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PAST EVENT

Tuesday 26th of August 2003 - AGM & Monthly Meeting

1. Attendance and apologies
2. Minutes of Previous Meeting (27 August 2002 - Attachment 1)
3. President's report
4. Financial report 2002/03
5. Elections
Nominations are invited for all of the Committee positions, and a copy of the nomination form is included with this agenda. Clause 16.5 of the Constitution requires nominations to be made in writing signed by 2 members accompanied by the written consent of the person which should be delivered to the secretary not less than 7 days before the meeting. If there is no more than one nomination received for each position prior to the 7 day cut-off, then there is no voting required and the nominee(s) is/are declared elected. If there are no nominations received for any position prior to the 7 day cut-off, then nominations can be accepted after that date and will be invited at the meeting. In the event of more than one nomination being received for any position (other than a non-office bearing committee member) then a ballot is required, and will be held during the course of the meeting.
The Committee is made up of the following positions:
- President
- Vice-President
- Secretary
- Treasurer
- MotorSports
- Membership
- Social Secretary
- Website
- Merchandise
- Newsletter Editor
- Newsletter Production
- Committee Members - Non-Office Bearers (Maximum 4)
6. Constitution - Proposed changes
Attachment 2 to this agenda includes proposed changes to the constitution in relation to the following matters, which are put forward for consideration and endorsement by members. The Committee has approved the proposed changes.
1. Appointment of auditor
2. Entry fees
3. Annual subscription
4. Distribution of notices to members
5. Receipt of notices, etc
7. Other business

ATTACHMENT 1: Draft minutes of last year's AGM 27th AUGUST 2002
Present: Andrew Seinor, Ashley Price, Mark Hardcastle, David Evans, Brad Parker, Anne Murray, Chris O'Neill, Ollie Price, Larissa Price, Sue Matheson, Robyn Thompsett, Vaughn Thompsett, David Turk, Sandra Pullman, Bob Sharpe, Thim Lee, Jenny Lee.
Guests: Igor Gordon & Freddie
Apologies: None.
Meeting opened at 9.30 pm.
1. Minutes of Previous Meeting - accepted
2 President's Report; None as David Phillips was absent. Andrew Seinor spoke regarding the past year and thanked last year's committee for their work. He felt that the Club probably set a record number of Club events over the year, following the great tradition of the Club.
3. Financial report 2001/02 Copies of the Financial Statements were made available for members present, and brief details will be in the next copy of MX-Press.
Some points of interest:
A modest loss of $312 was recorded for the year.
¢ New member registrations fell by 50%, but overall income from memberships
only slightly down - high level of renewals from existing members.
¢ Sponsorships well down -Jason Mazda kindly sponsored the new members
event.
¢ Merchandise had a substantial loss.
¢ Term Deposit was reduced from $6000 to $5000, due to timing differences
with cash flows. Cash on hand at end of year improved over 2001/02.
¢ Stationery cost reduced - minutes sent by email etc.
¢ Activity costs much reduced over previous year.
A 2003 Budget Report was also distributed to members present.
4. Elections
The following nominations had been received and were unanimously accepted:
President Andrew Seinor
Vice-President Sandra Pullman
Secretary Chris O'Neill
Treasurer Ollie Price
Club Captain Ian Lewis
Membership David Evans
Social Secretary Ashley Price
Website David Turk
Merchandise Sue Matheson
Newsletter Editor Bob Sharpe
Newsletter Production Simon Corston
Committee member Mark Hardcastle

5. Other Business
None.

Meeting closed at 9.45 pm

ATTACHMENT 2: MAZDA MX-5 CLUB OF WESTERN AUSTRALIA
INCORPORATED

Proposed Amendments to Constitution
TAKE NOTICE that pursuant to Clause 10.5 of the Constitution, the Committee proposes that, at the Annual General Meeting of Members to be held at 8.00 pm on the 26th day of August 2003, the Constitution be amended as follows:
1. That Clause 29 be deleted and be substituted with the following: "Auditor. In the event that an Auditor is required pursuant to Clause 19.3(d), the Committee shall appoint an Auditor comprising one or more persons to audit the accounts of the Association. The appointee (or one of the appointees) must be a member of a recognised Australian accounting body, need not be a registered company auditor and may be a member of the Association (other than the person who was the Treasurer in respect of the relevant accounts)."
2. That Clause 6.1 is amended by including the following words as a concluding paragraph : "Entry fees are payable once only and are not payable again by a former member who is seeking re-admission as a member"
3. That a new Sub-Clause 6.4 be included as follows: "The Committee may at any time at a properly constituted meeting of the Committee, determine that any annual subscription be reduced and/or waived."
4. Sub-Clause 13.1 (a) and 25.1 be amended by including the words "e-mail" after the word "post" where appearing in each of those Sub-Clauses.
5. That a new Sub-Clause 25.4 be introduced as follows: "Where a document is sent by e-mail, the document shall unless the contrary is proven, be deemed to have been received by the addressee if
a) the sender sent it to the last known e-mail address in the records of the Association and
b) a hard copy of the document is produced to the Committee for its retention and
c) the Committee is otherwise satisfied that the email was sent."

Dated this 29th day of July 2003
By Order of the Committee
Secretary