The 2013 Annual General Meeting for IITaV will be held on Sunday 28th April, from 3:30 to 5:45 pm at Waverley Meadows Primary School, 11-27 Columbia Drive, Wheelers Hill (Melway Ref 71 G11). All IIT Alumni are invited to attend but in the event of an election voting rights are available only to active financial members of IITaV (see attached list for names). Light refreshments will be provided in the tea break.

Please RSVP your intention to attend by replying to this email by 14 April. This will enable organisation of catering and seating arrangements for the meeting. The proposed meeting agenda and other relevant details are outlined below.

AGM Agenda:

1.    Welcome, Apologies and Proxies

2.    Approve minutes of last AGM (attached in this email)

3.    President’s Annual Report (including acceptance formalities)

4.    Treasurer’s Annual Report (including acceptance formalities)

5.    Nominations and Elections for 2013-14 Committee

6.    Welcome and hand-over to the President and Committee for 2013-2014

7.    Close

Key Dates:

• ·        Communicate AGM Agenda, and nomination process– 6 April 2013 (completed via this email)
• ·        RSVP intention to attend AGM – 14 April 2013
• ·        Nominations for the various positions close –  11 pm, 14 April 2013
• ·        List of nominations sent to active financial members – 17 April 2013
• ·        Lodgement of proxies – 26April 2013
• ·        Annual General Meeting – 28 April 2013, 3:30 to 5:45 pm

Nomination Process (if the details are confusing in any way please call me to clarify)

1.      Nominations are invited for nine positions: President; Vice President; Treasurer; Secretary and five Committee Members.

2.      Nominations and secondments can only be made by active financial members of the organisation. Please renew your membership if necessary prior to making a nomination.

3.      Nominations should be done via email. The email thread should clearly show the name of the nominee and the position the person is being nominated for by the nominator and the seconder, and the nominee’s acceptance of the nomination.

4.       All emails should include mail@iitav.org.au in the cc field to provide traceability of the nomination process.

5.      A candidate can only be nominated for one of the nine positions (#1 above) by a nominator.

6.      An active financial member can submit nominations for up to nine positions (#1 above) in the same email. In this scenario the nominator should clearly indicate who the seconder(s) are so that the relevant person(s) can provide the supporting seconding email(s).

7.       Please send your confirmed nominations to mail@iitav.org.au by 11 pm, 14 April 2013. Nominations received after this deadline will not be valid.

Other Related Information

• ·        After the nominations have closed on 14 April 2013, the collated results of the valid nominations received will be communicated to all financial members prior to the AGM.
• ·        In case there is more than one nomination for the position of President, Vice-President, Treasurer or Secretary, and/or if there are more than five nominations for the five Committee member positions, there will be an election as per Agenda item #5. The relevant candidates for contested positions will have an opportunity to present their credentials for the position at the AGM, prior to the conduct of the election.
• ·         In the event of an election only active financial members are allowed to vote. In case members are unable to attend the AGM they can use the attached Proxy Form to nominate a proxy to cast their vote on their behalf. The signed form must be received by the Secretary (by email to mail@iitav.org.au) before the AGM or the proxy should present it under Agenda item #1 above.