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Antarctic Division
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Annual General Meeting

Annual General Meeting

The ANARE Club has its national office based in Melbourne, Australia.
The National committee members include representatives from several states.

Members from all states are free to nominate to serve on the National Council and attend the four meetings held each year. 

The National AGM will be held
on Sunday 20 August 2017 at 2:00 pm
at the Bayview Eden, 6 Queens Road, Melbourne 3004

Under the current constitution of the ANARE Club there are 13 positions available for election to National Council.
These include 4 Office Bearers (President, Vice President, Treasurer, and Secretary) and 9 Ordinary Members who may nominate for positions of Editor, Membership officer, Web & Database Manager, Sales officer, Social Secretary and Historian.

Your Vote is Important: Under current legislation the ANARE Club is required to have the legislative requirement of a quorum, i.e 10% of the eligible members casting their votes is required either by proxy or in person.

Agenda, proxy voting form and other notices to be posted shortly (July 2017)

Nominations close -  10 July 2017
2017-18 Nomination Form -pdf            2017-18 Nomination Form -doc

Forms for previous years are at the bottom of this page

ANARE Club Inc.

Notice to all Members concerning the Conduct of Elections to the National Council for 2017-18

The Election of Members to the 2017-18 National Council will be held at the
2017 Annual General Meeting 
to be held at the
Bayview Eden, 6 Queens Road, Melbourne 3004,
on Sunday 20th August 2017 at 2.00 pm.

At this meeting all National Council Officer positions; (President, Vice President, Treasurer and Secretary) and 9 Ordinary Councillor positions and the two ex officio positions of Editor and Immediate Past President, will be declared vacant.  (Elections will not be held for the two ex officio positions).


Pursuant to the Club Rules, all financial Full and Associate members are invited to nominate (on the official Nomination form to be downloaded from the Club website or obtained from the Secretary as candidates for the above National Council position(s) and be nominated/seconded by two financial members of the Club. Please note that Council has determined that candidates for these Council positions should prepare a brief C.V. of not more than 200 words, describing their experience relevant to the position(s) being sought.

Nomination forms duly completed may be lodged either by email to the Returning Officer, Secretary or by post to the ANARE Club, P O Box 2534, Melbourne Vic. 3001, 

The list of nominations received by the 10 July closing date will be listed on the Club Website.

Proxy Voting.

A financial member not able to attend the AGM, (including the member nominated as a candidate), who wishes to vote for any of the nominated candidate(s), may do so using the Proxy form which may be downloaded from the Club website or obtained from the Secretary.

As the Rules provide for Proxy votes to be received by the Secretary 24 hours before the commencement of the Meeting, Proxy votes sent by post will be accepted, if received at the Club’s Melbourne postal address by COB on 19 August 2016, OR, if sent by email to the Returning Officer, or Secretary official email address by 2.00 pm on Saturday 20 August 2016.


1.  An ANARE Club member who is unable to attend the Annual General Meeting (AGM) on 20 August 2017 and therefore vote on an issue personally, may appoint another ANARE Club member to cast a vote on his / her behalf (that is; vote by proxy) at the AGM.
Generally, the ‘Chairman of the Meeting’; the ‘Secretary’, or the ‘named member attending’, is appointed as the proxy.

2.   Each full, financial member has the right to appoint a proxy.

3.   Only a full and financial member can act as a proxy.

4.   The Secretary of the ANARE Club must receive the proxy forms at least 24 hours before the commencement of the AGM, the only exception being those brought to the AGM by a proxy holder attending the meeting. .

5.    Proxy forms may be delivered by mail, email or (hand delivered to the AGM as above).
Verbal proxies are not acceptable. 
For postal submissions it should be addressed as follows: The Secretary, PO Box 2534, Melbourne, 3001, Victoria.
 Emailed proxy forms may be emailed to the Returning Officer, or Secretary by the due date -18 August 2017.

6.  Hard copy submissions of the proxy form must be signed by the member who is appointing another person to vote on their behalf.

7. Proxy forms submitted electronically should be a scanned copy of the proxy form and the accompanying message should, where possible, originate from the electronic address of the person appointing the proxy to enable it to be verified. E-mail messages simply nominating a person to act as a proxy (i.e. not on the approved form) need to be signed by the member who is appointing the proxy and must originate from the appointing member’s e-mail address.

8.      There are 2 types of proxy votes:

a.       a general proxy, which gives a member the right to appoint another member the right to vote on all aspects of ANARE Club business at the AGM as they see fit.

                 b.       a specific proxy, which allows a member to appoint another member the right to vote on a particular item in a particular way at the AGM.      

9.   A member lodging a proxy vote may cancel or revoke his / her proxy before it is exercised by giving both the proxy holder and the Secretary of the ANARE Club written notice of the revocation, which becomes effective as long as it is received in good time before the date and time of the AGM.

28 June 2016

Forms for previous years

Covering Letter for AGM
2016-17 Nominations for Council
2016 Proxy Voting Form- AGM -(.pdf)
2016 - AGM Preliminary Notice and AGENDA   

Nominations closed -  11 July 2016
2016-17 Nomination Form -pdf

2015-16 were
2015-16 Nominations for Council
Candidates statements for Election of President and Vice-President for 2015-16
2015 Proxy Voting Form- AGM -(.pdf)
2015 - AGM President's Report