AGM Frequently Asked Questions
The By Laws and Constitution can be found at www.wgha.asn.au/governance
Last updated 16/09/2026
When is the WGHA Annual General Meeting?
The West Gippsland Hockey Association Annual General Meeting will be held on Wednesday 4 November 2026 at 7 pm.
Will I be able to attend online?
Yes. WGHA intends to hold the AGM as a hybrid meeting, enabling members to attend in person or through the approved live online platform.
Members attending online must be able to hear and be heard by other participants and must announce their presence when the meeting opens. Properly participating online members are treated as present at the AGM.
When will the formal AGM notice and agenda be issued?
The Constitution requires at least 21 days notice of the AGM, together with the agenda. For the AGM on Wednesday 4 November 2026, WGHA aims to issue the formal notice and agenda by Sunday, October 11th, 2026.
What will be included in the AGM notice?
The AGM notice will include:
- The meeting date, time and venue
- Instructions for joining online
- The AGM agenda and business to be considered
- President and Treasurer nomination information
- Election and voting arrangements
- Information about accessing the financial statements
Who may vote at the AGM?
Voting is available to recognised WGHA Individual Members aged 18 or over and WGHA Life Members. Each eligible voting member has one vote.
Can junior members vote?
No. Junior Members may attend the AGM but cannot debate or vote.
Do I need to attend the AGM to vote?
Yes. Voting will take place live during the AGM. Eligible members may vote if they are recorded as present:
- In person at the AGM venue
- Online through the approved live meeting platform
Proxy voting is not permitted.
How will WGHA check whether I am eligible to vote?
WGHA will use the membership register to confirm voting eligibility. Eligible voters must be recognised adult Individual Members or Life Members.
How many members are needed for the AGM to proceed?
The AGM requires a quorum of 10% of members entitled to vote to be present.
What happens if there is not a quorum?
If a quorum is not present within 30 minutes of the scheduled start time, the AGM will be adjourned. The adjourned meeting will normally occur on the same day in the following week at the same time and place, unless the Chair determines another day, time, or place.
If quorum is not present within 30 minutes of the adjourned meeting’s scheduled start, the meeting lapses.
Which positions are being elected at the 2026 AGM?
The AGM will elect:
- President - two-year term, ending at the conclusion of the 2028 AGM
- Treasurer - two-year term, ending at the conclusion of the 2028 AGM
These roles retire in even years under the Constitution’s Board rotation.
What is the President’s role?
The President provides leadership to the WGHA Board and helps ensure the Association operates in the best interests of members, clubs, participants and the local hockey community. The President chairs Board and General Meetings where appropriate, supports the Board to set priorities and make sound decisions, represents WGHA in key relationships and forums, and works collaboratively with Directors, sub-committees and volunteers to promote strong governance, sustainable competitions and a positive hockey environment.
What is the Treasurer’s role?
The Treasurer provides financial leadership for WGHA and supports the Board to manage the Association’s funds responsibly, transparently and in line with its obligations. The Treasurer oversees financial records, budgeting, payments, banking, reporting and financial controls; helps the Board understand WGHA’s financial position; and works with Directors, volunteers and relevant service providers to prepare annual accounts and support sound financial decision-making.
What is happening with Vice-President and Secretary?
The current Vice-President and Secretary have advised that they intend to step down before the end of their terms.
Once their written resignations take effect, the positions become casual vacancies. WGHA will invite expressions of interest from appropriately qualified people, and the remaining Directors may appoint replacements for the balance of the existing terms - until the conclusion of the 2027 AGM.
The Vice-President and Secretary positions are therefore not being elected at the 2026 AGM. They will next be included in the ordinary election process at the 2027 AGM.
Can the current President and Treasurer nominate again?
Yes. Current officeholders may nominate again if they meet all eligibility requirements, lodge a valid nomination and have not completed four consecutive full elected Director terms - eight years.
When do nominations close?
Nominations for President and Treasurer close at 6:00 pm on Sunday 1 November 2026.
How do I nominate for President or Treasurer?
Complete the WGHA nomination form and submit it by the published closing time. Nominations must be in writing and include:
- The position sought
- The nominee’s acceptance of the nomination
- Confirmation of a current Working with Children Check
- A declaration of any office or employment held with Hockey Victoria, Hockey Australia or another sporting entity
Do I need to be a current member to nominate?
WGHA requires candidates for President and Treasurer to be recognised current Individual Members aged 18 or over. This ensures candidates are eligible to participate in the Association’s member-based Board election process.
All Directors must also hold a current Working with Children Check.
Who can see my nomination-form information?
Nomination-form responses will be used only to confirm eligibility and administer the AGM election process. Responses will be visible only to the WGHA Executive Board.
What happens if I submit a late or incomplete nomination?
WGHA may contact a nominee to correct an administrative omission before the closing date. Nominations received after the published deadline may not be accepted.
A nomination must meet the Constitution’s requirements to be valid. The AGM Chair may call for nominations from the floor only in limited circumstances - for example, if there are insufficient valid nominations or a nominee is not approved at the AGM.
Can I nominate on the night of the AGM?
Not ordinarily. Nominations should be lodged using the nomination form by 6:00 pm on Sunday 1 November 2026.
The Chair may call for further eligible nominations from the floor only where there are insufficient nominations for a vacancy, or where a nominee does not receive the required member approval.
What happens if only one person nominates for President or Treasurer?
The nominee is not automatically elected. Eligible members present at the AGM must vote to approve the nominee. The nominee must receive a majority—50% plus one—of eligible members present, entitled to vote and voting.
What happens if more than one person nominates for President or Treasurer?
A contested election will be held. WGHA will conduct a live electronic ballot during the AGM for eligible members recorded as present in person or online.
Candidate names will appear in alphabetical order on the ballot.
Can someone vote for me if I cannot attend?
No. Proxy voting is not permitted. You must attend in person or through the approved live online meeting arrangement to vote.
Who chairs the election?
The President normally chairs the AGM. However, the President cannot chair an election in which they are a candidate. If the President is nominated for re-election, a non-candidate chair will conduct that election item, for this item it will be the current VP.
What happens if nobody is elected to a role?
If no valid nominee is received, or a nominee is not approved by the required majority, the Chair may call for further eligible nominations from the floor of the AGM.
If no person is approved, the role becomes a casual vacancy. The remaining Directors may appoint an appropriately qualified person for the remainder of the relevant term.
How will AGM decisions be recorded?
WGHA will keep minutes of the AGM, including attendance, quorum confirmation, motions, election outcomes and resolutions. For a hybrid meeting, certified minutes are evidence of the proceedings and the observance of meeting formalities.
