Notice of the second AGM of Harbour Co-op Limited

Notice of Annual General Meeting 2014

Notice is hereby given that the second Annual General Meeting of shareholders of Harbour Co-op Limited (the company) will be held at 6.00pm on Monday, 15 September 2014, at Roots Restaurant, 8 London Street, Lyttelton.

Business

  • Chairperson's Introduction and Report
     
  • Managing Director's review
     
  • Financial Statement review
     
  • Resolutions
    • Item 1: To receive and adopt the Annual Report including the financial statements and the audit report for the year ended 31st March 2014
      Resolution to be put: That the Annual Report for the year ended 31st March 2014 be adopted.
       
    • Item 2: To fix the Auditors' Remuneration
      Resolution to be put: That the auditors, PKF Goldsmith Fox, continue in office and that the directors be authorised to fix their remuneration.
       
    • Item 3: To re-elect Director
      In accordance with the Company’s Constitution, Simon Courtney retires by rotation and, being eligible, offers himself for re-election.
      Resolution to be put: That Simon Courtney be re-elected as a director of Harbour Co-op Limited.  (See Explanatory Notes for profile)
       
    • Item 4: To elect Director
      In accordance with the Company’s Constitution, Jenny Garing retires by rotation but has advised she will not be seeking re-election at the Annual General Meeting.
      The Board is recommending that Tracey Bradley be elected a director.
      Resolution to be put: That Tracey Bradley be elected as a director of Harbour Co-op Limited. (See Explanatory Notes for profile)
       
  • General Business
    To transact any other business that may be properly considered at the Annual General Meeting: There will be an update on Co-op projects and directions
     
  • By Order of the Board
    Dana Dopleach, Chairperson
    Lyttelton
    20 August 2014

 


Procedural Notes

PERSONS ENTITLED TO VOTE

The persons who will be entitled to vote at the Meeting are those persons (or their proxies) registered as holding Household, Employee and Institutional Purchaser Shares on the Harbour Co-op Limited's share register at 5:00pm on Monday 30 September 2013.

PROXIES

Shareholders entitled to attend and vote at the Meeting may appoint a proxy to attend and vote on their behalf. A proxy need not be a shareholder of the Company. You may if you wish, appoint "The Chairperson of the Meeting" as your proxy by filling in the proxy form to that effect. A proxy and Postal Voting form, with which you can appoint a proxy, is available from the Harbour Co-op store, 12 London Street, Lyttelton, and attached to this Notice of Annual General Meeting (below).

POSTAL VOTING

Shareholders entitled to attend and vote at the Meeting may cast a postal vote instead of attending in person or appointing a Proxy to attend. The Company Secretary has been authorised by the Board to receive and count postal votes at the Meeting. Proxy and Postal Voting forms must be received at the Harbour Co-op store at 12 London Street, Lyttelton, by 6.00pm on Saturday 13 September 2014.

ORDINARY RESOLUTIONS

Each resolution to re-elect or elect a director is to be considered as a separate ordinary resolution. To be passed, each of the representatives requires the approval of a simple majority of the votes cast by the holders of the Household shares.


Explanatory Notes  

  1. To adopt the Annual Report for the year ended 31st March 2014
    The board unanimously recommends shareholders vote in favour of this resolution.
     
  2. Re-appointment of auditors
    PKF Goldsmith Fox are the existing auditors of the company. PKF Goldsmith Fox are automatically reappointed as auditors under section 207T of the Companies Act 1993. This resolution authorises the board to fix fees of the auditor s in accordance with section 207S (a) of the Companies Act 1993.
    The board unanimously recommends shareholders vote in favour of this resolution.
     
  3. Re-election of director
    To re-elect Simon Courtney as a director.
    Simon Courtney is the Deputy Chair of the Co-op. He is also the Treasurer of the Christchurch City Mission, Vice President of the Canterbury Workers’ Educational Association, Chair of Anglican Care Canterbury/Westland and a director of a number of private and public companies.
    The board unanimously recommends shareholders vote in favour of the re-election of Simon Courtney.
     
  4. Election of director
    To elect Tracey Bradley as a director. Tracey Bradley has been the Shop Manager of the Harbour Co-op for the last year and a half, and first started working for the Lyttel Piko shop in 2007. Apart from her passion and enthusiasm for organics and whole foods, she puts clear emphasis on “people first”. Her management style reflects this through her strong relationships with staff, volunteers, customers, and suppliers. Tracey has great ideas an d energy for the future of the co-op and is excited to see the business grow.
    The board unanimously recommends shareholders vote in favour of the election of Tracey Bradley.
     

Statutory Notice

ELECTRONIC ANNUAL REPORTS
(Notice under section 209 of the Companies Act)

We do not produce a statutory Concise Annual Report but if you would like more detail, our Annual Shareholder Review and Annual Financial Report (which together comprise the Annual Report) will be available on our website any time you want to view or download them. However we will still send you the traditional printed copy as well if you like - at no cost to you. If you would like a printed Annual Report when available please write to the Harbour Co-op Ltd, 12 London Street, Lyttelton before 15 October 2013 so we know how many copies to print. Remember to include your name, postal address and shareholder number.


Proxy Form (For use if you are unable to attend the meeting)

Shareholder Number:

I/We being (a) shareholder(s) of Harbour Co-op Limited, 12 London Street, Lyttetlon.

Hereby appoint*                                                               of                                                          .               
                                     (full name of proxy)                                       (full address)

As my/our proxy to vote for me/us and on my/our behalf at the Annual General Meeting of the Company to e held on the 15th day of September 2014 commencing at 6.00pm, and at any adjournment of that meeting.

VOTING INSTRUCTIONS / VOTING PAPER

This part of the form can be used either as voting instructions for a proxy, postal vote or as a voting paper at teh meeting (if a poll is called).  This form is to be used to vote as follows on the following ordinary resolutions:

RESOLUTIONS SUPPORTED BY THE BOARD FOR AGAINST ABSTAIN PROXY DISCRETION
1. That the Annual Report for the year ended 31st March 2014 be adopted.        
2. That the auditors, PKF Goldsmith Fox, continue in office and that the directors be authorised to fix their remuneration.        
3. That Simon Courtney be re-elected as a director of Harbour Co-op Limited.        
4. That Tracey Bradley be elected as a director of Harbour Co-op Limited.        

 

Signed this                                                              day of                                                                    2014.

 

Signature(s) of shareholder(s)                                                                                                                                                                          .
                                                                                              (if joint shareholders, all must sign)

*The "Chairperson of the meeting" is willing to act as proxy for any shareholder who may wish to appoint her for that purpose.  The Chairperson intends to vote proxies for which she has discretion in favour of all the above resolutions.