To: All Members of the Sappers Association (NZ) Incorporated 

From: Sappers Association (NZ) Inc – Executive Council 

Date: 25 February 2025

Subject: Formal Notice of 75th Annual General Meeting. 

You are hereby notified that the 75th Annual General Meeting (AGM) of the Sappers Association (NZ) Incorporated will be held on Tuesday 25 March 2025, commencing at 1900 hours.

As the Association is now using Zoom as the communication platform everyone can now link through their own home or office – DETAIL BELOW.

Purpose

1. Conduct an Annual General Meeting (AGM) under the Society's Rules for Biennial and Annual Meetings (Rules 9.1 and 9.2, (Rules 2002, amended 2003, 2023)).

2. The Meeting will include regular matters: Receive Annual Financial and Audit/Review reports for the 2024 financial year; Receive Chairman’s Annual Report for 2024; Nominations for Executive positions; Appointment of Auditor; Awards; Special Business – Constitution and Rules; Consideration of Notices of Motion and/or proposed special resolutions (remits) of Members; Other items raised by members/branches; General Business.

2. Special Business: Progress the development of a new Constitution compliant with the new Incorporated Societies Act 2022, to replace the previous major revision of Rules 2002 and subsequent amendments.

The new Constitution is intended to give effect to changes in the scope of the Sappers Association (NZ) Inc since 2002 including proposals developed in 2024 – 2025 presented in the discussion document 'Mission and Lines of Effort 2024 - 2026'.

Please refer to the Association Rules (2002, amended 2003, 2023) for any further information on this process and specified rules of procedure for AGM and the Association. 

Owen Smith, President 

Important Details

1. Join via Zoom

https://us02web.zoom.us/j/5810728504?pwd=QStCRVdXcENLN3Z6blVnMlhKbUpYdz09
(ID: 5810728504)

2. Agenda and Meeting Documents (Live Meeting Announcement)

3. Agenda and links to Documents (snapshot as at 2025-02-25) Download AGM Agenda – pdf

4. Rules of the Sappers Association (2002, amended 2003, 2023) (Download pdf)

 

Please be aware of the following – 

1. According to Rule 3.1, the Quorum for a Members Meeting is 20.

2. Notices of Motion. "Notices of Motion in respect of any matter to be dealt with at a meeting of members shall be sent to the Secretary at least twenty-one (21) days before any meeting for inclusion in the meeting papers" (Rule 8.8). 

3. Proxies. “A Member may appoint a proxy to vote on behalf of the member at a meeting of Members. The appointment of a proxy must be in writing and received by the Secretary at least 24 hours before the start of the meeting. The appointment may require the proxy to vote in the manner specified in such appointment. A Member will be deemed to be present at a meeting of Members if a properly appointed proxy is present.” (Rule 8.11)

4. A Special Resolution is required to adjust the Rules (Rule 20.3). "A Special Resolution means a resolution passed by at least 75% of those persons present at a meeting and entitled to vote." (Rule 3.2).