Notice is hereby given of the Eleventh

ANNUAL GENERAL MEETING

of the URBAN DESIGN FORUM INCORPORATED (2613006)

To be held on
Wednesday 22nd October 2025
With a start time to pencil in of 5pm

Please save the date – a programme for the AGM and call for Registrations will be made
in line with other timings below. In-person and virtual options will be available.

In accordance with clause 18.5(a) of the UDF constitution, UDF formally advises members of the Annual General Meeting.

Call for inclusions in the Agenda and Members Motions
In accordance with clause 19.1 UDF formally requests any business for the Agenda or Members Motion (See Rule 19.0 Motions at UDF Meetings and Altering the Constitution). Any such business for the Agenda or Member’s Motion must be received by emailing them to manager@urbandesignforum.org.nz to be received no later than midnight Wednesday 24^th of September 2025. UDF advises that any business for the Agenda or Members Motion received after this time will not be able to be included in the agenda.

In accordance with Rules 18.5(b) and 18.5(c) 14 days written notice of the business to be conducted at the AGM, the Agenda, (which will include any Members Motion so all members are aware of any issues for consideration) and any National Committee Reports will be sent to members no later than Wednesday 8^th of October 2025.

Who can attend the AGM?
All members may attend but only Financial Members may vote at UDF Meetings (Rule 18.6). An absent Member may give proxy to another Member who is present at the meeting. Please return your proxy by Tuesday 21^st of October 2025 by email or by hand prior to commencement of the AGM meeting (proxy forms will be provided if there are any Rule changes to consider)

Timeline – AGM

10^th September – AGM official announcement by this date (R18.5(a)

24^th September – Members to submit any “Members Motions” or Business for the Agenda by this date (R19.8)

8^th October – Written notice given to Members by this date of the business to be conducted (any remits and committee reports)

We will be in touch again, if you have any queries in the interim, please contact manager@urbandesignforum.org.nz in the first instance.

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Thank you for your interest in the URBAN DESIGN FORUM – National Committee: Jos Coolen, Deb Lee Sang, Cam Coull, Ekin Sakin, Jade McFarlane, Lauren White, Maria Walker, Peter Croft, and Xin Tian.