ARTICLE VIII Meetings
Important Note: In the event that the Club President is also the Club Executive Director, then the Chairman of the Board (COB) shall serve as the presiding officer at all Board meetings. The COB assumes the responsibilities of the Club President other than those the Board assign to the President.
Important Note: If any Board member takes on a PAID job or task for the Club, that Board member will either be asked to step down from the Board or they will become a NON- VOTING member of the Board
The AGM Meeting announcement shall include a list of upcoming open Board positions and their term length. Voting will take place at the AGM.
SECTION 1. A quorum of the Club shall consist of at least one half of the voting members of the Board present at the Regular or Special meetings. A quorum shall be required in order to vote on Club business. All members of the Board shall have one vote, including the President and/or Chairman of the Board. In case of a tie vote, the President or the Chairman of the Board (depends on who is in the presiding position) has the deciding vote.
SECTION 2. Regular Board meetings shall be held at a time and place specified by the President of the Board or Chairman of the Board. There will be a minimum of 6 meetings a year. The Regular meetings of the Board are open to all Members as defined in Article V Section 1. Special Meetings and Executive Sessions shall be called by the Chairman of the Board, the President or the Board as necessary. Attendance at Special Meetings and Executive Sessions shall be limited to Board members and parties invited by the Board.
SECTION 3. Annual General Meetings shall be held in April each year, preceded by a two week minimum public announcement on the Club web site with the location and time of meeting. One vote shall be recognized for each Recreational Team from the prior Fall season and one vote shall be recognized for each Classic Team from the prior Fall season or the current Winter U15-U18 program. Team delegates shall be the Recreational Coaches and Classic Team Managers and must be identified at the beginning of the Annual General Meeting. Each elected Board Officer shall have one vote, unless they have been designated as a team delegate. Team delegates may designate a substitute from their team by notifying the Club in writing at least one week prior to the Annual General Meeting. In no case shall one individual have more than one vote.
The order of business for the Annual General Meeting shall be as follows:
- Officer Roll Call
- Team Credentials (All voting participants must be a coach or registered member of the Club and or an appointed team delegate; if no challenge is made to a delegate, it shall be assumed the “delegate” designation is valid. Any challenges shall be resolved at the discretion of the Board.)
- Annual Update
- Proposed Bylaw Changes
- Voting On Proposed Bylaw Changes
- Election of Officers
- New Business
SECTION 4. The rules contained in the current edition of “Robert’s Rules of Order Newly Revised” shall guide the Club in all cases that they are applicable and in which they are not inconsistent with the Bylaws and special rules of order that the Club may adopt.