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Annual General Meetings

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LGNZ Annual General Meeting

An Annual General Meeting (AGM) of member authorities is held annually as part of the LGNZ conference.

The 2018 AGM will be held on Sunday 15 July 2018 in Christchurch.

Member authorities admitted to membership under Rule C1 of the LGNZ constitution are entitled to representation at the AGM.  Please note that the rules regarding representation at the AGM does not affect the number of delegates attending the conference. 

Election of President and Vice President

The President and Vice President of LGNZ must be elected by ballot of member authorities in accordance with the rules (rule F1-F7 and F21-F26) at the AGM in the year following the year in which triennial local government elections are held.

Remits

We invite member authorities wishing to submit proposed remits for consideration at the Local Government New Zealand Annual General Meeting (AGM) to be held on Sunday 15 July 2018 in Christchurch, to do so all remits must be submitted to Leanne Brockelbank.

All proposed remits and accompanying information must meet the remit policy.  Those meeting this policy will be screened by the Remit Screening Committee and following approval will move forward to the Annual General Meeting for consideration by the membership. 

To view the LGNZ remit policy, click here.

Delegates

The representation of each member authority is determined by the authority population levels as per rule G13 of the constitution. 

Each authority may nominate:

  • Presiding Delegate - the person responsible for voting on behalf of the authority at the AGM;
  • Alternate Delegate/s - person/s responsible for voting on behalf of the authority if the Presiding Delegate is absent from the AGM;
  • Any other delegates - provided the total number attending the AGM does not exceed the representatives allowed under rule G13; and
  • Any observers attending - no speaking or voting rights.

Please note that observers are not part of the official delegation and if attending the AGM will be seated away from the official delegation.

To avoid confusion at the AGM please ensure that all representatives nominated as delegates to the AGM are fully aware of the delegate role they were nominated for.

Voting

The voting entitlement of each authority is determined by the authority subscription levels as per rule H1 of the constitution and the manner of voting on any issue may be required by taking of a poll and should this occur the voting entitlements will apply.

No member authority, whose annual subscription is in arrears, is entitled to vote at the AGM.

Proxy voting

At any AGM, votes may be exercised by a member authority by proxy as per rule G18-G20 of the constitution.  If your council is not present, and would like to exercise a vote, it will only be able to do so by complying with the proxy rules. 

Proxies must be in writing and submitted to LGNZ on the proxy form.  Please note that the proxy must be executed under the common seal of the member authority, or by a person having delegated authority from the member authority to sign it.  There must be proof of the delegated authority. 

The proxy form requires the appointment of one or two individuals, rather than a member authority, to vote on behalf of a council by proxy.  Therefore, councils wishing to appoint a proxy must ensure that the individual/s appointed will be attending the AGM.  If an appointed individual does not to attend the AGM, and has been authorised to vote by proxy on a councils behalf, other members of the individual's council in attendance at the AGM may not vote instead, and the vote will be declared invalid.

A proxy received within 48 hours of the AGM is not valid until the meeting has passed a motion to accept it.

Obituaries

LGNZ requests obituary notices for inclusion in the Obituaries Register at the 2018 AGM for the period from 25 July 2017 onwards.

To register an obituary please email Leanne Brockelbank and provide the following details:

  • Name of deceased;
  • Role of deceased in council;
  • Council registering obituary; and
  • Contact details of the person registering the obituary.

Agenda and business papers

The following business is to be conducted at the AGM:

  • Voting for the positions of President and Vice President (in the year following the year in which triennial local government elections are held);
  • President's Report and Annual Report;
  • Financial statements and annual statement of accounts;
  • Reports from zones or sector groups;
  • Remits submitted from zones, sector groups or member authorities;
  • Date and venue of the next AGM confirmed;
  • Any notice or notices of motion to alter, add to, rescind or otherwise amend the Rules of LGNZ; and
  • Any other business that the National Council or the AGM resolves to be considered.

For further information about AGM, please contact LGNZ’s Deputy Chief Executive Operations Leanne Brockelbank.

Date updated: 16 August 2017