Know, grow, protect and enjoy South Africa's indigenous plants

Annual General Meeting

Via Zoom and limited in-person participation

Date: 2 July 2022
Time: 9:00 for 9:30am to 12pm
Venue: Garden Route Botanical Garden, George

Notice is hereby given of the Annual General Meeting (AGM) of the Botanical Society of South Africa (BotSoc) to be hosted online with limited in-person member participation observing COVID-19 regulations, on Saturday 2 July 2022 at 9:00 to start at 9:30 until 12 midday.

The 2022 AGM will be hosted from the Garden Route Botanical Garden, in accordance with Clause 27.1.5 of the National Constitution. A core team of Council members and office-bearers will attend the meeting in person. BotSoc members are invited and encouraged to participate via Zoom as this platform enables broad reach. The Zoom link will be provided on our website and via email on 17 June 2022.

A limited number of BotSoc members will be accommodated in person in line with COVID-19 regulations, and on an RSVP, first-come, first-served basis to reserve your attendance. Please RSVP to the scrutineer, Ms Annelie Esterhuyse via email to botsocagm2022@gmail.com by 24 June 2022.

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 postal votes have not been submitted at the National BotSoc office, Kirstenbosch. Please explore the guidelines on how to connect via Zoom to ensure your full participation.

Please forward questions to the scrutineer, Ms Annelie Esterhuyse, to botsocagm2022@gmail.com by latest 24 June 2022 to enable sufficient preparation for response at the meeting.

We hope to cover important BotSoc business on the day but most importantly also share the achievements of the Society through presentations covering our dynamic footprint nationwide with you.

AGENDA

1. Welcome and opening of meeting
2. Apologies
3. Confirmation of Quorum
4. Confirmation of the Minutes of the Annual General Meeting held via Zoom on 3 July 2021 at Kirstenbosch NBG
5. Chairperson’s Report: Strategic Overview and Branch Highlights (Bongani Mnisi)
6. Showcasing Achievements, Challenges and the BotSoc Horizon (Antonia de                  Barros)
7. Treasurer’s Report and presentation of Annual Financial Statements for the                  2021/22 financial year. (Murray Barnetson)

Q&A session

8. Resolutions:
8.1.  Approval of Annual Financial Statements for 2021/2022 (On website 17 June                   2022)
8.2. Election of the:
8.2.1. Chairperson
8.2.2. Treasurer
8.2.3. Five Council members.
           (See Nominees for Council here)
8.3. Approval of the appointment of the Independent Auditor
8.4. Council Resolutions tabled for consideration:
Resolution 1: Appoint the current independent auditor for the 2022/23                            financial year.
Resolution 2: Adopt the revised Vision and Mission drafted by the Marketing                Committee and endorsed by Council.
Resolution 3: Revision of membership categories.
Resolution 4: Cease the purchases of guest cards associated with all membership categories. 
Resolution 5: Cease the purchase of Life Memberships with immediate effect.
Resolution 6: Revise Branch legal Constitutional requirement in consultation with all Branches and in association with legal counsel.
Resolution 7: Revise references to Postal Votes and Postal Voting Forms in the National Constitution.
Resolution 8: Council to have discretion to decide on Annual General                              Meeting location.
Resolution 9: Revise references to Head Office to be referred to as “National                  Botanical Society”.
Note: Supporting and explanatory documentation will be posted on the                        website and mailed to members with the voting forms on 17 June 2022

8.5. Any other resolutions proposed in terms of Paragraph 27.1.6.7 of the                                Constitution (Resolutions received will be placed on the Postal and Proxy Vote              Forms. Resolution submission closes 17 June 2022 at 12 midday)

Q&A sessions

9. General
9.1 BotSoc support of the Tree Atlas project (Eugene Moll) – feedback post AGM 3 July 2021 (further information will be noted in the Resolution documentation available on 17 June 2022)

9.2 Honours and Awards:
9.2.1 Feedback on 2021 Nomination Process (Eugene Moll)
9.2.2 Feedback on 2020 Contested Nominations (Eugene Moll)

9.3 Publications:
9.3.1 BotSoc’s Publications Committee update and Feedback on Book Reviews for Support (Eugene Moll)
9.3.2 The future of the printed copy of V&F (Eugene Moll)

9.4 BotSoc’s Financial Wellbeing (Eugene Moll)

10. Vote of thanks to outgoing Council members
11. Acknowledgements
12. Thanks & Closure

AGENDA

1. Welcome and opening of meeting
2. Apologies
3. Confirmation of Quorum
4. Confirmation of the Minutes of the Annual General Meeting held via Zoom on 3 July 2021 at Kirstenbosch NBG
5. Chairperson’s Report: Strategic Overview and Branch Highlights (Bongani Mnisi)
6. Showcasing Achievements, Challenges and the BotSoc Horizon (Antonia de Barros)
7. Treasurer’s Report and presentation of Annual Financial Statements for the 2021/22 financial year. (Murray Barnetson)
Q&A session
8. Resolutions:
8.1. Approval of Annual Financial Statements for 2021/2022 (On website 17 June 2022)
8.2. Election of the:
8.2.1. Chairperson
8.2.2. Treasurer
8.2.3. Five Council members
(See Nominees for Council here)
8.3. Appointment of the Independent Auditor
8.4. Council Resolutions tabled for consideration:
Resolution 1: Appoint the current independent auditor for the 2022/23 financial year.
Resolution 2: Adopt the revised Vision and Mission drafted by the Marketing Committee and endorsed by Council.
Resolution 3: Revision of membership categories.
Resolution 4: Cease the purchases of guest cards associated with all membership categories. 
Resolution 5: Cease the purchase of Life Memberships with immediate effect.
Resolution 6: Revise Branch legal Constitutional requirement in consultation with all Branches and in association with legal counsel.
Resolution 7: Revise references to Postal Votes and Postal Voting Forms in the National Constitution.
Resolution 8: Council to have discretion to decide on Annual General Meeting location.
Resolution 9: Revise references to Head Office to be referred to as “National Botanical Society”.
Note: Supporting and explanatory documentation will be posted on the website and mailed to members with the voting forms on 17 June 2022
8.5 Any other resolutions proposed in terms of Paragraph 27.1.6.7 of the Constitution
(Resolutions received will be placed on the Postal and Proxy Vote Forms. Resolution submission closes 17 June 2022 at 12 midday)
Q&A sessions
9. General
9.1 BotSoc support of the Tree Atlas project (Eugene Moll) – feedback post AGM 3 July 2021 (further information will be noted in the Resolution documentation available on 17 June 2022)
9.2 Honours and Awards:
9.2.1 Feedback on 2021 Nomination Process (Eugene Moll)
9.2.2 Feedback on 2020 Contested Nominations (Eugene Moll)
9.3 Publications:
9.3.1 BotSoc’s Publications Committee update and Feedback on Book Reviews for Support (Eugene Moll)
9.3.2 The future of the printed copy of V&F (Eugene Moll)
9.4 BotSoc’s Financial Wellbeing (Eugene Moll)
10. Vote of thanks to outgoing Council members
11. Acknowledgements
12. Thanks & Closure

We look forward to a fruitful AGM with representation from across all of our branches towards growing an even more impactful BotSoc plant community.

BOTSOC AGM 2022

Day(s)

:

Hour(s)

:

Minute(s)

:

Second(s)

Please diarise these important AGM process dates:

  • Call for Council nominations opened 1 April 2022
  • Call for Council nominations close 12:00 midday on 10 June 2022
  • Council nominees’ CVs and photographs are published on the website by 10 June 2022 by close of business
  • Resolutions open 1 June 2022
  • Resolutions submissions close 17 June 2022
  • Postal/Proxy votes open 17 June 2022
  • Postal/Proxy votes close 09:00 on 1 July 2022
  • AGM held on 2 July, between 9.30 and 12 midday.

Council nomination process

Chairperson
Kyra Lunderstedt
Frank Webb

Treasurer
– Murray Barnetson

Other Council members
– Clinton Carbutt
Michele Hofmeyr
– Sabelo Lindani
Kyra Lunderstedt
– Charles Stirton
Frank Webb

 

A total of nine Council members’ positions are available for election at the AGM. However, the Chairperson and Treasurer positions will be elected by a separate specific vote, meaning that seven ordinary members of Council positions will be available. Please ensure that you clearly note on your nomination form which portfolio your candidate is being nominated for.

Choosing your Council nominees

We are grateful to our outgoing Council members who are no longer eligible to serve in the next term in line with Clause 18 of the BotSoc Constitution, for their exemplary leadership and dedication to plant conservation through very trying times.

We are pleased that a number of our current Council members remain available to serve on Council to support continuity after a period of significant transition.

IMPORTANT DOCUMENTS 2022

– ANNUAL FINANCIAL STATEMENTS

– Resolution Motivations

– AGM Postal Voting Form

– AGM Proxy Voting Form

 

AGM DOCUMENTS 2021

– Minutes of the 2021 AGM

– Chairperson’s Report

– Treasurer’S REPORT

– General Manager’s Report

– 2021 Annual Report

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