Notice of Annual General Meeting

View 2026 Financials

West Pennant Hills Sports Club Limited
ABN 50 000 609 450

NOTICE IS HEREBY GIVEN that the Annual General Meeting of West Pennant Hills Sports Club Limited (Club) will be held at the Club’s premises, 103 New Line Road, West Pennant Hills NSW 2125, on Monday 30 November 2026 at 6:00pm AEDT.

Business

  1. Apologies.

  2. To receive and adopt the minutes of the Annual General Meeting held on Monday 24 November 2025.

  3. To receive and consider the Directors’ Report, the Financial Statements (including the Balance Sheet and the Trading and Profit and Loss Accounts) and the Auditor’s Report for the year ended 30 June 2026.

  4. To consider and, if thought fit, pass the First and Second Ordinary Resolutions set out below.

  5. For the purposes of section 10 of the Registered Clubs Regulation 2025 (NSW), to give notice of any amalgamation offers received by the Club from another registered club in the previous 12 months (if any).

  6. To declare the results of the election of Directors, in accordance with the Club’s Constitution and By-Laws.

Election of Directors

The election of Directors is conducted under rule 17 of the Constitution and by-law 13. If the number of valid nominations exceeds the number of vacancies, a secret ballot will be held at the Club’s premises on the following days:

  • Monday 16 to Thursday 19 November 2026, 12:00pm to 6:00pm each day

  • Friday 20 November 2026, 12:00pm to 8:00pm

  • Saturday 21 and Sunday 22 November 2026, 12:00pm to 6:00pm each day

Financial Club members and Life members are entitled to vote. Members must produce their current membership card to receive a ballot paper. Voting is in person at the Club. There is no electronic voting, and postal voting is available only in limited circumstances, approved at the sole discretion of the Returning Officer on written application. The Returning Officer is Brad Farr, Elections Supervisor, Australian Election Company (1800 224 420, bfarr@austelect.com). This is the notice of voting dates and times required by rule 17.6(e) of the Constitution. The Election Notice on the Club Noticeboard sets out the positions to be filled and the eligibility requirements.

Ordinary Resolutions

Each Ordinary Resolution requires a simple majority of the members present and voting to be passed.

First Ordinary Resolution

To consider and, if thought fit, pass the following resolution as an ordinary resolution:

“That pursuant to section 10 of the Registered Clubs Act 1976 (NSW), the members approve the provision of the following benefits to the Directors of the Club, in respect of their services as members of the Board, and to Life Members, for the period until the next Annual General Meeting:

(a) Payment of the reasonable costs of an Annual Dinner for the Directors and their partners.

(b) A reasonable meal and refreshment to be associated with each Board or Committee meeting of the Directors of the Club.

(c) The provision of suitable Directors’ uniforms and apparel for the use of Directors when representing the Club.

(d) Payment of reasonable costs for the Directors and their partners, and Life Members and their partners, in attending special functions as deemed appropriate by the Board from time to time.

(e) The reimbursement of reasonable costs of Directors attending industry meetings at other registered clubs and other similar venues for the purpose of viewing and assessing their facilities and their method of operation, provided such attendances are approved by the Board as being necessary for the betterment of the Club.

(f) The reasonable costs of Directors and their partners attending the annual ClubsNSW Awards for Excellence presentation night.

(g) The reasonable costs of Directors and their partners attending the ClubsNSW Annual General Meeting and activities directly associated with it.

(h) The reasonable costs of Directors attending seminars, lectures, trade displays, conferences, associated club functions and other similar events as may be determined by the Board from time to time.

(i) The provision of six (6) car parking spaces to be marked as Directors Only (x 5) and Life Member (x 1).”

Second Ordinary Resolution

To consider and, if thought fit, pass the following resolution as an ordinary resolution:

“That pursuant to section 10 of the Registered Clubs Act 1976 (NSW), the members approve the expenditure of an amount not exceeding $100,000 for the period up to the next Annual General Meeting for the promotion of local sport, including the sponsorship of sporting events conducted by sporting clubs which are not sections of the Club but whose members include members of the Club, such expenditure to be allocated as determined by the Board from time to time.”

Explanatory notes to the First and Second Ordinary Resolutions

  1. Under section 10 of the Registered Clubs Act 1976 (NSW), a member of a registered club (including a Director) may not receive a profit, benefit or advantage from the club that is not offered equally to every full member, unless the benefit is approved by the members at a general meeting. Rule 3.1(a) of the Club’s Constitution reflects this.

  2. The First Ordinary Resolution seeks that approval for the benefits listed in paragraphs (a) to (i), which are the same benefits approved by members at the 2025 Annual General Meeting.

  3. The Second Ordinary Resolution seeks approval for expenditure on the promotion of local sport, including support of sporting clubs whose members include members of the Club. The Club’s primary object under rule 4.2 of the Constitution is the encouragement of bowling and other sports.

  4. Directors who may receive a benefit under the First Ordinary Resolution have an interest in that resolution. Members should take that into account in deciding how to vote.

Notes for members

  1. Only financial Club members and Life members are entitled to attend and vote at the Annual General Meeting (rules 8.3 and 8.4 of the Constitution). Provisional, Honorary and Temporary members may not attend or vote (rule 8.5).

  2. Members who are employees of the Club are not entitled to vote (rule 3.1(c)).

  3. Proxy voting is not permitted (rule 22.6(b) and the Registered Clubs Act 1976 (NSW)).

  4. Voting on each resolution will be by show of hands unless a poll is demanded in accordance with rule 22.5(c).

  5. Members must produce their current membership card to be admitted to the meeting and to vote.

  6. The Financial Statements, Directors’ Report and Auditor’s Report for the year ended 30 June 2026 are available on the Club’s website, and on request to the Chief Executive Officer.

  7. The Board recommends that members vote in favour of the First and Second Ordinary Resolutions.

  8. Members with questions about any item of business are asked to direct them in writing to the Chief Executive Officer at memberservices@wphsportsclub.com.au at least seven (7) days before the meeting, so that a considered response can be given at the meeting.

Dated: 30 October 2026

By direction of the Board

Brendon Sacilotto
Chief Executive Officer