Initial Notice for the Annual General Meeting of ARCHERY South Australia Inc.
Date: Thursday, 26 October, 2023
Time: 1930 hrs
Location: SACOSS, Marjorie Black Community Room, 47 King William Road, Unley
Election of ARCHERY South Australia Board Members, for the period 2023-2025.
In line with the Constitution of ARCHERY South Australia, there are at least two Board vacancies, each intended for a two-year term*.
ARCHERY South Australia seeks nominations by COB, Thursday, 21 September from members seeking to join the Board for the 2023-2025 term of office. A nomination form for persons seeking to fill the vacant positions on the ARCHERY South Australia Board is available (see below).
* NOTE: At least two of the existing Elected Directors are required to retire (or re-nominate if eligible), to facilitate the election each year.
In 2023, two Directors are required to vacate:
Director position (vacant since early 2023), and Christine Favre
(Although eligible, Christine will not be re-nominating)
In addition, John Vine Hall has indicated he will not be seeking to continue beyond the AGM. Therefore, nominations for a third Director are also called.
The role of a Board Director is contained within the Board Office Bearer Policy Position Statements.
At the close of nominations, ballot papers and instructions for voting will be distributed to all Affiliate Members, as defined (i.e. the Clubs).
AGM Agenda Items
Members are requested to forward agenda items and all notices of motion for inclusion as special business to be considered by the AGM, including:
• Nominations for Life Membership
• Amendments to the Constitution
• Notices of Motion/Special Business
and must be received by COB, Thursday, 28 September.
The required forms can be found below.
The AGM Agenda and Annual Reports will be emailed to all members (and the ARCHERY SA Auditor) on or before Thursday, 5 October.
The nature and order of business will be:
- Welcome and apologies
- Minutes of previous AGM
- President’s report
- Presentation of Financial reports
- Other reports
- Constitution amendments (if any)
- Life Memberships (if any)
- Appointment of the Auditor for the next financial year
- Confirmation of Public Officer.
Notice: Meeting Attendees (all)
As a fully financial individual affiliate, you will be able to logon and register your attendance (and, optionally, book for dinner before the meeting) via an online registration form, from Friday, 8 September. (You can alternatively register your inability to attend.) The form is available by CLICKING HERE.
Affiliate Member Delegates
Affiliate Members (Clubs) are requested to formally confirm with ARCHERY SA by COB, Monday, 23 October the name of their Voting Delegate attending the AGM using the Meeting Attendees form (as above), from 8 September.
- AGM-Elected-Director-Nomination-2023 Form (MSWord document) – Nominate for election to the Board (three positions, including a casual vacancy) at the AGM (Nominations due by COB, Thursday, 21 September, to be emailed to the Board Secretary at firstname.lastname@example.org)
- OR download a PDF of the same document.
Governance Principle – Board Diversity
There is strong evidence that diversity on Boards leads to better corporate performance. The position of the SA Office of Recreation, Sport and Racing is that each State Sporting Organisation must have a minimum of 40% representation of each gender.
The State Government expects gender diversity of Boards of sporting associations (see the ORSR 40:40:20 page). Boards must comprise 40% male, 40% female and 20% discretionary. (This will be mandatory for any sporting organisations (State and Club) wishing to access State Government funding, from 1 July, 2025.)
In ARCHERY SA’s case, the Board comprises five Elected Board Members and up to two Appointed Board Members, for a total of up to seven. This, under the 40:40:20 requirement equates to three male and three female, with one “discretionary”. If only one of the elected Directors is a different gender from the other four – the Board will pursue the appointment of two people of that gender. If two of the elected Directors are a different gender from the other three, the Board will pursue the appointment of at least one person of that gender.
Governance Principle – Operation
* Persons elected at the AGM as Directors will be elected for 2 years, except that at least 2 of the 5 elected Directors must retire at the following AGM and may be eligible for re-election.
The Constitution (at 11.4) provides:
(d) At least two of the Elected Directors must retire every year. If the number of Elected Directors whose term ends in any one year (Retiring Directors) is less than two then an additional number of the Elected Directors who are not due to retire (Non-Retiring Directors) must retire to make up the quota.
(e) If the Non-Retiring Directors cannot agree on which of the Non-Retiring Directors will retire, it will be determined by ballot.
Working with Children Check
All persons who work with or are likely to work with children in South Australia must undergo screening by the DHS (Department of Human Services Screening Unit), known as a ‘Working with Children Check’. This requirement extends to Directors of ARCHERY South Australia. ARCHERY SA’s Child Safe Environment Policy also requires ARCHERY SA Directors to obtain a Working with Children Check.
Failure to do so is an offence, which may result in significant financial penalties or imprisonment under the Child Safety (Prohibited Persons) Act 2016 (SA).
Candidates must provide evidence that they hold a current, valid Working with Children Check issued by DHS or have applied to DHS for a Working with Children Check . To allow ARCHERY SA to verify the details of a candidate’s Working with Children Check directly with DHS, candidates must provide their full name (exactly as it was provided to the DHS Screening Unit) and either the Screening Reference Number or Screening Application Number issued by DHS. Candidates must notify ARCHERY SA of the outcome of any application for screening completed after the candidate has submitted their nomination form.
Applications for a Working with Children Check may be lodged via this link.
Candidates are urged to lodge their application as early as possible, as DHS indicates that the screening process may take a few weeks to complete.