The Government Information Managers Forum (GOVIS) will hold its annual general meeting (AGM) for the year ending 30 June 2007 at 3:00 pm on 20 September 2007 at National Archives, Mulgrave St, Wellington.

We urge all member agencies to endeavour to have a representative at the AGM, and we encourage all active members to attend if at all possible.

The notice GOVIS AGM 20Sep2007 - Notice of Meeting outlines the business to be transacted. In particular, we draw your attention to the Special Business to be conducted, namely the steps required to facilitate the transformation of GOVIS into an Incorporated Society.

As you are aware, the GOVIS constitution has for some years provided for GOVIS to become an Incorporated Society should the opportunity arise. The committee has taken legal advice and determined that incorporation is feasible. We have known for some time that incorporation is desirable.

We have striven to ensure that the existing membership structure is preserved. The practical implications for members and member agencies are that the current underlying GOVIS members, i.e. the employees and contractors of the member agencies, will become the actual members of an incorporated society, rather than of an unincorporated society.

After dealing with the ordinary business of the AGM, those present will be asked to support a written resolution (see GOVIS AGM 20Sep2007 - pre-incorporation resolution) that:

1. a society be formed with the name “GOVIS Incorporated”;
    
2. the Rules attached to this resolution be approved and adopted as the rules of the society; (see GOVIS AGM 20Sep2007 - Rules of GOVIS Incorporated)
    
3. the society apply for incorporation under the provisions of the Incorporated Societies Act 1908;
    
4. the registered office of the society be:
   
   Statistics House
   The Boulevard
   Harbour Quays
   Wellington
    
5. the foundation members of the society be those people who sign the application for incorporation; and
    
6. that the inaugural officers and members of the committee hold office until the first annual general meeting is held following the end of the financial year ending 30 June 2008, and that those officers and members be as follows:
   
   President        Mike Pearson
   Treasurer        David Fitzgerald-Irons
   Secretary        Rob McNie
   Vice President        (vacant)
   Committee member        Joseph Lindsay
   Committee member        Michelle Edgerley
   Committee member        Ros Coote

Assuming the resolution is passed, a motion will be put to the meeting to change the existing rules of GOVIS so as to facilitate the transfer of assets from the existing unincorporated society to the new society once it has been incorporated. (see GOVIS AGM 20Sep2007 - Amendment to rules of GOVIS unincorporated)

We hope to have at the meeting the application for registration as an Incorporated Society, and we will be asking members present to sign as founding members of GOVIS Incorporated.

We appreciate that there is a lot to digest here and that the timeframe is tight. We urge you to read the attached information and to use the GOVIS email list to discuss any issues you may have.
 

Note that the status of the minutes of the most recent AGM remains "provisional" until ratified by members attending the next AGM
 

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