SPECIAL GENERAL MEETING Thursday 27 TH OCTOBER 2016 Notice is hereby given that a Special General Meeting of the Northern Golf Club will be held in the Clubhouse, 97 Glenroy Road, Glenroy VIC 3046, on Thursday 27 th of October 2016 commencing at 7.30PM. Reasons for this Special General Meeting are to consider and if thought fit, pass the following Resolutions: Resolution 1. “That the balance of the NGC capital account, currently standing at $3.2 million be used to finance clubhouse renovation and associated works.” Resolution 2. “To change the Constitution, according to the Explanatory Note, to include a new Category of Member, that being a Five Day Member with an Annual Subscription of 71% (5/7) of the Full Annual Subscription and to change the Annual Subscription of a Six Day Member to 85% (6/7) of the Full Annual Subscription” Notes on 2 nd resolution: 1. This is a Special Resolution and requires to be passed by at least 75% of the votes cast 2. If passed, the proposed changes will take effect from 1 March 2017. An Explanatory Note to the Resolutions will be sent out with voting forms and displayed in the club house and on our website Financial Members are reminded that they are entitled to appoint any other Member to be their proxy at the meeting. Voting can be given personally, by proxy (Rule 32) or by direct vote (Rule 33) Members may only vote by one of the above methods Voting and proxy forms are available at the NGC Office and can be submitted during office hours 9.00 am to 5.00pm Monday to Friday from 10th of October. A reminder that instrument appointing a proxy shall need to be delivered to the Manager in person, by post, by facsimile or by electronic transmission not less than forty-eight (48) hours prior to the appointed time of the meeting at which the person named in the proxy proposes to vote. In default such proxy will be invalid.
Transcript
SPECIAL GENERAL MEETING Thursday 27TH OCTOBER 2016
Notice is hereby given that a Special General Meeting of the Northern Golf Club will be held in the Clubhouse, 97 Glenroy Road, Glenroy VIC 3046, on Thursday 27th of October 2016 commencing at 7.30PM. Reasons for this Special General Meeting are to consider and if thought fit, pass the following Resolutions: Resolution 1. “That the balance of the NGC capital account, currently standing at $3.2 million be used to finance clubhouse renovation and associated works.” Resolution 2. “To change the Constitution, according to the Explanatory Note, to include a new Category of Member, that being a Five Day Member with an Annual Subscription of 71% (5/7) of the Full Annual Subscription and to change the Annual Subscription of a Six Day Member to 85% (6/7) of the Full Annual Subscription”
Notes on 2nd resolution: 1. This is a Special Resolution and requires to be passed by at least 75% of the votes cast 2. If passed, the proposed changes will take effect from 1 March 2017.
An Explanatory Note to the Resolutions will be sent out with voting forms and displayed in the club house and on our website Financial Members are reminded that they are entitled to appoint any other Member to be their proxy at the meeting.
Voting can be given personally, by proxy (Rule 32) or by direct vote (Rule 33) Members may only vote by one of the above methods
Voting and proxy forms are available at the NGC Office and can be submitted during office hours 9.00 am to 5.00pm Monday to Friday from 10th of October.
A reminder that instrument appointing a proxy shall need to be delivered to the Manager in person, by post, by facsimile or by electronic transmission not less than forty-eight (48) hours prior to the appointed time of the meeting at which the person named in the proxy proposes to vote. In default such proxy will be invalid.
Resolution 1.
“That the balance of the NGC capital account, currently standing at $3.2 million be used to finance clubhouse renovation and associated works.”
Preamble The Board seek the approval of members to access the balance of the capital account to fund substantial renovations of the clubhouse and related works. The exact works are on display in the clubhouse.
The capital account stands at $3.2 million. The funds in the account can only be used for capital works and not for running the club. In other words it could not be argued, as it has been, that the funds should be kept for a rainy day or to tide us over in bad times. The firm view of the Board is that the finances of the club are now on a very solid footing, we are trading profitably and our forward projections are that this should continue to improve as we gain a better handle of the clubs finances and operations.
The need for renovations of the clubhouse and new facilities for the club professional and storage for clubs and carts is we suggest obvious to all members .What we have is, amongst other things, old, outdated, dilapidated and no longer functional for the needs of members. The time to move is now. To delay is to put the cost of the works out of reach. The value of our capital, which is held in cash, erodes each year with the cost of building and fitting out rising at the same time. In these circumstances the Board recommends to you the following motion,
Peter Randles (President N.G.C)
Resolution 2.
“To change the Constitution, according to the Explanatory Note, to include a new Category of Member, that being a Five Day Member with an Annual Subscription of 71% (5/7) of the Full Annual Subscription and to change the Annual Subscription of a Six Day Member to 85% (6/7) of the Full Annual Subscription” Michael Kleinig Vice President
Explanatory Note to Resolution 2, Special General Meeting, Thursday 27 October 2016
The Board of Northern Golf Club recognises that over the past years there has been a shift
away from what was once considered the ‘premium’ day to play, namely Saturday.
Although Saturday will still be considered as the premium day for competition and the day on
which the majority of board events are played, there are many members that are content with
playing on other days only.
In recognition of the changes in playing schedules by many members, the Board of NGC
recommend that a change in membership categories to accommodate our members better by
allowing them to subscribe to a membership that best suits their playing preference.
It is proposed to introduce a 5 day membership category upon which the member may play
on any days excluding Saturday & Wednesday and be defined as a Full Member.
To accommodate the introduction of the new membership category, it is also proposed that
the fees reflect a direct ratio of the number of playing days per category over the number of
days in a week.
Therefore the Board of NGC also recommend that the 5 Day membership fee be 71% (5/7) of
the Full Annual Subscription and that the 6 Day membership fee be increased from 75%
(representing only 5.3/7 of the Full Annual Subscription) to 85% (now representing 6/7 of the
Full Annual Subscription).
These changes will come into effect as of 1 March 2017.
A review of golf club’s fees around NGC clearly demonstrates that the proposed fee structure
is the now the ‘norm’.
CLUB 7 DAY 6 DAY (% of 7 Day subs) 5 DAY (% of 7 Day subs)
Rossana $2,934 $2,623 (89%) $2,269 (77%)
Box Hill $2,818 $2,341 (83%) $2,007 (71%)
Heidelburg $2,795 $2,413 (86%) $1,964 (70%)
Latrobe $2,550 $2,185 (86%) $1,820 (71%)
Northern $2,226 $1,892 (85%) $1,580 (71%)
Medway $2,046 $1,739 (85%) $1,227 (60%)
Kooringal $1,797 $1,514 (84%) $1,176 (65%)
As a result of this proposal, the Board proposes the following changes to the Club’s
Constitution Dated 25 June 2015, to accommodate the new membership category, as given
below:
Page 2 Contents Add “Five Day Member” to “4. Categories of members”
Page 2 Contents Add “Five Day Member” to “5. Members’ Rights, Privileges and Entitlements”
Page 5 Clause 4.1 Add “Five Day Member”
Page 5 New Clause Add “4.4 Five DAY MEMBERS; Any person over the age of 21 years may apply for Five Day Membership”
Page 6 Clause 4.6.2 Add “Five day”
Page 6 Clause 4.7.2 Add “Five day”
Page 6 Clause 4.9.2 Add “Five,”
Page 8 New Clause Add “5.3 F I V E DAY MEMBERS; 5.3.1 Admission to the
grounds and use of the sporting facilities on Sunday to Tuesday,
Thursday and Friday inclusively, and to compete in Club
competitions and tournaments as are open to them, provided
that the Board may at its discretion from time to time extend or
vary the times and days that Five Day Members may be admitted
to the grounds and use the sporting facilities; 5.3.2 Use of the
Club's non-sporting facilities in accordance with these Rules and
the By-Laws laid down by the Board;”
Page 8 Clause 5.5.1 Add “Five,”
Page 11 Clause 7.1 Add “Five Day Membership”
Page 15 Clause 12.2.3 Alter “Six Day Members – 75%” to “Six Day Members – 85%”
Page 15 Clause 12.2.3 Add “Five Day Members – 71% of the Full Annual Subscription”
And any other changes not described above that directly reflect the intent of this resolution.
31. VOTES OF MEMBERS
31.1 Votes by Members at a General Meeting may be given:
personally at the meeting by proxy, or
by direct vote
31.2 A Member may only vote by one of the above methods.
32. PROXY VOTING
32.1 A Member may appoint any other Member who is entitled to vote at General Meetings to be his
proxy-holder for the first-mentioned Member to vote upon any question arising at a General Meeting or
an adjourned meeting
32.2 The appointment of a proxy shall be on a form approved by the Board from time to time. (Appendix A)
32.3 A Member shall be entitled to instruct his proxy to vote in favour of or against any proposed resolutions. In
the absence of such instruction, the proxy-holder may use his reasonable discretion and vote as he
thinks fit.
32.4 The instrument appointing a proxy shall be delivered to the Manager in person, by post, by facsimile or
by electronic transmission or by post not less than forty-eight (48) hours prior to the appointed time of
the meeting at which the person named in the proxy proposes to vote. In default such proxy will be
invalid.
33. DIRECT VOTING
33.1 Every Member who is entitled to vote at a General Meeting shall be entitled to cast a direct vote.
33.2 A Member unable to attend a General Meeting may vote by direct vote without the need to appoint a
proxy.
33.3 A direct vote at a General Meeting shall be cast on the Voting Paper (Appendix B) approved by the Board
for the meeting and may be delivered personally or sent by post, or facsimile or by electronic
transmission to the Manager and shall be received not less than forty-eight (48) hours prior to the time
of the appointed meeting.
33.4 A Member who has cast a direct vote is entitled to attend the meeting but will not be entitled to vote on
the motion at the meeting.
SPECIAL GENERAL BUSINESS MEETING Thursday OCTOBER 2016
Voting for Resolutions will take place, if required, in the Office during the following times:
