2026 Annual General Meeting

Monday 23 November 2026, 6pm
Doubleview Bowling Club, Shearn Crescent, Doubleview

Notice is given of the Annual General Meeting of Wests Scarborough Rugby Union Club Inc. It’s your club, and this is your chance to have your say on who runs it. We’d love to see as many of you there as possible.

Agenda

  1. Minutes of the 2025 AGM
  2. Matters arising
  3. President’s Report
  4. Treasurer’s Report and Financial Statements
  5. Election of the Executive Committee
  6. Motions received by the closing date
  7. Other business

Key dates

  • Nominations and motions close: 5pm Sunday 8 November
  • List of nominees published: Friday 20 November
  • Proxy forms, please send by: 6pm Saturday 21 November
  • AGM: 6pm Monday 23 November, Doubleview Bowling Club

Downloads

Positions up for election

All nine Executive positions: Club President, Vice President, Secretary, Treasurer, Junior President, Junior Secretary, Junior Treasurer, Club Captain and Volunteer Coordinator. Only financial members can be elected.

How to nominate

Complete the nomination form, signed by you, a proposer and a seconder, naming the position you are standing for. Email it to info@westsscarboroughrugby.com.au by 5pm Sunday 8 November.

If only one person is nominated for a position, they are elected. If more than one person is nominated, there will be a ballot on the night. If nobody is nominated, nominations can be taken from the floor.

Who can vote

Only financial members can attend the AGM and vote. Under our Constitution, you are a financial member if you are registered with the club for the current year and your fees are paid in full. That includes:

  • senior playing members (men and women)
  • ordinary (non playing) members
  • life members (no fees required)
  • parents or guardians of financial junior players

Junior players can’t vote or hold office themselves. Their parent or guardian votes on their behalf and holds a single vote, however many juniors they have registered. If your fees are on a payment plan or still outstanding, you won’t have voting rights until they are paid in full. Non members can attend by invitation of the committee but can’t vote.

Under our Constitution, applications for membership for the current year closed on Monday 26 October, four weeks before the AGM. Anyone joining from that date is registered for next year and can’t vote at this AGM.

Can’t make it?

Appoint another financial member as your proxy using the proxy form. So the night runs smoothly, please email it to info@westsscarboroughrugby.com.au by 6pm Saturday 21 November. This lets us check it against the register before the meeting. If you miss that date, your proxy will need to bring the signed form with them. Your proxy votes on your behalf in every election and motion on the night, so choose someone you trust.

On the night

Sign in. Please arrive by 5.45pm. Every member signs the attendance register at the entrance. The registrar checks the attendance register against the club register before the meeting opens. Voting papers are issued at sign in, and proxy holders receive one set for each vote they hold.

Elections. At the start of the meeting, members elect a returning officer and two scrutineers. Contested roles are decided by ballot: tick one name for each position and place your paper in the ballot box. The scrutineers count the votes and the returning officer announces the results. New officers take office at the close of the meeting.

Motions. Motions must be received by 5pm Sunday 8 November, with a proposer and seconder present at the meeting. They are decided by a majority on a show of hands. The Chair, or three or more members present in person or by proxy, can call for a poll (a counted vote).

Reports and questions

Members don’t vote on the President’s and Treasurer’s reports, but there will be time to ask questions about them and the financial statements. Questions on the night should relate to the business of the meeting.

Questions before the night? Email info@westsscarboroughrugby.com.au