AGM: Notice and Call for Nominations to the Board of Directors
The Annual General Meeting of the Ottawa City Soccer Club will be held on March 28, 2021 at 7:30pm via Zoom. Pre-Registration is required here by March 21, 2021. Meeting and Voting details will be sent by March 24, 2021.
Elections will be held in the following order:
- Two Year Terms – votes will be held for these two-year positions, in the following order:
Nominations in Brackets
Vice-President, Treasurer, and then one Director
Below are frequently asked questions and answers, including instructions on submitting a nomination as well as some additional resources. Have an additional question to add to the list below? Send an email to firstname.lastname@example.org.
Q1. Who can attend an Annual General Meeting (AGM)?
A1. The AGM is open to all members in good standing of the Ottawa City Soccer Club. The Constitution defines membership as follows:
- Is a Director of the Corporation;
- Any individual registered as an athlete in the current or preceding “Club Season” (defined as a year commencing on October 1 of one year and ending on September 30 of the following year) for outdoor or indoor league play;
iii. Any coach of a Club team, whether or not they have registered for league play, included on a roster of a Club Team in the current or preceding Club Season;
- Any game official (individuals registered with The OS to officiate soccer games) registered with the Club in the current or preceding Club Season, and
- Individuals who, in recognition of their significant contributions to the Club, are designated as “Honorary Members” by a majority vote of the members present at an Annual Meeting and have their names recorded in the minutes of the Annual Meeting upon which such status was bestowed upon them. The Secretary shall maintain an accurate registry of Honorary Members in the Club’s Minute Book.
Q2. What do I need to do if I am interested in serving on the board of directors?
A2. The Board is a great way to serve fellow members in the Club. Board members meet monthly but can also be involved in many other aspects of the club, including board subcommittees, club special initiatives and other areas such as coaching or managing a team, or volunteering in another capacity. Note that nominations to the Board must be received in writing by the Secretary of the Club no later than ten (10) days prior to the day of the AGM, in this case by 11:59pm on March 19, 2021. Nominations must be accompanied by a letter accepting the nomination to the position by the nominee and a letter from another Member seconding the nomination. Nominations should be sent via email to email@example.com cc firstname.lastname@example.org.
Q3. What information should my nomination letter contain?
A3. Letters should be completed as follows:
The letter from the nominee must include your name, address, email and indication of which position(s) you are interested as well as a statement that you are a member in good standing. The board also encourages members nominating themselves for a director position to indicate what their area of interest is (e.g., youth, adult, recreational, community outreach, liaison or other interest). You may nominate yourself for more than one position in your letter, but each nomination must be supported by a seconder. The same individual can be a seconder for additional nominations. Note however that you may only serve in one position on the board, and that a successful election in one position will cause your name to be withdrawn from any additional positions you have nominated yourself for.
The letter from the seconder must include the seconder’s name, address and email as well as the name of the nominee, and a sentence that states that you are supporting the nominee for the position(s) indicated. The letter must also include a statement that you are a member in good standing.
The Club constitution (link) defines a member in good standing.
Q4. What board positions are being considered for the 2017-18 season?
A4. At the SGM on October 11th, 2016 the new constitution for Ottawa City Soccer Club was adopted to update the board of directors for the club. The new board composition is as follows;
Directors – The Board will consist of seven (7) Directors at Large as follows:
- a) President
- b) Vice-President
- c) Treasurer
- d) Secretary
- e) Three (3) Directors-at-Large
As a result, the Vice-President, Treasurer, and one Director shall be elected each for a two-year term.
Q5. Can I send a proxy to vote at the AGM on my behalf?
A5. Yes. Proxies are welcome, however, a person attending the AGM may only hold a proxy for one member. Proxies must be registered in advance as per the instructions listed in the Club Constitution.
Click here for a proxy card.
Q6. I have three kids in various programs. How many votes to I get? How does voting work?
A6. Members can vote as follows:
(a) General Members who are 18 years old or older may exercise one vote at all meetings of the Members. General Members who are younger than 18 years old may have one vote exercised at meetings of Members by a parent or guardian. For clarity, a parent or guardian with three children registered with the Corporation who are younger than 18 years old may only exercise one vote. Also, two parents of the same child who is registered with the Corporation and who is younger than 18 years old may both attend a meeting of the Members but may only exercise one vote.
(b) Honourary Members and Members who are coaches or officials shall have one vote.
Although an individual may qualify for, and be registered under, more than one class of Membership, each individual holds only one Membership in the Club and is entitled to one vote at Members’ meetings. For clarity, an individual who enjoys Membership by virtue of, for example, being registered as a coach of a Club team and as a guardian who has registered a youth player, may only exercise a single vote.