The Royal New Zealand College of Urgent Care’s annual general meeting will take place at 6pm, Tuesday 28 March 2023 using an online platform (Zoom webinar).

The voting page is available here and will require you to log into the website. Full members of the society will be able to submit apologies, appoint a proxy, and vote on the proposed membership fee.

Anyone wishing to attend will be sent the zoom webinar link on Tuesday 28 March. This reduces the chance of people losing the registration email.

An email has been sent to all full financial members with links to the shared folder containing supporting documentation.

Agenda

Acceptance of reports, and items to be voted on at the AGM, will take place using the webinar polling system.  The motion regarding the membership fee will be voted for online.

  1. Welcome
  2. Quorum – confirmation
  3. Apologies
  4. Proxy votes cast and allocated to whom
  5. Previous minutes – acceptance and approval
  6. Matters arising from previous minutes
  7. Chair’s report
  8. General Manager’s report
  9. Performance report
  10. Membership fee
  11. Committee nominations (no voting required – see information below)
  12. Any other business
Membership fee – propose increased fee of $1230

The deficit (expenditure exceeded income) for 2022 was $74,000, slightly more than the projection of $60,000. A decision was made last year to not increase fees, knowing that a deficit would occur.  Thus, the Executive Committee propose an increase in membership fee this year to cover the deficit and the further projected deficit in 2023. This will allow the College to maintain suitable cash flow to cover anticipated costs relating to current strategic threats, College business, and ongoing advocacy. The Executive Committee propose that the annual membership fee be raised to $1230 (GST excl).

Committee nominations

There are four people on the Executive Committee whose term of office has ended.

  • Stephanie Claxton
  • Ainsley Goodman
  • Jasmine MacKay
  • Andrew Stacey (co-opted for one year)

We’ve received nominations for/from:

  • Jasmine MacKay (to be continue as secretary)
  • Ainsley Goodman
  • Derek Buchanan

As the number of nominations matched or was less than the voted-for vacancies available, no vote by the members is required and all are appointed to the Executive Committee at the AGM.

The Executive Committee may decide, at the first special meeting after the AGM, to co-opt a registrar member.

Motions raised by members

No motions or discussion points have been raised by members.

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Previously shared information – retained for information

Period for nominations to the Executive Committee now open

The period for nominations to the Executive Committee is now open and ends at 9am Monday 6 March. Voting for all positions will open at 3pm Monday 20 March and close 3pm Tuesday 28 March.

Standing down are the secretary (officer position) and two members (ordinary positions) as their terms of office end. Should any current committee member successfully stand for the officer position, or stand down for other reasons, the additional committee member position(s) that becomes vacant will be filled from those standing for the ordinary committee member positions. Those standing down in 2023 can be re-elected if they wish to stand again.

Members may stand for both the secretary position and committee member position(s). Votes cast for them in one position are not transferred to the other position.

You may nominate yourself or another member of the College. If you wish to nominate another member, please first confirm that they would like to stand for a position (or positions), then email the General Manager (adrian@rnzcuc.org.nz) with your nomination. Those nominated will be asked to:

  • Identify which post(s) they wish to stand for.
  • Send a short bio that can be published on the website. See the website for examples.
  • Be available for a podcast interview.
  • If they wish, prepare a short video for publication to our private Vimeo account, and linked from the website.
Information on workload and expectations of committee members

In previous years we have been asked about the responsibilities and workload. I’ve created a short summary here.  The Governance policy can provide more details.  In brief, ExC members are expected to:

  • Attend and contribute to the Executive Committee (ExC) meetings.
  • Contribute to email discussions (and sometimes voting) that occur between ExC meetings.
  • Join one or more standing committees (Board of Censors, Professional Standards, Education, Facility Audit) or ad-hoc sub committees (strategy, examination, or others as necessary).

Your term of office is three years.

Executive Committee (ExC) meetings

The ExC meets, via zoom, every two months.

  • For each meeting there is an hour, maybe two, of material to read.  You are expected to review the material to be prepared to discuss items at the meeting.  It is useful to have a wide range of opinions from people with diverse backgrounds and experience.
  • If you have items of significance to raise you will be asked to prepare a discussion or decision paper, sharing it well ahead of the meeting.  Papers should be with the office at least 3 working days prior to the meeting.
Contributions between ExC meetings

ExC members are expected to contribute to email conversations between meetings.

  • New items would be raised by individuals but via the chair or their respective standing committee convenors.
  • Once the item is shared to the ExC (via email), ExC members comment, even if it is that they have no thoughts on the matter. 
  • After a reasonable discussion, the chair may invite a vote by email.
Standing committees

Many College functions are delegated to standing committees, which are made up of ExC members and co-opted members (from the membership or with particular expertise). The convenor of each standing committee is a member of the ExC, and we plan for succession, so at least two members of each committee are from the ExC.  We spread responsibility, opinion, decision-making, and contribution across the ExC.

Remuneration

All committee members are paid for their time. There is a concise fees and allowances policy.