LSSC Annual General Meeting
The 2009 Annual General Meeting will be held on Saturday, November 7 at 10:00am. It will be held at the LSSC Clubhouse, 482 The Queensway S., Unit 2, Keswick (beside Dairy Queen). Member attendance is requested.
This year, the following Board of Directors positions are up for election/re-election:
· Vice President
· Secretary
· Director – Rep Soccer
· Director – Operations
· Director – Soccer Development
Below is some general information about the format of the AGM. Complete details are available in the Club Constitution which is posted in the Publications section of the website.
Agenda (condensed)
1. Minutes of previous AGM
2. President’s address
3. Reports
4. Amendments to the By-laws (includes Constitution and Rules & Regulations)
5. Election of Officers and Directors (as outlined above)
Who can run for the available positions?
Vice President
1. Member of the current Board or current Operating Committee
2. If no member of the current Board or the current Operating
committee wishes to run, then nominations from the current general membership will be accepted
Secretary
1. Member of the current Board or current Operating Committee
2. If no member of the current Board or the current Operating Committee wishes to run, then nominations from the current general membership will be accepted
Director – Rep Soccer
1. Member of the current Board, current Operating Committee or current general membership
Director – Operations
1. Member of the current Board, current Operating Committee or current general membership
Director – Soccer Development
1. Member of the current Board, current Operating Committee or current general membership
Who can attend and vote at the AGM?
The AGM is open to all registered members of the Lake Simcoe Soccer Club.
Every regular Member aged 18 and over shall have the right to attend, speak and cast one vote at the AGM.
Every regular Member under the age of 18 shall have the right to attend and speak at the AGM, but any vote must be cast by a parent or guardian who shall also have the right to attend and speak on behalf of that Member at the AGM.
An individual may only cast one vote either as a member or by proxy and must be present at the general or special meeting to cast a vote. Proxy voting privileges must be confirmed by the registrar at least 48 hours prior to the meeting, excluding weekends and holidays and must be recorded by the secretary. An individual may only hold one proxy. Proxies shall be on the prescribed club approved form.
Proposed Amendments
The following amendments have been approved by a majority vote of the Board of Directors. It is the Board’s recommendation that the Membership also approve these amendments.
1. Combine Constitution and Bylaws into one document
2. Replace “Registrar” with “Club Administrator” throughout document
3. Article 1: Name
· Section A: add that the head office will be within the geographic boundaries of the Town of Georgina.
· Remove Section B: Head Office. The head office address is not a constitutional item and shouldn’t need a Constitutional Amendment to change.
4. Article 3: Affiliations
· “hereinafter referred to as The OSA” – Change to “(hereinafter the “OSA”)”
5. Article 4: Membership
· insert “legal” before the word Guardian
· Under: “Regular Member” - the current calendar year beginning on January 1 and ending on December 31.
· Under “Player” – when registered by the Club Administrator
· Under: “Director” - upon election by the membership or …….
6. Article 5: Management Structure, 1.Board of Directors
· Board of Directors: change minimum number of individuals to 7
· Duties of the Board of Directors, 2nd paragraph, delete “and paid positions for administrator positions” and insert “and” before volunteers.
· Delete “The choice of allowing the Past President to be part of the Board of Directors, as a nonvoting member, is appointed by the majority of the Board of Directors.” Change to “The Board of Directors may appoint the Past President to sit on the Board of Directors, as a non-voting member, by a majority vote of the Board of Directors.”
7. Article 5: Management Structure, 2. Operating Committee
· Change the Chief Referee and Assistant Chief Referee titles to Head Referee and Assistant Head Referee for consistency.
· Add Volunteer Coordinator position that was missing from the list.
· Rename House League – Tyke and Micro Coordinator to Tyke/Micro League Coordinator
· Combine House League - Mini Coordinator and House League – Youth Coordinator to House League Coordinator
· Rename House League – Senior Coordinator to Adult League Coordinator
· Remove Tournament Coordinator, duties to be split between Competitive Coordinator and House League - Youth Coordinator
· Reorder the list of Operating Committee members to alphabetical order
· Move Assistant Head Referee to be filled in even years (opposite Head Referee)
· Move Equipment Manager to be filled in odd years to be opposite Director of Coaching
8. Article 6: Meetings
· “Twenty five voting Members or 25% of the voting Membership” change to “Twenty-five (25) voting Members or Twenty-five percent (25%)”….
· Change AGM to be held by November 30th of each year.
· SGM – change “signed by not less than 25 Members or 25%” to ““Twenty-five (25) voting Members or Twenty-five percent (25%)”….
· Board of Director Meetings – add “A regular member may attend a Board of Director or Management Meeting to address a specific matter by making a request to the club, in writing, requesting delegate status and the secretary shall add the member to the Agenda for the meeting. If the matter is one that is required to be debated by the Board, the Board is not required to debate the matter in a public forum.”
9. Article 7: Committees
· “The Membership at any general meeting, or the Board of Directors at any meeting of the Board, may establish a standing committee or special committee to carry out specific business or programs of the Club.” Change to “The Membership at any general meeting, or the Board of Directors at any meeting of the Board, may recommend a standing committee or special committee be formed to carry out specific business or programs of the Club. All appointments to the Committee shall be made by the President ” To bring consistency with the Rules and Regs
10. Article 12: Finance
· Change deem “fit” to deem “appropriate”
11. Article 15: Discipline Policy
· Change League Convenor to League Coordinator.
· Discipline Board – Change to “The President shall appoint a Discipline Chairperson”
· Zero Tolerance change to “Any coach, spectator, game official, or player”…change the word “fan” to “spectator” throughout
12. Article 18: Tournament Name
Add “House League” to “Every end of season House League Tournament …” as a qualifier to clarify the tournament being referenced.
13. Add Bylaw 1: Location
14. Bylaw 9: Duties of Directors, 1. President
· Delete “Appoint all Committees, including the Chair of the Fair Play Committee and Chair of the Standing Committee on Discipline and Appeals” It’s already in two lines above.
· Change “Be responsible for all functions relating the Club Administrator and/or paid employees” to “…..or paid employees, except game officials.”
15. Bylaw 9: Duties of Directors, 5. Director of Competitive Soccer
· Move “Provide communication between the Board and Club Administrator” to under 4. Secretary
· Add “Attend League meetings as required”
· Add “Provide communication between the Board and Leagues”
16. Bylaw 9: Duties of Directors, 6. Director of House League
· Change Competitive Coordinator to Adult League Coordinator “Implement and operate the senior soccer program with the assistance of the Competitive Coordinator for teams playing within the LSSC boundaries”
· Change titles in “Represent and oversee the Tyke and Micro Coordinator and House League Teams Coordinator” and add Adult League coordinator.
17. Bylaw 9: Duties of Directors, 7. Director of Operations
· Remove “Tournament Director” for positions to oversee
18. Bylaw 9: Duties of Directors, 9. Director of Coaching
· Move “Equipment Coordinator” from Director of Soccer Development to Director of Coaching
19. Bylaw 10: Duties of Operating Committee Members
· Put in the same order as the Constitution and update names as necessary
20. Bylaw 10: Duties of Operating Committee Members, 1. Adult League Coordinator
· Add description of responsibilities
21. Bylaw 10: Duties of Operating Committee Members, 3. Competitive Coordinator
· Add responsibility for Competitive Tournaments
22. Bylaw 10: Duties of Operating Committee Members, 8. House League Coordinator
· Add responsibility for House League Tournaments
23. Add Bylaw 11: Paid Staff/Employees of the Club
· All paid staff shall report directly to the Club President and indirectly to the Vice President
· The Club President and Vice President shall be responsible for creating and maintaining the job descriptions applicable to paid staff with input from the Board of Directors
· Majority vote of the membership for termination
· All hiring of paid staff and any discipline matters in relations to same shall be the responsibility of the President and Vice President.
· All salary increase shall be approved by a majority vote of the Board of Directors present at a meeting
· Any termination of paid staff shall be decided by a majority vote of the Board of Directors present at a meeting
24. Bylaw 12: Other Duties
· Change “Other duties that shall be carried out by paid staff include:” to “Other duties that shall be carried out by paid staff include, but are not limited to…:”
25. Bylaw 15: Standing Committee on Discipline and Appeals, 1. Makeup
· Add “The Chair must have OSA Level 1 Discipline Chair Certification”
26. Add: Bylaw 21. Administrative Procedures
· The Board may implement Administrative Procedures as required to assist in the daily operation of the club. Such administrative procedures shall be enacted by a majority vote of the Board.
27. Schedule A: Organization Chart
· Update for name changes and alignment changes
28. Schedule B: Discipline Policy
· Move details of Discipline Policy from Article 15 to Schedule B
29. Schedule C: Zero Tolerance Policy
· Move details of Zero Tolerance Policy from Article 16 to Schedule C
· Expand policy to include all members, officials and spectators at any LSSC sanctioned event – house league games, rep games, tournaments or any other event
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