O’Connor Tennis Club AGM

will be held at the club house on

SUNDAY 28th November 2021 at 3:00 PM.

All members are encouraged to attend.

In addition to the usual business of recapping events of the past year and electing a new Club Committee, the AGM this year will consider 3 proposed special resolutions to alter the Rules of the O'Connor Tennis Club Incorporated.

The special resolutions are designed to:

• lower the quorum for general meetings (Special Resolution 1);
• update the way notices of general meetings are given (Special Resolution 2); and
• clarify the position of junior members of the Club (Special Resolution 3).

Special resolution No. 1

That Rule 15 of the Rules of the O’Connor Tennis Club Incorporated be altered by omitting from sub-rule (c) “ten” and substituting “five”.

Explanation for special resolution No. 1

This alteration lowers the number of members who constitute a quorum at general meetings (including the AGM) from 10 to 5. The quorum is the minimum number of members who must be physically present at a general meeting for it to be able to proceed to conduct any business.

It has proved difficult, in recent times, to get members to attend general meetings of the Club and the alteration makes sure we will be able to get a quorum at general meetings.

The alteration is consistent with the Model Rules for associations registered under the Associations Incorporation Act which also sets the quorum at 5 members.

Special resolution No. 2

That the Rules of the O’Connor Tennis Club Incorporated be altered by omitting rule 14 and substituting:

Notice of general meetings

14.      (a)   Subject to sub-rule (b), the members of the Club must be given at least 14 days notice of a general meeting of the Club (including the annual general meeting).

             (b)   If a matter that requires a special resolution is to be dealt with at the general meeting, the members of the Club must be given at least 21 days notice of the meeting.

             (c)   The notice of a general meeting must specify the place, day and time for the holding of the meeting.

             (d)   The notice of a special general meeting must specify the nature of the business to be transacted at the meeting.

            (e)   The notice of an annual general meeting only needs to specify the nature of any business to be transacted at the meeting if that business is not part of the ordinary business of the annual general meeting under sub-rule 12 (e).

            (f)   If a matter that requires a special resolution is to be dealt with at a general meeting, the notice of the meeting must specify the intention to propose the resolution as a special resolution.

           (g)   Notice of a general meeting is to be given to a member by sending notice of the meeting to the e-mail address, or other electronic address, most recently nominated by the member.

           (h)   If a membership of the Club covers more than one person (for example, a family membership), the members covered by the membership are to be given notice of the meeting by sending a single notice of the meeting to the email address, or other electronic address, most recently nominated in relation to the membership.

Explanation for special resolution No. 2

This alteration provides for members of the Club to get individual notice of general meetings (including the AGM) instead of the current outdated requirements of a newspaper advertisement and a notice physically posted at the Clubhouse.

The alteration includes rules about the timing and content of the notice of meeting that are necessary to comply with the requirements of the Associations Incorporation Act.

The alteration provides for the use of electronic means to give members notice of general meetings. This is a much more efficient and effective way to give members notice.

Special resolution No. 3

That the Rules of the O’Connor Tennis Club Incorporated be altered by inserting after rule 6:

Junior members of the Club

6A.         (a)    A member of the club who has not turned 18 years of age:

                          (i)        is not entitled to be an officer of the Club; and

                          (ii)       is not entitled to vote at a general meeting of the Club; and

                          (iii)      is not entitled to be given notice of a general meeting of the Club under rule 14.

                 (b)      A member of the Club who has not turned 18 years of age is not to be counted for the purposes of                                         determining whether there is a quorum for a general meeting of the Club under rule 15.

Explanation for special resolution No. 3

This alteration clarifies the position of junior members of the Club. It is particularly important for junior members who have an individual membership of the Club (rather than being covered by a family membership). It is useful to clarify that junior members do not get notices of general meetings, cannot vote at general meetings and are not counted in working out whether a quorum is present at a general meeting.