BBQ + SGM + Games in the Park

Greetings, YSA Melbourne!

This September social, we are having a games day in the park, with a BBQ and plenty of food . So come and down with your friends and have a good time. Simultaneously, we are also holding an SGM. 

This meeting has a little added extra, a special general meeting (SGM) has been called to review and approve the financial report for the 2018-19 financial year, as required by our constitution and Consumer Affairs Victoria. We will also modify the constitution at this meeting. 

This meeting will be very very short (roughly 15 minutes) and will be combined with the BBQ and games. However,  if you are unable to join us for the meeting, please call in if available or fill out a proxy form and delegate your vote - we'll be publishing details of how to do so on this page before the event. 

Why do we need to be there, anyway?

It's important that you, as our membership, have the opportunity to see how YSA is being run, and we'll also need lots of voters to ensure that we can reach quorum (having enough attendees).

If this doesn't happen, it'll kick up some administration problems for us, which means it'll be harder for us to organise events and activities for you all!

If you're busy preparing for the new semester, don't worry, this will only take ten minutes of your time. 

If you cannot attend please fill in this form  to appoint a proxy or this form to appoint the chairman (Jessica Woolley - president) as your proxy and send it to president@melbourne.ysa.org.au

 

BBQ + SGM + Games 21/9/2019

Social start: 11:00 am - a group will be meeting at Flagstaff station and walking to the garden

SGM start: 12:00 pm

Flagstaff Gardens, Williams St, West Melbourne  

Special General Meeting Agenda:

1. Attendance

2. Introduction

3. Financial Reporting

   • Presentation of the 2018-19 financial report

   • Motion to approve 2018-19 financial report

4. Constitution Changes

   1. Special Resolution to approve Change 1

   2. Special Resolution to approve Change 2

   3. Special Resolution to approve Change 3   

 

Legal Stuff: Exact wording of constitutional changes and amendments

Exact wording of constitutional changes and amendments

Change 1

It is proposed to amend rule 3 as shown to change YSA Melbourne’s financial year-end date to the 15th of February. This date was chosen to closely align to our current exec year (March-March), allowing the outgoing treasurer to finalise and present the year’s financial matters to the organisation at the AGM, rather than having to hold a separate SGM every year in ~August. This will allow everyone to work more efficiently and focus on their work. The date of 15th Feb was chosen to avoid the first couple of weekends, where large post Summer socials/membership renewals/camp payments are often being received.

Current Text:

3 Financial Year The financial year of the Association is each period of 12 months ending on 30 June.

New Text:

3 Financial Year The financial year of the Association is each period of 12 months ending on 15 February

Change 2

It is proposed to amend rule 29 as shown to better reflect the legal requirements of incorporated associations returning annual reports to CAV. This change will have no effect on the status quo.

Current Text:

29 Annual general meetings The Committee must convene an annual general meeting of the Association to be held within the first quarter of each calendar year.

New Text:

29 Annual general meetings The Committee must convene an annual general meeting of the Association to be held within 5 months after the end of each financial year.

Change 3

It is proposed to amend rule 79 with the additional two subrules as shown below to allow the exec to open a separate account and authorise a single person to operate that account. In order to prevent misuse, this is written to limit the amount of cash it is allowed to contain, and ‘top ups’ must be approved by the committee. The idea behind this change is that it would basically allow us to get a debit card for use eg shopping for camps, which would allow members of the committee without significant financial resources to be more active in running these events

New Text:

79 Management of funds

(3) The Association may open a second account with a financial institution, which may be operated by any signatory separately. (a)  Any funds transferred to this account from the main account must be approved by the committee, and (b) must not exceed 20% of the Association’s cash.

(4) The Committee may authorise any signatories of the account specified in (3) to expend the funds in this account on behalf of the Association (including by electronic funds transfer) up to a specified limit without requiring approval from the Committee for each item on which the funds are expended