AGM 8-10 NOVEMBER 2023
Dear AMYAC member
This letter is to provide notice for the 2023 AMYAC Annual General Meeting (AGM).
The AGM details are as follows:
Date: Wednesday to Friday, 8-10 November 2023
Time: 9:30 am to 4:30pm
Location: AMYAC office, Lot 715 Hutchison Street, Coober Pedy SA 5723
Attached to this letter you will find:
- AGM agenda (pages 3 and 4);
- AMYAC directors’ nomination form (pages 5 and 6);
- information on applying for a Director ID (pages 7 and 8);
- AMY native title holder meeting notice and information (pages 9 to 11);
- AGM member assistance policy (page 12); and
- AGM member assistance request form (page 13).
Applications for assistance to attend the AGM will need to be received by the AM-Y Indigenous Community Trust (the Trust) office by Friday, 20 October 2023.
To apply for assistance, please complete the application form at page 13 and send to email@example.com. You can also apply for assistance online.
You can find the online assistance form at https://amyac.com.au/trust/agm-assistance-form/
Applications for director nominations will need to be received by Reade Allison, the AMYAC
Returning Officer, by Friday, 30 October 2023.
To nominate to be a director, please complete the nomination form at pages 5 and 6. Applications
can be sent by email to firstname.lastname@example.org or by post at 100 Carrington Street, Adelaide SA 5000
The Trust will provide mileage and accommodation assistance to members in accordance with the Trust policy at page 12.
The Trust would like to remind members that, under the current AGM assistance policy, members will need to book and pay for their own accommodation. Members who attend the AGM can arrange reimbursement for accommodation by providing a receipt to the Trust office. This will be reimbursed within 3-4 business days. The name and bank details on the receipt will need to match with the member who has applied for assistance.
MPS Law, Trust and Trust Executive office staff will be holding a members’ check-in sessions. Members are welcome to speak with staff about AMYAC and Trust business during the check-in sessions. The check-in session will be held at the AMYAC office from 12:30pm to 4:00pm on Monday, 6 November 2023.
AMYAC rule book review
The AMYAC board has been working to update the rule book, so that the rules better fit the needs and expectations of AMY people. At this AGM, the board will present some options on how the rule book can be improved, for members’ feedback. The options will look at, amongst other things, how directors are appointed, the board’s composition, and the general governance structure of the corporation.
Please note that no decisions will be made at the AGM on changing the rule book. Instead, this will be an opportunity for members to provide feedback on the options to change the rule book, for the corporation to progress next year. Any final changes to the rule book will need to be decided by the members at a future general meeting.
Native title holder meeting
There are two matters on the agenda which may require decisions by native title holders. For the AMY native title holders to make these decisions, the afternoon of the first day of the AGM (8 November 2023) will include a native title holders’ meeting. Please see pages 9 to 11 for more information regarding the proposed decisions.
Directors remind members that where members bring their children to the meeting, they will be responsible to ensure their children behave and do not disrupt the meeting. Where a member’s child disrupts the meeting, the member and their child may be asked by the AMYAC Chairperson to leave the meeting, in accordance with the meeting rules.
Information regarding the AGM agenda items, including draft resolutions, financial reports and draft documents, can be requested by contacting the AMYAC Contact Person at email@example.com.
Please contact the MPS Law office on (08) 7221 1690 if you have any queries.