Collaborate with us at the2024 Annual General Meeting
Time: 19:00 (By Zoom)
About the AGM 2024
The Screen Industry Guild represents YOU and this AGM is an important opportunity to hear from the executive committee and to have YOUR say.
This is also a time to thank the hard working volunteers and staff and to catch up with other members.
This year as we will again be holding a combined AGM by Zoom. A zoom meeting link will be provided closer to the date.
The AGM 2024 agenda includes reports from the President, Executive Officer and Treasurer, and you will hear what we have been doing on your behalf.
A formal AGM 2024 Agenda containing all matters on the table for discussion will be provided in the coming weeks. (see lead up schedule below)
We can't make positive change without our members input and support. Please register your attendance to help us with our planning and come along to ensure any points of importance to you are on the table for discussion.
We look forward to seeing you there and hearing your thoughts. (Please see the Rules for Attendance section below)
AGM 2024 Lead-up Schedule
Timeline:
31 July
- Email advising of current committee members willing to stand again for re-election.
- Email calling for advance nominations for:
- President
- Vice President
- Treasurer
- Branch Chairs
- Branch Committee Members
- Branch Secretaries
- Notice provided that ALL nominations close on the 28 August.
28 August
- ALL Nominations for roles listed above close.
11 September
- Advance nominations emailed to members.
- Elections commence (for ALL members including those who can not attend the AGM).
- Proxy form opens (contains all motions to be passed at AGM also presented in the agenda).
- 2024 AGM agenda released.
- Notice that elections close 18 September.
16 September
- Reminder email - Elections closing in 2 days.
18 September
- ALL elections closed - Reminder email issued with AGM date and Zoom Meeting links.
24 September
- Appointment of Proxy.
- Proxy voting Form closes at 6:30PM (includes preferences for motions included in the agenda).
25 September
- 7:00pm: AGM held.
Supporting Documents
AGM Minutes - November 2023 (presented at AGM 2024)
AGM Minutes - November 2023 (presented at AGM 2024)
List of Current Committee Members and Officers (2024)
List of Current Committee Members and Officers (2024)
View Current Officers available for Re-election AGM2024
View Current Officers available for Re-election AGM2024
Important AGM 2024 Documents
Branch Business
Held at completion of AGM by zoom in designated Branch-level breakout rooms
At the conclusion of the AGM, breakout rooms will be available for each branch should they have branch business they would like to discuss.
You will notice that you can indicate if you intend to attend this Branch-level meeting when you submit your Registration of Attendance form above. This again assists us with our planning.
The Branch Secretary for each branch and the Branch Committee Members to stand on the Executive Committee are elected during these meetings.
Zoom links for the individual branch business meetings will be posted both here on our
AGM webpage and you will also be advised by email closer to the date.
Nomination Process
Nominations for all elected Officer positions are open for 4 weeks from the 31 July 2024
To be eligible for nomination (or election):
- nominations may be made and seconded by voting Members only; and
- each nominee must consent to their nomination, and declare that they meet the Officer eligibility requirements in Rule 17; and
- nominations must be made online using the prescribed Nomination Form, and submitted to the Society via the Society's website, or via email; and
- valid nominations must be received no later than 4 weeks before the Annual General Meeting (2 weeks before election voting opens).
Notification of Final Candidates:
- Approximately 7 days prior to the elections opening, all nominations validly received plus background on nominees (if required to be supplied by them), will be added to the online voting form and members will be notified by email that voting opens in 7 days time.
- The email will include information about when and how voting Members can cast their election vote online, and a link to the voting form will be provided.
Procedure for Election of Officers
- Online Officer elections shall open 2 weeks before the Annual General Meeting, and remain open for 7 days.
- Voting schedule will be released in 3 phases over 7 days as outlined below under "Elections Process":
VOTING DURING THE ELECTIONS PERIOD
- All current members can vote on the roles of:
- President
- Vice President
- Treasurer
- All other roles listed below can only be elected by relevant branch voting Members:
- Branch Committee Members
- Branch Chair
- Branch Secretary
- 2 x National Executive Committee Members (per branch)
ELECTIONS PROCESS - over 7 days:
PHASE 1 - Voting will open for the following roles first:
- President - (all members can vote)
- Vice President - (all members can vote)
- Treasurer - (all members can vote)
- Branch Committee Members - (members of relevant branch only to vote)
PHASE 2 - When the voting period for the above roles has closed and each localised branch committee has been elected, the following roles will then be opened for election. Votes for these roles can only be submitted by members of the relevant branch:
- Branch Chairs
- Branch Secretary
PHASE 3 - Once the above roles have been elected, the final phase will be to elect Officers to fill the remaining seats on the National Executive Committee:
- 2 x National Executive Committee Members (per branch)
How is the National Executive Committee formed?
The following elected Officers automatically become members of the Executive Committee:
- President
- Vice President
- Treasurer
- Branch Chair - Auckland
- Branch Chair - Wellington
- Branch Chair - Christchurch
- Branch Chair - Queenstown
2 x additional members from each of the elected Branch Committees not including the persons holding the above roles, are elected by the members.
This provides an Executive Committee consisting of 15 Officers.
VALIDITY OF VOTES:
- For a vote to be validly cast, voting Members must cast their vote online via the Guild's website, using the provided online voting form.
- Elections will be overseen by a Ballot Officer. The Ballot Officer will announce the election results at the Annual General Meeting.
Important references:
* For rules about Eligibility for Appointment or Election as an Officer of The Screen Guild, please see Rule 17 in the constitution document attached above.
* For information on the Duties of Officers of The Screen Guild, please see Rule 18 in the constitution document attached above.
Rules of AGM attendance
- To attend you must be a current Individual or Honorary Life Screen Guild member.
- Please register for the AGM to help with planning. (This is not compulsory, you can still attend the meeting on the evening if you have not registered).
- If you can't attend:
- you can register an Apology using the above button link.
- You can still make a proxy vote by appointing another member to make your vote for you during the AGM and indicate your voting preferences on the Proxy Vote Form when Proxy Voting opens.
If you forget to register or register an apology, you can still come - simply advise the person taking the minutes when you arrive at the meeting.
Why Attend the AGM?
Stay Informed
AGMs provide crucial updates on the organization's activities, financial status, and future plans. Attending ensures that members stay informed about the organization's progress.
Participate in Decision-Making
Take part in discussions and cast your vote on important matters, such as electing committee members, approving budgets, or making strategic decisions. Attending allows members to have a say in these decisions.
Accountability
AGMs serve as a platform for members to hold the organization's leadership accountable for their actions and decisions. By attending, members can ask questions and seek clarification on any concerns they may have.
Connect
AGMs offer opportunities to connect with others including general members, branch and executive level committee members, and the organisation’s President, Vice President and Executive Officer. Building relationships within the organization can be beneficial both personally and professionally.
Voice
The AGM is a time to discuss your views or make suggestions.
Transparency
Organisations are required to provide financial statements and other important documents during AGMs. Attending ensures that members have access to these documents, promoting transparency within the organisation.
