Dominion Chihuahua Club
2020 Online Annual General Meeting
In light of the Level 4 Alert due to COVID-19 requiring all New Zealanders to stay at home, the DCC will be holding our AGM online this year on 12 April 2020.
We have cleared this with the NZ Business Office and set up a process that should make it as painless as possible.
As per our constitution, we are advising you 14 days prior and calling for nominations for committee positions and Notices of Motion which will close 7 days before the meeting on 5 March 2020.
Nominations and Notices of Motion can be made via this form, on our website or by email to email@example.com.
How does it work?
Online Annual General Meetings are common in the corporate world, so we are adopting the same methods using a reputable 3rd party provider (SurveyMonkey) to collect and collate the election results.
Nominations for committee positions and notices of motion can be made here.
Nominations will be deemed to have been “moved” on receipt of the first nomination, and “seconded” on receipt of a second nomination. We then will contact the nominees to ensure they are willing to accept the nomination, before including them in the list of nominees.
We will not accept posted nominations or notices of motion due to the infection risk of handling mail and the need for self-isolators to leave home to post them.
On the day of the meeting, all members will be sent a link (or can access it through our website) to the meeting form. The President’s and audited Treasurer’s report will be available from the site, voting for the nominees can be done on the form and you may vote on any notices of motion.
If a committee position has only received one nomination, they will be elected unopposed (as they would be in a face-to-face meeting) so no vote will be required on the meeting form. The form will indicate when this is the case.
The “meeting” will remain open online for 48 hours to allow everyone who wishes to vote to do so.
The results will then be tallied and posted on the Club’s website as the AGM minutes. Handover of documents, equipment, etc will be arranged between incoming and outgoing committee members when it is safe to do so.
The SurveyMonkey data detailing collection of nominations and voting results will be submitted to the NZ Business Office along with our minutes and financial statements to ensure transparency and an audit trail.
There will be several notices of motion this year as we intend to update some clauses in our constitution to bring them in line with current Dogs NZ procedures. A full explanation will be available on the website prior to the meeting.
We appreciate you bearing with us in this difficult time and hope that we have made it as easy as possible for you to take part in our AGM. This time will pass and we'll be back to normal eventually, but in the meantime, stay safe and look after your Chihuahuas.