Meeting Minutes – Annual General Meeting
Date: 31 March 2025
Time Opened: 7:00pm
Chair: Meeting opened by the Acting President (Christopher Baker)
Apologies: Liz Angus
Absences:
- Michael S
- Danielle P
- Mark F
- Jasper C
- Aleks M
- Jason H
- Diane K
- Steve F
- Frank H
Attendance:
- Walter A
- Nick P
- Andrew C
- Lisa C
- Sara B
- Christopher B
- Marty H
- Michelle H
- Jason F
- Leanne C
- David C
- William H
- Matthew M
- Harry S
Purpose of Meeting:
To conduct the club’s first Annual General Meeting, present reports, and elect office bearers.
Key Points Discussed:
- Quorum: A quorum of 10% of all voting members (minimum of 3) was confirmed as met.
- Agenda Acceptance: The agenda was accepted by the current Secretary.
- President’s Report: The Acting President acknowledged initial teething problems and thanked
- Marty H for assisting in establishing the club
- Jason F for stepping into a leadership role under pressure despite not being in a leadership position in the club
- Nick P for his recent contributions to keep the club moving forward
- Treasurer’s Report:
- Total Income: $3,379.72
- Expenses: $1,443.97
- Current Bank Balance: $1,935.75
- Secretary’s Report: As this was our first AGM, the Secretary acknowledged some of the points already raised by the President and provided the following additional comments:
- The club has been operating for approximately six months.
- A total of 25 members are currently registered.
- The membership register has been maintained in line with the club’s constitution.
- There have been some early challenges, particularly around communication and establishing clear processes.
- The Secretary thanked members for their patience and support, and expressed hope that the coming term will bring improved structure and momentum for both the committee and broader membership.
- Election of Office Bearers:
- All committee positions were declared vacant by the Public Officer
- Nominations and appointments were as follows:
- President: Jason F [Self Nomination] (Seconded by Marty H)
- Vice President & Treasurer Christopher B [Self Nomination] (Seconded by Jason F)
- Secretary: Sara B [Nominated by Andrew C] (Seconded by Jason F)
- Public Officer: Andrew C [Self Nomination] (Seconded by Walter A)
- Committee Members: Walter A, Lisa C, Nick P
- All nominations were singular and accepted.
- Acknowledgements: The newly elected President Jason F thanked Marty H for his efforts in founding the club and expressed his intention to honour Marty’s ambitions and help strengthen the club.
- General Business:
- Accounting Audit: The Vice President noted an audit is required but since this is the first full term, the upcoming year will serve as the basis for future audits. (Seconded by Jason F)
- Bank Fees: The Treasurer noted recent bank fees and committed to exploring alternatives with lower or no fees.
- Monthly Meetings: Leanne C asked about meeting frequency. The President proposed monthly general meetings on the second Monday of each month. Members are encouraged to contact the Secretary or committee with items for discussion.
Meeting Closed by New President and seconded by the Secretary
Time Closed: 7:21pm