AGM and voting procedures

VOTING PROCEDURES FOR DIRECTORS — SUMMARY

• As required by Screenrights’ Constitution all elections to fill vacancies for Directors (except for casual vacancies) must take place by ballot.

Nominations

• Members are contacted by email calling for nominations for suitable candidates to be elected as directors of Screenrights Board and giving them advice of the Annual General Meeting (AGM).
• Candidates to be elected as Authorial Director or General Director must indicate whether the candidate is seeking to be elected as the relevant Director.
• Nominations for candidates must be received at least 35 days prior to Screenrights’ AGM which is at the end of October each year.
• Notices of meetings, together with ballot papers and proxy forms, will be sent out by post or electronically, to be received by members 21 days prior to the meeting.

Voting Process

• Voting will take place by electronic ballot unless a member requests a postal vote.
• Votes for the election of directors, whether postal or electronic, must be received at least seven (7) days before the AGM. Appointments of a proxy may also be notified electronically.
• Members will be advised which of the candidates are Authorial Candidates or General Candidates.
• The Authorial Candidate with the highest number of votes will become the Authorial Director.
• Authorial Candidates who do not receive sufficient votes to be elected as an Authorial Director may still be elected as a General Director if they receive a sufficient number of votes.
• For General Director positions, the candidate who receives the highest number of votes will be elected.
• If there is more than one General Director vacancy the candidate who receives the second highest number of votes will be elected, and so on.

Voting Rights

• Voting rights are the same as if by poll, namely, each member has one vote plus one additional vote for each $500 distributed to the member in the previous accounting period (financial year) with no member entitled to exercise more than 15% of the total votes available to members entitled to attend and vote.

Rotation of Directors

• A Director may not retain office for more than three (3) calendar years following the Directors’ election without submitting for re-election.
• A Director may only submit for re-election a maximum of two (2) times, resulting in three (3) consecutive three-year terms.
• Once this limit has been reached a Director may only submit for re-election one more time, but this first requires a request from the Chair (or a request from the Deputy Chair in the case of the Chair). Such a request may be made where the Board has a need for a specific skills and/or knowledge requirement. The request must be supported by the Directors with no more than one abstention or dissent.
• A Director who has reached the term limit (three (3) or four (4) consecutive terms, as applicable) may not submit for re-election again or serve as a casual Director or Alternate Director until the third annual Member’s meeting following the Director’s retirement.
• Nothing prevents a Director nominating as a candidate for election an unlimited number of non-consecutive terms.