Notice of 2024 Annual General Meeting
NOTICE IS HEREBY GIVEN that the 2024 Annual General Meeting of the Oakville Soccer Club Inc. will be held at the Oakville Convention Centre, 2515 Wyecroft Road, Oakville, ON, on Saturday, February 8, 2025 at 9:00 a.m. for the following purposes:
2024 AGENDA ITEM | MOTION / SPEAKER |
1) Call to Order and Opening Remarks | Imdad Ali |
2) Approval of Guest List | Motion 02-08-01 |
3) Review and accept the Minutes of the Previous AGM | Motion 02-08-02 |
4) To approve the Financial Statements ended September 30, | Motion 02-08-03 |
5) To appoint Auditors and to authorize them to fix | Motion 02-08-04 |
6) Duly submitted questions from the Membership | Imdad Ali, |
7) Board of Directions Election Overview | Chris Warren, |
8) Election of Directors | Motion 02-08-06 |
9) To duly destroy the ballots | Motion 02-08-07 |
10) Adjournment of AGM portion of meeting | Motion 02-08-08 |
11) Volunteer Awards Presentation | Katryna Indewey |
12) Adjournment & Award Photos | Katryna Indewey, |
*Statements to be made available to members on January 18, 2025 at the offices of the Oakville Soccer
Club by appointment only for voting members during the Club’s office hours. Contact finance@oakvillesoccer.ca to schedule an appointment.
Please note:
- The Oakville Soccer Club office is located at 1520 Pine Glen Road, Oakville, Ontario, L6M 4P4.
The Annual General Meeting will be held at the Oakville Convention Centre, 2515 Wyecroft Road, Oakville, Ontario, L6L 6P8. Breakfast will take place at 9:00 a.m. with formal call to order to follow. - 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. Nonvoting members may participate on permission of the chairpersons of the meeting or by majority consent of the voting members present.
- 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 are encouraged to do so via the online form available here. Alternatively, voting members may notify the OSC Secretary by email (secretary@oakvillesoccer.ca) by Wednesday, February 6, 2025.
- Active members who are unable to attend the AGM 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: by completed proxy card form or proxy card received in PDF format at the Club Secretary’s email (secretary@oakvillesoccer.ca) no later than 12:00 p.m. on Friday, February 7, 2025. Please contact secretary@oakvillesoccer.ca is you require assistance.
- 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 24, 2025. You may email your questions to secretary@oakvillesoccer.ca.
- 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 the Nomination Application Form with further detail regarding the skills/competencies required by the Board in its forthcoming term are available by clicking here.
All candidate applications must be received by 5:00 p.m. on Sunday, January 5, 2025. The slate of nominees, including the Board’s endorsements, will be published on the Club’s website on Friday, January 24, 2025. All properly nominated individuals will have their name listed on the ballots.
