2022 Oakville Soccer Club Volunteer Recognition & Annual General Meeting

Dear Member,

NOTICE IS HEREBY GIVEN that the 2022 Annual General Meeting of the Oakville Soccer Club Inc. will be at Oakville Conference & Banquet Centre (2515 Wyecroft Rd, Oakville, ON L6L 6P8) on Saturday, January 28th, 2023 at 9:00 a.m. for the following purposes:

2022 AGENDA ITEM

MOTION / SPEAKER

1)      Call to Order and Opening Remarks 

Abas Kanu, President
Katryna Indewey, Executive Director

2)      Approval of Guest List

Motion 01-28-01

3)      Review and accept the Minutes of the Previous AGM

Motion 01-28-02

4)      To approve the Financial Statements ended September 30,
2022 and the Auditors' report thereon. Statements to be
made available to members on January 18th, 2023 at the
Club office by appointment only during the Club's office hours (9:30 a.m. - 5:00 p.m., Monday - Friday)

Motion 01-28-03

5)      To appoint Auditors and to authorize them to fix   
          their remuneration

Motion 01-28-04

6)      To receive Finance, Governance and Discipline Board  
          Committee Reports                                                                            

Motion 01-28-05

8)      Duly submitted questions from the Membership
          addressed      

Abas Kanu, President

9)      2022 Year In Review
          2023-25 Strategic Plan Presentation
    

Katryna Indewey, Executive Director

10)    Election of Directors

Motion 01-28-06

11)     Volunteer Awards Presentation OSC Staff

12)    To duly destroy the ballots

Motion 01-28-07

13)    Adjournment

Motion 01-28-08

14)    Volunteer Award Recipient Photographs OSC Staff

 

Please note:

1. The Oakville Soccer Club office is located at 1520 Pine Glen Road, Oakville, Ontario, L6M 4P4.

2. In accordance with section 7.6 of the OSC By-Laws, only voting members are entitled to be present at any general meeting of members although the OSC’s auditors, and any other person or entity may attend if required by law, any OSC By-law or the Act or if approved by the Chairperson or by the majority consent of the voting members present. Non voting members may participate on permission of the chairpersons of the meeting or by majority consent of the voting members present.

3. A voting member is described in section 6.2.1 of the OSC By-Laws. Voting Members (All must be over 18 years of age) shall have one (1) Vote each per ballot and shall include:

a) Members of the Board of Directors of the OSC
b) The following volunteer officials of the OSC:

* House League convenors

* Representative team and House League team coaches, team officials, managers and assistants  

   (to a maximum of four (4) coaches, team officials, team managers or team assistants per team)

* Voting Committee Members

c) Any other person as admitted to voting membership by resolution of the Board.
d) Life Members - members who have been appointed by the Board for life in recognition of extraordinary contribution to the OSC. Such appointments may be made at any time and at the sole discretion of the Board. Life members are exempt from any registration fees or dues.

Voting members must submit their intention of attending the AGM to the OSC Secretary either by email (secretary@oakvillesoccer.ca) or by dropping off a sealed note at the Oakville Soccer Club office by 12:00 p.m. on Wednesday, January 25th, 2023 to drop off your note in person, please email info@oakvillesoccer.ca to arrange a time as the offices of the Club remain closed to the public. You must include your full name and identify the subclass (as defined in Section 6.2.1) by which you shall be registered as a voting member. If applicable, please identify the age group and gender your membership is associated with.

4. Active members are eligible to register their intent to attend the AGM virtually with the Club secretary OR, they may appoint their vote to a proxy holder in accordance with the Oakville Soccer Club By-Law 7.8.

PLEASE NOTE:   The proxy will be invalid unless the proxy card has been signed and dated by the eligible appointing member as required by the Oakville Soccer Club By-Law 7.8. Click here for more information and a proxy card.

Active members may register their appointed proxy with the Oakville Soccer Club by the following means:

a) EMAIL: Completed proxy card received in PDF format at the Club Secretary’s email (secretary@oakvillesoccer.ca) no later than 12:00 p.m. on Wednesday, January 25th, 2023.
b) DELIVER IN PERSON: Completed proxy card received and recorded at the Oakville Soccer Club office no later than 12:00 p.m. on Wednesday, January 25th, 2023.Please email info@oakvillesoccer.ca to arrange a time to drop off a proxy card in person as the offices of the Oakville Soccer Club remain closed to the public at this time.
c) MAIL: Completed proxy card addressed to “Oakville Soccer Club, 1520 Pine Glen Road, Oakville, Ontario, L6M 4P4 Attn: Secretary” and post marked no later than Friday, January 20th, 2023.

5. In terms of motions and questions from ‘voting members of record’, all requests must be submitted to the Secretary no later than 15 days in advance of the Annual General Meeting or by 12:00 p.m. on Friday, January 13th, 2023. You may either email your questions to secretary@oakvillesoccer.ca or drop off your questions at the Oakville Soccer Club office in a sealed envelope addressed to the Club Secretary. Please email info@oakvillesoccer.ca in order to arrange a time to drop off a sealed envelope as the offices of the Oakville Soccer Club remain closed to the public at this time.

6. Individuals interested in running for a position on the Board of Directors should read the OSC By-Laws, Section 3 related to Board of Directors, in particular: Article 3.2, Qualifications; 3.3, Election and Appointment of Directors; and 3.9, Nomination of Directors. Further information regarding nominations, including a Nomination Application Form with further detail regarding the skills/competencies required by the Board in its forthcoming term will be available on the Club’s website oakvillesoccer.ca. Interested individuals are invited to send a letter outlining his/her interest in running for the Board accompanying a completed Nominations Application Form to the Chairs of the Governance Committee at: nominations@oakvillesoccer.ca or by sealed mail at the Club office. Please email info@oakvillesoccer.ca to arrange a time to drop off sealed mail at the Club as the offices of the Oakville Soccer Club remain closed to the public at this time.

All candidate applications must be received by 12:00 p.m. on Monday, January 9th, 2023. The slate of nominees will be published on the Club’s website on Friday, January 13th, 2023. All properly nominated individuals will have their name listed on the ballots. Nominations are also possible from the floor at the AGM however the process requires a 2/3 majority vote as required by OSC By-Law, Article 3.10.4.

By Order of the Board,

Imdad Ali
Secretary
Oakville Soccer Club                               

Click here to RSVP

Click here for the 2022 Proxy Card