BotSoc Annual General Meeting Notice

Dear valued BotSoc Member

Notice is hereby given of the Annual General Meeting (AGM) of the Botanical Society of South Africa (BotSoc) to be hosted online on Saturday 6 July 2024 at 9:00 to start at 9:30 until 12 midday latest.

The 2024 AGM will be hosted online in accordance with 27.7.1 of the National Constitution.

Zoom link to meeting.

Council has decided on an online Zoom AGM to ensure maximum reach nationally and internationally, and to minimize expenditure associated with having a hybrid or in person AGM. This is based on the current circumstances and the financial austerity measures aimed at securing the sustainability of the organization.

Online voting will be available for those members present in the Zoom meeting who have not submitted a Proxy or Vote form via email or physical submission at our National BotSoc office.

If load shedding is in effect then varying load shedding timetables nationally might affect online voting and will be outside the control of the BotSoc. It would therefore be absolutely essential to adhere to the Chairpersons lead on meeting proceedings.  Contingency measures will be announced at the start of the meeting to address any unforeseen challenges in this regard.

Members participating via Zoom are invited to log on between 9:00 and 9:25 as this will allow the meeting to start on time and enable members to orientate themselves on Zoom, as well as with the online polling process if votes have not been submitted at the National BotSoc office, at the Kirstenbosch NBG. Please explore zoom guidelines on how to connect via Zoom to ensure your full participation.

Questions open on 21 June and close at 10 am on 1 July 2024, to enable sufficient preparation for response at the meeting. Please forward questions to the Independent Auditor, Ms Annelie Esterhuyse, to 20240706botsocagm@gmail.com.

We hope to cover important BotSoc business on the day, but most importantly, also share the achievements of the Society with you.

 

    Botanical Society of South Africa

 AGENDA

1.  Opening of Meeting

2.  Apologies

3.  Confirmation of Quorum

4.  Welcome and opening remarks

5.  Confirmation of AGM Minutes 2023 (Resolution 1) and Matters Arising

6.  Chairperson’s Report: (Kyra Lunderstedt)

7.  General Manager report (Antonia de Barros)

8.  Treasurer’s Report and presentation and approval of the Annual Financial Statements for the 2023/24 financial year. (Resolution 2) (Murray Barnetson)  

    (Resolution 2) (Murray Barnetson)

    – Q&A

9. Guest Speaker Presentation

    – Q &A

10. Resolutions as per the national Constitution

      (Orientation on presentation of resolutions, discussions and online voting process)

• Resolution 1: Confirmation of the Minutes of the Annual General Meeting held  via Zoom on 1 July 2023

• Resolution 2: Approval of Annual Financial Statements for 2023/2024

• Resolution 3: Appointment of the Independent Auditor 2024/25

• Resolution 4:  Election of the Council: Orientation on online election process for Council members:

        Chairperson

        Treasurer

        Seven Ordinary Council members (Maximum of 9 Council members including Chairperson & Treasurer Clause 18.1.1)

11.  Resolutions proposed by Council

• Resolution 5: Support of BotSoc’s proposed Sustainability Planning and Growth Approach (Short Term)

• Resolution 6: Approval of the BotSoc’s Member Code of Good Practice

12.  Resolutions proposed by members proposed in terms of Paragraph 27.1.6.7 of the Constitution.

13.  Preliminary voting outcomes announced by Independent Scrutineer

14.  Thanks and Closure

Notes:

Voting and Proxy forms will be emailed and uploaded on 21 June 2024

– Member Resolutions received will be placed on the Vote and Proxy Vote Forms.

Please note that the deadline for submission of any proposed Resolutions is 10 am on the 21 June 2024. These must be submitted to the Independent Auditor, Ms Annelie Esterhuyse to 20240706botsocagm@gmail.com to enable the necessary preparation. We look forward to a fruitful AGM with representation from all of our National branches towards growing an even more impactful BotSoc plant community.

Yours sincerely,