AGM Notice & Call for Nominations

1. Notice of Annual General Meeting

Agenda

2. Call for Notices of Motion

In accordance with Rule 27.1 of the ETAS Constitution, all Notices of Motion must be submitted in writing to the Branch Manager by:

3. Call for Nominations — Ordinary Director Positions

3.1 Vacancies

Three Ordinary Director positions are open for nomination at the 2026 AGM. These vacancies arise from the following circumstances:

• Judy Peel will retire as an Ordinary Director having completed the maximum of two consecutive terms (six years) under Rule 35. Judy is not eligible for re-election.
• Helmut Rechberger resigned as an Ordinary Director during the 2025/26 year. His position falls vacant and is open for nomination.
• A third Ordinary Director vacancy arose at the 2025 AGM and was filled on a one-year interim basis by an Invited Director. This position is now open for election to a full elected term.

3.2 Positions Open for Nomination

Three Ordinary Director positions are open for nomination. Due to all three positions falling vacant simultaneously, the successful candidates will serve terms of one, two and three years respectively in order to restore the Board's staggered rotation, which is essential for governance continuity.

Candidates do not select a term at the nomination stage and should be willing to serve any of the three terms. Term allocation is determined after the election at the first Board meeting following the AGM, by candidate preference or by Board decision where no preference is stated.

3.3 About the Ordinary Director Role

The Ordinary Director is a voluntary, elected governance role on the Equestrian Tasmania Board of Directors. Directors are responsible for the strategic governance of equestrian sport in Tasmania — not for operational or day-to-day management.

Key aspects of the role include:

• Attending monthly Board meetings (currently second Tuesday of each month, via Zoom) and at times one annual face-to-face meeting
• Reading and contributing to Board papers — approximately 4–6 hours per month in total
• Acting in the best interests of Equestrian Tasmania and all its members
• Upholding the ETAS Constitution, Board Charter and Directors' Code of Conduct
• Completing ASC Director Education courses (The Start Line and The Players) within six months of appointment — these are free and available online

For full details of the role, eligibility requirements, skills sought and conditions of appointment, please read the ETAS Ordinary Director Position Description:

Download Position Description

4. Eligibility

In accordance with Rule 17.1 of the ETAS Constitution, nominations are open to all current financial Individual Members of Equestrian Tasmania aged 18 years or over.

Nominees must also:

• hold or be willing to obtain a current Working with Vulnerable People (RWVP) registration under Tasmanian law;
• not be subject to any disqualification (as set out in the Ordinary Director Position Description); and
• not have already completed the maximum of two consecutive terms (six years) as an Ordinary Director in the preceding 12 months.

In accordance with Rule 32, current elected Directors are eligible to re-nominate if they have not yet served the maximum number of consecutive terms.

5. Supporting a Gender-Diverse Board

In accordance with Active Tasmania State Grants Program requirements, Equestrian Tasmania is committed to achieving a gender-diverse Board with no less than 40 per cent representation from any one gender. Our annual Active Tasmania funding is dependent on meeting this requirement.

Current Board composition is as follows:

To achieve the required gender ratio, at three male or other Ordinary Directors need to be elected. Nominations from male and other candidates are strongly encouraged.

6. How to Nominate

Nominations must be submitted on the ETAS Director Nomination Form and must comply with Rule 32.3 of the ETAS Constitution.

Each nomination must include:

• the completed ETAS Director Nomination Form, signed by a nominator and a seconder (both must be current financial Individual Members of ETAS);
• the nominee's signed acceptance of the nomination and eligibility declaration (Part 4 of the nomination form); and
• a signed acknowledgement confirming the nominee has read the Ordinary Director Position Description (Part 1 of the nomination form).

Successful candidates will be required to complete the ETAS Consent to Act as Director form and return it to the Office Administration before taking office at the AGM.

Download Nomination Form Download Position Description

7. Election Process

Candidates nominate for Ordinary Director — not for a specific term. If elected, term allocation is determined at the first Board meeting following the AGM by candidate preference or Board decision. All candidates should be willing to serve any of the three terms.

Ballots will be distributed to all current financial voting members by 22 September 2026 and will close no later than 11 October 2026 — not less than 48 hours before the AGM.

Election results will be announced at the AGM on 13 October 2026.

8. Key Dates

9. Documents

Download Nomination Form Download Position Description

We encourage all eligible members to consider nominating or encouraging someone they know to nominate. The ETAS Board plays a vital role in supporting equestrian sport across Tasmania and we welcome new voices and perspectives.