ESCFAN Inc. – Notice of Annual General Meeting (AGM) under rule 33(1)(b)

I am pleased to give notice that the AGM of ESCFAN Inc. for 2024 is to be held as follows:

Date: Monday 15th September 2025

Time: 7:30pm AEST (7pm ACST, 5:30pm AWST)

Place: Online (via Microsoft Teams)

Method of voting: Online

Chairperson: Lachlan Woods (President, per rule 46)

Agenda (items of business):

1. Acknowledgement of Country

2. Registrations by the Secretary of members in attendance entitled to vote under rule 13(2), and of proxies received by the Chairperson under rule 34(6): rule 41(3)

3. Apologies

4. Confirmation of quorum: rule 36

5. Acceptance of Minutes of previous General Meeting: rule 30(4)(a)
   (Copy included with this notice; only members who attended the meeting may vote on acceptance of the minutes.)

6. Annual report of the Committee: rule 30(4)(b)(i)

7. Financial statements and Treasurer’s report: rule 30(4)(b)(ii)

8. Committee positions – Declaring vacant, calling for nominations, and the holding of elections: rules 50-54. Election of positions to occur in the following order: (i) Secretary (two year term), (ii) Treasurer (two year term), and (iii) Ordinary Committee Member (2 x two year term open).

9. Close of AGM

Note: New members must join ten (10) business days prior to the AGM (i.e. you are a financial member of ESCFAN Inc as of Friday 29th August 2025, 7:30pm AEST) to be entitled to vote. All other members must be financial prior to the commencement of the AGM: rules 12 and 13. Only eligible primary members who are financial are able to vote and participate in discussion at the AGM. Eligible non-primary members who are financial can attend the meeting, but will not be able to vote or participate in discussion at the meeting. 

Meeting registration: Please click the RSVP link provided to members via the notice email.

Voting registration: A separate email will be sent from Vero Voting shortly on how to register and use the voting platform for the AGM.

Proxies: Any member who is unable to attend the AGM may appoint another member as their proxy for the meeting. Proxy nominations will be hosted on, and must be lodged through Vero Voting - see email to come from Vero Voting on how to do so. This form has been approved by the Committee for appointment of a proxy: rule 34(5). The form must be received by Sunday 14th September 2025, 7:30pm AEST to be effective. Please complete and submit the form. Members who have been appointed by the proxy will be contacted to confirm the appointed member understands who they are representing and if there are any special requests.

Intention to nominate form: A form is also included for any member wishing to notify their intention to nominate (or be nominated) for a Committee position at the AGM. This is a digital form, which can be found below (Attachment C).

I encourage all members to attend the AGM, or to provide a proxy, so they can have a say in the running of the Association. If you would like to assign a proxy to someone specific but are unsure who, the 2024/25 Committee will be in attendance at the meeting. To learn more about the committee, click here: https://ogaeaustralia.com/about/meet-the-committee.

If you have any questions about this notice or the AGM itself, please don't hesitate to email me directly at info@escfan.com.au.

Love love peace peace,
Jordan Vouroudis
Secretary, ESCFAN Inc

Additional documents included with Notice of AGM of ESCFAN Inc.

Attachment A: Minutes of previous Annual General Meeting (Agenda Item 5)

Attachment B: Annual Report and Financial Report for 2024/25 (Agenda Items 6 and 7)

Attachment C: Digital form for notifying intention to nominate (or be nominated) for one or more Committee positions (Agenda Item 8)

Attachment D: Job descriptions for Committee positions (Agenda Item 8)