2013 ANNUAL GENERAL MEETING
Date: Tuesday, September 24th, 2013
Time: 6:30 pm
Location: Merivale High School – 1755 Merivale Road, Ottawa, Ontario
Room: the Cafetorium
The Annual General Meeting (AGM) will be held to elect the new directors to the Board of Directors (BOD) and to vote on any motions brought forward by the BOD or the general membership.
All members of the Association are invited to attend the AGM. In our bylaws, OCUA identifies players as members rather than teams, and therefore, anyone who has an active Leaguerunner account can participate in the meeting and vote.
There will also be a brief presentation from the Board of Directors.
A few details about member motions and proxies are below. If you have any questions, you are welcome to e-mail Gavin Thompson, Chair of the Nominations Committee at firstname.lastname@example.org.
1. Submitting proposals/member motions for the Annual General Meeting
Members may submit, to the Board of Directors, proposals/member motions. These proposals should be sent to Gavin Thompson, Chair of the Nominations Committee at email@example.com.
Each proposal must contain:
A full description of the motion;
Reason(s) to put it to the membership; and
Arguments for the proposal.
The BOD shall send an e-mail to the member confirming receipt of the proposal(s).
The BOD has the discretion to accept or reject member motions. It may also amend or reject any member motion that it has accepted, if in its judgment, such an amendment or rejection is appropriate in light of any event occurring between the acceptance of the member motion and the Annual General Meeting. Such events may include, but are not limited to, BOD action on the member motion or the submission of an overlapping member motion.
2. Cutoff for proposals/member motions
Friday, September 6th, 2013 at 5:00 P.M. EDT
In order for member motions to be included on the 2013 Proxy document, they must be submitted by September 6th, 2013 at 5:00 P.M. (for approval). Member motions submitted after that date may be raised at the AGM but will not be included on the proxy document; however, voters that appoint a proxy will have the option of providing their proxy with the discretion to vote on any late member motion not included on the form, if they so choose. A refusal to grant such discretion will result in the proxy holder being unable to vote on those late motions at the AGM.
3. Release of proxy documents
Monday, September 9th, 2013
The release of the proxy document at this time will provide sufficient time for members to find proxies and to submit their forms to OCUA. It should be noted that members may attempt to line up proxies even before the proxy documents themselves are released.
Members wishing to proxy their vote are required to adhere to this process:
a. Contact the person you wish to proxy your vote to, in order to ensure that they will be at the meeting so that they may vote in your place.
b. After confirming that your proxies will be present and are willing to act on your behalf, complete the proxy form (see below). Present the form to your proxy so that she or he may present it at the Annual General Meeting.
c. Inform those individuals of any specific way that you wish for them to vote on an issue to be presented to the AGM, if applicable.
Individuals shall be allowed to hold and vote a maximum of six votes at the AGM, inclusive of votes they hold as a member of the Association, and votes they hold as a proxy.
Members under 16 years of age may not hold proxies; however they can collect and transfer proxies to their parent or guardian.
To help streamline voting for members of the board (which is a ballot election, rather than show of hands for motions) members with proxies are invited to contact Gavin Thompson, Chair of the Nominations Committee at firstname.lastname@example.org. This is not necessary, but will prevent the need for the proxy to line up multiple times (in the case that their last names are not close in the alphabetical list).
4. Release of 2013 Annual General Meeting Agenda
Monday, September 16th, 2013
5. 2013 OCUA Annual General Meeting
Tuesday, September 24th, 2013 at 6:30 P.M. EDT
6. Quorum requirement for AGM
The quorum requirement will be determined by the count of members eligible to vote as of September 13th, 2013. Stay tuned for a quorum update.
7. 2013 Election of Directors for the Board
Tuesday, September 24th, 2013
The election of Directors will take place at the AGM as outlined in this posting:
Please note that voting by e-mail or other electronic means is NOT permitted.
Approved by: Stephan Suys, Elections Officer