NTAV 64th AGM

National Trust of Australia (Victoria) Members are advised that the 64th Annual General Meeting will commence at 11.00am on Saturday 21 November 2020.

Due to the COVID-19 pandemic, this will be a virtual AGM conducted online.

64th AGM Details

Date and Time: Saturday 21 November 2020. The meeting will start at 11:00am and close at 12:00pm.

AGM online platform: Express Virtual Meetings, link to be provided via email to all Members.

Please see below for frequently asked questions or email membership@nattrust.com.au or phone (03) 9656 9830 (Monday-Friday).

Documents to download

Download the 2020 Notice of AGM and Proxy Form

Download the 2020 AGM Letter and Information Sheet 

The 2019-20 Annual Report is available to download here. Members will be sent the Annual Report via email.

Frequently Asked Questions

General

I just received my Notice of AGM in the mail advising me the NTAV AGM will be held virtually this year. Why is there no physical meeting being held?

In accordance with the COVID-19 guidelines provided by the Commonwealth and State Governments, a determination has been issued by the Federal Treasurer that permits organisations to hold fully virtual annual general meetings to protect the health and safety of their Members, Volunteers and staff.

The facilitation of the meeting virtually will provide National Trust Members with an inclusive, participatory based gathering, which we hope will enable new audiences to engage, including those who may usually be unable to attend a physical meeting at a property.

The Notice of AGM said that my invitation to register will be sent via email – I don’t know if the NTAV has my correct/updated email contact details.

If you are unsure if the NTAV has your email details, or if you need to provide an updated email address, please check with, or provide these details to our Membership department by either emailing membership@nattrust.com.au, or calling (03) 9656 9830 to update these details. Please try to provide these updated details by Thursday 15 October, as this is the date the first round of invitations will be sent.

Will the Chairman and Board Directors be in attendance?

Yes, the Chairman and the Board will be in attendance. The Chair will lead much of the meeting and present as usual. NTAV Board Members will also be in attendance, and will be able to vote and participate in the questions section of the AGM as usual.

Registering for the AGM online

How do I register to attend the online AGM?

If the NTAV has an up to date email for you, you will be sent an invitation to register/attend by the provider Express Virtual Meetings. The invitation will contain instructions on how to register.

The process will go as follows:

• You will be sent an invitation to attend by Express Virtual Meetings on the Thursday 15^th of November.
• Following the simple instructions in the email, you will click through to registration page.
• To register to attend the AGM you will need your membership number, name and postcode, as these details will be used to verify your attendance.
• Once you enter these details, you will be provided with a link, unique to you and your member number.

I haven’t received my invitation yet?

Your invitation will be/was sent by the provider Express Virtual meetings on Thursday the 15^th of October.

Please make sure you have provided the NTAV with a current email (please call the Membership Department to update and/or check which email you have currently registered)

• Also make sure you check all your inboxes and junk mail.

 What if I can’t attend virtually/by computer/don’t have an email – How else can I attend?

The only other way you can access/attend the virtual AGM is by phone.

If you wish to call in, you do not follow the steps to register online – instructions as to how to attend the meeting via phone are found in the below section – ‘Attending the NTAV AGM by Phone’.

**Please note – if you call in, you will be able to listen to the AGM, but you will NOT be able to vote on the day, or submit questions into the live meeting.

*If you wish to know more about this, please go to the below section – ‘Attending the NTAV AGM by Phone’

Attending the NTAV AGM by Phone

How can I attend by phone?

To attend by phone, you are invited to call this Express Virtual Meetings number 1300 890 303 just prior to the time of the AGM and when prompted enter the access code 2448612 followed by the # to phone in to the AGM.

This will mean that you can listen on the day, however you will not be able to vote during the event or ask questions live into conference.

(See below section – ‘Participating on the Day – Voting and Questions’ for further information in this)

*Please note – if you intend to call in, you will not follow the registration instructions noted in the email. You will not need to formally register, however your attendance will be recorded on the day.

Participating on the day – Voting and Questions

Participating (voting and questions) IF YOU PHONE IN.

If you call in, this will mean that you can listen on the day, however you will not be able to vote during the event or ask questions live into conference.

If you wish to vote: you are invited to appoint a proxy, such as the Chairman. To be effective, you must return your proxy form no later than 11.00am on Thursday, 19th November 2020 to the following address: National Trust of Australia (Victoria), 6 Parliament Place, East Melbourne, VIC, 3002; or sign and scan the form and forward to membership@nattrust.com.au. We encourage you to use the reply paid envelope we have provided you.

If you wish to ask a question: you will need to have sent your question in writing to the Office of the National Trust at the following address: National Trust of Australia (Victoria), 6 Parliament Place, East Melbourne, VIC, 3002; by 5:00 pm Thursday the 12th of November 2020 for it to be tabled at the meeting.

Participating (voting and questions) IF YOU ATTEND VIRTUALLY.

Voting on all resolutions will be conducted by a poll. Eligibility to vote as outlined in the National Trust of Australia (Victoria) Constitution: No member shall be entitled to vote at any general meeting unless all subscriptions presently payable by him/ her to the National Trust have been paid (Clause 5.14(c) of the Constitution).  Members may appoint a proxy, who need not be a member of the National Trust, to attend and vote at a meeting as provided in Section 5.16 of the Constitution.

Voting at the Virtual Meeting: When it comes time to vote on an item live in the meeting, the Chair will read and open the question to the congregation. The provider will have the question appear on the screen for you to select your response. You will have the option to vote for, against or abstain. You will be advised when there is only 30 seconds left to cast your vote. When the voting closes, the votes will be tallied (including any proxy votes received prior to the meeting) and the results will be noted live in the meeting.

Asking a question at the Virtual Meeting: As usual, there will be a question section at the end of the meeting, once all the formal items have been completed

To ask a question, Members are welcome to type their question into the questions section which will appear on their screen.

The Chair of the AGM will endeavor to address as many frequently raised and relevant questions and comments as possible. However, there may not be sufficient time available at the AGM to address all of the questions and comments raised. Please note that individual responses will not be sent to Members.

Proxy Forms

How to a lodge my Proxy form?

This process is preformed the same as previous years. Your proxy form and reply paid envelope are attached to the Notice of AGM you received in the mail.

If you intent to appoint a proxy, such as the Chairman, to be effective, you must return your proxy form no later than 11.00am on Thursday, 19th November 2020 to the following address: National Trust of Australia (Victoria), 6 Parliament Place, East Melbourne, VIC, 3002; or sign and scan the form and forward to membership@nattrust.com.au. We encourage you to use the reply paid envelope we have provided you.

I didn’t receive and/or need a new proxy form.

Please note we will only officially record one proxy form from your membership number, please let us know if you have already sent one in, and/or if it has been filled out incorrectly.

We are happy to send you a new electronic copy of the proxy form, which you are welcome to complete digitally and return via email to membership@nattrust.com.au , or print and return via post to: National Trust of Australia (Victoria), 6 Parliament Place, East Melbourne, VIC, 3002. Please note, to be eligible, your proxy form must be returned to the Office of the National Trust of Australia Victoria by 11.00 am on Thursday, 19th November 2020.

Where do I send my proxy form?

Please complete your proxy form and return it either via mail to National Trust of Australia (Victoria), 6 Parliament Place, East Melbourne, VIC, 3002, or vial email to membership@nattrust.com.au by 11.00 am on Thursday, 19th November 2020.

Registering and apology for the AGM.

How do I register an apology?

You register an apology with the office of the National Trust, not the provider Express Virtual Meetings. To do this, please either email rsvp@nattrust.com.au or call (03) 9656 9800 and advise us of your apology. Your apology will be noted at the AGM.

You must advise us of your apology by 11:00 am Thursday the 19^th of November 2020.

Attendance on the Day.

What time should I try to log in on the day?

Please try to log in to the meeting just prior to 11:00 am (5-10 minutes). The meeting will need to start right on 11:00 am, so we would like all our guests ready, logged in and having already troubleshot anything issues they may face for when the meeting commences.

Can I join the meeting after 11:00 am on the day?

You will be able to join the meeting after it commences at 11:00 am, with you live stream starting straight away, however we ask that you try to log in prior to it starting.

Questions about the Annual Report

Can I get a printed copy of the 2020 Annual report?

This year we are providing members with access to an online copy of the Annual Report. This will be published on the NTAV website on the 28^th October at the following link. A copy will also be emailed to you this same day.