2021 Annual General Meeting Notice

Venue: Capital Country Holiday Park

47 Bidges Rd Sutton  NSW

19 February 2022

 

Program

Saturday 19 February 2022

From 11.30 am                                      Registration for voting and renewal of memberships

12.30pm – (approx.) 4.30 pm                 Annual General Meeting

6.30 pm – midnight                                2021 presentation and dinner dance

Agenda for AGM

Confirm minutes of the previous Annual General Meeting

President’s report

Secretary’s report

Financial report

Committee reports

Election for committee vacancies

Notices of special resolutions and motions and nominations for life membership (if any)

Discussion items and SMC notices

General business

The minutes of the previous AGM held 20 February 2021 are HERE

Please note:  For COVID 19 safety purposes, the venue has requested we provide the number of people attending before the meeting.  Please email  This email address is being protected from spambots. You need JavaScript enabled to view it. before midday on 18 February 2022 to advise how many people are attending in your group.  Thanks for your help!

 

Attendance and voting

Any person can attend the meeting. However, only senior financial members are entitled to vote. If you were a Senior Member for 2021 or have joined as a Senior Member for 2022 you are entitled to vote. You do not have to rejoin to participate in the meeting but please bring your 2021 membership card with you.

 

Proxy votes

Each senior financial member who attends may hold up to five (5) proxy votes on behalf of other senior financial members. A copy of the proxy form is included in this newsletter.

Proxy forms must be received by the Secretary at least 24 hours before the start of the Annual General Meeting.  Please note the contact details below.

Mail proxy forms to The Secretary NSWERA, 109 Sandy Creek Rd Mt Vincent NSW 2323 to arrive no later than Friday 18 February 2022.  Please be sure to leave time for mail to arrive.  Alternatively, forms can be scanned and emailed to the Secretary at This email address is being protected from spambots. You need JavaScript enabled to view it. to arrive no later than 12.30pm Friday 18 February 2022.

Proxy Forms HERE

 

Nominations for Committee

An election of the new committee will be conducted.  Anyone wishing to nominate must complete a nomination form, a copy of the form is included in this newsletter.  Please include your name, membership number, a brief description of your involvement with endurance riding and reasons for seeking election to the committee.  Please sign the form.

Nomination forms must be received by the Secretary at least 7 days before the start of the Annual General Meeting.  Please note the contact details below.

Mail nomination forms to the Secretary NSWERA, 109 Sandy Creek Rd Mt Vincent NSW 2323, to arrive no later than Friday 11 February 2022. Please leave time for mail to arrive.  Forms can be emailed to The Secretary at This email address is being protected from spambots. You need JavaScript enabled to view it. to arrive no later than 12.30pm Saturday 12 February 2022.  

Committee Nomination Form HERE

 

Expressions of Interest for NSW Delegates to AERA

Since NSWERA as an Association is a member of AERA, we need delegates to represent the Association.  The purpose of the delegates is to attend and vote at AERA General Meetings, in particular the AERA Annual General Meeting.  Delegate positions are separate to the Management Committee members.  Our delegates are also encouraged to attend AERA Management Committee meetings, as observers and contributors, but do not have a vote at Management Committee meetings. AERA meetings have the option to attend electronically.

The SMC is asking for expressions of interest from 2022 financial senior members who are interested in nominating for a delegate position.  If more expressions of interest are received than positions available, the delegates will be chosen from the expressions of interest by random draw.

Elsewhere in this newsletter and the AGM booklet is an Expression of Interest form.  Anyone wishing to lodge an expression of interest must complete this form.  Please include your name, membership number, a brief description of your involvement with endurance riding and reasons for wishing to fill a delegate position.  Please sign the form.

NSWERA Delegates to AERA EOI Form HERE

Expression of interest forms must be received by the Secretary at least 7 days before the start of the Annual General Meeting.  Please note the contact details below.

Mail expression of interest forms to The Secretary NSWERA, 109 Sandy Creek Rd Mt Vincent NSW 2323, to arrive no later than Friday 11 February 2022. Please leave time for mail to arrive.  Forms can be emailed to the Secretary at This email address is being protected from spambots. You need JavaScript enabled to view it. to arrive no later than 12.30pm Saturday 12 February 2022.  

 

Please note that there is no option to fax forms.

 

Nominations for the Committee to be put on notice. 

Term ends February 2022

Term ends February 2023

Kylie Jonkers

Noni Seagrim

Kerry Fowler-Smith

Alamdar Dastani

Peter Bice  ( resigned)

Andrew Jonkers

Belinda Hopley

Tony Warren

Matthew Walker ( resigned)

John Howe

There are five positions up for election, each for a full two-year term.

Nominations must be made by two current Senior Members (quote membership numbers).  The nominee must be a current Senior Member and must give his/her written consent.  Nominations for election to the NSWERA Committee will be accepted by the Secretary up to seven (7) days before the date of the AGM (NSWERA Constitution rule 17.1). 

If insufficient nominations are received to fill all vacancies, the people nominated as per rule 17(1) will be deemed elected and further nominations will be received from the floor at the Annual General Meeting (NSWERA Constitution rule 17.2).  If insufficient further nominations are received, any remaining vacant positions will be deemed casual vacancies (rule 17(3)).  The committee will attempt to fill any casual vacancies in accordance with rule 16(4)).

If the number of nominations received is equal to the number of vacancies, the people nominated will be deemed elected (rule 17.4).

If the number of nominations received prior to the meeting exceeds the number of vacancies, a ballot will be held at the meeting and the five people with the most number of votes will fill the vacancies (rules 17(5) and 17(6). 

If further nominations are required to be taken at the meeting, and those nominations exceed the number required to fill the remaining vacancies, a ballot will be held.  In this case, the number of people required to fill the remaining vacancies with the most number of votes will be deemed elected (rules 17(5) and 17(6). 

 

Notices of motions

Any notices of motions will be sent to members in the AGM booklet.

Notice of Motion Form HERE

 

Nominations for Life Membership

Any nominations will be sent to members in the AGM booklet.

 

Awards Presentation

Please attend to celebrate the achievements of our members in 2021.

Due to the effect of COVID 19 on our 2021 calendar, the 2021 awards will be slightly modified.  Unfortunately, we will not be awarding the traditional bronze horse head trophies.  The awards will recognise 1st to 5th place in each riding division and one horse one rider, and 1st place in the Intermediate Division.   First place Teams Event will also be awarded.

 

Venue/Accommodation

Capital Country Holiday Park, 47 Bidges Rd Sutton NSW, is just off the highway when entering Canberra via the Federal Highway. 

Phone 026230 3433,  email This email address is being protected from spambots. You need JavaScript enabled to view it.   Please advise when booking that you are part of the NSWERA group.

The Capital Country Holiday Park has 5 styles of cabins to cater for different budgets:

  • Lake Villa $155
  • Bungalow $145
  • Rosella Villa $155
  • Park Villa $125

All prices are for up to 4 people, extra people are $15 each per night.

  • Country Cabins $100 cater for 2 people

Cabin layouts and descriptions are at https://capitalcountryholidaypark.com.au/    Alternatively, there are numerous accommodation options only a short drive away in Canberra.

The Holiday Park does not have a bistro, but breakfast can be purchased at the Ibis Hotel within a 5 minute drive.

 

Lunch

Lunch can be purchased at the Eaglehawk Hotel within a 5 minute drive.   The Eaglehawk Hotel can be busy, if you plan to have lunch there before the meeting, we highly recommend that you make a prior booking

Dinner (BYOG)

The meal will consist of  two courses, chicken caccitore and roast, with a choice of salads, roast vegetables, cakes, slices and fresh fruit for dessert, tea and coffee.  A kids menu will be available.

Vegetarian and gluten free options will be available. When making your booking, please advise any special dietary needs. 

The premises is not licensed, dinner is BYOG .

Dinner price for adults is $37.00 per person, children $20.00.

The dinner booking form can be found HERE.  Please send your dinner booking form and payment via one of the options on the form, to arrive no later than 5 February 2022 so we can give final numbers to the venue.

IMPORTANT: IF YOU KNOW THAT YOU ARE THE RECIPIENT OF TROPHIES OR RIBBONS AND YOU WILL NOT BE ATTENDING THE PRESENTATION, PLEASE NOMINATE A PERSON WHO WILL BE COLLECTING YOUR AWARD/S FOR YOU, AND ADVISE THE NSWERA SECRETARIAT ON (02) 4938 0081 OR EMAIL This email address is being protected from spambots. You need JavaScript enabled to view it..

Misplaced awards are not the responsibility of the NSWERA.

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