Dear Members.
Please be advised that the Ninety Fifth Annual General Meeting of the Virginia Golf Club will be held at the Club on Monday, 24th November 2025, commencing at 7.30. pm. All members are invited to attend.
The minutes of the 2024 Annual General Meeting can be viewed by clicking HERE. Members will be requested to endorse the 2024 meeting minutes during the 2025 Annual General Meeting.
A Member wishing to have any matter to be brought before or determined at the Annual General Meeting is required to provide notice of the matter in writing to the Club Secretary Manager not later than by 5.00 pm Tuesday, 28th October 2025.
Members are advised that the following resolutions will be put to the meeting for consideration by members.
The resolutions which will be determined by Members at the Annual General Meeting are as follows:
Ordinary Resolution 1. Appointment of Club Patron.
In accordance with clause 8.26 of the club’s constitution, Directors request member support of the Board’s recommendation for the appointment of Member Ashley Brown as the Clubs Patron. Ashley Brown has been a continuous member of VGC for 64 years and has previously supported the Club as a Director and volunteer over the years. Ashley is widely respected by Members and the Club’s Board recommends Ashley as an entirely appropriate person to undertake the important role of VGC Patron.
The following 2 special resolutions to change the Club’s Constitution, seek Member support to amend clause 7.5.3 of the existing Club Constitution to provide for the introduction of electronic voting for Board Director elections and for any other matters requiring a vote to be held amongst members to determine a decision for the club, and to amend clause 7.12 relating to Director terms of office to provide enhanced organisational knowledge amongst the Club’s Board of Directors in determining matters of strategic and governance activities of the club.
Special Resolution 1. Method of Voting
This resolution seeks member support to amend Clause 7.5.3 of the Club’s constitution (method of voting) as follows. To amend the Clause from current wording of…..’Those eligible members who have notified the Club of their email address and that they wish to vote electronically must vote electronically. All other eligible members must vote by post’ to read ‘Those eligible members who have notified the Club of their email address will receive voting material to the notified email address and will vote electronically. Those eligible members who notify the club that they wish to vote by post will vote by post’.
The rationale for this special resolution is to minimise the significant cost to the Club in the conduct of a postal voting process both in terms of cost and use of staff resources, and to streamline the voting process
Special Resolution 2. Terms of Office – Club Directors
This resolution seeks member support to amend clause 7.12 ‘Term of Office’ (for Club Directors). The recommended amendment to this clause is to remove wording of ‘ the term of office for all Directors is for a period of 1 year commencing at the ending of the annual general meeting at which they were elected and ending at the conclusion of the next annual general meeting’ to be replaced by wording of ‘ the term of office for all Directors is for a period of 2 years’ commencing at the end of the annual general at which they were elected and ending at the conclusion of the annual general meeting held 2 years since the Director was elected.
Further to the above, to accommodate the change in Director terms of office as recommended to members, it is proposed to also amend Clause 7.13 in relation to the maximum term of the Captain from 3 consecutive years to 4 consecutive years. Any interim non-elected Director appointed by the Board due to a vacancy occurring on the Club’s Board during any year will stand down from the appointed interim Directorship of the Club at the conclusion of the next following Annual General meeting, but may stand for election at that Meeting if eligible.
A transition arrangement for this change to come into effect from the 25/26 annual general meeting will be determined by the Board during the 12 months between the 24/25 Annual General meeting and the 25/26 Annual General meeting.
This special resolution is recommended to provide greater retention of organisational knowledge amongst the Club’s elected Directors to provide improved insight and surety in managing the continuity of Club strategic and governance activities. In practical terms, this resolution, if endorsed by 75% of Eligible Members who vote, will require half the number of Directors to retire at each AGM and, if eligible, seek re-election to remain on the Board.
Nominations for Club Directors for the 25/26 year.
In accordance with clause 7.12 of the Club’s Constitution, all Director appointments lapse upon the conclusion of the Annual General Meeting each year. Nominations are therefore invited from eligible Members for appointment to the following Director roles, being the positions of;
President, Vice President, Captain, Vice-Captain, Treasurer, Director of Women’s Golf, Membership Director, Greens Director and one (1) Director position.
Nomination forms for members wishing to serve the Club as a Director of the Board are available from the Administration Office at the Club.
Any two (2) eligible members may nominate another eligible member to serve as a Director of the Board. The nominee and nominating members must be financial members of the Club at the time of the nomination being made. Where there is more than 1 nomination received for any Director position, an election will be held to determine the appointment to that Director position. A member may be nominated for more than one (1) Director position. A nominee for appointment as a Director is required to be a member of an eligible membership category for at least 12 months prior to nomination.
For the purposes of providing clarity, ‘Points’ Members, ‘Heritage Nine’ Members, ‘Student’ Members, ‘Social Golf’ Members and ‘Introductory Get into Golf – Women’ Members, Junior and Sub Junior Members of the Club are not eligible to be appointed to the Board of the Club, to nominate a member to serve on the Board or to vote in Club elections to appoint a Director or at the Annual General Meeting (including proxy voting where applicable).
Duly completed nominations for appointment as a Director should be returned to Tony Bourke, Secretary Manager not later than by 5.00 pm, Monday, 27th October 2025.
The Club’s Annual Report for the 2024-25 year will be provided in due course but not later than 31st October 2025.
Tony Bourke.
Secretary Manager.
