2017 Special General Meeting re Governance Restructure

April 5, 2017



Special General Meeting


A Special General Meeting (SGM) of The Australasia-Pacific Extension Network (APEN) was held on Friday, 24 March 2017 at 3pm (Australian Daylight Saving Time). The Meeting was held via web conference teleconference.


BUSINESS OF THE MEETING

The purpose of the Meeting was to consider,  the following Special Resolutions to change the Constitution of APEN.


Resolution 1) – The APEN Management Committee are hereby directed to register The Australasia-Pacific Extension Network (APEN) as a Company Limited by Guarantee. 


The Limited Guarantee structure is required to address the challenges facing the Association today to ensure its continued success into the future. This resolution required a ‘Yes’ vote by a 75% of members voting at the SGM, either in person, electronically or by proxy.


Resolution 2)
– The APEN Management Committee are hereby directed to update and simplify the Australasia-Pacific Extension Network (APEN) Constitution. 


The constitution that binds APEN was last updated in 2011. The documents must be made relevant to existing laws and legal language. In addition, if Resolution 1 is carried, then APEN needs to propose a Constitution that meets the legal requirements for a Company Limited by Guarantee. This resolution required a ‘Yes’ vote by 75% of members voting at the SGM, either in person, electronically or by proxy.


As both Special Resolutions were passed, APEN will undertake a comprehensive membership engagement exercise detailing key progress and timelines on the registration of Australasia-Pacific Extension Network (APEN) as a Company Limited Guarantee and the update of the Australasia-Pacific Extension Network (APEN) Constitution.

The minutes of the meeting are available here.


Explanatory Notes and information concerning voting procedures and participation at the Meeting were as follows:

VOTING PROCEDURE AT THE MEETING

The Special Resolution requires 75% of votes cast by Members to be in favour for it to be passed. Each financial Member is entitled to one vote, either in person, via electronic ballot or by proxy.


Voting by Electronic Ballot


A Member who is entitled to vote at this Special General Meeting may vote through the web conference teleconference. 


Members were required to register to attend with the APEN Secretariat info@apen.org.au  or 61 2 6024 5349 no later than 3pm on Wednesday 22 March 2017 (AEDT).  The link/telephone details were sent to those members.


Voting by Proxy


A Member who is entitled to vote at this Special General Meeting was able to appoint a proxy to attend and vote for them.


Those unable to attend the Meeting, were encouraged to complete and return the downloadable proxy form by any of the following methods:
  • Mailing it to info@apen.org.au ; or 
  • Mailing it to Australasia-Pacific Extension Network (or APEN) PO Box 1239 WODONGA VIC 3689.
To be effective, the proxy form had to be completed, signed and lodged in accordance with the instructions on the form at least 48 hours before the Special General Meeting and no later than 3pm on Wednesday 22 March 2017 (Australian Daylight Saving Time).


Further information: info@apen.org.au

or 61 2 6024 5349