Toorak East Malvern Hockey Club Inc

 Notice of Annual General Meeting

Nominations for Committee

 All members are advised that the 2018 Annual General Meeting of the Toorak East Malvern Hockey Club (Inc) will be held as follows:

Date                   Sunday 25 November 2018
Time                   11 am
Venue                 Hawthorn Malvern Hockey Centre
                           Patterson Reserve
                           482 Auburn Rd
                           Hawthorn East

Please find below:

  • Meeting Agenda

  • Details of Positions and the Nomination Process

  • Details of who is eligible to speak and vote at the AGM

  • Proxy Voting From

  • Nomination Form

 I can be contacted on 0407 330 194 if you have any queries

Oenone Ritman
Toorak East Malvern Hockey Club

24 October 2018


The Agenda for the meeting is to:

(i)          to confirm the minutes of the previous Annual General Meeting and of any General Meeting held since the previous Annual General Meeting;

(ii)         to receive from the Committee reports upon the transactions of the Club during the last preceding financial year;

(iii)        to elect Officers of the Club and General Committee Members; and

(iv)        to receive and consider the statement submitted by the Club in accordance with the Act.

The Annual General Meeting may also conduct any special business of which notice has been given in accordance with the Club’s Rules. 

 Positions and the Nomination Process

Nominations are called for the positions of all Officers and General Committee Members as listed below.    Nominations are also called for some non-committee positions, also listed below.  A Nomination Form is attached to this notice.


  • the President;

  • the Senior Vice -President;

  • the Treasurer;

  • the Secretary;

  • the Men's Vice-President;

  • the Women's Vice -President;

  • the Junior's Vice-President;

  • the Men's Secretary;          

  • the Women's Secretary;

  • the Junior's Secretary.

General Committee Members

  • the Social Secretary;

  • the Communications Officer;

  • the Records Secretary;

  • the Equipment Officer; and

  • the Marketing Officer.

Non-Committee Positions

  • Master’s Liaison x 2 (to act as a liaison to represent the specific interests of members playing Masters to the Committee)

  • Women’s Division Sub-Committee representatives x 2

  • Member Protection Information Officer.   A MPIO is responsible for providing information about a person’s rights, responsibilities and options to an individual making a complaint or raising a concern.   (This person must commit to undertake training to become accredited in the role. )

The Nomination Process

Nominations of candidates for election as Officers or as General Committee Members must be made in writing, signed by two Members of the Club who are eligible to vote at a General Meeting and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination); and delivered to the Secretary of the Club not less than seven days before the date fixed for the holding of the Annual General Meeting.

A Nomination Form is attached to this notice.

 Voting and speaking at General Meetings

a)          Each Senior, Life, Social and Junior Member over 16 years of age at the date of the General Meeting is entitled to vote.

b)          Any Member under the age of 16 years is entitled to speak at a General Meeting but is not entitled to vote.

c)          All votes must be given personally or by proxy.

d)          A Member is not entitled to vote at a General Meeting unless all moneys due and payable by him or her to the Club have been paid.

e)          In the case of an equality of voting on a question, the chairperson of the meeting is entitled to exercise a casting vote.

f)           Subject to the above, a Member has one vote only.

A Proxy Form is attached to this notice.