25 January 2012

MEMORANDUM TO CLUBS RE AGM

Dear Club Members

Happy New Year and I hope you have all enjoyed a well-deserved break over the Christmas holidays.

This memo covers matters in regard to the AGM as follows:

1.              Venue

2.              Elected Board Member Vacancy

3.              Delegate Forms

4.              Agenda

5.              2011 Audited Financial Statements

Attached is the notice that we sent out to clubs on 18 November 2011 providing the details of the AGM (venue to be advised), calling for notification of delegates and nominations for the Elected Board Member vacancy.  An update is as follows:

1.         AGM Venue

The venue for the AGM will be the Alpin Lodge, 15 Sala Street, Rotorua.  This is the same venue the AGM was held at last year.  The AGM is scheduled for 6pm Friday 17 February 2012.  Drinks and nibbles will be provided.

2.         Elected Board Member Vacancy - Nominations

At the AGM on 17 February 2012, John Trotter’s term as an Elected Board Member will end.  Nominations for this vacancy closed on 17 January 2012.  Unfortunately we did not receive any nominations for the vacancy.  Where there are insufficient nominations for an elected vacancy the Constitution requires that nominations are called for from the floor of the AGM.  While any person may be nominated at the AGM it would be preferable for delegates to know who the nominees are prior to the AGM so as to consider their skills and experience.

Therefore the Board invites nominations for the Elected Board Member vacancy to be received by 5pm Monday 13 February 2012.  Nominations received that meet the eligibility requirements will be regarded as nominations from the floor at the AGM.  Nominations received and supporting CV’s will be circulated to member clubs prior to the AGM.

If your club wishes to nominate a person for the Elected Board Member vacancy can they please complete and sign the nomination form in our notice dated 18 November 2011.  Nominations can be sent or couriered to 14 Coromandel Crescent Mairangi Bay, Auckland.

3.         Delegate Forms

Delegates forms were also due to be submitted by 17 January 2012.  Unfortunately everyone must have been away on holiday as I have not received one form!  Therefore can clubs please nominate a delegate and complete and sign the form (also in our notice dated 18 November 2011).  Forms must be received as soon as possible but no later than 5pm Monday 13 February 2012.

Delegate forms can be sent or couriered to 14 Coromandel Crescent, Mairangi Bay, Auckland

4.         AGM Agenda

Please find attached the AGM Agenda.

5.         2011 Audited Financial Statements

I am currently working with the accountants and auditors to finalise the 2011 audited financial statements.  I am aiming to circulate finalised and approved 2011 audited financial statements to the clubs by Friday 10 February 2012.

I appreciate your assistance in helping me get the paperwork in order for the AGM.  If anyone has any queries please do not hesitate to contact me.

Many thanks.

Paula Kearns

CEO

Clubs To Do List:

Nominations and Delegates forms sent or couriered to 14 Coromandel Crescent, Mairangi Bay, Auckland by 5pm Monday 13 February 2012.

CANOE RACING NEW ZEALAND

2012 ANNUAL GENERAL MEETING

6PM FRIDAY 17 FEBRUARY 2012 - ALPIN LODGE, 15 SALA STREET, ROTORUA

AGENDA

1.              Welcome and Apologies

2.              The Chair will under Clause 16.10 use his discretion to determine that it is appropriate for the meeting to proceed despite the delegates forms not being received within the required time frame.  The Chair will put the motion to proceed to the meeting, which will need to be carried by Special Resolution (two thirds of votes cast).

3.              Roll call of delegates

4.              Apologies

5.              Confirmation of Minutes of the 2011 AGM

6.              Receipt of the Audited Annual Financial Report for the year ended 31 December 2011

7.              The re-appointment of an Independent Auditor WHK

8.              The election of vacant Board Member position

9.              General Business

10.           Close

18 November 2011

CANOE RACING NEW ZEALAND

NOTICE OF ANNUAL GENERAL MEETING

In accordance with Clause 16.3 of the Constitution this is formal

notice of the 2012 AGM.  Details are as follows:

1.         The date, time and venue for the AGM are as follows:  

Time:                                    6pm

Date:                                    Friday 17 February 2012

Venue:                                  A venue in Rotorua to be advised

2.         Delegates

Notification of the Delegate(s) of the Member Clubs and Associate Members for the AGM must be received by 5pm Tuesday 17 January 2012.

The approved form for notification of Delegate is below. 

Notification of Delegate should be sent to CRNZ, PO Box 65451, Mairangi Bay, Auckland.

3.         Elected Board Member Nominations

There is one vacancy for an Elected Board Member for which nomination is sought.  The approved form for nomination is below.  Nominations must be accompanied by a current CV for the nominated person.

The closing date for nominations for the Elected Board Member vacancy is 5pm Tuesday 17 January 2012.

Nominations should be submitted to the CRNZ registered office at 14 Coromandel Crescent, Mairangi Bay. Note this is different to the address for Delegate forms and proposed motions or other items of business.

4.         Proposed Motions

The closing date for proposed motions and other items of business is 5pm Tuesday 17 January 2012.

Proposed motions and other items of business should be sent to CRNZ, PO Box 65451, Mairangi Bay, Auckland.

CANOE RACING NEW ZEALAND

ELECTED BOARD MEMBER NOMINATION FORM

Please attach CV for nominated person for the Board Appointments Panel to consider.

The Nomination form must be submitted to CRNZ registered office 14 Coromandel Crescent, Mairangi Bay by 5pm Tuesday 17 January 2012.  Note this is different to the address for Delegate forms and proposed motions or other items of business.

CANOE RACING NEW ZEALAND

DELEGATE FORM

A form is to be completed for each delegate who wishes to attend.

Only one vote per Member Club.  Therefore only one Club delegate can vote.

Form must be received by CRNZ, PO Box 65451, Mairangi Bay, Auckland by 5pm Tuesday 17 January 2012.