Annual General Meeting 2020

Date: Sunday, 6 December 2020

Venue: Quakers Hill Masjid

Time: 10.00 AM [Please arrive at 09:30 for a prompt start]

RSVP: https://forms.gle/du9aYjVcczh7Us259

Under the current circumstances of COVID-19 restriction it is very important that you do RSVP by using the link above.

Program Schedule with Timing [tentative]

•     10:00 - 10:10         Recitation from the Holy Quran

•     10:10 - 10:15         Welcome to members by the Secretary

•     10:10 - 10:15         Apologies for absences

•     10:15 - 10:25         Adoption of last AGM minutes

•     10:25 - 10:35         Presentation of Annual Report by the Chairman

•     10:35 - 10:45         Presentation of Secretary’s Report

•     10:45 - 11:00         Presentation /Adoption of Financial Report

•     11:00 - 12:00         Election of 5 Directors (CANDIDATE PROFILES)

•     12:00 - 12:30         Election Results

•     12:15 - 12:45         Questions and Answers          

•     12:45 - 01:00         Announcement of date of next AGM, Dua and Closing

•     01:00 - 01:30         Refreshment

•     01:30 - 01:45         Dhuhr Prayer

 

Prerequisites: 

·         Please bring copy of the email sent to you [either soft or printed copy]

·         Please bring a photo ID [driving license or passport]

·         Please bring your SMART phone.  A limited number of iPads will be available if you don’t have a smart phone of your own.

·         Please go through last AGM minutes so that it can be adopted without reading.

 

Number of Members: 

As of 30^th September 2020, we have 172 members. If anyone has any questions and concerns regarding membership, please contact the Secretary immediately.

Number of Candidates: 

As of now 10 candidates have been nominated who will be participating in the election process for 5 positions in the board of directors.

Voting info and process:                

·         To save time, avoid confusion and to be fair there will be a digital voting process via web form with your smartphone.  Paper ballots will be kept in very limited number as a backup in case of extreme difficulties.

·         You must collect a secret PIN number randomly at the entry to the Masjid after Verifying your membership and identity.

·         There will be 6 non-member election commissioners/volunteers who will verify and monitor the member identification and the voting process.

·         To submit your vote, you must go to the web link, enter your secret PIN and select exactly 5 candidates out of 10. You cannot vote more of less than 5, it must be 5.

·         The web form link can be reached via a QR code provided with your PIN or via our Masjid website.

·         The link will also be sent to your mobile via SMS on the morning of the AGM day, 6^th Dec 2020.

·         You MUST NOT vote more than once.

·         If by mistake someone casts multiple votes, then please notify the Election Commissioner(s) immediately.

·         If the person does not notify then only the last vote in order of timestamp will be considered.

Election Results and disputes:

·         The results will be announced by election commissioner.

·         If there are any paper ballot votes, then it must added to electronic votes by election commissioner in presence of the voter.

·         The highest 5 numbers of votes will be elected. There will be a reelection process if there are equal votes for more than 5 candidates. This can only be done via electronic voting.

·         For any dispute candidates must contact the Election Commissioner and the Secretary.

Sample Electronic Vote:

For your convenience and understanding please use the link below for a sample voting form. The PIN for this sample voting for is 12345. Remember you must select 5 options, any less or more won’t allow you to submit your vote.

SAMPLE VOTING FORM LINK