H.I RnR AGM 2026
Feb 2026 Annual General Meeting (AGM) Information
Herald Island Residents & Ratepayers Association AGM.
Date: Wednesday 11 February 2026
Time: 7:00pm
Venue: Herald Island Community Hall
This page provides members with everything they need to prepare for the 2026 Annual General Meeting, including important dates, supporting documents, and participation information.
Members are encouraged to review this page carefully and early so they can participate fully and confidently.
Notice of Meeting
This page published 11 January 2026 constitutes formal notice of the 2026 AGM, providing one calendar month in advance, as required by the Constitution.
Please either Register your Attendance, or Submit an Apology using the buttons below.
Any additional or updated documents will be added to this page as they become available.
Purpose of the AGM
The Annual General Meeting is where members:
Review the Association’s activities and performance for the year
Receive and consider financial reports
Elect the President and Committee
Vote on motions and resolutions
Provide direction on governance and future priorities
Click below to View Member Notices:
Important Note re Member Motions Timeline:
When preparing the AGM timeline, the Association inadvertently applied the draft amended Constitution timeframes rather than those in the current 2024 Constitution.
Under the current Constitution 2024, member motions must be submitted 21 days before the AGM and published 14 days before the AGM.
While this discrepancy has been identified, the Association has chosen to retain the longer timeframes already communicated, as these benefit members and do not disadvantage anyone.
Supporting Documents
Special Resolution Documents
Member AGM Forms
Supporting Information Links
How to Attend the AGM
Members may attend the 2026 Annual General Meeting either in person or online.
Attend in Person
The AGM will be held at:
Venue: Herald Island Community Hall
Day: Wednesday 11 February 2026
Time: 7:00pm
Members attending in person are encouraged to arrive a few minutes early to allow time for registration and to assist with establishing quorum.
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Attend Online (Remote Attendance)
For members who are unable to attend in person, online attendance will be available.
1. The online meeting link will be published:
1. On this AGM 2026 webpage, and
2. On the final published AGM agenda
2. The link will be made available at least 7 days before the AGM
Clear instructions on how to join the meeting online will be provided at that time.
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Important Notes for Online Attendees
1. Members attending online will be able to observe proceedings and participate in accordance with meeting procedures.
2. Voting arrangements for online attendees will be explained in advance or by the Chair at the meeting.
3. Members who wish to ensure their vote is counted are encouraged to consider proxy voting if they are unsure they can attend in person.
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Questions or Assistance
If you have any questions about attending the AGM, including online access, please contact the Secretary using the following email address: secretary@heraldisland.co.nz
Eligibility Rules for Standing as a Committee Member
To stand for election as a Committee Member of the Herald Island Residents & Ratepayers Association, a nominee must meet all of the following eligibility requirements.
1. Membership Requirement
The nominee must be a current financial member of the Association.
The nominee must have been a member for at least 28 days prior to the date of the AGM.
2. Individual Eligibility
The nominee must:
Be a natural person (not a company, trust, or organisation).
Be 18 years of age or older.
Have the legal capacity to act as an officer of an incorporated society.
3. Legal Eligibility (Incorporated Societies Act 2022)
A nominee must not be disqualified under the Incorporated Societies Act 2022.
This includes (but is not limited to) persons who:
Are an undischarged bankrupt.
Are prohibited from being a director or officer of an incorporated society.
Have been convicted of offences that disqualify them from holding governance roles under the Act.
4. Consent to Stand
The nominee must provide written consent confirming they agree to stand for election and, if elected, to act as a Committee Member.
Consent must be submitted using the approved Officer Consent Form.
5. Declaration of Interests
The nominee must complete a Declaration of Interests.
This includes declaring any actual, potential, or perceived conflicts of interest that could influence (or be seen to influence) decision-making.
Declaring an interest does not prevent nomination - transparency is the requirement.
Nomination Process and Nominee Obligations
To stand for election as a Committee Member of the Herald Island Residents & Ratepayers Association, a nominee must follow the nomination process and be aware of their obligations as below.
1. Nomination Process
Nominations must be:
1. Proposed and seconded by current members of the Association.
2. Submitted using the approved Nomination Form.
3. Lodged with the Secretary by the published nomination closing date.
2. Duties and Responsibilities Acknowledgement
By standing for election, nominees acknowledge that if elected they will:
1. Act in good faith and in the best interests of the Association.
2. Comply with the Association’s Constitution, policies, and Code of Conduct.
3. Fulfil the legal duties of an officer under the Incorporated Societies Act 2022.
4. Participate actively in Committee meetings and governance responsibilities.
3. If Nominations Are Insufficient
If fewer nominations are received than available Committee positions, further nominations may be accepted from the floor at the AGM, provided the nominee meets all eligibility requirements and gives consent at the meeting.
Important Note
Holding a Committee position is both a community role and a legal responsibility. Members considering standing are encouraged to review the governance documents available in the Members Area before nominating.
Member Motions — What They Are & How to Submit One
1. What Is a Member Motion?
A Member Motion is a formal proposal submitted by a member for consideration and decision at an Annual General Meeting (AGM) or Special General Meeting (SGM).
Motions allow members to:
Propose changes or improvements
Request the Association take (or not take) a particular action
Seek direction from the membership on governance or community matters
If passed, a motion becomes a resolution of the Association and must be acted on by the Committee in accordance with the Constitution and the law.
2. Who Can Submit a Motion?
Any current member of the Association may submit a motion, provided it:
Relates to the purposes and activities of the Association
Is lawful and consistent with the Constitution
Is submitted within the required timeframe
3. What Can a Motion Be About?
Member motions may relate to:
Governance matters
Community priorities or projects
Policies or practices of the Association
Direction to the Committee
Motions cannot:
Require unlawful action
Provide personal financial gain to members
Override statutory obligations or constitutional rules
4. How to Submit a Member Motion
To submit a motion for the AGM, members must:
Prepare the Motion in Writing
Clearly state what is being proposed
Use plain, specific wording (e.g. “That the Association…”)
Submit the Motion by the Deadline
Motions must be received by the Secretary at least 21 days before the AGM
Late motions cannot be accepted for that meeting
Use the Approved Motion Form
Motions must be submitted using the official Member Motion Submission Form
This ensures the motion can be assessed, published, and voted on correctly
Motions Supported by Members
If a motion is supported by 10 or more eligible members, the Constitution sets out that:
The Committee must include that motion on the AGM agenda
The motion will be presented to members for discussion and a vote
Signed verification from all supporting members must be sent alongside the motion to the H.I RnR Secretary in writing by the Member Motion deadline to be valid.
All valid motions received will be published on the AGM 2026 Final Agenda 7 days ahead of the meeting so members can review them in advance.
Discussion and Voting on Motions
At the AGM:
The Chair will introduce each motion
Members may speak for or against the motion (in line with meeting procedures)
The motion will be put to a vote
Voting may occur by show of hands, ballot, or other method as directed by the Chair
A motion is carried if it receives the required level of support under the Constitution.
Important Notes for Members
Motions should be clear, constructive, and focused
Members are encouraged to consider the broader community impact
Once submitted, motions cannot be amended unless permitted by the Chair and the Constitution
If you are unsure whether your motion is appropriate, contact the Secretary early for guidance
Where to Find the Member Motion submission Form
The Member Motion Submission Form is available in the Forms area of the Member Dashboard under AGM Forms.
All accepted motions will be listed and released to members on the published Agenda 7 days prior to the AGM once confirmed.
Submitting a motion is one of the key ways members can shape the direction of the Association. Thoughtful, well-prepared motions support strong, transparent, and effective community governance.
Proxy Voting — How It Works
If you are unable to attend the AGM in person or online, you may still take part in decision-making by appointing a proxy to vote on your behalf.
A proxy allows another member (or the Committee, if permitted) to cast your vote at the AGM in accordance with your instructions.
1. Who Can Be a Proxy?
1. Your proxy must be a current member of the Association.
2. You may:
1. Appoint another member of your choice, or
2. Appoint the Committee to act as your proxy (if this option is selected on the form).
3. Only one proxy may be appointed per member
2. How to Appoint a Proxy
To vote by proxy, you must:
1. Complete the Official Proxy Voting Form
1. Use the approved proxy form available on the AGM 2026 page.
2. Complete all required sections clearly.
3. See form link below - Proxy Voting Opens 8am, 4 Feb (7 days out) - and close 7pm, 10 February 2026)
2. Indicate Your Voting Instructions
1. Where required, clearly indicate how you wish your vote to be cast on each motion or resolution.
2. If no instruction is given on a motion, your proxy will vote in accordance with the proxy rules adopted by the Association.
3. Submit the Form by the Deadline
1. Proxy forms must be received by the Secretary no later than:
7:00pm on Tuesday 10 February 2026 - (24 hours before the AGM)
2. Late proxy forms cannot be accepted.
3. Submitting Your Proxy Form
1. Proxy forms must be submitted in writing using the official form.
2. Proxy forms must be submitted by the Member appointing the proxy, not by the proxy holder.
3. To ensure a clear and secure process, proxy forms may be submitted only by one of the following methods:
1. Online submission:
By completing and submitting this form online.2. Locked Proxy Box:
By placing a printed proxy form in the locked Proxy Box at the Herald Island Fire Station.3. Physical delivery to the Association:
By delivering a printed proxy form to the Association Secretary or the Committee-designated Proxy Holder.
No other delivery methods will be accepted.
2. Proxy votes are counted for the purposes of:
1. Establishing quorum
2. Voting on motions and elections
3. A proxy appointment may be revoked by submitting a new proxy form before the deadline, or by attending the AGM in person.
4. Proxy Collection and Validation
All proxy forms are securely held until the close of proxy voting.
1. Locked Proxy Box:
The locked Proxy Box at the Herald Island Fire Station will be cleared only by the appointed Scrutineer, after proxy voting has closed.
2. Online submissions:
All proxies submitted via the online form are received into a secure inbox and will be accessed only by the appointed Scrutineer, after the proxy voting period has closed.
The Scrutineer is responsible for:
1. opening and reviewing all proxy forms,
2. confirming eligibility and validity,
3. preparing proxy schedules for each named Proxy Holder, and
4. overseeing vote counting and certification.
Proxy Holders do not collect, access, or handle proxy forms at any stage.
5. How Proxy Votes Are Cast (Secret Ballot)
If you appoint a proxy, your vote will be cast by ballot in the same way as votes cast by Members attending the meeting.
1. Open Proxies
If you appoint an Open Proxy, you are authorising your proxy holder to decide how to vote on your behalf at the meeting.
1. Your proxy holder will receive one ballot paper for each Open Proxy they hold.
2. Your proxy holder will decide how to vote after hearing the discussion at the meeting.
3. The ballot will be cast privately and anonymously.
4. No voting instruction is recorded in advance for Open Proxies.
2. Directed ProxiesIf you appoint a Directed Proxy, you are instructing your proxy holder to vote exactly as you have indicated on this form.
1. One ballot paper will be issued for each Directed Proxy.
2. Directed proxy ballots will be cast strictly in accordance with your recorded instructions.
3. Directed votes are included in the secret ballot and remain anonymous.
3. Ballot Issuing and Oversight1. All ballot papers (including proxy ballots) are issued and controlled only by the independent Scrutineer.
2. Proxy holders do not bring, collect, or issue ballot papers themselves.
3. Proxy holders receive only the number of ballot papers they are entitled to, as confirmed by the Scrutineer.
4. Vote Counting1. All ballots are placed into the ballot box.
2. The Scrutineer counts and certifies the results.
3. The Scrutineer confirms that the number of ballots issued matches the number of ballots received.
4. Individual votes remain anonymous.
Important1. Appointing an Open Proxy gives your proxy holder discretion to vote on your behalf.
2. Appointing a Directed Proxy ensures your vote is cast exactly as you have recorded.
3. If your appointed proxy does not attend the meeting, your vote cannot be cast.
6. Voting at the AGM
1. If you attend the AGM in person, your proxy appointment is automatically cancelled.
2. Voting at the meeting may take place by:
1. Show of hands
2. Ballot
3. Other methods as directed by the Chair
3. The Chair will explain the voting process during the meeting.
Floor Voting — How Voting Works at the AGM
Floor voting refers to voting that takes place during the AGM itself by members who are present in person or attending online, rather than by proxy.
Floor voting is the primary way decisions are made at the meeting.
1. Who Can Vote From the Floor?
1. You may vote from the floor if you are:
A current member of the Association, and
Present at the AGM, either:
In person at the Community Hall, or
Attending online (where enabled)
2. Members voting from the floor must not have an active proxy lodged on their behalf.
2. What Can Be Voted On From the Floor?
1. Floor voting applies to:
Election of the President
Election of Committee Members
Member motions listed on the agenda
Other resolutions properly before the meeting
2. Only items included in the AGM agenda (or permitted under the Constitution) may be voted on.
3. How Floor Voting Is Conducted
The Chair of the meeting controls the voting process and will clearly explain the method before each vote.
Voting may be conducted by:
Show of hands
Secret Ballot (paper or electronic)
Other voting methods determined by the Chair (including online polling where applicable)
The method used may vary depending on the nature of the vote (e.g. elections vs motions).
4. Speaking to a Motion Before Voting
1. Before a vote is taken:
The motion will be read out by the Chair
Members may be invited to speak for or against the motion
The Chair may set reasonable time limits to ensure the meeting runs efficiently
2. Members are expected to speak respectfully and follow meeting procedures.
5. Voting Thresholds
Most motions and elections are decided by a simple majority of votes cast, unless a higher threshold is required by the Constitution.
The Chair will advise members if a special majority is required for any item. eg: any vote related to changes to the constitution require a 75% majority vote.
6. Relationship Between Floor Voting and Proxy Voting
If you are present at the AGM, your floor vote takes precedence.
Any proxy you submitted is automatically cancelled once you attend and vote in person or online.
Members may only vote once on each motion or election.
7. Online Floor Voting
Where online attendance is enabled:
Online attendees will be advised how to vote during the meeting
Voting instructions will be provided either in advance or by the Chair at the AGM
Members who prefer certainty around voting are encouraged to submit a proxy ahead of time
Important Notes
Voting is limited to members only
Voting decisions made at the AGM are binding on the Association
Members are encouraged to review all reports and motions before the meeting to support informed voting
AGM 2026 - First Notice
11 January
Notice of AGM Issued providing:
1. Supporting Documents
DRAFT Agenda
List of Current Officers standing down
Financial Report
Treasurer’s Report
President Report
2. Official Notices
Notice that nominations open 8am, 21 January 2026
(closing 5pm, 4 February 2026)Notice that Member Motions can now be submitted (deadline 5pm, 28 Jan)
Proxy Voting OPENS - 8am, 4 February 2026
(closing 7pm, 10 February 2026)
3. Supporting Links (see box below for links)
Information on how to attend (in person & online)
How to submit a Member Motion
Eligibility rules for nomination
Instructions for the nomination process
Proxy voting instructions and deadline
Floor Voting Instructions
Supporting Links
AGM 2026 - Second Notice
21 January
Call for Nominations (21 days out)
Notice that Nominations are NOW OPEN
Members are invited to use the attached Nomination Form to submit any Nominations they would like to make for the roles of:
President
Committee Member
Important Reminders:
Reminder that Nominations Close 5pm, 4 February 2026
Reminder that Member Motions close 28 January 2026
Supporting Links
AGM 2026 - Third Notice
28 January
Member Motions
Notice that Member Motions CLOSE 5pm TODAY (28 January)
Members are reminded to get their Member Motions in by the deadline of 5pm.
The member motions will be reviewed by the committee and a Published Agenda will be released on the 4 February 2026 (7 days out from date of AGM.)
Important Reminders:
Nominations Close 5pm, 4 February 2026
Published Agenda and completed AGM pack will be released - 8am, 4 February 2026
Proxy Voting opens - 8am, 4 February 2026
Supporting Links
AGM 2026 - Reminder Notice
4 February
8am
1. Nominations
Notice that Nominations CLOSE at 5pm TODAY.
Members are advised that Nominations will close today at 5pm and to submit any remaining nominations by this deadline. The Nominations form will be closed at 5pm.
2. Final AGM Pack is will be released at 5pm including the Published Agenda.
If there have been any changes to the AGM pack since the FIRST NOTICE, all finalised AGM documentation are attached to the FOURTH NOTICE. (released 5pm 4 February)
3. Proxy Voting is OPENS - 5pm today
Please use the Proxy Form attached here to appoint a Proxy if you require one and indicate your preferences, or request your proxy to vote as they see fit.
ALL Proxies must be either posted to the locked Proxy Submission Box at the front of the Fire Station, or submitted directly to the Committee designated Proxy Holder - Steven Feavearyear - by email no later than 7pm, Tuesday 10 February.
Any proxies received after this deadline will not be submitted.
Important Reminders:
Proxies Close 7pm, 10 February 2026
Member Motions are CLOSED
Nominations are CLOSE at 5pm Today!
Supporting Links
AGM 2026 - Fourth Notice
4 February
5pm
1. Nominations
Notice that Nominations are now CLOSED!
Members are advised that the deadline for Officer Nominations has now closed.
Thank you to all those members who have submitted Nominations. A full list of Officer nominees is published with the final Agenda.
Nominations now CLOSED
Opened: 8am, Wednesday 21 January 2026
Closed: 5pm Wednesday 4 February 2026
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NOMINATIONS RECEIVED
To add to the Committee Members not required to stand down this term
Steven Feavearyear
Tracey Sharman
The following Officer nominations have been received.
President:
Mark LeFevre - consent received
Committee Members:
Mark LeFevre - consent received
Rob Purchase - consent received
Noah Johnston - consent received
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Elections:
President Election:
An election will be held for the position of President, as required by the Constitution. Although only one valid nomination has been received, the Constitution requires that a vote be held.
The nominee will be elected if they receive more than 50% of the votes cast.
Committee Member Elections:
As the number of valid nominations received did not exceed the number of available committee positions, no election was required.
Accordingly, the Chair is proud to declare the nominated candidates elected unopposed, in accordance with the Constitution.
The 2026 Committee Member roles have been filled by the following Officers:
Steven Feavearyear
Rob Purchase
Tracey Sharman
Noah Johnston
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2. Final AGM Pack is now released including the Published Agenda.
If there have been any changes to the AGM pack since the FIRST NOTICE, all finalised AGM documentation are attached to this FOURTH NOTICE.
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3. Proxy Voting is NOW OPEN
Please use the Proxy Form attached here to appoint a Proxy if you require one and indicate your preferences, or request your proxy to vote as they see fit.
ALL Proxies must be either posted to the locked Proxy Submission Box at the front of the Fire Station, or submitted directly to the Committee designated Proxy Holder - Steven Feavearyear - 62 Ferry Parade, Herald Island no later than 7pm, Tuesday 10 February.
Any proxies received after this deadline will not be submitted.
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4. Zoom Link Now Active
Important Reminders:
Proxies Close 7pm, 10 February 2026
Member Motions are CLOSED
Nominations are CLOSED