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Our 2020 AGM is approaching...(in 2021)
The AGM will be held
4:00pm-5:30 pm, Wednesday 10th February 2021
online on Zoom App.
(Zoom Meeting info will be posted closer to the date)
The AGM papers should reach all members in the first 2 weeks of January.*
(*As you will be aware, Australia Post is experiencing delays due to COVID restrictions)
If you have elected to be contacted by post they will be posted, or if you have requested to be contacted by email, you will receive the links via email.
Voting at the HRVic AGM
HRVic members attending the AGM are asked to vote to accept the minutes of the previous AGM, to accept the Financial Report, to approve the appointment of Auditors for the forthcoming financial year and to appoint the nominees to the Board of HRVic.
Only members of HRVic are allowed to vote at the HRVic AGM.
This year the HRVic AGM will be held online (e.g., using the Zoom Meetings App).
If an election needs to be held to vote for members of the Board of HRVic (i.e. when the number of people nominating to the Board is higher than the number of vacant positions on the Board), we will run electronic voting where HRVic members can vote for candidates during the online meeting.
VOTING BY PROXY
If you are not able to attend the AGM, you can vote by proxy. This means you can appoint someone to vote on your behalf (using the Appointment of Proxy form linked above). You can appoint as your proxy the Board Secretary or another HRVic member.
Any HRVic member can only be a proxy for TWO other HRVic members.
You can allow your appointed proxy to choose how to vote on your behalf or you can indicate your preferred candidates.
The names of candidates who have nominated to the Board will be emailed to members on Thursday, 4th February, 2021 and also posted to the HRVic website.
If you are not on the list of members (including where we have your name as a nickname), you will not be able to vote.
PLEASE MAKE SURE YOU CHECK WE HAVE GOT YOUR DETAILS CORRECT TO MAKE SURE YOU CAN VOTE.
This is especially important this year because members will vote online and will only be able to do this if the name they use when they join the online AGM is the same as the name we have on our list of members.
If you are not sure if you are a member, it is important that you confirm your membership before the AGM.
You can ring us on (03) 9329 1500 or email us at to confirm your membership.
If you would like to become a member and vote at an AGM, HRVic must receive your membership application 30 days before the AGM.
Please call HRVic on (03) 9329 1500 or email for more information.
Nominating for the Board of HRVic
Being on the Board of a peer-based, membership-based community organisation is a great way to contribute to your community and it can be rewarding and enjoyable.
Being on the Board is also a responsibility and requires a level of commitment to attend regular meetings and do some reading and preparation for these meetings. Realistically, participating on the Board will take about 4-5 hours each month.
HRVic seeks people who may currently use drugs or have used drugs in the past, and allies who support HRVic’s mission and purposes, to join the Board. We want people who are passionate and willing to participate in governance or are willing to learn.
If you are thinking about nominating to join the Board, HRVic requires that you meet with the CEO and a member of the Board executive before submitting your nomination form.
The Board nomination form needs to be received by HRVic no later than one week before the AGM. This year, forms have to be received at HRVic before midnight on Wednesday 3rd February 2021.
Please organise to meet with the CEO and a member of the Board a few weeks before this date.
The meeting is an opportunity for you to ask questions about HRVic, the Board and what’s involved in being a Board member. It’s also an opportunity for HRVic to find out more about you – your experiences, skills and reasons for wanting to join the Board of HRVic.
Based on our legal obligations and organisational needs, HRVic reserves the right to not accept a Board nomination.
What happens if my nomination is accepted?
1. You need to provide a short statement about who you are and why you want to join the Board. This will be sent out to the members so they can learn about the candidates.
2. You will have to complete the Board nomination form and you will have to have another member of HRVic formally second your nomination (this means having another member signing the form to say they support your nomination).
3. You then attend the AGM and speak to your nomination. Members attending the AGM vote to appoint the Board members, with a ballot if the number of nominees is greater than the number of vacant positions.
HOW TO USE ZOOM
How to get the Zoom App
1. For Desktop
Step 1: To get started with Zoom, head to their website, and click on the “SIGN UP” button that’s at the top-right corner of the screen
Step 2: You have two options when it comes to creating a Zoom account.
You can either:
Create a new account using your work email address.
Sign in as a guest or use your Google or Facebook account.
Step 3: Zoom will now send you an email with a confirmation link.
Click on that link to go to Zoom’s Sign Up Assistant and sign in using your credentials.
Step 4: Download the desktop app/ Zoom client from the Zoom website for easy access.
2. For Mobile
Step 1: Download the Zoom iOS or Android app from the App Store/Play Store.
Step 2: Sign up or sign in to Zoom by following the on-screen instructions that are similar to the desktop process.
How to Join the Meeting on Zoom
1. For Both
Step 1: Login to your Zoom App.
Step 2: Click on "JOIN MEETING"
Step 3: Enter the Meeting ID* number when prompted.
Step 4: Enter the Passcode* when prompted
*Both the Meeting ID and the Passcode will be sent to your email prior to the AGM.
Step 5: You will be let into the waiting room or into meeting by the administrators. Please leave your microphones muted. You can have your cameras on.