Annual General Meeting - 2025

HBC Softball Club – Annual General Meeting 2025
Date: Wednesday, 25 June 2025
Time: 7:00 PM
Venue Joe’s Garage, Silverdale

All members of the Hibiscus Coast Softball Club are invited to attend the 2025 Annual General Meeting.  Members who are unable to attend the AGM may submit their vote to Graham via email: [email protected]

Here are the details on the Nominations for Officers and Committee Members, along with the proposed amendments to the Club Constitution for the 2025 AGM.

Agenda

Wednesday, 25 June 2025 | 7.00pm | Joe’s Garage, Silverdale
1. Opening and Welcome
2. Apologies
3. Confirmation of Minutes of Previous AGM
4. Business Arising from Previous Minutes
5. President’s Annual Report
6. Presentation of Audited Accounts
7. Election of Officers and Management Committee
     a. See attached Nominations
8. Alterations to the Club’s Constitution
      a. See attached Summary
9. Appointment of Solicitor
      a. Ref: Constitution 16.1.e(4) Recommendation to appoint North Harbour Law Ltd to act as our Solicitor. We have not needed to call on a Solicitor in the past however it was agreed that there is no reason why we should not have an official contact dedicated to HBCSC in case the need arises.
10. Nomination of Life Members and Service Members
11. Any other business that concerns HBCSC Inc
12. General Discussion
   • Payment of registration fees • Pre-Season Tournament • New Logo
13. Closure 

NOMINATIONS
1. Officers:
President:  Trevor Smith
Vice President: Cameron Robinson
Secretary:   No Nominations
Treasurer: Pam Jackson
2. Committee: Members: Roger Smith, Leon Smith, Mitchell Brown 

PROPOSED ALTERATIONS TO CONSTITUTION

1. The following alterations are proposed to meet the requirements of the Incorporated Societies Act 2022:
a. Rule 15 – Officers and Management Committee

(1) New clause 15.4 as follows:

15.4 The term of office for each Officer and member of the Management Committee shall be for the period from the Annual General Meeting until the next Annual General Meeting.

(2) New clause 15.9 as follows:

15.9 The Management Committee shall appoint a Contact Person from time to time for the purposes of handling enquiries from the Registrar, New Zealand Companies Office.

b. Rule 16 – Meetings of the Club (1) New clause 16.5 as follows: 16.5 Records of Meetings a. Minutes of all HBCSC Inc. meetings shall be recorded and made available to Members within two weeks of meetings.

c. Rule 17 – Alteration of Rules (1) Amend clause 17.3 as follows: 17.3 No addition to, or alteration or rescission of the Rules shall be approved if it affects the winding up or dissolution of HBCSC Inc. and distribution of assets as described in Rule 19, Liquidation.

d. Rule 20 – Resolution of Disputes and Complaints (1) New clause 20.2 as follows: 20.2 Resolution of any dispute or complaint shall be undertaken as detailed in Sections 38 to 44 and Schedule 2 of the Incorporated Societies Act 2022. (2) New clause 20.3 as follows: 20.3 Any complaint which is unable to be resolved by HBCSC Inc. shall be referred to the North Harbour Softball Association for consideration by the Complaints Review Officer.

2. The following alterations are proposed by the Management Committee:

a. Rule 5 – Registered Office (1) Amend Clause 5.1 as follows: 5.1 The Registered Office of the club shall be in such place in North Shore City, (Auckland Super City) as the Committee shall from time to time decide.

b. Rule 9 – Individual Members
(1) New clause 9.2.d as follows:
d. Any other individual who wishes to support the objects of HBCSC Inc. (as per Clause 9.1.d) including, but not limited to, non-playing members and supporters may apply for membership. Their membership is subject to approval by the Management Committee and payment of any applicable fees or levies as determined by the Management Committee.

(2) New Clause 9.4 as follows:
9.4 Applications for Individual Membership under Clause 9.1 will not be accepted in the period less than 60 days immediately prior to the date of the Annual Meeting.

c. Rule 15 – Officers and Management Committee (1) New clause 15.2.f as follows: f. Player Development Officer