, Junior Representative. This would provide for a quorum of 4 attendees to constitute a valid committee meeting. The management committee of the association consists of a president, vice-president, treasurer, secretary and three general members setting the management committee number at 7. (7) At a management committee meeting, more than 50% of the members elected to the committee as at the close of the last general meeting of the members form a quorum. This requires a minimum of 50% + 1. Attachments Please find included in this package of information: Meeting notice and agenda 2
Proposed resolutions to be voted on Example ballot paper Proxy voting form Guidelines for lodging a proxy vote. Who can vote Please be advised that associate members cannot vote at this special general meeting. Associate members include all senior players. The exception will be where a senior member also has a child or children registered as playing members and for each child registered as a player, the parent or guardian has one vote. If there is one child, there is one vote. If there are two or more children, then the number of votes will be equal to the number of children. Who can attend the Special General Meeting Any member, volunteer, community member, sponsor or player is welcome to attend the meeting. Only ordinary members can vote however and ordinary members include adults representing players under the age of 18. Further contact, information and providing notice of your attendance. Thank you for carefully considering these proposed constitutional amendments. The proposed amendments will only be carried and then registered if the following conditions are met: That a quorum is achieved which is the management committee + 1 (8) That 75% of those in attendance (in person or by proxy) vote in favour of the changes. You are welcome to discuss the proposed changes to the Constitution with the following members of the management committee: Fiona Caniglia President@newfarmsoccer.com.au 0400 1964 92 Rachel Watson Watsonrj69@gmail.com 0438 201 926 Jodie Springall jodie.c.springall@medtronic.com. 0402 897 358 Please let us know if you plan to attend the meeting at this link. It will help us to provide some refreshments. RSVP HERE. Thank you again for your commitment to the Club. I look forward to seeing you on Saturday 27 th October 2018. Yours sincerely Fiona Caniglia President 3
Agenda Special General Meeting of New Farm United Soccer Club Inc 27 October 2018 1.30pm Registration of attendees 2.00pm Meeting At New Farm United Soccer Club, corner of Brunswick and Sydney Streets, New Farm. 1.30pm 2.00pm 2.05pm 2.10pm 2.35pm 2.55pm 3.00pm Registration of members and other attendees Welcome Establishment of a quorum Presentation of each proposed amendment and discussion Voting of resolutions by secret ballot Announcement of decisions Next steps and close. 4
Example ballot paper (for those attending). Please note that formal ballot papers will be provided at the meeting. Formal ballot papers will be numbered. Signature of Secretary as proof of receipt: Please use the following form for voting if you intend to be present at the meeting. You can mark the voting boxes with either a X or. Ref Current clause Proposed amendment Vote YES in favour of the amendment 2 The name of the incorporated association is New Farm United Junior Soccer Club Inc ("the association"). The name of the incorporated association is New Farm United Football Club Inc. (the association) Vote NO against the amendment 3:1,2,3 3. The objects of the association are - (1) to promote, and provide the facilities for the sport of junior soccer and women s soccer; (2) to encourage teamwork, sportsmanship and fitness, as well as individual soccer skills; (3) to promote the policies of the association. 5 (1)The membership of the association shall consist of ordinary members, and any of the following classes of members - (a) associate members (who cannot vote at any meeting of the association); (b) life members; (c) honorary members. (2) The number of ordinary members is unlimited. 3. The objects of the association are: (1) To provide a safe environment in which to play football and related social activities for all members regardless of gender, race, religion, ability, age or sexuality. (2) To promote football as a way of enhancing health, fitness and wellbeing. (3) To facilitate volunteering and opportunities for members, sponsors and other supporters to contribute to the Club and to a stronger local community. (4) To promote teamwork, integrity and high standards of sporting behaviour by players, officials, volunteers and supporters. (5) To promote the policies of the association. (3) The membership of the association shall consist of ordinary members representing all financial members and players regardless of age and any of the following classes of members: a. Associate members (social members, sponsors and the general community) b. Life members c. Honorary members. (4) The number of ordinary members is unlimited. 5
Ref Current clause Proposed amendment Vote YES in favour of the amendment 7 13. (1) The management committee of the association consists of a president, vicepresident, treasurer, secretary and any other members the association members elect or appoint at a general meeting. It is proposed to retain the existing clauses 13(1,2,3,4) and add the following clause: (5) That the management committee consists of a minimum 60% representation by Junior members. Vote NO against the amendment (2) A member of the management committee, other than the secretary, must be a member of the association. (3) At each annual general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re-election. (5) Two or more persons may share any role on the management committee if that is the decision of the members in general meeting. 13 The management committee of the association consists of a president, vicepresident, treasurer, secretary and any other members the association members elect or appoint at a general meeting. 18 (7) At a management committee meeting, a quorum is 50% of the Management Committee made up of: President, Secretary, Treasurer, Registrar, Assistant Registrar, Equipment officer, Fixtures Controller, Junior Representative. This would provide for a quorum of 4 attendees to constitute a valid committee meeting. The management committee of the association consists of a president, vice-president, treasurer, secretary and three general members setting the management committee number at 7. (7) At a management committee meeting, more than 50% of the members elected to the committee as at the close of the last general meeting of the members form a quorum. This requires a minimum of 50% + 1. 6
Proxy Form for the purpose of voting at the Special General Meeting 27 October 2018. Signature of Secretary confirming receipt of proxy form: New Farm United Junior Soccer Club (Inc.): I, of, being a member of the association, representing the following player: appoint of or alternatively appoint the president ( ) as my proxy to vote for me on my behalf according to my intentions below, at the special general meeting of the association, to be held on the 27 th Day or October, 2018, and at any adjournment of the meeting. This form is to be used for the following resolutions. You can vote using either a x or. Ref Current clause Proposed amendment Vote YES in favour of the amendment 2 The name of the incorporated association is New Farm United Junior Soccer Club Inc ("the association"). The name of the incorporated association is New Farm United Football Club Inc. (the association) Vote NO against the amendment 3:1,2,3 3. The objects of the association are - (1) to promote, and provide the facilities for the sport of junior soccer and women s soccer; (2) to encourage teamwork, sportsmanship and fitness, as well as individual soccer skills; 3. The objects of the association are: (1) To provide a safe environment in which to play football and related social activities for all members regardless of gender, race, religion, ability, age or sexuality. 7
Ref Current clause Proposed amendment Vote YES in favour of the amendment (3) to promote the policies of the association. 5 (1)The membership of the association shall consist of ordinary members, and any of the following classes of members - (a) associate members (who cannot vote at any meeting of the association); (b) life members; (c) honorary members. (2) The number of ordinary members is unlimited. (2) To promote football as a way of enhancing health, fitness and wellbeing. (3) To facilitate volunteering and opportunities for members, sponsors and other supporters to contribute to the Club and to a stronger local community. (4) To promote teamwork, integrity and high standards of sporting behaviour by players, officials, volunteers and supporters. (5) To promote the policies of the association. (5) The membership of the association shall consist of ordinary members representing all financial members and players regardless of age and any of the following classes of members: d. Associate members (social members, sponsors and the general community) e. Life members f. Honorary members. Vote NO against the amendment (6) The number of ordinary members is unlimited. 7 13. (1) The management committee of the association consists of a president, vicepresident, treasurer, secretary and any other members the association members elect or appoint at a general meeting. It is proposed to retain the existing clauses 13(1,2,3,4) and add the following clause: (5) That the management committee consists of a minimum 60% representation by Junior members. (2) A member of the management committee, other than the secretary, must be a member of the association. (3) At each annual general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re-election. (6) Two or more persons may share any role on the management 8
Ref Current clause Proposed amendment Vote YES in favour of the amendment committee if that is the decision of the members in general meeting. Vote NO against the amendment 13 The management committee of the association consists of a president, vicepresident, treasurer, secretary and any other members the association members elect or appoint at a general meeting. 18 (7) At a management committee meeting, a quorum is 50% of the Management Committee made up of: President, Secretary, Treasurer, Registrar, Assistant Registrar, Equipment officer, Fixtures Controller, Junior Representative. This would provide for a quorum of 4 attendees to constitute a valid committee meeting. The management committee of the association consists of a president, vice-president, treasurer, secretary and three general members setting the management committee number at 7. (7) At a management committee meeting, more than 50% of the members elected to the committee as at the close of the last general meeting of the members form a quorum. This requires a minimum of 50% + 1. Signed this day of, 2018. Signature. Full name: 9
Instructions for completing a proxy form Section 1: Member details Insert your name and address, and the name of the player you represent. Section 2: Appointment of proxy Any current member of the Club can act as your proxy. If you wish to appoint the Chair of the meeting as your proxy, mark the relevant box. If the person you wish to appoint as your proxy is someone other than the Chair of the meeting, write the full name of that person in the space provided. The Secretary will cross reference this name to the current member register to determine that a proxy is a registered member. PLEASE NOTE THAT SENIOR PLAYERS OVER THE AGE OF 18 ARE INELIGIBLE TO VOTE. SENIOR PLAYERS ARE ONLY ELIGIBLE TO VOTE IF THEY HAVE CHILDREN OR YOUNG PEOPLE PLAYING AT THE CLUB WHO ARE UNDER 18 YEARS OF AGE. No delegate or member shall be entitled to a vote, in person or by proxy, if the annual subscription due by a member organisation or individual member has not been paid in full. A proxy must be registered in advance of the Annual General Meeting at which the proxy will be exercised by completing and returning this form by 1.45pm on Saturday 27 th October 2018. Section 3: Signing by member The Proxy Form must be signed by you as the member. Section 4: Lodging of proxy This proxy form must be received by the Secretary not later than 1.45pm on Saturday 27 th October, 2018. In person: New Farm United Club House On Saturday 27 th October 2018 from 12noon-1.45pm By email: Clubadmin@newfarmsoccer.com.au By 1.45pm on Saturday 27 th October 2018. 10