Hi everyone

Notice of Annual General Meeting (AGM)

The Executive Committee of East Coast Bays United Softball Club warmly invites all members to attend our upcoming Annual General Meeting:

Sunday 19 July 2025 at 3:00 PM
Stadium Meeting Room, Pure Athletic Stadium, Jack Hinton Drive, Albany

As the current two-year terms for several key positions come to an end at this AGM, we are now calling for nominations for the following vital roles:

• Club Secretary 
• Club Treasurer 

These positions are essential to the continued success and smooth operation of the club. Full role descriptions can be found below.

In addition, we welcome nominations for new general committee members. The committee supports all facets of the club’s activities, and we value fresh ideas and new energy. Whether you're a seasoned volunteer or new to the club, your contribution can make a big difference—many hands make light work!

If you're passionate about the future of East Coast Bays United, we’d love for you to get involved.

Important Dates:

• Nominations for the above positions and to join the committee must be received by 11:59 PM on Saturday, 19 June 2026
• To submit items for the AGM agenda, please email secretary@ecbsoftball.org.nz by 11:59 PM on Saturday, 19 June 2026.

For more information on the AGM visit our website at www.ecbsoftball.org.nz.

We look forward to seeing you at the AGM!

ROLE DESCRIPTIONS

17. Secretary 
17.1 The Secretary is the first point of contact for people within and outside of the Club 
on most aspects of the Clubs activities. They are the principal administrator for the Club. 
17.2 The role of the Secretary shall include: 
a. To carry out or delegate all of the administrative duties of the Club in such matters as; 
i. Preparing and distributing meeting agendas; 
ii. Keep minutes of the Committee meetings and distribute copies; 
iii. Keep signed copies of all meeting minutes on file; and 
iv. Deal with all Club correspondence, distributing for action or response where required. 
b. To work alongside the Treasurer to ensure affiliation and registration documents are accurate and paid on time; 
c. Maintain an accurate register of Club Members of the information as required by the NHSA; 
d. Provide registration information to the NHSA by the prescribed dates; 
e. Be the principal point of contact for all Club business; and 
f. Act as a signatory on the Club accounts; and 
g. Works alongside Club Captain in allocating and selecting Junior and Senior Teams 
 

18. Treasurer  
18.1 The Treasurer maintains the finances of the Club. They provide advice and reports to the Committee to ensure that the Club operates within its annual budget. 
18.2 The role of the Treasurer shall include: 
a. Collecting subscriptions and all money due to the Club; 
b. Pay Club accounts and record the information; 
c. Maintain an up to date record of all financial transactions; 
d. Ensuring all cash and cheques are promptly deposited into the Club account; 
e. Provide a current financial report to the Committee at each meeting which shall include any accounts for payment; 
f. Preparing a year end statement of accounts for the Auditors; 
g. Present the annual financial report to the AGM; 
h. Prepare and submit any statutory documents and GST Returns etc; 
i. Ensure that the annual financial report is filed before 31 August with the Constitution of the East Coast Bays United Softball Club (Inc)