2023 Annual General Meeting

On 19 September 2023 all current members of Scarlet Alliance were issued the Notice of Annual General Meeting. If you are a member and you have not received it, please contact members@scarletalliance.org.au.

You can read about what the Annual General Meeting is here.

Notice of Annual General Meeting

Dear Member,

In accordance with clause 10.2 of the Scarlet Alliance constitution, the Scarlet Alliance Committee gives notice of an Annual General Meeting to be held as follows:

• Time: 3-5pm
• Date: Friday 10 November 2023 (third day of the National Forum)
• Place: Sydney, location provided upon registration

Accompanying this Notice of Annual General Meeting is:

1. a Scarlet Alliance Committee and doubles nomination form, to be completed and returned to Mish Pony, mish.pony@scarletalliance.org.au no later than 12pm, Thursday 9 November 2023 (Sydney time).
2. a Proxy form through which members advise of their voting representative, to be completed and returned to Mish Pony, mish.pony@scarletalliance.org.au no later than 5pm, Friday 3 November 2023 (Sydney time).
3. a Motions submission form, where members can submit motions for consideration at the General Meeting, to be completed and returned to Mish Pony, mish.pony@scarletalliance.org.au no later than 5pm, Friday 3 November 2023 (Sydney time).
4. an agenda for the Annual General Meeting.
5. the draft Minutes of the 2022 Annual General Meeting, held 9 November 2022.
6. the current Conduct of Elections document that governs how we conduct elections.
7. a proposed new Conduct of Elections document, with information on what the proposed changes are and why they are being put forward.
8. proposed amendments to the Constitution, and information on what the proposed changes are and why they are being put forward.

The purpose of the General Meeting is to:

• confirm the minutes of the last proceeding general meeting of Scarlet Alliance.
• hear from the President and Chief Executive Officer on the work of Scarlet Alliance.
• receive from the Treasurer, reports on the transactions of Scarlet Alliance during the last preceding Financial Year.
• elect Officers Bearers.
• conduct other business in accordance with the meeting agenda.
• conduct any other business that all members of Scarlet Alliance in attendance unanimously agree to treat as urgent business.

Attendance at the AGM

This year attendance at the AGM is open to members and non-member National Forum attendees. Non-members do not have voting or speaking rights. All attendees must register via our website by 10am Tuesday 24 October (Sydney time).

Cut-off date for new memberships

New memberships must be received no later than 10am Tuesday 24 October (Sydney time) in order to be processed in time for the AGM.

Positions for election

This year the following positions are up for election:

• President
• Vice president
• Secretary
• General member
• All six doubles positions

The following positions are continuing and will be up for election in 2024:

• General member, currently held by Estelle Leon.
• Treasurer, currently held by Tia Maria.

The following current Committee members are seeking re-election:

• Jenna Love, elected as secretary and currently acting president, is seeking election as president.
• Laney Day, elected as secretary double and currently acting secretary, is seeking election as secretary.
• Riley Alexander, elected as treasurer double and currently acting general member, is seeking election as vice president.

This does not prevent others from nominating for those positions and going to election.

Election process

We hold elections via an online voting system, with voting closing prior to the AGM. Ballots will be emailed to your individual membership email address. If you are a delegate of a member organisation you receive two votes. All delegates must be individual members as per 10.10(e) of the constitution. New membership applications must be received by 10am AEST Tuesday 24 October 2023 in order to be processed in time.

Motions and resolutions to be considered

To consider and vote on the following motions:

1. That the Minutes of the 2022 Annual General Meeting be approved.
2. That the CEO’s report be accepted.
3. That the President’s report be accepted.
4. That the Committee’s report be accepted.
5. That the 2022-23 Treasurer’s report and Audited Financial Statements be accepted.
6. That the Conduct of Elections document be accepted.

Motions must be passed by a simple majority (50% of votes).

To consider and vote on the following special resolution:

1. In accordance with Division 3.4, section 30 of the Associations Incorporation Act 1991 (Act), the existing constitution of the Company is amended effective immediately by replacing it with the constitution in the form circulated with this notice and as tabled at this meeting.

A Special Resolution must be passed by a three-fourths majority of eligible votes (75% of votes).