JOY Annual General Meeting (AGM) 2021

Welcome to the JOY Annual General Meeting 2021 Resource Page.

On this page you can find:

  • Meeting Details
  • Call for Nominations for Honorary Life Membership of JOY
  • Call for AGM 2021 Agenda Items
  • Call for Nominations for a Prospective Board Member
  • Meeting Forms and Document Downloads
  • JOY Rules

NOTE: These details will be updated as we get closer to the meeting.

Meeting Details:

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

Date: Monday 15 November 2021

Time: 6:30 pm

Location: Online via Zoom OR In Person at the Victorian Pride Centre and online via Zoom (Details and Link to be provided closer to meeting)

Our current COVID-19 restrictions in Melbourne are likely to prevent us from holding the meeting in person in 2021 but we are planning for both a fully online meeting and a hybrid style meeting with some people attending and others participating via Zoom. Both options include using Zoom, so this will also mean that we will need you to RSVP for the meeting and further details of this process will be included in the Formal Notice of the AGM.

Call for Nominations for Honorary Life Membership of JOY:

The JOY Rules also provide for honorary life membership of JOY. This honour is nominated by JOY Members and is awarded by the JOY Board to recognise a current or past member (the nominee must be a current or past member of JOY for a minimum of 5 years) for their extraordinary commitment and contribution to JOY. Nominations for life membership for 2021 will also close at the end of October.

Honorary life membership is awarded by the JOY Board of Directors to recognise a current or past member (the nominee must be a current or past member of JOY for a minimum of 5 years) for their extraordinary commitment and contribution to JOY. You can also find out more at the Nominate a Life Member page.

Members (the nominator and supporters must be eligible members – an eligible member is a natural or legal person who is a current financial member of JOY Melbourne and has been a member for at least 6 months prior to the date of nomination) may nominate a person for life membership at any time during the year by completing the nomination form. Tell us about the person you are nominating, describing the commitment and key contributions the nominee has made to JOY, how JOY benefited from these contributions, and provide a character reference for the nominee.

The nomination is to be supported by two (2) other members (the nominator and supporters must be eligible members – an eligible member is a natural or legal person who is a current financial member of JOY Melbourne and has been a member for at least 6 months prior to the date of nomination).

Once you have completed the nomination form for it must be returned via email to secretary@joy.org.au or by hand to JOY Reception or via regular post to: JOY Secretary, Victorian Pride Centre, Level 1, 79-81 Fitzroy St, St Kilda, Vic, 3182

To be considered for 2021 nominations for life memberships must be lodged by 5 pm, Friday 22 October 2021.

Call for AGM 2021 Agenda Items:

Items of business are now sought and must be submitted to the Secretary by 5 pm, Friday 22 October 2021. Only the items of business received in time and included on the agenda in the official notice of meeting will be transacted at the AGM. The agenda item form is available to download below.

Call for Nominations for a Prospective Board Member:

Under the Rules of Association, the term of one (1) member of the existing Board will expire (details correct as at 8 October 2021).

Nominations are now sought for the one (1) Board member position and must be submitted by 5 pm, Friday 22 October 2021.

The nomination form is available online via the 2021 AGM Preliminary information pack and is also included at the end of this document. For further information please refer to the Role Description and Rules of Association

Information for members considering nominating for the JOY Board

It is recommended that Nominees for a Board position review the Board position role description and are required to address the selection criteria in their nomination documentation.

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. During our current COVID-19 restrictions Board meetings are being held via Zoom, but these will return to in-person once restrictions permit.

Nomination forms and candidate statements

The nomination form must be completed and sent to the Secretary (and copied to the President) prior to 5pm, Friday 22 October 2021. This can be provided via email or post.

The candidate statement, which should address the selection criteria and is a maximum of 600 words, must accompany the nomination form, which is included in this pack. It may also include a photo of the nominee.

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

Voting process

If more than one (1) candidates nominate, a vote will take place by a formal ballot voting process. In 2021, due to COVID-19 restrictions, 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 members (an eligible member is a natural or legal person who is a current financial member of JOY Melbourne and has been a member for at least 6 months prior to the date of the meeting) who attend the Annual General Meeting can vote in person. Eligible members may also vote by nominating a proxy, via the appropriate form, but the proxy must be present at the Annual General Meeting to vote on your behalf. The deadline for proxy nominations and the form will be advised in the formal notice of the AGM.

The one (1) candidate who receives the highest number of votes will be elected.

Information Session

Prospective Board candidates are invited to attend an Information Session via Zoom with current Board Members from 6 pm to 6:30 pm Tuesday 19 October 2021 to be held via Zoom due to current COVID-19 restrictions.

Email Secretary@joy.org.au to express interest in attending the session. You will then be sent a Zoom link for the meeting.

Download Forms and Documentation:

Below are links to forms and the meeting documentation that has been sent out so far: