Huronia District Soccer Association

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Article 6 - Meetings

ARTICLE 6: MEETINGS

General Meetings

An official notice of each meeting shall be given to all Members at least fourteen (14) days before the meeting is to be held, at such place, and at such date as the Board of Directors may determine. Such notification shall be by regular mail and/or email, website notice, and posting at the District Office.

Members representing fifty per cent (50%) of the voting Membership shall form a quorum at all general meetings of the District Association. Any question shall be decided by a majority of the votes unless otherwise required by this By-Law or other law.

Annual General Meeting

The District Association shall hold its Annual General Meeting not later than February 28 of the following year. The agenda of the Annual General meeting shall include:

1. Roll Call
2. Credentials Report
3. Minutes of Previous Annual General Meeting
4. President's Address
5. Officers' Reports
6. Treasurer's Report
7. Auditor's Report
8. Appointment of Auditors
9. Other Reports
10. Unfinished Business
11. Amendments to the Constitution, By-Laws and Rules and Regulations
12. Roll Call
13. Election of Officers and Directors
14. Any Other Business
15. Adjournment

Special General Meeting

A Special General Meeting of the District Association:

a) may be called by the Board of Directors by its own motion, or
b) shall be called by the Board of Directors upon receipt of a written request submitted to the District Association by registered mail, certified mail, trace mail, courier service, hand delivery, fax or e-mail, signed by Members representing not less than twenty-five per cent (25%) of the voting membership, setting out the items of business to be conducted at the Special
General Meeting. The Special General Meeting shall be held within thirty (30) days of receipt of the written request from the Members.

Only the business set out in the notice to the Special General Meeting shall be considered.

Delegates to General Meetings

A Member is entitled to have a maximum of five (5) delegates, from its membership, attend a general meeting of the District Association.

The Member must appoint one of its delegates to cast all of its votes at a general meeting.

Voting at General Meeting

At general meetings, an Active member shall have:

    a vote for the first one hundred dollars ($100), or part thereof, of fees retained;
    a vote for each additional three hundred dollars ($300), or part thereof, of fees retained up to a maximum of six votes;
    a vote for each additional five hundred dollars ($500), or part thereof, of fees retained; and
    all its votes cast by its appointed delegate or by a proxy

The total number of votes that a Member is entitled to cast may be limited to a percentage of the total eligible votes as defined in the Rules and Regulations.

Associate members shall have one vote at general meetings.

A simple majority, excluding changes to the Constitution or By-Laws, which require a 2/3rds majority vote, shall reach decisions.

The chairperson shall have a deciding vote only.

The chairperson may appoint a presiding electoral officer to run an election. Scrutineers shall be appointed at the meeting to total votes and report back to the presiding officer.

Each member of The Board of Directors shall have a voice but no vote unless he/she has declared himself/herself as a delegate of a member “in good standing”. The President/chairperson may not represent a Member.

Proxy Voting at General Meeting

Every member entitled to vote at a meeting of Members may by means of a proxy appoint another Member or a person as the member's nominee to attend and act at the meeting in the manner, to the extent and with the power conferred by the proxy.

A Member and/or its delegates, may only hold in total one (1) proxy. A non-Member may only hold one proxy.

The format for the proxy, and the issue, or issues, for which the proxy may be cast are as defined in the Rules and Regulations.

Board of Directors Meeting

The Board of Directors shall meet at least four (4) times per year, upon fourteen (14) days notice given by the President and Secretary, at such place and time as the Board of Directors may determine.

A majority of the elected members of the Board of Directors shall form a quorum at all meetings of the Board. Questions arising at any meeting shall be decided by a majority of votes where each director is entitled to cast one vote.

The board shall have its first meeting within thirty (30) days of the A.G.M. at a time and place set by the President.

Executive Committee

The Executive Committee shall consist of four positions including the President, Vice President, Secretary and Treasurer.

The Executive Committee, between meetings of the Board, shall possess, and may exercise, all powers of the Board of Directors in the management and direction of the affairs of the District Association.

A majority of the Executive Committee shall constitute a quorum of the Executive Committee.

Meetings of the Executive Committee shall be at the call of the President.

Last updated by Anna (anna_t) on Jan 08 2007 at 5:34 PM

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