VOLLEY SOUTH INCORPORATED 2026 ANNUAL GENERAL MEETING
Formal Notice to Members
On behalf of the Volley South Board, formal notice is given of the 2026 Annual General Meeting (AGM) in accordance with clauses 10.1, 12.1 and 12.2 of the Volley South Constitution.
We invite eligible voting representatives from our schools, teams, affiliated clubs and Executive Board to participate in the governance of volleyball across Southland and the Queenstown Central Lakes region.
AGM Details
Date: Friday 4 December 2026
Time: 7.00 pm
Venue: Online via Microsoft Teams
RSVP deadline: Friday 27 November 2026, 11.59 pm
REGISTER TO ATTEND THE AGM VIA CONTACT US FORM BELOW
The online meeting link will be emailed to confirmed attendees.
Volley South AGM 2026 – Important Dates
AGM notice issued Monday 9 November 2026
Executive Board nominations Monday 16 November 2026
Notices of motion Friday 20 November 2026
General business Friday 20 November 2026
Service and Distinguished Service Awards Friday 20 November 2026
AGM attendance RSVP Friday 27 November 2026
AGM Documents Sent out Saturday 28 November 2026
Annual General Meeting Friday 4 December 2026, 7.00 pm
All online submission deadlines close at 11.59 pm New Zealand time.
1. Election of One Executive Board Member
NOMINATIONS CLOSE: MONDAY 16 NOVEMBER 2026 – 11.59 PM
Volley South invites nominations for one elected Executive Board position.
Under clauses 6.1.1, 6.1.3, 10.2 and 16.3:
Nominees must be financial members of Volley South.
Nominees must reside within the Volley South region.
The position carries a three-year term.
Nominations must be submitted in writing at least 14 working days before the AGM.
Each nomination must include the nominee's signed consent and written certification that they are not disqualified from holding office.
Nominations cannot be accepted from the floor at the AGM.
Where more than one eligible nomination is received, an election will be conducted in accordance with the Constitution.
SUBMIT AN EXECUTIVE BOARD NOMINATION - BELOW
2. Notices of Motion
SUBMISSIONS CLOSE: FRIDAY 20 NOVEMBER 2026 – 11.59 PM
Under clauses 10.1.5(c), 14.4 and 14.6.2, written notices of motion are invited from eligible members.
All motions must:
Be submitted in writing.
Include the full wording of the proposed resolution.
Be received by the advertised deadline.
Comply with the Constitution's meeting and notice requirements.
No motions will be accepted from the floor at the AGM.
SUBMIT A NOTICE OF MOTION - BELOW
3. General Business
SUBMISSIONS CLOSE: FRIDAY 20 NOVEMBER 2026 – 11.59 PM
In accordance with clause 10.1.5(d), members are invited to submit matters for general business.
All general business must be submitted by the published deadline to be considered for inclusion in the AGM agenda.
SUBMIT GENERAL BUSINESS - BELOW
4. Volley South Service and Distinguished Service Awards
NOMINATIONS CLOSE: FRIDAY 20 NOVEMBER 2026 – 11.59 PM
Volley South welcomes nominations recognising the individuals who contribute to volleyball across our region.
Volley South Service Award
Recognising significant service and contributions to the administration, development, coaching, officiating or delivery of volleyball.
Volley South Distinguished Service Award
Recognising exceptional and sustained contributions, leadership and commitment to volleyball.
All nominations will be considered in accordance with Volley South's awards policy and approval processes.
SUBMIT AN AWARD NOMINATION - BELOW
5. AGM Agenda – Friday 4 December 2026
Meeting commences at 7.00 pm.
Welcome, attendance and apologies
Confirmation of minutes of the 2025 AGM
Election of one Executive Board member
Volley South Service and Distinguished Service Awards
Presentation and adoption of annual financial statements for the year ended 30 June 2026
Notices of motion received in accordance with the Constitution
General business
Close of meeting
The AGM will be conducted in accordance with the Volley South Constitution and the Incorporated Societies Act 2022.
6. Who Is Entitled to Vote?
Voting entitlements are determined under clause 14.5 of the Volley South Constitution.
Schools – Clause 14.5.1
One vote per financial school, regardless of the number of teams entered, provided the school has competed at least twice between 1 January 2026 and the AGM.
Social Teams – Clause 14.5.2
One vote per financial social team that has competed at least twice during the same calendar-year period.
Social Competitive Teams – Clause 14.5.3
One vote per financial social competitive team that has competed at least twice during the same calendar-year period.
Affiliated Clubs – Clause 14.5.4
One vote per financial affiliated club.
Executive Board – Clause 14.5.5
One vote per Executive Board member and co-opted Board member.
Financial Membership
Voting rights are subject to clauses 9.2.4 and 14.3.
Members must meet their financial obligations to exercise membership rights. A member who has been unfinancial for more than 10 weeks is not entitled to vote.
Verification of Voting Eligibility
Volley South will verify voting entitlements against its membership and competition records.
Under clause 14.6.4, the Chairperson may require a voting representative to identify the capacity in which they are voting.
7. Meeting Quorum
Under clause 14.6.5 of the Constitution:
“A quorum shall be simple majority of eligible voters.”
The required quorum will be determined by the number of eligible voting entitlements established under clause 14.5.
A quorum must be established before formal voting business can proceed.
Eligible voting representatives are encouraged to register and attend.
8. AGM Documentation
The AGM will consider the required annual reporting documents in accordance with clauses 10.1.5, 13.4 and 14.1.
The following documents will be published or circulated ahead of the AGM:
VIEW AGM DOCUMENTS -Documents will be added as they become available.
9. Contact and Further Information
For enquiries about AGM attendance, voting eligibility, nominations, motions or general business, please contact Volley South.
Volley South Incorporated Incorporation Number: 1032516NZBN: 9429042959137
Email: info@volleysouth.org.nz or chair@volleysouth.org.nz
Website: www.volleysouth.org.nz
We look forward to recognising another year of volleyball and the many people who contribute to our schools, teams, clubs and community programmes.
Ngā mihi nui,
Volley South Board
Formal notice issued Monday 9 November 2026 in accordance with clause 12.1 of the Volley South Constitution.
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