ALL CLUBS and SCHOOLS
ACTJRU EXECUTIVE & LIFE MEMBERS
NOTICE OF ANNUAL GENERAL MEETING
Tuesday 21st November, 2023
Notice is given that the 2023 Annual General Meeting (AGM) of Members of the Australian Capital Territory Junior Rugby Union (ACTJRU) will be held as follows:
Date: Tuesday 21 November, 2023
Time: 7:00 PM
Official Venue: Harmonie German Club
49 Jerrabomberra Ave, NARRABUNDAH ACT 2604
Meeting Attendees can attend the Annual General Meeting in persona or virtually.
If in the event the ACT government imposes any health constraints (e.g.: COVID-19 restrictions) and or Health Orders, for the safety of everyone in our community the ACTJRU Annual General Meeting will be held virtually using our Zoom online portal with the link provided by the Secretary prior to the Meeting via an email.
AGM ATTENDANCE AND PARTICIPATION
Members can attend the Annual General Meeting, (AGM) and participate by asking questions via the online portal. For more information about how to attend via the online portal, including how to ask questions, refer to the ACTJRU Online Portal Guide below and which is also available on the ACTJRU website Link here.
CONDUCT OF THE AGM
In accordance with the ACTJRU Constitution section 9 (b), (Council Powers and Procedures), the ACTJRU Executive are required to lay before the AGM the Annual Report and the Financial Statements for the financial year ended 30 September 2023. No resolution is required for this item of ordinary business. The Chair will give Members a reasonable opportunity to ask questions about, or make comments on, the business of the AGM or the management of the ACTJRU. The ACTJRU Treasurer has passed on his apologies for this meeting but will be on-line to address Members’ questions about the Financial Report, the accounting policies adopted by the ACTJRU in relation to the preparation of the Financial Report. The Chair will exercise their powers as the chair of the meeting to ensure it is conducted in an orderly, courteous and timely fashion, in the interests of Members.
APPOINTMENT OF PROXY
A Member who is entitled to attend and vote at the AGM has the right to appoint a proxy to attend and vote on their behalf. A Proxy Form is provided below and is also available on the ACTJRU website at Link. Proxy Forms must be received by the ACTJRU Secretary via email (ACTJRUSecretary@Brumbies.com.au) no later than 5:00PM on Tuesday 21 November 2023.
Please Note: In accordance with the ACTJRU Constitution Section 9 (a) ii, voting is limited to two delegates (or their proxies) of each Member club or organisation.
ELECTION OF 2024 OFFICE BEARERS
Nominations for all positions of Office Bearer for 2024 must be provided by email to the Secretary, (ACTJRUSecretary@Brumbies.com.au) no later than 7 days prior to the date of the Annual General Meeting (Tuesday, 14th November). Nominations must be signed by the proposer, seconder and by the nominee; all of whom must be members of affiliated bodies. The Nominations Form is attached below and is also available on the ACTJRU website at Link.
ADOPTION OF RULES OF COMPETITION & NOTICES OF MOTION
In accordance with the Constitution of the ACT Junior Rugby Union (Inc.), Members must be given 10 days’ notice of any proposed changes to the Rules of Competition or motions requiring resolution at the Annual General Meeting. Should a Member propose any changes to the Rules of Competition or tender a Notice of Motion, documentation must be provided to the Secretary, no later than close of business, Saturday 11th November. This will provide the Secretary sufficient time to arrange distribution of any Notices to all Member Clubs and Schools within a reasonable time prior to the Meeting. The Motion Forms are reproduced below and also available on the ACTJRU website at Link.
Please Note: In accordance with the ACTJRU Constitution Section 11 (Meetings), resolutions [Motions] of which due notice has been given, for consideration at the Annual General Meeting shall not be carried unless a majority of two-thirds of the members present is obtained.
All General Business items should be included in the Agenda and as such must be raised with the Secretary and documentation submitted (ACTJRUSecretary@Brumbies.com.au) in advance to the AGM no later than Saturday 11th November so as to provide the Secretary sufficient time to arrange distribution to all Member Clubs and Schools within a reasonable time prior to the Meeting.
 Elected positions of Office Bearer within the ACT Junior Rugby Union are:
* Patron * President * Senior Vice -President * Vice-Presidents (2) * Secretary * Assistant Secretary * Treasurer * Publicity Officer * Public Officer