ANNUAL GENERAL MEETING 31 MAY 2023
You are cordially invited to attend PEG’s national AGM on Wednesday 31 May 2023 via Zoom. This has been scheduled to take place in the morning before the start of our 30th Anniversary conference that afternoon.
1. Time and venue/medium
This year’s AGM will be held on Zoom. Echelon Link will host the platform for PEG and a link will be forwarded to members beforehand. Registration will start from 10:00.
Date: Wednesday 31 May 2023
Time: 10:30, with registration starting from 10:00
Members who intend attending the national AGM must send their confirmation to Ellyn Barry, to be received by her no later than 13:00 on Friday 19 May 2023.
2. Apologies and proxies
Members who are unable to attend the AGM via Zoom can send their apologies to Ellyn Barry and they can appoint anyone who will be attending the meeting as their proxy. Please complete the proxy form and send it to Ellyn Barry by 19 May 2023.
3. Adoption of the minutes of the previous year’s AGM
The minutes of the last AGM, held via Zoom on Saturday, 28 May 2022, will be adopted at this year’s meeting. The minutes have been attached to the same email as this invitation. Any corrections to the minutes should be forwarded to Sally Hofmeyr by Friday 19 May 2022.
4. Regional activities 2023
PEG regions have resumed in-person meetings in the Western Cape, KwaZulu-Natal and Gauteng. The Eastern Cape region has maintained a strong online presence among members. In view of the fact that, as a result of COVID-19, in-person events were suspended and online interactions gained momentum, it has been agreed by the Executive Committee that each region will decide on the manner in which their activities will be organised, that is, through formal committee structures or less formal working groups. Nominations for representatives or formal portfolio holders will take place among regional members at their regional AGMs. These decisions will be communicated in the annual report which will be distributed prior to the national AGM. We have four active regions currently and would welcome any member offering their time to initiate similar activities in other regions. A nomination form can be submitted if you would like to be involved in this capacity or if you would like to nominate a member.
5. Election of national office-bearers
A number of the portfolio positions on the Executive Committee (Exco) will become vacant at the AGM. Exco members are elected to serve a three-year term. The table below shows the Guild’s current office-bearers and positions requiring election and/or new status.
|Office-bearer||Name of current office bearer||AGM 2023 action|
|Treasurer||Ruth Coetzee||Election of new portfolio holder needed (for final handover 2024)|
|Accreditation coordinator||John Linnegar||None|
|Mentoring coordinator||Reinoud Boers||Election of new portfolio holder needed|
|Marketing and communication coordinator||None||Election of new portfolio holder needed|
|Publications coordinator||Alison Downie||Election of new portfolio holder needed|
|Website coordinator||Anne Denniston||None|
|E-group coordinator||Kim Rasmussen||None|
|Exco member at large||None||All welcome|
Please consider making yourself available to serve on Exco. Since COVID-19, Exco meets about once a month via Zoom for no longer than 90 minutes. All other matters are handled by email or by telephone. If you would like to get an idea of what these portfolios entail, please ask the national secretary, Sally Hofmeyr, to provide you with a copy of the standard operating procedures for an overview of the responsibilities attached to these portfolios.
6. Draft agenda
|2.||Apologies, attendance register and quorum|
|4.||Adoption of the minutes of the national AGM held via Zoom on 28 May 2022|
|5.||Matters arising from the minutes|
6.1 Tabling of the annual report for 2022/23 and the annual financial statements for 2022/23
6.2 Adoption of the annual report for 2023
|8.||Motions, including amendments to the PEG Constitution
8.1 Clarify roles of PEG treasurer and PEG bookkeeper
8.2 Changes to the PEG constitution:
8.2.1 Section 11 Finance: description of role of Treasurer
8.2.2 All references to branches and regions to changed to refer only to regions
8.2.3 Role of regional representatives and the functions of regions to be amended
8.2.4 Renaming of CHAT egroup to FORUM
8.2.5 Status of returning membersAdditional motions may still be received
|9.||Election of office-bearers for term starting 2023 (vacant portfolios)
9.2 Marketing and communications coordinator
9.3 Mentoring coordinator
9.4 Publications coordinator
10.1 Volunteer of the Year
10.2 Derrick Hurlin Mentor of the Year
10.3 Norman Blight Chat-Group Contributor of the Year
11.1 PEG Diversity and Inclusivity Strategy
If you would like to add matters to the draft agenda, please send an email to the national secretary, Sally Hofmeyr, with your request. She must receive your email by no later than 13:00 on Friday 12 May 2023.
7. Financial statements 2022/23
The financial statements are being prepared and will be sent to members by Ruth Coetzee, our national treasurer, as soon as they are ready.