Annual General Meeting

Dear Members,

We would like to invite you to the Ocean Racing Club of Victoria Annual General Meeting.  It will be held online, on Tuesday 7th September 2021 from 7.00 - 8.00 pm.

Despite Covid-19 and the impact on Sailing and Training, the club is in a strong position and is preparing for many more years of competition and adventure.  The General Committee will update you on the year that was and will provide an insight into the years ahead.

Our trophy presentation for the past 2 years has been set for Wednesday 15th September and at this stage, restrictions allowing, we hope to hold it in person at RBYC.  

We look forward to the meeting of members, details of how to join the meeting will be provided after registration.

Grant Dunoon
ORCV Commodore

  pdf 2021 ORCV Annual Report (5.91 MB)

  pdf Notice of 36th Annual General Meeting  (131 KB)

pdf Minutes 35th AGM  (190 KB)

pdf Nomination form for General Committee Members (57 KB)

ORCV Committee Job Descriptions  

pdf 2021 Proxy Voting Form  (129 KB)

Items to be voted on

  pdf ORCV Club Rules (215 KB) (Constitution) current.

  pdf Proposed 2021 ORCV Constitution (219 KB) and   pdf summary of proposed changes  (51 KB)

pdf Life Membership (139 KB)  - Posthumously Awarded

For your reference there will be an update to the By Laws (no vote needed)

  pdf ORCV Bylaw (85 KB)  (previous)

  pdf ORCV By Laws amended 7th July 2021 (86 KB) and pdf summary for your reference of the changes (46 KB) . (note these do not need to be voted on)

 

 

FAQ's on Voting Online.

How  will I join the online AGM?

You have provided a Teams link via email which allow to connect to the meeting.  The session will be open early for you to familiarise yourself, so log on, test your audio settings and get yourself sorted, you can then grab a cuppa, beer or wine ready for a 7 pm sharp start. 

Please join the meeting from your computer or tablet on Microsoft Teams at the following link:

If you're new to the Teams software, I recommend you watch  this video for an introduction of how to use it  

https://www.youtube.com/watch?v=tfqcIjc3g94  and get the app now and be ready when your first meeting starts: https://www.microsoft.com/en-au/microsoft-teams/download-app

How  will  electronic  voting  work?

On the 31st of August, an email will be sent from the online voting system, Election Buddy, to every eligible member. To be eligible you must be a financial member of one of the voting membership types.

The email will include a link to a website with a unique identifier for each member.  Members click on the link and are presented with a form similar to a manual voting slip. Election of General Committee Members requires numbering from one through to the number equal to the number of nominations. Voting on the Special Resolutions to adopt the new Rules and Honorary Life membership will be a simple Yes/No selection. 

Once submitted, the link to vote can no longer be used, preventing multiple electronic voting.

What if I don't receive the email with the link?

It is possible that some members may not receive the email link due to the spam settings on either their own computer or that of their internet provider. If a member does not receive a link, the returning officer does have the ability to send the link to an alternative email address which should ensure that the email arrives. Alternatively, check your spam folder.

How  secure and  how  anonymous is  electronic  voting?

The system will be monitored by general committee member Jill Blunsom & Returning Officer, Delma Dunoon. The software has a number of options, and those chosen by the club provide the highest level of security and anonymity with the electronic process. 

All votes are completely anonymous - not even the returning officer will have the ability to see how an individual member has voted. Scrutineers will be able to see who has voted, but not how they voted. Having the ability to see who has voted allows for checking of potential duplicate votes.

Under what rules  will  the elections be run?

At this AGM we will be voting to adopt new club Rules however the elections will be run using the current club Rules which are published on the ORCV web site.

When  will  the  voting  outcomes be announced?

All votes will be tallied and announced at the AGM on the evening of the 7th of September 2021.