Henley & Grange Baseball Club Inc.

Notice of 2023 Special General Meeting & Annual General Meeting

Dear Members,

Please be advised that a SPECIAL GENERAL MEETING of the Henley & Grange Baseball Club Inc. will be held on MONDAY 26^th June 2023 at 7.00pm in the Clubrooms at Bartley Terrace, West Lakes Shore.

The meeting is being put forward by the Executive Committee on behalf of all members of the Henley & Grange Baseball Club Inc to approve amendments to the Constitution.

A quorum of 20 financial members is required for this meeting and we encourage all members to attend.

SPECIAL GENERAL MEETING

The Agenda for the SPECIAL GENERAL MEETING is:

1. Welcome by the President
2. Purpose of the Special General Meeting:
   1. To review amendments to the Constitution mainly being:
      1. Moving Women’s Coordinator role from Appointed Director role to a Board role.
      2. Amending Appointed Director title to Appointed Officer title.
      3. Adding Canteen Manager as an Appointed Officer role.
      4. Moving Auditor to independent role not Appointed Officer role.
      5. Amending notice of motion timeframe re AGM from 7 days to 14 days.
      6. Renaming Club Regulations to Club Bylaws.
      7. Clarifying amendment, approval and notification process for Club Bylaws.
      8. Clarifying categories of Members and voting rights
      9. Grammatical and reference errors.

A ‘highlighted’ copy of the constitution is attached HERE marking all changes made to the May 2019 Constitution.

3. Vote to accept / decline revised Constitution.
4. Meeting Close

ANNUAL GENERAL MEETING

Please be advised that an ANNUAL GENERAL MEETING of the Henley & Grange Baseball Club Inc. will be held on MONDAY 26^th June 2023 immediately following the Special General Meeting in the Clubrooms at Bartley Terrace, West Lakes Shore.

The Agenda for the ANNUAL GENERAL MEETING is:

1. Welcome by the President (or Chairperson)
2. Attendees (confirmation of quorum reached)
3. Apologies
4. Adoption of the Minutes from previous AGM
5. Presentation and adoption of the Annual Report, Balance Sheet, Profit and Loss Statement
6. Acknowledgement of Player Life Member(s)
7. Election of Directors
8. Appointment of an Auditor(s)
9. Election of Life Member(s)
10. Special Business
11. Close of Meeting

A quorum of 20 financial members is required for this meeting and we encourage all members to attend.

If you are an apology to this meeting, please reply to this email advising the Secretary to make note of your apology at the meeting.

You have a voting right and can be counted as part of the quorum (in accordance with the Constitution) if you are:

• a financial playing senior member 18 years or over;
• a parent of a financial junior playing member;
• a Life Member, or;
• an Associate Member (as determined by the Executive Committee) which includes each Senior and Junior team’s Head Coach, Assistant Coach, Scorer and Team Manager who were officially appointed and are over the age of 18 years.

Re AGM agenda item 7 – Election of Directors – please note the following positions are vacant.

1. President
2. Junior Coordinator
3. Women’s Coordinator (if approved at SGM)
4. Tball Coordinator – one year term - casual vacancy caused by Darren Matheson’s move interstate.
5. Events & Fundraising
6. Sponsorship Coordinator
7. Social Media Coordinator
8. Uniform and Merchandise Coordinator
9. Player Liaison Officer

Detailed Director Position Descriptions are attached HERE. All roles are for two years except where noted differently. In accordance with the Constitution Rule 8.5 nominations for Vacant Director roles must be in writing (includes email) to the Secretary and delivered no less than 7 days before the date fixed for the Annual General Meeting. We encourage those members wishing to nominate to reply to this email and forward their nomination to the Secretary by COB June 19th.

Expressions of interest are also sought for all Appointed Officer roles. Detailed Position Descriptions are attached HERE. Expressions of interest can be emailed to the HGBC Secretary at secretary@hgbc.com.au.

The Board also asks members for nominations for Life Member. Please put formal nominations in writing to the Secretary (secretary@hgbc.com.au) by 5:00pm June 12 with a detailed outline of the nominee's service so as the Executive Committee can make a decision and possibly recommend a Life Member at the AGM.

Any further questions can be directed to Tim Newman, HGBC Secretary at secretary@hgbc.com.au.