WRRA - Meeting - 2021/06/22 - AGM

Agenda and Reports

Notes

Western Region Ringette Association is inviting you to a scheduled Zoom meeting.

Topic: WRRA AGM - July 22, 2021 07:30 PM
Join Zoom Meeting

https://us02web.zoom.us/j/86413457134?pwd=TVZKcGlpZGhjdFAxNDBtcGJ2K1FUUT09
Meeting ID: 864 1345 7134
Password: 564088

As directed by our new bylaws with proposed changes ( WRRA ByLaws ), we will be following the nomination process.

Nominations for Open Executive Positions

Current status of Positions open for election this year provided bylaw changes are approved

• Board Positions Status PDF

In odd number years, the Chair, Secretary, Coaching Director, Membership Services Director and the Marketing Director will be elected.

Pursuant to section 4.8, The nominating committee will be chaired by the Past Chair (when the position is filled) or by a Director designated by the Board (when the Past Chair position is not filled)

Pursuant to section 4.9 any nomination of an individual for election as a Director will:

• Include the written consent of the nominee by signed or electronic signature;
• Comply with the procedures established by the Nominations Committee, and
• Be submitted to the Registered Office of the Corporation seven (7) days prior to the Annual Meeting. This timeline may be extended by Ordinary Resolution of the Board.

Procedure:

• An Email nomination must be sent to chairwrra@wrra.ca by July 15th, 2021 to meet this requirement.
• We will confirm with the nominee that they are willing to accept the nomination by email, and if approved by the nominee, then the nomination will be formally accepted for consideration by the membership at the AGM.
• Important to note that nominations can also be generated at the AGM from the floor.

Nominations from the Floor - An individual may be nominated from the floor of the meeting of the Members in accordance with the Act.

Each Nominee will be provided a few minutes to talk to the membership prior to the election. Membership will also be given a chance to ask questions of the nominees. If there is only one nominee, that person would be acclaimed into the role they are running for.

Formal Resolutions Under Consideration

A complete review and updating of the WRRA bylaws as presented for approval

• Western Region Bylaws with proposed changes
• Proposed bylaws after change

A Proposed Scholarship presented for approval

• Scholarship Proposal PDF

Attendance

The only persons entitled to attend a meeting of the Members are the Members, the Directors, the auditors of the Corporation (or the person who has been appointed to conduct a review engagement, if any), individuals possessing a proxy on behalf of a Member, and others who are entitled or required under any provision of the Act or the articles to be present at the meeting. Any other person may be admitted only if invited by the Chair of the meeting or with the majority consent of the Members present at the meeting.

Voting Rights

Registered Members will be entitled to one (1) vote for every one hundred (100) players (U6LTS through 30+ Masters) registered with the Corporation in the past season. When you arrive in the zoom meeting, you will enter the waiting room and be admitted to the zoom call, when you enter the meeting you will be notified of the qty of votes your association or position will be entitled to. Your vote qty will be based on the information provided to WRRA from Ringette Ontario for your membership size.

Proxy Voting

Every Member entitled to vote at a meeting of Members may, by means of a proxy, appoint a proxy holder, or one or more alternate proxy holders, to attend and vote on behalf of the Member. The proxy holder need not be a Member. A proxy must:

• Be signed by the Member;
• Be in a form that complies with the Act;
• Comply with the format stipulated by the Corporation; and
• Be submitted to the Registered Office of the Corporation at least forty-eight (48) hours prior to the meeting of the Members. These can be emailed to Mark Delafranier: secwrra@wrra.ca

Absentee Voting

A Member may vote in writing in advance of the meeting of the Members on published proposed resolutions and for the election of Directors by so indicating the vote to the Secretary prior to the vote being taken. These can be emailed to Mark Delafranier: secwrra@wrra.ca

Voting Process

Votes will be determined by a show of hands, orally or electronic ballot, except in the case of elections that require a secret ballot, unless a secret or recorded ballot is requested by a Member. We will be using the functions of Zoom for performing these as best we can. For the election, we will be using a private message to the person running the election portion of the AGM.

Expectations

• It is expected that the delegates to the General Meetings will review these reports prior to attending and thus be prepared with questions, discussion and comments as appropriate. This will lead to quick and efficient meetings with well-thought-out feedback for our executives.
• It is also expected that meeting delegates will take the time to print off copies of the reports they require, bring them to the meeting and save the executive and coordinators bringing extra copies.
• It is hoped that by providing this facility on the website all members of the Western Region will have access to the information available and we can assist their delegates to ensure that all required information circulates throughout our membership.

Your comments and suggestions are welcome.