Annual General Meeting 2020

Tutor/Facilitator President, U3APP

Date: on/from Sat 28 Nov 2020 to Sat 28 Nov 2020
Frequency: Single Event
Class time: 1:00-2:00

Other information

The 2020 Annual General Meeting of the U3A Port Phillip Inc (U3APP) will be held as a Zoom webinar.

To attend the AGM, you must book by 1pm Friday 27 NovemberThe Zoom webinar link and phone-in details will be emailed to all members who have booked, and the link is available here.

Note: we are using Zoom due to Covid19 restrictions as per guidelines of Consumer Affairs  Victoria.

Apologies to the Secretary:  by email to


  • Welcome, attendances and apologies
  • Confirmation of the Minutes of the 2019 AGM
  • President’s Report
  • Financial Report
  • Awarding Honorary Life Memberships
  • Election of Committee of Management
  • Date for next committee meeting
  • Meeting closes

Ian Shaw
U3A Port Phillip

Note: Due to Covid19 restrictions that prevent us accessing our office, and also delays with mail, the Committee requests that you use forms that have been created on our website for Committee Nominations and registration of Proxies. The Secretary will also be accepting proxy votes and Committee Nominations by email. If you are unable to use the form on our website, and also unable to print, complete, scan and email either form the Secretary will accept emails that convey the same information. The email address is

Nominations for the Committee of Management

Online Submission – preferred method

Printable Form

Appointment of Proxy

Online Submission – preferred method

Printable form
Note: If you will be phoning in to the meeting, you will need to complete a Proxy Form as you cannot vote over the phone.

Documents to read on-line or download and print:

AGM 2020 Notice of Meeting and Agenda

Minutes of the 2019 AGM

President’s Report AGM 2020

Treasurer’s Annual Report

U3APP Finance Report – Balance Sheet as of November 1 2020

U3APP Finance Report – Income Statement November 2019 – October 2020

Comparison of Income Statements – This Financial Year vs Last Financial Year

Meeting Procedures

As we are conducting our AGM using Zoom for the first time, we must introduce some new procedures relating to questions, voting, and elections using Zoom.


If you have a question that you would like addressed in the AGM, there are two options you can use:

  • Before the AGM: email your question to
  • During the AGM: use the Zoom feature Q&A to ask your question:
    • Click on the Q&A symbol at the top or bottom of your screen
    • Type in your question
    • Press Enter or Send


The matters requiring a vote will be procedural in nature, such as accepting the previous minutes and office holder reports. There are no controversial issues or resolutions on the agenda of the 2020 AGM.

As such, the assumption will be that those attending ASSENT to the motion (vote YES), unless they indicate otherwise by using the Zoom feature: Raise Your Hand (vote NO):

  • To Raise Your Hand, click on the words Raise Hand at the top or bottom of your screen. 
  • DO NOT click on Lower Hand until the voting for the motion is complete.

We will take a count of the Hands Raised, and count them as NO. If the number of Raised Hands (NO votes) is greater than 50% of those attending, the motion will be defeated. If the number of Raised Hands is less than 50% of those attending, the motion will pass.

Election of Committee of Management

Nominations for the CoM close at 1pm the day prior to the AGM. If the number of nominations is the same or less than the number of positions, all nominees will be declared elected.

If the number of nominations exceeds the number of positions available, the election will be structured as a Zoom Poll. You can then vote for your favoured candidates, up to a maximum number of 10.

In the Zoom Poll, the list of nominees will be displayed on your screen:

  • Tick up to 10 names
  • Press Submit

The results will be tallied by the Secretary after the Zoom meeting closes (this is a Zoom limitation – only then is the report available). The results will be posted on our website.

Enrolments / Bookings

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If you are not a U3APP member and are booking for an event that is open to non-members, then please register below.
Members please login using the Membership Login in the sidebar to the right of the page. Login with your email address and password. If you haven't used the system before, your password is also set to your email address. If you've changed it but forgotten what you changed it to, send an email to and we will reset your password for you.

To enrol in a course, you must be a financial member of U3A Port Phillip.If you are financial and still unable to book, it means bookings have not yet opened.