I am writing to advise that there has been an unusual delay in the posting of ballot papers to Members. This letter sets out a revised timetable for the expected delivery of mail, return of ballot papers to the clubhouse as well as a plan to adjourn the AGM after General Business and reconvene on Friday, 1 November to confirm the result of the election of Directors. We have taken legal advice on this process.
The printers proof of all material was approved by the Club on 8 October and, together with the envelope and instructions, it was handed to the mail house on the morning of 11 October for collation and on handing to Australia Post. The Board expected that Members would receive their mail containing ballot papers and instructions on or soon after 14 October providing adequate time to consider their vote and return the ballot paper to the Club by 25 October.
A random check of mail delivered to our 2119 postcode on 18 October showed no sign of correspondence to Members from the Club containing information on the election of Directors.
We contacted the mail house and were distressed to learn that the envelopes addressed to Members and containing the ballot papers were not delivered to Australia Post until 17 October.
In the expectation that Members will receive their envelopes in the week commencing 21 October, the Board has decided to extend the date for the return of ballot papers to the Club by 5.00pm on Friday, 1 November. This decision is taken in fairness to candidates and to all Members entitled to vote.
The election of Directors is set out in paragraph 53 of our Constitution. Given that there is only one (1) candidate for the position of President, the Chairman of the meeting will declare that nominee duly elected at the Annual General Meeting on 28 October.
The AGM agenda will later move to General Business, at the conclusion of which, the Chairman will adjourn the meeting to be reconvened at 6.30pm on Friday, 1 November. At this time the Returning Officer will advise the Chairman of the names of the successful candidates who will be declared as duly elected as Directors and the meeting closed. The outcome will be immediately posted to the Club’s website.
The experience prompts an urgent assessment of electronic means for the distribution of ballot papers with individual and distinctive links to each Member to allow them to record their vote in a secure manner.
Any eligible Member who does not receive their ballot paper by Friday, 25 October should contact the General Manager.
Michael Rowan
President
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