Meeting Details:

In accordance with our Rules of Association, the Annual General Meeting (AGM) of JOY Melbourne Inc will be held as follows:

Date: 25th November 2024

Time: 6:30 pm

Location: In Person at Victorian Pride Centre Theatrette, Ground Level, 79-81 Fitzroy Street, St Kilda and online via Zoom (link will be forwarded a few days before the meeting) 

RSVPs: You will need to RSVP for the meeting this year as it will be a hybrid meeting, and we need to know the numbers for both the in-person and online meetings. The RSVP Details will be supplied closer to the meeting.

Nominations For Prospective Board Members:

Under the Rules of Association, there is one (1) member of the current board who was appointed to fill a casual vacancy and now needs to stand for election.

Nominations are now sought for the one (1) Board member position and must be submitted by 5 pm, Friday 18th October 2024.

The nomination form is available below in the downloads section of this page  You can also download the JOY Board member Role Description and Rules of Association below.

Information for Members Considering Nominating for the JOY Board:

Board members are required to attend a minimum number of Board meetings, as outlined in the role description. The Board normally meets from 5:30 pm, on the third Thursday of each month. In some cases, this is moved to the fourth Thursday of each month. Board meetings are currently being held face-to-face at the Victoria Pride Centre or online via Teams or as a hybrid meeting using both methods.

Nomination forms and candidate statements

The nomination form must be completed and sent to the Secretary (and copied to the President) prior to 5 pm, Friday, 18^th October, 2024. This can be provided via email or post to the addresses on the form.

The candidate statement is a maximum of 1,000 words and must accompany the nomination form, which can be downloaded in the downloads section of this page. It may also include a photo of the nominee.

Your candidate statement should address the selection criteria which are in the role description and listed below for your information and provide answers to the following key questions:

1. Why do you want to be a Board member of JOY Media?
2. What do you see as the prime mission of JOY Media?
3. What Not for Profit Board and governance experience do you have?
4. What is your understanding of the role of an NFP Board of Governance?
5. Please also provide evidence of how you meet the selection criteria.
6. Please provide evidence of the desired skills.

JOY Board Member Selection Criteria:

• Substantial experience in governance and leadership in the not for profit/charity sector
• Experience in one or more of the following areas – organisational strategy, community media, the creative sector, business and financial management, human resources, legal
• Lived experience as a member of or an ally to the rainbow community
• Demonstrated understanding of and commitment to the purpose of JOY Melbourne Inc.
• The availability and commitment to attend meetings and events as required
• An active JOY member for a minimum of six months

JOY Board Member Desired Skills:

• Excellent interpersonal skills; communicate effectively with a variety of people across a broad spectrum
• Sound time management / organisational skills, clear and concise verbal and written communication skills
• Team oriented – demonstrate that cooperation will result in the best outcome
• Ability to self-manage.

The candidate statements will be issued to all members to assist in their voting decisions.

Voting process

If more than one (1) candidate nominates, a vote will take place by a formal ballot voting process. This year, because we are running a hybrid meeting with in-person and electronic attendees, the voting will be done via an electronic voting system rather than a paper-based system. Details of this system will be advised in the formal notice of the AGM if an election is necessary.

Eligible individual members may also vote by nominating a proxy, via the appropriate form which will be made available closer to the meeting, but the proxy must be present at the Annual General Meeting to vote on your behalf. Proxies can only be given to members of JOY. The deadline for proxy nominations will be advised in the formal notice of the AGM.

JOY’s business and organisational members are not eligible to vote under our rules but are most welcome to attend our annual general meeting.

The candidate who receives the highest number of votes will be elected.

NOTE: An eligible member is a natural or legal person who is a current financial member of JOY Melbourne Inc. and has been a member for at least 6 months prior to the date of the Annual General Meeting. Business & Organisational members are NOT eligible to vote under the rules.

Information Session

Prospective Board candidates are invited to attend an Information Session via Teams/Zoom with current Board Members from 6 pm to 6:30 pm on Tuesday 15th October 2024 to be held via Teams/Zoom.

Email secretary@joy.org.au or if unable to email call on 1300 JOY 949 to express interest in attending the session. You will then be sent a link for the meeting.

Questions to consider before nominating

If you are considering nominating for a Board position, the following questions may assist you to decide:

• Do you understand the role of the Board including governance of the organisation, as distinct from the operation of the organisation?
• What are the core organisational skills and knowledge that you would bring to this appointment?
• What are your general key competencies, qualities, and attributes you would bring to the JOY Board?
• Do you have an advanced understanding of Board governance, finance, confidentiality, risk, and other obligations?
• What do you foresee may be different in how you would need to behave as a Board member when interacting with other JOY team members?
• Have you considered the meeting times and your ability to attend?
• Have you considered the time commitments with work/life balance?
• Would you have any perceived or actual conflicts of interest?

Feel free to discuss your potential nomination with any existing member of the Board and/or attend the Information Session on 15th October 2024.

Board Nominations close at 5 pm, Friday 18th October 2024.

Call for Nominations for Honorary Life Membership:

The JOY Rules also provide for Honorary Life Membership of JOY. This honour is nominated by JOY Members and is awarded by a unanimous vote of the JOY Board to recognise a current or past member for their extraordinary commitment and contribution to JOY. The nominee must be a current or past member of JOY and have been for a minimum of 5 years. Nominations for life membership for 2023 will close at 5 pm on 18^th October 2024. You can nominate a life member by completing the Life Member Nomination Form, which is available below in the download area of this page, and then emailing it to secretary@joy.org.au with a copy to president@joy.org.au or if you can’t email, please call 1300 JOY 949 or drop the nomination to our reception addressed to the Board Secretary.

Attendance:

All JOY members may attend the meeting. This year, it will be a hybrid in-person and online meeting. The in-person meeting will be a ticketed event held at the Victorian Pride Centre in the Ground Level Theatrette. 

Details of the ticketing arrangements will be available on this page closer to the meeting date and will be sent by email to you a few weeks prior to the meeting. 

If you choose to attend via Zoom then the meeting link will be sent out closer to the meeting

Election Proxy Form:

Details to come closer to the meeting.

Key Dates