AGM Tuesday, May 27, 2014, at 6:30pm at Township Hall, News (Glanbrook Minor Hockey Association)

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AGM Tuesday, May 27, 2014, at 6:30pm at Township Hall
Submitted By cbulbrook on Thursday, May 8, 2014
GMHA ANNUAL GENERAL MEETING AGENDA

1. Call to Order
2. Minutes of the previous AGM be read and adopted
3. President’s Address
4. Vice Presidents Reports
5. Treasurer’s Report
6. Old Business
7. Constitution Amendments
8. By-Law Changes from current year
9. Dissolution of Present Executive
10.Elections of new Executive
11.New Business

Proposed Changes for Constitution and/or By-Laws

AGM - 2013/14

Proposal 1 - Constitution Change

The Constitution Currently Reads:

Article VI: Duties of the Executive Director / Directors

Treasurer / Player Registrar

e) To have the books of the association audited annually.

e) To have the books of the association audited annually by a Certified General Accountant.

Proposal 2- Constitution Change

The Constitution Currently Reads:

Article IX: Meetings

Annual General Meetings - AGM

3. An un-audited financial statement of the GMHA will be tabled.

3. An audited financial statement of the GMHA will be tabled by the treasurer. This will include a

Income Statement and a Balance Sheet, as well as a copy of the Operating Budget approved by

 

 Proposal 3 - Constitution Change

The Constitution Currently Reads:

Article VI: Duties of the Executive Director / Directors

b) Shall draw up a master schedule of ice allotments for each division

b) Shall draw up a master schedule of ice allotments for each division and have that pending

monthly schedule posted on the Association website no later than the 15th day of the previous

month. Master schedule will include all games and practice times for every team in every

Proposal 4 - Constitution Change

The Constitution Currently Reads:

Article IX – Meetings

5. Executive Meetings

a) Executive meetings shall be held at least once per month with no less than twelve (12)

meetings per year,

with the dates being set by the executive body. The President can make a change as to the

meeting date, time

b) Notice of meetings shall be given by the Secretary to each member.

c) The Secretary shall also see that the Dates are posted to the web-site and on the bulletin

d) Each member of the Executive shall have a single vote with the exception of the President who

only vote in the event of a tie.

e) Each member of the executive must vote unless there is a declaration of Conflict of Interest.

f) At executive meetings a quorum (excluding the president) must be present before a motion can

carried. In the event there is not a quorum, no motions shall be entertained.

g) All Executive members and Directors must attend 2/3rds of the scheduled GMHA meetings. If

criteria are not met, voting rights will be rescinded until a said criterion is met.

h) In the event the President is unable to attend a meeting, he/she shall nominate a member to

i) Within seven (7) days of an executive meeting, and the adoption of the previous month’s

open session of the meeting shall be considered public and must be posted to the web-site and

for the memberships viewing. In-camera minutes will not be included.

j) In-camera meetings or parts of meetings may be held by the executive. These minutes shall

within the confidence of the executive body.

Shall be open to the membership and that all dates and locations of meetings of the Executive

shall be made available to the membership 7 days prior via the website.

Proposal 5 - Constitution Change
The Constitution Currently Reads:

Article IX – Meetings

Proxies will not be permitted. Members of the Association must be present in person at General

Meetings and Annual General Meetings of the Association in order to exercise their voting rights

in relation to matters coming before a General Meeting or an Annual General Meeting. Only one

vote is permitted per person in attendance.

Proxies will not be permitted. Members of the Association must be present in person at General

Meetings, Executive Meetings and Annual General Meetings of the Association in order to

exercise their voting rights in relation to matters coming before a General Meeting or an Annual

General Meeting. Only one vote is permitted per person in attendance.

Proposal 6 - Constitution Change

The Constitution Currently Reads:

An Executive Member:

g) An Executive Director must be willing to accept a one (1) year term in office.

g) An Executive Director must be willing to accept a two (2) year term in office. However, if

after one (1) year the member may withdraw from the position after providing 30 days notice to

the Executive prior to the AGM.

Proposal 7 - Constitution Change

The Constitution Currently Reads:

An Executive Member:

e) Any BOD who does not complete their elected term in office shall not be eligible for a position

on the Executive for a minimum of two (2) years, at the discretion of the BOD.

e) Any BOD who does not complete their elected term in office shall not be eligible for a position

on the Executive for a minimum of two (2) years, at the discretion of the BOD and providing that

the provision set out in section g) has been met.

Proposal 8 - Constitution Change

The Constitution Currently Reads:

Article V – Board of Directors

The President shall preside at all meetings of the BOD, with the usual privileges of office and

shall become a voting member of the BOD in the event of a tie. The President, without limiting the

generality of the foregoing shall have powers to:

a) Sign as a signing officer for the Association

b) Exercise the powers of the BOD in case of emergency 6

c) Suspend clubs, players, coaches and managers with just cause, subject to ratification at the

next meeting of the BOD

d) Sit on all committees as an ex-official voting member

e) Represent GMHA in the community

f) Establish and maintain screening procedures with respect to clearance of all volunteers and

exercise discretion and confidentiality with regards to any personal information of a confidential nature

g) Shall assist with all fundraising

h) Shall hold all members of the executive and directors accountable to fulfill their obligation and

duties of the position that they hold. If any VP or Director is found to be not fulfilling the duties

required of the position that they hold, the President will have the right to remove the person from

the position and instruct the BOD to find a replacement for the open position. While the position

is vacant the president or past president shall assume the duties of the open position.

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