To Committee/Members and supporters
Dear all,
NOTICE OF ANNUAL GENERAL MEETING- SUNDAY 16 November 2025 at 11.00AM.
You are cordially invited to attend our Annual General Meeting(AGM)
Date SUNDAY 16 November 2025
Time 11.00 am. to circa 12 Noon
Venue The MIL-284 Great Western Highway Lawson.-Large Meeting Room
Committee positions
The following attached documents are associated with the calling of the AGM –
- Application for membership 2025-2026.
- Application to renew membership 2025-2026.
- Nominations for office bearers and ordinary member of committee.
Please apply to join our committee as an office bearer or as an ordinary committee member. WE need active committee members to assist with the sharing of the load of running the organisation. You must be a financial member at the time of the AGM. If you are interested call me to discuss.
Note for candidates– Fill your name as nominee candidate and sign your consent and insert date. We will arrange for two members to nominate your appointment once your form is received. Please return your signed form on or before 9 November 2025.
Constitution- + Associations Incorporation Act
Notes-
Composition and membership of committee
(1) The committee is to consist of:
(a) the office-bearers of the association, and
(b) at least 3 ordinary committee members,
each of whom is to be elected at the annual general meeting of the association under clause 15.
(2) The total number of committee members is to be 7.
(3) The office-bearers of the association are as follows:
(a) the president,
(b) the vice-president,
(c) the treasurer,
(d) the secretary.
(4) A committee member may hold up to 2 offices (other than both the president and vice-president offices).
(5) Each member of the committee is, subject to this constitution, to hold office until the conclusion of the annual general meeting following the date of the member’s election, but is eligible for re-election.
Election of committee members
(1) Nominations of candidates for election as office-bearers of the association or as ordinary committee members:
(a) must be made in writing, signed by 2 members of the association and accompanied by the written consent of the candidate (which may be endorsed on the form of the nomination), and
(b) must be delivered to the secretary of the association at least 7 days before the date fixed for the holding of the annual general meeting at which the election is to take place.
(2) If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated are taken to be elected and further nominations are to be received at the annual general meeting.
(3) If insufficient further nominations are received, any vacant positions remaining on the committee are taken to be casual vacancies.
(4) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are taken to be elected.
(5) If the number of nominations received exceeds the number of vacancies to be filled, a ballot is to be held.
(6) The ballot for the election of office-bearers and ordinary committee members of the committee is to be conducted at the annual general meeting in such usual and proper manner as the committee may direct.
(7) A person nominated as a candidate for election as an office-bearer or as an ordinary committee member of the association must be a member of the association.
Secretary
(1) The secretary of the association must, as soon as practicable after being appointed as secretary, lodge notice with the association of his or her address.
(2) It is the duty of the secretary to keep minutes of:
(a) all appointments of office-bearers and members of the committee, and
(b) the names of members of the committee present at a committee meeting or a general meeting, and
(c) all proceedings at committee meetings and general meetings.
(3) Minutes of proceedings at a meeting must be signed by the chairperson of the meeting or by the chairperson of the next succeeding meeting.
Treasurer
It is the duty of the treasurer of the association to ensure:
(a) that all money due to the association is collected and received and that all payments authorised by the association are made, and
(b) that correct books and accounts are kept showing the financial affairs of the association, including full details of all receipts and expenditure connected with the activities of the association.
Delegation by committee to sub-committee
(1) The committee may, by instrument in writing, delegate to one or more sub-committees (consisting of such member or members of the association as the committee thinks fit) the exercise of such of the functions of the committee as are specified in the instrument, other than:
(a) this power of delegation, and
(b) a function which is a duty imposed on the committee by the Act or by any other law.
(2) A function the exercise of which has been delegated to a sub-committee under this clause may, while the delegation remains unrevoked, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.
(3) A delegation under this clause may be made subject to such conditions or limitations as to the exercise of any function, or as to time or circumstances, as may be specified in the instrument of delegation.
(4) Despite any delegation under this clause, the committee may continue to exercise any function delegated.
(5) Any act or thing done or suffered by a sub-committee acting in the exercise of a delegation under this clause has the same force and effect as it would have if it had been done or suffered by the committee.
(6) The committee may, by instrument in writing, revoke wholly or in part any delegation under this clause.
(7) A sub-committee may meet and adjourn as it thinks proper.
Membership or Renewal of membership
To ensure your right to vote please complete your application for membership or renewal of membership prior to or at the meeting. You must be a financial member for the 2025-2026 year. Pay the fees as noted on the respective form and email the forms to sheehy@wix.com.au. Or post to PO Box 130 Lawson. NSW. 2783. We will accept payment at the door prior to the meeting. Payment by cash or card is acceptable.
Proxy votes
Clause 33 of our Constitution prohibits proxy votes at our general meetings.
Agenda
Chairperson The current President will chair the meeting. [Reg 33 Associations Incorporation Regulations] The current President remains in that role until the end of the AGM.
- Welcome to members and welcome to first nations Country.
- Approve minutes of last AGM 24 November 2024.
- Receive and approve the President’s report on the activities of FOTMIL in the past year [01/07/2024 – 30/06/2025] from the President.
- Receive and approve the Treasurer’s report on the financial status of FOTMIL in the past year [01/07/2024 – 30/06/2025].
- Approve the resignation of current office bearers and other committee members effective from the conclusion of the AGM.
- Note that the returning officer assists the President to receive from financial members, nominations for Committee office bearers and non-office bearing committee members .
- Elect new office bearers – President, Vice President, Treasurer, Secretary, and Public Officer effective from the conclusion of the AGM.
- Elect new non-office bearing committee members.(at least 3)
- Declare, if applicable, any casual vacancies if any position of office bearer or non-office bearer unfulfilled.
- Receive name of members whom may be interested to serve on sub-committees.
- General business notified by a financial member to the Secretary or President prior to the meeting.
- Close of business.
ENTERTAINMENT post the AGM-[Circa Noon to 12.45pm]
Light meal and refreshment will be available + Live music will follow featuring Martijn Hadders on Guitar.
Yours faithfully,
John Sheehy
President
2 November 2025