NOTICE OF SPECIAL GENERAL MEETING OF MEMBERS OF THE U3A KNOX
PURPOSE: VOTE TO CHANGE CONSTITUTION
Date: Friday, 19th August
As you may be aware, any changes to our Knox U3A Constitution require the approval of all members in the form of a 3/4 majority vote in favour at a Special General Meeting called by the Committee of Management (hereafter referred to as Committee).
Our Constitution is the basic set of rules on which the running of our organisation is based and must be revised if a rule stands in the way of the running of the U3A in the best interests of membership.
Our U3A now finds itself in exactly such a position. We have a rule that limits the term of office of all Committee Members to three years. The rule was designed to ensure fresh ideas and input at regular intervals and to avoid burn-out. However, the situation is now that almost all Committee Members will have served for 3 years at the end of 2022. It is clearly not desirable that they all have to stand down simultaneously, resulting in an almost totally inexperienced Committee in 2023. The U3A is not comparable to a workplace where employees gradually gain experience as they work their way up the ladder. Opportunities for transition and mentoring are essential and largely have to take place on Committee.
The Committee therefore asks members to approve the changing of this particular rule. There is no other business to be conducted at this meeting, so it should be very short.
Business to be conducted at the meeting:
To put a special resolution to
Replace the existing:
Section 54 (b) A committee member may be re-elected provided that it is not to a position they have held consecutively for the three previous terms of office.
Section 54 (b) The president may be re-elected provided he or she has not held the position for three consecutive previous terms. Other members may be re-elected.
Process for attending meeting.
As with our two previous AGMs we will use an application called Zoom. Many of you will by now be familiar with it.
If you would like to participate, you are required to register in order to attend. This is to ensure that only members who are entitled to vote will be present at the meeting. To be able to attend via Zoom, you will need to have access to the internet via a tablet, computer or mobile phone. This could be that of a relative or a friend, but you must provide your name and an email address. All you need to do is click the following link and follow the prompts.
Microsoft, or whatever security protection program you have, may come up with a standard security warning. Just click “continue anyway”
Please register by Friday 5th August 5pm.
A manual form for registration is attached to this letter. Download it here in pdf format. If you prefer manual registration, please print it out, fill it in and return it by hand to the Boronia Bellbird premises, either directly to office staff or by placing it in the black box in the foyer labelled “For the Committee”. This must be done by Thursday 4th August. The box will be emptied on Friday. We have no access to the letterbox at Parkhills.
Once you have registered you will be sent an email, to the email address you have listed, with a link to enable you to join the meeting on the 19th August. This email will be sent 2-3 days prior to the meeting and will include the instructions on how to use Zoom for those who have not used it before.
One of the problems with online voting via Zoom is that only one vote per device can be received. If 2 people in the one household wish to vote at the meeting, they would have to use separate devices.
A vote on this matter cannot wait until the AGM as the outcome of the vote will affect how nominations for 2023 Committee positions will be accepted at the AGM. Also, if the resolution is not passed, we will have to begin canvassing for new members to fill the vacated positions. It is therefore necessary that we ask for your support by attending and voting in favour of the change at this special general meeting.
Please submit any questions or discussion points which you may have to email@example.com at least 2 days before the meeting. This should help keep the meeting very brief and will ensure a better prepared answer.
It is a legal requirement that we have a quorum of at least 50 and it is your U3A. It cannot exist without a Committee.
We thank you sincerely for your effort.
U3A Knox Inc.