About the club
Minutes & governance
Minutes of Annual General Meetings of Ballina Athletics Club Incorporated, newest first.
Annual General Meeting
2026
Annual General Meeting
16 June 2026
- Venue
- Cherry St Bowls Club, 68 Cherry St, Ballina NSW 2478
- Opened
- 7:04 pm
- Closed
- 7:53 pm
- Chair
- John Wade (President)
- Minutes recorded by
- Teddi Russell (Secretary)
- Quorum
- Met — 14 members present (minimum 5 required)
Attendance
Present: Anne Wade, John Wade, Maureen Holmes, Pat Martin, Craig Cowan, Bob Wells, Barry Saxby, Jan Saxby, Janelle Church, Scott Batterham, Teddi Russell, Heather Riordan, Ed Riordan, Steve Wright
Apologies: Erin Stalenberg, Lexie Harriss, Ken Brown, Peter Brown, Alison Brown, Sue Harper, Norm Headford
Ratification motion
A governance ratification motion was tabled to formally cover any past procedural discrepancies during the 2025–26 financial year.
| No. | Motion | Moved | Seconded | Result |
|---|---|---|---|---|
| 3.1 | That the members confirm and ratify the acts and proceedings of the committee and officers of the club for the 2025–26 financial year. | J. Wade | B. Wells | Carried |
Confirmation of previous AGM minutes
| No. | Motion | Moved | Seconded | Result |
|---|---|---|---|---|
| 4.1 | That the minutes of the AGM held on 13 May 2025 be confirmed as a true and accurate record. | T. Russell | J. Saxby | Carried |
President’s report — John Wade
- 12 months since John took over from Barry Saxby. Thanked Barry and Janice for a smooth handover.
- Membership: 316 members registered for the current season, up from 307 the previous year.
- Estimated average age of committee and office bearers is over 70. Members encouraged to recruit younger volunteers.
- Season started well at Shelly Beach; beach starts are off for the foreseeable future due to venue availability.
- Handicapping system performing very well: 66 runners and walkers recently finished the 3 km event within 1–2 minutes of each other.
| No. | Motion | Moved | Seconded | Result |
|---|---|---|---|---|
| 5.1 | That the President’s Report be received and adopted. | J. Wade | T. Russell, S. Wright | Carried |
Treasurer’s report — Scott Batterham
- Working account balance: $6,400. Three term deposits of $5,000 each; renewal dates July and August 2026.
- Online banking with two-person approval now in place, replacing the previous cheque book system.
- Year-to-date: total income $6,600 — total expenditure $1,800 — net surplus $4,700.
- Membership fee income: $6,300 (up in dollar terms despite fewer members, due to fee increase).
- Overall financial position assessed as healthy.
| No. | Motion | Moved | Seconded | Result |
|---|---|---|---|---|
| 5.2 | That the Treasurer’s Report be received and adopted. | S. Batterham | C. Cowan | Carried |
Special resolutions
Five special resolutions were put under the Associations Incorporation Act 2009 (NSW). Each required a 75% majority (11 of 14 members present). All were put to a show of hands.
Special Resolution 1 — Rule 17(1): Holding of the AGM
To allow flexibility in when the AGM is held, rather than being locked to a specific month. The constitution previously specified March.
“With the exception of the first annual general meeting of the club, the club shall, at least once in each calendar year and within a period of six months after the expiration of each financial year of the club, convene an annual general meeting of its members.”
Moved: J. Wade Seconded: B. Wells Result: Passed
Special Resolution 2 — Rule 29(3): End of Financial Year
To formally set the end of the club’s financial year to align with the operating season.
“The financial year of the club shall end on the 31st of December each year.”
Moved: J. Wade Seconded: B. Saxby Result: Passed
Special Resolution 3 — Rule 33: Service of Notices
To formally authorise email as a legal method of club communication, replacing the requirement to serve notices by post.
“A notice may be served by the club on any member by sending it to the email address currently nominated by the member in the register of members.”
Moved: J. Wade Seconded: T. Russell, E. Riordan, J. Saxby Result: Passed
Special Resolution 4 — New Rule 34: Non-Profit and Dissolution Clause
A mandatory requirement of NSW Fair Trading and the ATO to maintain the club’s income tax exemption as a community-based organisation.
(a) The income and property of the club shall be applied solely towards the promotion of the objects of the club, and no portion shall be paid or transferred, directly or indirectly, by way of profit to any member of the club.
(b) In the event of the winding up of the club, any surplus property must be transferred to the Westpac Rescue Helicopter Service.
Moved: J. Wade Seconded: P. Martin, S. Wright Result: Passed
Special Resolution 5 — Child Safety Clause (Working With Children)
To incorporate NSW child protection requirements into the club’s rules.
“The club shall comply with all relevant requirements regarding child protection. The committee shall require any committee member who has access to the contact details of members to provide a valid NSW Working With Children Check (WWCC) and to undergo verification as a condition of their role.”
Moved: J. Wade Seconded: H. Riordan Result: Passed
Election of committee for 2026–27
The President declared all positions vacant. Returning Officer: Maureen Holmes.
| Position | Elected | Notes |
|---|---|---|
| President | John Wade | Re-elected |
| Vice President | Steve Wright & Barry Saxby | Away July/August; committee to provide support |
| Secretary | Teddi Russell | Re-elected |
| Treasurer | Scott Batterham | Re-elected |
| Assistant Treasurer | Lexie Harriss | Re-elected (apology) |
| Handicapper | Norm Headford | Re-elected (apology). Transition planning underway. |
| Membership Officer | Maureen Holmes | Re-elected |
| Public Officer | Teddi Russell | Re-elected |
| General Committee | Peter Brown, Anne Wade, Ken Brown, Pat Martin, Jan Saxby, Janelle Church, Ed Riordan, Bob Wells | |
The President noted this was the largest AGM turnout in recent memory.
Annual General Meeting
2025
Annual General Meeting
13 May 2025
- Venue
- Cherry St Bowls Club, 68 Cherry St, Ballina NSW 2478
- Opened
- 7:00 pm
- Closed
- 7:45 pm
Attendance
Present: Janelle Church, Maureen Holmes, Jan Saxby, Barry Saxby, Lexie Harriss, Anne Wade, John Wade, Norman Headford, Patrick Martin, Fiona Batterham
Apologies: Peter Brown, Janice Woods, Ken Brown
Confirmation of previous AGM minutes
Minutes of the 2024 AGM confirmed. Motioned by Maureen Holmes, seconded by Janice Saxby.
Reports
- President’s Report: Barry Saxby presented the yearly report for 2024. Moved by Barry, seconded by Alexia Harriss.
- Treasurer’s Report: Presented and accepted. Moved by Teddi Russell, seconded by John Wade.
- Secretary’s / Membership Report: Overview of membership and administrative matters. Seconded by John Wade.
Election of office bearers
| Position | Elected |
|---|---|
| President | John Wade |
| Vice President | Barry Saxby |
| Secretary | Teddi Russell |
| Treasurer | Fiona Batterham |
| Assistant Treasurer | Alexia Harriss |
| Handicapper | Norm Headford |
| Membership Officer | Maureen Holmes |
| Public Officer | Teddi Russell |
| General Committee | Peter Brown, Anne Wade, Ken Brown, Pat Martin, Janelle Church, Jan Saxby |
Membership fees
Fees remained unchanged: single member $20.00, family membership $50.00. The club’s financial position remained strong.
Annual General Meeting
2024
Annual General Meeting
5 May 2024
- Venue
- Cherry Street Sports Club, Ballina
- Opened
- 11:25 am
- Closed
- 11:55 am
- Chair
- Barry Saxby (President)
Attendance
Present: Barry Saxby, Janice Saxby, John Wade, Teddi Russell, Pat Martin, Nathan Henderson, Alexia Harriss, Maureen Holmes
Apologies: Janice Woods, Ken Brown, Wendy Gilmore, Norm Headford, Anne Wade
Confirmation of previous AGM minutes
Minutes of the AGM held 14 February 2023 were tabled by past secretary Maureen Holmes and accepted. Moved by Janice Saxby, seconded by John Wade.
Reports
- President’s Report: Barry Saxby presented yearly report for 2023. Moved by Barry, seconded by Pat Martin.
- Secretary’s Report: Maureen Holmes presented yearly report for 2024. Moved by Barry, seconded by Alexia Harriss.
- Treasurer’s Report: Read by Teddi Russell. Moved by Barry, seconded by Maureen Holmes.
Election of office bearers
President Barry Saxby vacated the chair. Returning Officer: Maureen Holmes.
| Position | Elected |
|---|---|
| President | Barry Saxby |
| Vice President | John Wade |
| Secretary | Teddi Russell |
| Treasurer | To be confirmed |
| Assistant Treasurer | Alexia Harriss |
| Membership Officer | Maureen Holmes |
| Recorder / Handicapper | Norm Headford |
| Equipment Officer | Pat Martin |
| Public Officer | Maureen Holmes |
| General Committee | Anne Wade, Ken Brown, Nathan Henderson |
Bank signatories confirmed: President Barry Saxby, Treasurer Janice Woods, Public Officer Maureen Holmes, Secretary Teddi Russell.
Membership fees
Fees remained unchanged: single member $20.00, family membership $50.00. The club’s financial position remained strong.