Members of the Ballarat East Neighbourhood House - you are invited to the 2025 Annual General Meeting
When: 10.00 am - 11.00 am, Friday 27 June, 2025, followed by a cuppa and a chat
Where: On Wadawurrung Country, Room 102, Ballarat East Neighbourhood House, Ground Floor, Barkly Square, 25-39 Barkly Street, Ballarat East and online via Zoom (link to be sent prior to meeting to all Members)
RSVP (optional): By 3.00 pm on Monday 23 June, 2025 for catering - to the Ballarat East Neighbourhood House (BENH) Secretary via email: This email address is being protected from spambots. You need JavaScript enabled to view it., or phone 0422 612 052, or by popping into our office (address above) between 9.00 am and 3.00 pm Mondays to Fridays (+ to 5.00 pm Tuesdays) during school term. You can still come along if you have not sent an RSVP, it will just help us make sure there is enough room and enough food!
AGM documents
All Members of the Ballarat East Neighbourhood House were emailed the relevant documents on Friday 13 June, including the Minutes of the 2024 AGM. The Manager's Report, Treasurer's Report and audited financial reports will be shared directly with Members when they are available.
Here are the AGM documents for Members (excluding the Minutes from the 2024 AGM):
BENH AGM 2025 - Notice of Meeting - 27 June (PDF)
BENH AGM 2025 - Agenda - 27 June (PDF)
BENH AGM 2025 - Appointment of Proxy (Word)
Due no later than 24 hours before the commencement of the meeting (before 10.00 am on Thursday 26 June, 2025)
BENH AGM 2025 - Committee of Management Nomination (Word)
Due by 3.00 pm on Monday 23 June, 2025
For any non-members interested to attend the AGM, please complete a Membership Form and return it to the Secretary (contact details above):
BENH Application for Membership Form (Word)
(A Member is entitled to vote if more than 10 business days have passed since they became a member of the Association) (Refer to Rule 13 (2), Ballarat East Neighbourhood House Incorporated Rules of Association).
If you have any questions, please contact (1) our Secretary via email: This email address is being protected from spambots. You need JavaScript enabled to view it., and/or (2) our Manager via email: This email address is being protected from spambots. You need JavaScript enabled to view it. or phone 0422 612 052, or by popping into our office (address above) between 9.00 am and 3.00 pm Tuesdays to Thursdays during school term.
2025 ANNUAL GENERAL MEETING – AGENDA
Ballarat East Neighbourhood House Incorporated
10.00 am – 11.00 am: Friday 27 June 2025
To be held in Room 102 at the Ballarat East Neighbourhood House Office, Ground Floor at Barkly Square, Ballarat East and online via Zoom
- Acknowledgement of Country and Welcome by the Acting Chairperson.
- Confirmation of Members attending the meeting, Apologies and Proxy Forms.
- Confirmation of Minutes of the 2024 AGM of the Ballarat East Neighbourhood House Incorporated.
- Receive & consider the 2024 Manager’s Report – Ms. Sarah Greenwood-Smith.
- Receive & consider the 2024 Treasurer’s Report – Ms. Jane Jens.
- Receive & consider the 2024 Financial Report & Auditor Statement for the Ballarat East Neighbourhood House Incorporated (Audited by CountPro).
- Consideration of requirement for auditing for 2025.
- Acting Chairperson to declare all positions on the Committee vacant. Committee Members are elected for three-year terms.
- Election of Committee of Management Office Bearers (Chairperson, Deputy Chairperson, Secretary & Treasurer) for 2025.
- 2025 Chairperson to take over as Chairperson of the meeting.
- Membership vote on the number, not exceeding eight, of ordinary Members of the Committee of Management (if any) for 2025.
- Membership vote on appointment of Ordinary Members (if any) to the Committee of Management for 2025.
- Confirm or vary the amount (if any) of the annual subscription and joining fee.
- Set the date for the 2026 Ballarat East Neighbourhood House Incorporated AGM (before 31 May 2026).
- Close of AGM.
NOTICE OF THE 2025 ANNUAL GENERAL MEETING FOR Ballarat East Neighbourhood House Incorporated
Dear Member,
This is to advise you of the upcoming annual general meeting of the members of the Ballarat East Neighbourhood House Incorporated.
The details of this meeting are as follows:
Date: Friday 27 June 2025
Time: 10.00 am – 11.00 am
Place: Room 102, Ballarat East Neighbourhood House Incorporated, Barkly Square, 25-39 Barkly Street, Ballarat East and online via Zoom
Attached are:
• The Agenda for this meeting
• Application for 2025 Membership of the Ballarat East Neighbourhood House Incorporated
• Nomination for Committee of Management of the Ballarat East Neighbourhood House Incorporated
• Form for Appointment of a Proxy by a Member for this meeting
At the meeting, members will have the opportunity to:
• Find out about the Ballarat East Neighbourhood House Incorporated
• Ask questions about the operations and finances of the Ballarat East Neighbourhood House Incorporated
• Speak about any items on the agenda.
At the meeting, members will be asked to vote to:
• Confirm the minutes of the 2024 Annual General Meeting (voted by those who attended the meeting);
• Receive & consider the 2024 Manager’s and Treasurer’s reports;
• Receive & consider the 2024 Annual Financial Statements and Auditor’s reports;
• Consideration of requirement for auditing for 2025;
• Vote on appointment of Office Bearers within the Committee of Management;
• Vote on the number of Committee Members for the Ballarat East Neighbourhood House Incorporated;
• Vote on appointment of Ordinary Members to the Committee of Management;
• Confirm or vary the amount (if any) of the annual subscription and joining fee; and
• Set the date for the 2026 Ballarat East Neighbourhood House Incorporated AGM.
Appointment of Proxy
Please see attached the Form for Appointment of a Proxy.
A member may appoint another member as a proxy for the meeting. A proxy may vote and speak on the Member’s behalf at the meeting. The appointment of a proxy must be in writing and signed by the member making the appointment.
This form must be received by the Ballarat East Neighbourhood House no later than 24 hours before the commencement of the meeting by posting it or delivering it to Room 102, Ground Floor, Barkly Square, 25-39 Barkly Street, Ballarat East or emailing it to the Secretary at: This email address is being protected from spambots. You need JavaScript enabled to view it.. The form will then be given to the Chairperson of the meeting before or at the commencement of the meeting.
Refer to Rule 34 (Proxies) in the Ballarat East Neighbourhood House Rules of Association: ballarateastnh.org.au/about-us/rules-of-association
New business will be as follows: None.
Regards,
Cameron Duthie
Acting Chairperson, Committee of Management
Ballarat East Neighbourhood House Incorporated
