As part of our governance requirements as a Not-For-Profit Incorporated Association, each year Music Victoria holds an Annual General Meeting (AGM).
The AGM is where we are required to report to you, our members, on our activities and financial performance from the previous year. It is here:
In 2023, the Annual General Meeting of Contemporary Music Victoria Inc. ("Music Victoria") will be held:
All current members of Music Victoria are:
You can also find out more about Music Victoria governance and the role of a Board Member below.
We will be in touch again closer to the date regarding the voting processes (including what to do if you can’t make it on the 5th), and we look forward to your involvement.
1. Acknowledgment of Country
2. Chair's Welcome
4. Minutes from previous meeting
5. Chair's report
6. Treasurer's report
7. CEO's report
8. Vote on Special Resolution - proposed Rule changes
9. Election of Board Members
10. Votes are counted, successful Board Members announced
11. Questions/informal discussion.
Summary of Rule Change
The main intention of the proposed amendments to the Rules is to address items that have been queried at past AGM’s and for which the rules did not provide definitive clarity.
The proposed changes consolidate the way in which Music Victoria has interpreted the previous rules and acted at past AGMs.
The proposed changes are:
Each change is set out here and the complete Rules with the proposed changes can be accessed here.
We will also provide a breifing on the proposed rule changes at the information session "What It's Like to be on a Board" on Tuesday 14th November 2023.
The Music Victoria Board has an important role to play. The Board is a collection of people that form the ‘leadership group’ of our organisation. They are responsible for the governance of the organisation, and by ‘governance’ we mean the direction, control and accountability of the organisation. Governance is different and distinguished from ‘management’ in an organisation. Management is responsible for the day-to-day running of Music Victoria.
The extent and scope of the Board’s authority is set out in our Rules of Association here.
Generally, the board oversees the affairs of the organisation on behalf of our members, including:
Board members have defined roles and responsibilities that they must perform.
Our board members are responsible for contributing to the collective decision making of the board (and are unable to make decisions for the organisation alone.)
Each of our board members are responsible for:
The Music Victoria Board has specific positions that required the people who hold them to perform certain tasks. These positions include:
The people who take on these positions are sometimes called ‘officers’, ‘office bearers’ or ‘office holders’ of the organisation.
Other Board Members are known as General Board Members or Directors.
To properly oversee the affairs of any organisation, a board should consist of diverse members that possess a mix of different skill sets, knowledge and lived experience.
Music Victoria uses a matrix to help us identify the skills, knowledge, lived experience, capabilities and diversity needed for our board to meet the current and future needs of the organisation, and in turn the music industry in the State of Victoria.
The make up of our Board is also dictated by our Board’s structure.
We can have a maximum of 10 Board Members. Of these 6 are Elected by Music Victoria members, and 4 are Appointed by Board Members (generally to address gaps as identified in the matrix).
Board Members are Elected or Appointed for a 3 year term, except the 4th and final Appointed position which only has a term of 1 year. Following the completion of a Board Members term, they maybe re-appointed or re-elected, to a maximum of three, three year terms, totalling 9 years at most.
Our subcommittees are established by the Board of Music Victoria to provide specialised advice and recommendations to the Board, CEO and General Manager. The number and type of each changes year to year however our current subcommittees meet about 3 times a year, involve between 2-4 Board members each, and cover:
As the size and scope of the work that Music Victoria undertakes has grown, we have sought to share the workload among Board members and streamline board functions through sub-committees.
The Music Victoria Board features representatives from leading national and Victorian support bodies as well as artists, lawyers, planning and policy specialists, and management. For more information on the current members of the board, see the bottom of the page here.
At this stage in the organisations’ evolution, the Board have identified that we need to more accurately reflect our community, both the music community and society more broadly, in addition to calling for specific skill sets.
As such, we strongly encourage applications from people who are part of historically marginalised and underrepresented groups including First Nations people, people from culturally and linguistically diverse backgrounds, people with disabilities and people from the LGBTIQA+ community.
In 2023 we are also looking for people with professional skills or experience in the following areas:
At this point in time Board members are NOT paid for their time.
However, we are currently reviewing our Rules as we acknowledge that the ability to contribute for free, is closely linked with a certain level of privilege, and presents a very real barrier to participation, and our organisations’ pursuit towards having a more representative Board.
Board members ARE reimbursed for their direct expenses incurred in their participation in Board meetings – eg. parking, other travel, childcare.
When Board meetings are held in person Music Victoria provides a yummy dinner.
Music Victoria also supports the ongoing development of our Board and will consider requests to cover these costs on a case by case basis.
Yes, any Music Victoria Member can become a Board Member.
You can become a Board Member in two different ways:
When positions on the Board positions become vacant:
Make sure you are signed up as a member and are checking your emails as this is how we will communicate the call for nominations. You can nominate yourself, or be nominated by a Music Victoria member. If nominated by someone else, we will check that you accept this nomination. Nomination involves responding to any details provided in the call, eg. providing details on your suitability for the Board role, experience, track record and potential. (Think of it as applying for an unpaid job – we would love a cover letter and a resume/cv).
2. Music Victoria Members will vote for their preferred candidate for the Elected position/s.
This takes place at the Annual General Meeting, usually held in November or December each year. The person with the most votes get the gig.
3. The Board will decide on who to select to fill the empty “Appointed” Board role/s.
After the “Elected” vote is completed and the new Elected Board members have been decided, they join with the rest of the Board to choose who will fill the “Appointed” board vacancies.
At the December 2023 Annual General Meeting there will be four Board vacancies.
Two of these are elected positions (voted on by Music Victoria members), and two are appointed positions (chosen by the new Board).
All current members of Music Victoria are:
Any Music Victoria Member (join here) can be nominated to be considered for a Board position.
You can nominate yourself (requires two other members to endorse your nomination), or nominate another member. If you are nominated by someone else we will check to see that you accept the nomination (and request that you provide a second endorser) before the voting and appointment/s takes place.
Nominations are called for about 1 month ahead of the Annual General Meeting, which is usually held in November or December each year. This is done via an email to members.
Nominations require answers to 4 key questions which details your motivation, suitability for the position based on your skills, lived experience, track record and your potential. We ask for you to upload a CV/Resume, and a Headhsot.
All members of Music Victoria are able to vote. Each individual natural person can only vote once.
If you are unable to vote in person at the Annual General Meeting, you are able to cast your vote in advance or appoint a proxy to vote on your behalf. Further details on how to do this are provided a week ahead of the AGM.
To become a member of Music Victoria, go here.
If you want to know more about Boards, Charities, Not for Profits and our obligations the following links are useful:
From time to time free professional development opportunities and scholarships come to our attention, which we highlight in our monthly e-news.