AIRDRIE SWIM CLUB (ASC)

ANNUAL GENERAL MEETING – AGENDA

Sunday, October 16, 2016

12:00 – 1:00 p.m.

Aecon Room, Genesis Place, Airdrie

The NCSA meeting is scheduled to begin immediately following the completion of the Airdrie Swim Club (ASC) AGM.

Register your attendance with ASC AGM Secretary (Della Jones) from 12:00 – 12:10 p.m.

1.0Annual General Meeting (AGM) Call to Order at 12:10 p.m.

2.0Call upon AGM Secretary to Confirm Quorum has been satisfied.

Note: The Airdrie Swim Club requires 7 voting members as a quorum.

3.0Special Orders

Note: Special Order Motions require two thirds vote in support of motion to be passed.

3.1Filing of Official Membership List.

A Motion will be proposed by the AGM secretary………move Special Order to file the Official Club Membership List of The Airdrie Swim Club as prepared and provided for this Airdrie Swim Club AGM. 2nd Motion

Note: To produce an official membership list requires a date be set from which the AGM Secretary can generate an official list. The AGM Chairperson directed the AGM Secretary to present the membership list as of October 12, 2016. (This directive means new members add to the membership list after October 12, 2016 are not eligible to vote at this AGM). The membership list will be available for viewing from AGM Secretary when you register for the AGM.

3.2Appointment of Election Scrutineer

A Motion will be accepted from the membership that proposes…. Move Special Order to appoint an ASC member in good standing as the Election Scrutineer for the Election of Officers and Directors, excepting for position where said ASC member in good standing may offer his/her name and in that case, the AGM Chairperson will appoint a person to be the Election Scrutineer. 2nd Motion

Note: The Election Scrutineer will oversee all votes taken by secret ballot and shall be responsible for counting, rejecting and destroying ballots and advising the AGM Chairperson of the election results.

4.0Adoption of the Agenda

A Motion will be accepted that proposes….to adopt this meeting Agenda. 2nd Motion

Note: The membership has the ability at any time to vary the suggested motions, as in this case where it may be reasonable to offer changes, additions or deletions to the proposed agenda.

5.0Adoption of October 2015 AGM minutes

A Motion will be accepted that proposes….to adopt the previous AGM minutes of October 18, 2015. 2nd Motion

See “ASC AGM minutes DRAFT – October 18, 2015” as attached

6.0Acceptance of September 22, 2016 ASC Board Meeting Minutes

A Motion will be accepted that proposes….to adopt the last ASC Board Meeting minutes of September 22, 2016. 2nd Motion

See “ASC Board Meeting minutes – September 22, 1016” as attached

7.0Business arising from the previous AGM minutes not listed in this agenda

There was none at the time of the Agenda preparation.

8.0Reports from Swim Club Officers and Committees

8.1President’s Annual Report.

The ASC President report will be deferred to the Nose Creek Swim Association (“NCSA”) Annual General Meeting.

8.22015-2016 Airdrie Swim Club Financial Statement

A Motion will be accepted that proposes….”THAT the 2015-2016 Airdrie Swim Club Financial Statement is being presented for information purposes only and all questions and acceptance of the 2015-2016 Airdrie Swim Club Financial Statement for year ending August 31, 2016 will be deferred to the Nose Creek Swim Association AGM and that the Airdrie Swim Club Secretary will file the appropriate reports to Alberta Corporate Registries.” 2nd Motion

9.0New Business

9.1Proposed Bylaw Change for the Airdrie Swim Club (ASC), Section 3.0 (Membership)

On September 16, 2016, the Board notified members of its recommendation to amend Section 3.0 of the ASC bylaws. The intent of the change is to allow for greater clarity as it relates to financial issues regarding the accounts of members who are not in good standing.

A Motion will be accepted that proposes…..THAT the wording of the Airdrie Swim Club bylaws for Section 3.0 Membership, subsection General be changed TO: A member is not in good standing if any member is in arrears for fees, assessments or other indebtedness to the society, such member may be automatically suspended by the Board and shall thereafter be entitled to no such membership privileges in NCSA until reinstated. 2nd Motion.

For reference purposes, the current ASC bylaw read:

If any member is in arrears for fees, assessments or other such indebtedness to the society, such member may be automatically suspended by the Board and shall thereafter be entitled to no membership privileges or powers in NCSA until reinstated.

9.2Proposed Bylaw Amendment, Sections 5.0 (Composition of Board of Directors) and 5.1 (Terms of Office)

On September 16, 2016, the Board notified members of its recommendation to amend Section 5.0 and 5.1 of the ASC bylaws. The intent of the change is to alleviate the issue of non-compliance. It was recommended that the ASC members approve a bylaw change to reduce the board size from seven (7) members to four members (the Executive of ASC). These four (4) members would be the representatives of ASC on the Nose Creek Swim Association (NCSA) Board.

A Motion will be accepted that proposes an amendment to the Board’s recommendations….THAT the wording of the Airdrie Swim Club bylaws for Section 5.0 Composition of the Board of Directors be changed to: The Board of Directors shall consist of the Past President, Head Coach and those elected by its general membership. The Head Coach and Past President are designated as ex-officio Board Members with no voting privileges at Board of Directors meetings, special meetings or committee meetings. The elected positions shall be comprised of a minimum of four (4) positions. This includes the President, Vice-President, Treasurer and Secretary. 2ndmotion

5.1 The Terms of the Elected Board members will be as follows:

Position / Term / Election Year Odd/Even
President / 2 years / Begin Even Year
Vice-President / 2 years / Begin Odd Year
Treasurer / 2 years / Begin Even Year
Secretary / 2 years / Begin Odd Year
Directors-at-Large (optional positions) / 2 years / Begin Even Year (if more than 1 elected, terms will be alternating years)

For reference purposes, the current bylaws read:

5.0 Composition of Board of Directors

The Board of Directors shall consist of the Past President, Head Coach and those elected by its general membership. The Head Coach and Past President are designated as ex-officio Board Members with no voting privileges at Board of Directors meetings, special meetings or committee meetings. The elected positions shall be comprised of a President, Vice-President, Treasurer, Secretary, and three (3) Directors-at-Large.

5.1 The terms of Elected Board members will be as follows:

Position / Term / Election Year Odd/Even
President / 2 years / Begin Even Year
Vice-President / 2 years / Begin Odd Year
Treasurer / 2 years / Begin Even Year
Secretary / 2 years / Begin Odd Year
2 Directors-at-Large / 2 years / Begin Even Year
1 Director-at-Large / 2 years / Begin Odd Year

Note: As per the ASC bylaws, amendments to the bylaws may be made by a Special Resolution that is passed by a 75% majority vote of:

  1. Voting members present at the Annual General Meeting of which not less than thirty (30) days’ notice specifying the intent of the resolution has been duly given, or
  2. Returned ballots in a resolution that are mailed or sent electronically to all voting members of the AIRDRIE SWIM CLUB and verified by a majority of the Executive Committee, with not less than twenty-one (21) days’ notice given for a response.

9.3Election of Officers

Note: As per the ASC bylaws, the Board of Directors shall be elected at the AGM and all positions become effective at the close of the AGM. To be eligible for election to office, an individual must be a full member in good standing and must be nominated by one member of good standing. Nominations were received by the ASC President, Linda Bruce up to the beginning of the AGM. The nominations list will be available for viewing from AGM Secretary when you register for the AGM.

As per the ASC bylaw amendment (if item 9.2 as listed above, is approved during the AGM) the ASC Board of Directors will be comprised of a minimum of four (4) elected positions: President, Vice-President, Treasurer and Secretary. The membership may choose to elect additional Directors-at-Large. If applicable, the 1st position will begin in an Even year; if more than one (1) is elected, terms will be alternating years.

There shall be further opportunity for nominations from the floor during the AGM for each position up to election.

President begins in an EVEN year:

Position Open – Incumbent Linda Bruce, end of term

  • Nomination
  • Nomination 2nd
  • Acceptance
  • Other Nominations from the floor
  • Close Nominations for the ASC President
  • Acclamation/Acceptance of position

Vice-Presidentbegins in an ODD year:

Currently Filled – Scott Sharpe, 1 year remaining in term

Treasurer begins in an EVEN year:

Position Open – Incumbent Melissa Kost

  • Nomination
  • Nomination 2nd
  • Acceptance
  • Other Nominations from the floor
  • Close Nominations for the ASC Treasurer
  • Acclamation/Acceptance of position

Secretarybeings in an ODD year:

Currently Filled– Della Jones; 1 year remaining in term

Director–at–Large (optional positions); if applicable, 1st position begins November of an EVEN year. If more than one (1) elected, terms will alternate:

Currently Filled – Dean Clarke; 1 year remaining in term

Position Open: Incumbent, Jayne Steffler, end of term

  • Nomination
  • Nomination 2nd
  • Acceptance
  • Other Nominations from the floor
  • Close Nominations for the ASC Director-at-Large position
  • Acclamation/Acceptance of position

9.3Election of two (2) Airdrie Swim Club Members to examine 2016-17 Financial Statement and act as auditors for this upcoming fiscal year.

9.4Next AGM date

A Motion will be accepted that proposes “That the next AGM will be held on or about October 15, 2017 at a location and time to be announced at least 45 days in advance”. 2nd motion.

9.5Other Business items may be placed here

10.0Motion to Adjourn

A Motion will be accepted that proposes….”THAT this AGM meeting adjourns.”

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ASC AGM – AGENDA 10-16-2016

Last Revised – 10-15-2016 by Della Jones, ASC Secretary