Annual General Meeting 2022

The Island Residents Association Annual General Meeting (AGM) is being held on Monday 7 March – 7pm at the Island Bay Bowling Club.

The AGM brings together residents and businesses to talk about the issues facing Island Bay and to elect a committee to represent those views to Council.

This year we have an unprecedented number of candidates for the Committee which has resulted in the need for an election. It is great that we have so many people wanting to help. Attached is a quick bio of each candidate. We are looking for a diverse range of people who truly represent the diverse population of Island Bay.

A few things people should be aware of. The Island Bay Business and Residents’ Association has no funding. Everything we do is undertaken voluntarily. Most of the Committee spend many hours of voluntary time attending meetings and undertaking practical tasks.

The Association is also part of the Wellington Residents’ Associations Network. This Regional Network meet on a monthly basis to talk about issues facing our communities and our city.

Nominations

There have been 18 nominations for the Committee.  There are 13 places available including the Chairperson, Treasurer and Secretary.  Bruce Gadd, who is the current chairperson, has been nominated for chairperson and Jane Byrne who is the current Secretary has been nominated for Secretary.  There have been no nominations for the role of Treasurer.

It has been proposed by the current Committee (with the consent of the only nominees for Chairperson and Secretary) that the Chairperson, Secretary and Treasurer roles are filled by the new Committee.  A motion has been received that the Constitution be amended in this regard. The Committee seeks the support of members that the election be conducted on the basis that 13 Committee members are elected and the officers’ roles are elected by the committee as previously.  If there are any objections to this proposal the Committee asks that the objections be communicated to islandbayres@gmail.com at the earliest opportunity.  If any objections are received the only nominees for Chairperson and Secretary shall be deemed elected.  Ten Committee members shall then be elected and the position of Treasurer shall be left vacant.  The newly elected Committee shall have the power to appoint a Treasurer as a further Committee member pursuant to clause 14 of the Constitution.

The nominees for the Committee are (in alphabetically order by surname):

Jane ByrneSonya Cameron
Julie CrisfordFran De Gregorio
Lorraine EdwardsBen Everist
Bruce GaddRuby Ghanem
Sheila HartMark Henderwood
Catherine InderJelle Keizer
Jeff McDonaldSally Page
Richard PetersStevie Seddon
Pat VinacciaChris Wratt

Profiles of each candidate are available here

Because there are 18 nominees and between 10 and 13 positions to fill an election will be required. Each member will be allowed to vote for up to 13 nominees. Votes for more than 13 nominees will be disregarded.

Motions

There have been 11 motions received.  The motions are as follows:

1.That any submissions IBRA makes will only represent the majority view of Island Bay residents
2.That IBRA surveys the residents of Island Bay (including beyond the newsletter membership of IBRA) and then publish a paper on how the residents of Island Bay would like IBRA to meet the 8 Objects of its constitution.
3.That IBRA Committee develops and publish a code of conduct for Committee members (in alignment with the IBRA Constitution), which is then signed by Committee members.
4.That all IBRA Committee meetings are open to all Island Bay residents and the community to attend and contribute, acknowledging the need for in-Committee business.
5.That the Island Bay Residents Association adopts and states an impartial position on the Island Bay Cycleway and the Parade Upgrade. In recognition of the diversity of views in our community and the divisive nature of these issues, we propose that IBRA leadership supports community diversity, and encourages all members to be kind and care for each other.
6.That IBRA Committee always undertakes an open and well-publicised consultation with residents and the wider community of Island Bay before making any submissions on our behalf, and document the consultation process undertaken.
7.That Clause 10(d) allowing proxy votes be deleted from the Constitution.
8.That a new clause 13 (c) be added to the constitution as follows:
No member of the Committee shall reside at the same residential address as another Committee Member and in the event that a Committee Member commences residing at the same address with another Committee Member the said Committee Members shall determine between themselves which Committee member shall resign from the Committee.
9.That the newly elected Committee looks at reducing the number of Committee members to a more manageable number.
10.That IBRA changes its name to “Island Bay Business and Residents Association.
11.That clause 12 should be replaced to read as follows:
12.    Election of Committee and Officers of the Group
a)     The Secretary shall not later than thirty (30) days prior to the Annual General Meeting of the Group call for nominations for the Committee and shall circulate such nominations with notices of the Annual General Meeting.
b)     At the first meeting of the Committee they shall elect a Chair, Secretary and Treasurer from their number to hold office until the next Annual General Meeting.

Motions 7, 8, 10 and 11 all involve constitutional changes and will require 75% approval to pass.  Each motion can only be voted for in its present form.  Amendments to motions will not be considered as it would unfair to proxy voters.

The Committee considers it important that there is an opportunity to debate the motions at the AGM but is concerned that there may be considerable disagreement on some of the motions.  For that reason, the Committee has invited Kevin Jenkins to facilitate a period of debate.  The facilitator will allow each person who proposed a motion to speak to their motion for a period of up to one (1) minute to set out their reasons for proposing their motion.  It is then proposed that a period of up to three (3) minutes will be allowed for members who are present at the meeting to speak.  Speaking time will be determined by the facilitator. 

As Chairperson I personally note that some of the motions will put significant burdens on the incoming Committee.  The Committee is comprised of volunteers who are often busy and have significant demands on their time.  Further, IBRA has very limited financial resources.  I invite all members to consider the implications of passing each motion on the incoming Committee and the burden that it would place upon them. As Chairperson, I also acknowledge that some of the proposed motions call upon the incoming Committee to enhance their consultation and engagement with the community and I respectfully suggest that should be a priority of the incoming Committee when it first meets. 

Membership

To vote at the AGM you need to be a member of IBRA.  IBRA’s membership currently exceeds 800. Please see Become a member – Island Bay Residents’ Association to become a member or to register your full name and residential address in order to be on our membership list to vote. 

As all votes at the AGM will be checked against our membership list we advise that we will only be accepting membership requests up until 5pm on Saturday 5 March 2022 for the purposes of this election.

Voting and Proxies

Voting will be on paper ballots at the AGM.  The Committee recognises that Covid-19 restrictions will make it impossible for everyone to attend the AGM and many will want to cast proxy votes.  Proxy votes will be allowed strictly on the following basis.

  1. Physical proxy forms must be provided to the secretary prior to the AGM.  Proxies can be dropped off at the Island Bay Library reception desk during usual opening hours up until midday on 7 March 2022.  Proxy votes can also be delivered to the secretary (in accordance with the Constitution) at the Island Bay Bowling club from 6pm to 7pm on 7 March 2022.  
  2. The person appointed as the proxy must be present at the AGM.  Given that Covid-19 will restrict numbers proxy votes simply addressed to “the chair” will comply.
  3. Proxy votes must be from a member of IBRA.  The person appointed as proxy must also be a member of IBRA.
  4. Proxy votes must be on the form approved for the AGM and fully completed.

A copy of the approved proxy form is attached to this email and can be downloaded from the IBRA website.

We look forward to welcoming you to the AGM and we are grateful for your contribution and enthusiasm for our wonderful little community.

Kind regards,

Bruce Gadd

Chairperson

Proxy form

Who is an Island Bay Resident?

IBRA has historically included the communities of both Island Bay and Southgate as defined by the WCC.   If you live in or have a business in either of those communities you are entitled to be a member.  As a member, you can vote at the AGM.  If you are unsure of whether your home is in these communities have a look at WCC suburb boundaries.  We note that other neighbouring communities have their own resident’s associations.

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