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IT'S AGM TIME!
IT'S AGM TIME!
Our first online AGM for 2020 was on
Wednesday 10th February 2021.
We'd like to thank everyone for your attendance
and trying this new virtual way of meeting and voting.
We held our AGM on the Zoom Meetings App.
and we are happy to say
everything went on without a hitch! As there were as many nominees as positions, all nominees were voted onto the board.
Welcome- and welcome back- to our new board members.
More details about accessing Zoom are available here,
if you are unfamiliar with this platform.
We have chosen Zoom for our online AGM because it is widely accessible from smart phones, tablets, or computers and is a platform that many people have had experience with now.
If possible, please begin to enter the Zoom link at or after 3:30pm so that we can check members off as they enter and troubleshoot any issues for you.
Notes on the Zoom Meeting
We will have a waiting room system and our moderators will admit people from 3:30pm onwards.
All attendees will be muted on entry by default.
As per normal practice, we will check off members names as we admit attendees into the 'meeting room'.
Members- Please ensure your Zoom 'name' reflects your member name so we can count your vote if needed.
We will assign members an “M” in their Zoom nameplate (the name that appears in your video 'square') after check in, so that we can identify members easily during the proceedings.
Please Note: If members are sharing a computer, please message us at the start of the meeting at the HRVic Zoom Account or in the Chat thread so the Secretary can count your vote
Approval of 2019 AGM Minutes and Appointment of the Auditor
We will need member approvals for three parts of the AGM.
Approval of AGM Minutes 2019 - LINK TO MINUTES
Approval of Appointment of Auditors for 2020-2021 financial year.
Approval of nominees for Board vacancies.or in the chat thread
If you attended in 2019 please check them over as we will need to approve them during this meeting.
Appointment of Auditors
The Treasurer, Joel Murray, will speak to this item during the meeting and we will ask the members to approve the appointment of Chooi Beh & Associates as Auditors for 2020-2021.
Please private message the HRVic Admin Zoom account if you have any queries, including if you have any issues about the minutes or the appointment of the auditors.
(How to Send A PM in Zoom Instructions HERE)
The approval process will be undertaken by a Zoom show of 'raised hands' by members.
HOW TO RAISE YOUR HAND in Zoom
On Computers: Open “Participant” Tab at bottom of Zoom Window.
On Mobile Zoom App: Click "More” at bottom right of screen.
There should be a "Raise Hand” button (This is different to "Reactions")
If and only if you accept the minutes and our recommendation is to re-appoint the Auditor then:
On Computers: Choose “Raise Hand” at bottom of the "Participant” window
On Mobile Zoom App: Choose “Raise Hand” from the “More” menu
If need be, we can accept a physical show of hands, and will check the gallery (your video screen) for this – ie.if there are two or more members sharing a screen
Gabrielle Bennett is a Registered Nurse/Midwife with experience working in community settings in Victoria and the Northern Territory around the issues of drug use, blood borne viruses, sexual health and primary health care. Gabrielle has extensive experience in working with vulnerable communities and has an interest in access issues and health inequities. She has worked in policy, education, public health and clinical settings. She is currently employed as the Victorian Viral Hepatitis Educator based at St Vincent’s Melbourne.
Emily Lenton is a Research and Project Officer at the Australian Research Centre in Sex, Health and Society, La Trobe University, working on the design and implementation of qualitative projects that seek to improve the lives of people affected by hepatitis C. Her work contributes to projects in both the Gender, Law and Drugs (GLaD) and Drugs, Gender and Sexuality (DruGS) research programs. Emily has worked extensively in research, workforce development and health promotion relating to blood-borne viruses. She is deeply committed to the principles of harm reduction, and to working collaboratively and in partnership with peer, government and non-government stakeholders, and people with lived experience.
Jarrod is a pharmacist with 20 years experience working in Victoria and rural NSW. He has a particular interest in harm reduction, reducing stigma, and drug law reform. Jarrod has a particular interest in work that reduces stigma from health professionals and the media, as well as changing the way drug use is treated as a law issue rather than a personal, social, or health issue.
Katia is a community lawyer and advocate for the rights of criminalised people and communities. Her work is informed by decarceration and grassroots organising, especially in the space of community legal education. Katia is interested in the way the law impacts on the lives of people who consume drugs, and its implications for individual and community safety and self-determination.
Tony has over 15 years of board level experience across the public, commercial & not for profit sectors, with particular experience in the health and pharmaceutical sector. Board level highlights include: Member of the DHHS Methadone Advisory Committee; Executive Director of the HPS Board and Member of the HPS Shareholder Committee. As a Non-Executive Director he contributed to the development of one of the first non-Government community AOD treatment centres in Victoria and later took over the management of the not for profit program at Moreland Hall. Tony advocated to the PBS on 2 separate occasions to have methadone added to the PBS and worked on a number of pharmacotherapy innovations. With a Master of Business Administration, a Bachelor of Pharmacy and as a Graduate Member of the Australian Institute of Company Directors, Tony has a range of ways to contribute to the HRVic Board.
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.
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.