Notice of the AGM on September 11

Elwood Sailing Club
Notice of Annual General Meeting

The Annual General Meeting of Elwood Sailing Club Inc. will be held as an on-line Zoom video meeting, on Friday 11th September, from 7.00 – 8:30 pm.

This Notice contains information on how to use Zoom, and information you need to send to the Secretary if you are planning to attend, or are nominating a proxy, or are nominating for the General Committee.

AGM Attendance

To attend and vote at the AGM you must be a current financial member. Senior, Family Partner, Life, or Junior members are entitled to vote; Associate Members are not.

If you plan to attend the meeting, please advise by email to by September 4. 

A member may appoint another member as a proxy for the meeting. By September 4 please email to a completed proxy form AGM Proxy vote (click for link), OR an email simply stating your name and the name of the person who will be your proxy.

AGM Agenda

  • Confirm attendance, proxies, quorum and meeting process.
  • Confirm minutes of the 2019 AGM (click for link to draft minutes).
  • Receive committee reports.
  • Receive and consider the annual financial statements.
  • Motions: In accordance to Club Rule 53.1
    • Motion 1 – In addition to the five officer positions of the Association, this meeting approves the election of five ordinary members to the General Committee for the next year.
  • Election of General Committee for 2020 – 2021.
  • General Business.
  • Close of meeting.

Note: The Treasurer will be providing an overview of the accounts at the AGM. If you would like to receive a confidential copy of last year’s detailed financial statements in advance of the AGM please email
Nominations for General Committee

The General Committee is planning to continue having 10 members: 3 Flag Officers (Commodore, Vice Commodore, Rear Commodore), Treasurer and Secretary, and 5 Ordinary Committee Members.

If you would like to be a member of General Committee you are welcome to nominate for any position. To be a Committee member you must be a Senior, Family Partner, or Life member. If there is more than one nomination for each of the positions of Flag Officer, Treasurer and Secretary there will be a secret ballot at the AGM to decide the matter. If there are more than 5 nominations for Ordinary Committee Member there will be a secret ballot at the AGM to decide the matter.

Please note that if you nominate to join the General Committee, you must meet the requirements in the club rules and be able to commit to monthly meetings and a workload for the club. To nominate, by September 4 please email to the a completed ESC General Committee Nomination Form (click for link), OR an email stating your name, the position you are nominating for, and the names of your proposer and seconder.

How to Join the Zoom Meeting

  • Internet access is required.
  • Zoom meeting invitations:
  • For the trial run on Sept 8 at 7:00pm click on this link
  • [If required: Meeting ID: 749 399 9655    Passcode: ESC]
  • For the AGM on Sept 11 at 7:00pm click on this link
  • [If required: Meeting ID: 749 399 9655    Passcode: ESC]
  • In the next screen click on ‘openurl:zoom launcher’ : this will let you into the meeting

Using Zoom Controls

  • Move your mouse/cursor on the screen to see the zoom meeting icons. The icons show on the screen for about 3 seconds each time you do this.
  • Click on ‘start video’ icon at the bottom of the screen. Click on “stop video” if you want to stop your camera working, click again to restart.
  • Click on ‘Mute’ to mute yourself. Click on ‘Unmute’ if you want to speak, then ‘mute’ again while not speaking.
  • Click on ‘participants” to see who is at the meeting. You can also “raise hand” under the list of participants.
  • If your connection to the meeting stops, join again by following the same procedure
  • Note: If you do NOT have internet access and would like to call into the meeting using a phone, please call 02 8015 6011, or 03 7018 2005. Passcode: 569021.  Only audio will be available to you. Please go on mute when you are not speaking.

Meeting Procedure

  • David Wilkinson will be “hosting” the zoom meeting.
  • Please state your name when joining the meeting (unmute/mute)
  • All attendees will be put on mute by the host when the meeting formally starts, but you can unmute yourself to speak.
  • Asking a question:
    • Questions will only be permitted at points nominated by the presenter.
    • If you want to speak please physically raise your arm so you can be seen! You can also click on “participants” then on the “raise hand” icon.