Invitation to all members
FROM 3PM, 1 DEC 2024 – SAMFORD FARMERS HALL



Dear Member,

The committee is delighted to invite you to the 2024 Annual General Meeting to be held in conjunction with our annual awards presentation to take place at the Samford Farmers Hall on 1 December commencing at 3pm. The event will be catered with light refreshments and there will be a Lucky Door prize.The AGM is required under the Associations Act to approve the Club’s Annual Accounts and Auditor’s Report and to enable the election of Association Officers on the Management Committee. In addition, the AGM provides a forum for members to get information on the club’s direction and to actively participate in the running of our club.This year we will be seeking nominations for Club Secretary along with four key Club Operational Coordinator positions to join the committee. We need dedicated members to step up and help us provide a rich and rewarding club environment for our members. Our committee coordinators assist in organising the training and competitive events that provide us all with the opportunity to improve our equestrian skills and to do so in a safe, friendly, and fun environment.
Agenda for the AGM
2:45  Arrive at venue and record attendance
3:00  Welcome to the AGM         
Presentation of Annual Financial & Audit Report FY ending 30 June 2024         
– Management Committee / Senior Employee Renumeration Report
         – Acceptance of Finance & Audit Reports
         – Appointment of Auditor for FY 2025         
Presidents Report         
Election of Secretary         
Election of open coordinator positions

4:00  Conclusion of AGM and commencement of SEG awards celebration
Call for Nominations:

MANAGEMENT COMMITTEE

The incumbent Secretary was elected in December 2022 and will be standing down from the position at the end of this year. Nominate your interest in this role by 17 November 2024 on the nomination form (link below) and email to: secretary@samfordequestriangroup.com.au.

The incumbent President, Vice President (Equine Operations and Members), Vice President (Facilities and Projects) and Treasurer were elected in December 2023 and no new election is required this year.
Club Secretary
The Club Secretary is an elected position on the Management Committee and acts in accordance with the Samford Equestrian Group Constitution. The secretary prepares agendas, keeps meeting minutes, and ensures smooth record-keeping and correspondence for the club.
COORDINATOR COMMITTEE ROLES:
SEG has several Coordinator roles that work within the committee and sub-committee structure to manage our facilities and most importantly coordinate competition, training, and social events. Coordinators benefits from joining the committee including SEG event discounts and subsidised membership fees. In addition, Coordinators can shape the format of events and directly influence the way the club performs into the future.The following committee positions are open, and we are calling for nominations from enthusiastic club members who want to work as part of a team to deliver excellent facilities and events.
Dressage Coordinator
SEG runs 4 Official Dressage days each year, offering a competition space for both members and visiting competitors. The coordinator has oversight of all aspects of running these events and works within the rules of EQ. The coordinator can carry out this role independently or share the role with a sub-committee.

Working Equitation
Organises and runs the SEG WE training days throughout the year, along with the HOTY inter club competition. This coordinator also attends ANWE QLD state committee meetings, organises sponsorship and prizes, and maintains the WE equipment. Whilst the coordinator takes charge of these tasks, the role can be shared amongst a sub-committee.

Jump Club Co-Coordinator
SEG runs a number of Official Jumping days each year, offering a competition space for both members and visiting competitors. The coordinator has oversight of all aspects of running these events and works within the rules of EQ. Expressions of interest are sought to assist the current coordinator in managing the administration tasks associated with these events.

Grants Coordinator 
The Grants Coordinator will research funding opportunities, write grant proposals, and submit applications to secure financial support for the SEG’s programs and initiatives.
Nominate your interest by 17 November 2024 on the nomination form and email to: secretary@samfordequestriangroup.com.au.

SEG 2025 Nomination Form
The SEG committee
The committee structure and the roles we can all play in supporting our club is described below. In April 2022 Samford Equestrian Group adopted a new constitution which was accepted and registered under the Associations Incorporation Act 1981 (Qld) with the Queensland Department of Fair Trading. The new constitution was required to bring the club into compliance with the Act which has been amended a number of times since our original constitution was created in 2006.
The new constitution aligns with the Acts model rules and redefines our committee structure and defines the responsibilities of the Committee which includes the Management Committee and various sub-committees. I have attempted to summarise the Committee structure below; our intention is to provide members with clarity in the hope you will invest your talent and passion with the other committee members to help us advance the objectives of SEG.


Nominations Received:
Kylie Marschner – Secretary.
Clause 5.3 Functions & Duties of Management Committee summary:
The management committee must take all reasonable steps to ensure the association complies with its obligations under the Act and ensure compliance with the association’s constitution. The management committee has overall control of the management and administration of the affairs, property and funds of the club. Management Committee members must discharge their duties in the best interests of the club.


Nominations Received:
Alexis Vayro – Memberships