MADCOTA 2026 Annual General Meeting — Notice of Meeting

That the minutes of the previous Annual General Meeting be confirmed as a true and accurate record.

That the President's Annual Report for the 2025–26 year be received.

That the Project Coordinator / Operational Annual Report for the 2025–26 year be received.

That the financial statements of The Maryborough and District Committee on the Ageing Inc. for the year ended 30 June 2026, together with the applicable audit, review, verification or signed statement presented to the meeting, be received and adopted.

That JCA Auditing, subject to consent and only to the extent an appointment is required by the Association's applicable reporting obligations, be appointed as auditor, accountant or approved person for the financial year ending 30 June 2027.

That, following the individual consideration and acceptance of expressions of interest in accordance with rule 32, the ensuing Management Committee comprising the newly elected Executive Committee together with the additional members recorded by the meeting be ratified for the ensuing term.

That for the ensuing term the Secretary be authorised to act as MADCOTA's principal administrative contact and authorised representative for ACNC and ATO administrative matters, and as Banking Administrator, unless this delegation is subsequently changed by a valid resolution. This authority includes maintaining organisational access and records and administering authorised users, but does not override the Constitution, financial controls, payment authorisation requirements or committee decision-making powers.

That for the ensuing term the Treasurer be authorised to act as an authorised person for MADCOTA in dealings with the ATO and ACNC in relation to financial and reporting matters; to administer and operate the Association's bank accounts and financial systems; to create payments; to authorise payments where constitutionally permitted; and to undertake the financial administration necessary to perform the Treasurer's functions, subject at all times to the Constitution and resolutions of the Association.

That the Treasurer be delegated authority to approve expenditure up to $1,000 without prior approval for an individual transaction or commitment where that expenditure is within an approved budget, existing contractual obligation, approved program, project or activity. This delegation does not remove the requirement in rule 53(8) that expenditure be approved or ratified at a Management Committee meeting, and any payment of $100 or more remains subject to the two-authority requirement in rule 53(5).

That for the ensuing term the President, Secretary, Treasurer, Vice President (where that office is held), and any other person subsequently authorised and minuted by the Management Committee be recognised as eligible bank authorities in accordance with rule 53(5). Any payment of $100 or more must be made by electronic funds transfer and authorised by two persons permitted under rule 53(5). Where two members of one family serve on the Executive Committee, only one may be an authorised signatory, in accordance with rule 53(6).

That the Treasurer be authorised to instruct the Association's financial institution to place, renew, roll over or redeem term deposits where the action is consistent with an investment decision, budget, cash-flow requirement or other authority properly approved by the members or relevant committee. Each action taken under this delegation must be reported to the next Management Committee meeting and recorded in the financial records.

That the Secretary maintain a current Delegations and Authorities Register recording each delegation or authority, the person or position holding it, its scope, any financial limit, conditions, commencement date, expiry or revocation, and the resolution by which it was established or changed.

That the incoming President, Secretary and Treasurer be authorised, within the scope of their respective offices and the resolutions passed at this AGM, to complete the administrative steps necessary to implement the AGM decisions, including updating the Association's records and notifying or updating the ACNC, Australian Taxation Office, Queensland Office of Fair Trading, financial institutions and other relevant bodies as required.

That the members endorse the establishment of the following subcommittees for the 2026–27 term: (a) Fundraising Committee; (b) Building Committee; (c) Marketing & Communications Committee; and (d) Workplace Health and Safety Committee, for the purpose of assisting with the conduct of the Association's operations within their respective approved Terms of Reference. Expressions of Interest for membership of each subcommittee may be received at the Annual General Meeting and recorded in the minutes. In accordance with rule 36 of the Constitution, the incoming Executive Committee is to formally appoint each subcommittee and its members and approve the applicable Terms of Reference at its first meeting following the AGM. The establishment of the Workplace Health and Safety Committee under this resolution is an internal MADCOTA subcommittee arrangement under rule 36. Its Terms of Reference should separately identify its work health and safety functions, reporting arrangements and any statutory consultation arrangements applicable to the Association.