Sydney University Boat Club Special General Meeting

Dear Sydney University Boat Club Members and Alumni,

On 1st January 2020, Sydney University Sport and Fitness became Sydney University Sport and Fitness Ltd – an incorporated entity with an appointed Board of Directors.

The Committee of Sydney University Boat Club have taken the decision to recommend that the Boat Club incorporate and become an Incorporated Association.

Please see below Notice for a Special General Meeting of the Boat Club on 13th November to consider this matter and if passed to adopt a new Constitution.

Please see attached :

1. Background to Incorporation
2. Proposed New Constitution of Sydney University Boat Club
3. Existing Sydney University Boat Club Constitution
4. Differences between the old and new (proposed) SUBC Constitutions

SYDNEY UNIVERSITY BOAT CLUB

NOTICE OF SPECIAL GENERAL MEETING

to be held at the Thyne Reid Boatshed, Linley Point

on Saturday 13 November at 12 noon

The Committee of SUBC hereby gives notice of a General Meeting to be held on 13 November to deal with the following business:

1. Incorporation of Sydney University Boat Club Inc.

Sydney University Sport and Fitness has recommended to Clubs that they should become incorporated, in order to affiliate with the incorporated body of Sydney University Sport and Fitness Limited.   Details of the process and effects of incorporation are attached.

1. Adoption of a Constitution for Sydney University Boat Club Inc.

A copy of the proposed Constitution is attached together with an explanation of the changes the new Constitution brings about from the current Constitution.  (A copy of the current constitution is also attached).

1. Election of the President of Sydney University Boat Club Inc.

Following the resignation of Sarah Cook, due to her new position with Rowing Australia, there is a casual vacancy to be filled up to the 2022 Annual General Meeting.   The relevant provisions of the old Constitution are below, but we have held off the election (with our Vice Presidents Dani Pettit and Devlin Walsh acting as Co-Presidents) so that the Club could elect the new President at the same time as voting on the Incorporation at this upcoming General Meeting.

The Committee will propose to the Meeting that the current Vice Presidents, Dani Pettit and Devlin Walsh, should continue as Co-Presidents through to the 2022 Annual General Meeting, in view of the excellent work they have been doing since Sarah’s resignation at the end of July.

Otherwise the Committee asks for any other nominations for the position of President should be forward to the Secretary of SUBC (chris@tnw.com.au), by 30 October 2021.

Chris Noel

Secretary

SUBC                                                     7 October 2021

Relevant Provisions of the Current Constitution of SUBC

30.  GENERAL MEETINGS

The Executive Committee may, whenever it thinks fit, convene a General Meeting, or, upon receipt of a requisition made in writing stating the objects of the meeting proposed to be called and signed by not less than ten (10) members of the club, convene a Special General Meeting, under the following conditions:

a)  The quorum for a General Meeting shall be ten (10) members, and must include a minimum of four (4) Executive Committee members.

b)  No person shall be entitled to vote at any General Meeting unless they are a member of the club.

c)  Resolutions passed at a General Meeting will be binding on all club members.

d)  Resolutions must be passed by a simple majority of the voting members present at a General Meeting.

e)  At least fourteen (14) days’ notice must be given to club members of any General Meeting and such notice must include a statement to the effect of the general business to be tabled at the meeting.

27.  CASUAL VACANCIES

a)   The Executive Committee may declare vacant the seat of any member who has :

i)  been absent without valid excuse from two (2) consecutive meetings.

ii)  ceased to be a member of the Club.

iii)  resigns from office by notice in writing given to the Secretary.

b)  All casual vacancies must be filled by an election from the floor at a General Meeting of the Club called by the President within fourteen (14) days of the vacancy arising. Office bearers duly appointed to a casual vacancy shall:

i)  hold that seat until the next Annual General Election at which that seat was due for re-nomination and subsequent electoral process.

ii)  be a current financial member of SUSF and a current member or eligible for membership of the Club as outlined in this constitution.

Relevant Provisions of the New Constitution of Sydney University Boat Club Inc.

13.  TRANSITIONAL PROVISIONS Initial Board Members Each of the: (a)  persons who held the office of President, Secretary and Treasurer of the Unincorporated Association immediately before the incorporation of the Club under the Act; and (b)  other members of the governing body (by whatever name called) of the Unincorporated Association immediately before the incorporation of the Club under the Act, will, from the period commencing on the adoption of this Constitution until the conclusion of the first annual General Meeting following adoption of this Constitution: in respect of those persons described in paragraph (a), be appointed as the respective inaugural President, Secretary and Treasurer of the Club; and in respect of those persons described in paragraph (b), be appointed as the other inaugural Board Members of the Club. 18.  VACANCIES ON THE BOARD Casual vacancies

Any casual vacancy occurring in the position of Board Member may be filled up to the next general meeting by decision of the remaining Board Members from among appropriately qualified persons. Any casual vacancy may only be filled for the remainder of the Board Member's term under this Constitution.

Relevant Documents: here