Saskatoon Ultimate Disc Sport Society Annual General Meeting 7pm October 29, 2015 Henk Ruys Soccer Center (219 Primrose Drive) Agenda

Transcription

1 Saskatoon Ultimate Disc Sport Society Annual General Meeting 7pm October 29, 2015 Henk Ruys Soccer Center (219 Primrose Drive) Agenda 1. Call to Order 2. Welcome from the President and Sign in for Quorum Bylaw 1 Article 9.3 Twenty members personally present at the opening of a membership meeting shall constitute a quorum. 3. Approval of Agenda 4. Approval of the 2014 Annual General Meeting Minutes 5. President s Message and Updates 6. Approval of the Financial Statement * Each year the general membership is asked to review and approve the financial report in preparation for a vote on waiving the yearly financial audit. Bylaw 1 Article 9.7 The members may resolve not to appoint an auditor. Such a resolution is valid only until the next annual meeting of the members. The resolution is not valid unless consented to by two thirds of the members who voted on the resolution, including members not otherwise entitled to vote (Saskatchewan Nonprofit Corporations Act 1995, Section 150, subsections 1 to 3). 7. Proposed Amendments** must be sent to president@saskatoonultimate.org by October 21. Bylaw 1 Article 10.3 The Articles of SUDS and the Constitution may only be amended by two thirds of the Voting Members present at the meeting. 8. Board of Directors Nominations*** Candidates nominated before or during the meeting will be presented for each board position. Candidates will be allowed to give a candidacy speech if they choose to. 9. Election of Directors 10. Adjournment of Formal Proceedings 11. Small Group Discussion Period **** 12. Winter League Sign Up and Cheque Drop off Regards, SUDS Board of Directors NOTES: View SUDS bylaws here: and procedure *The Financial Statements will be available at: **Proposed Amendments will be available at: ***Interested in being on the board of directors? Contact us at directors@saskatoonultimate.org

2 Saskatoon Ultimate Disc Sport Society Annual General Meeting 7pm October 29, 2015 Henk Ruys Soccer Center (219 Primrose Drive) ****Please Send Discussion Topic or questions to

3 Saskatoon Ultimate Disc-Sport Society th St. W., Saskatoon, SK S7M 0W9 Phone: (306) Minutes SUDS Members Present: Board Members Present: Staff Present: at least 20 members Dean Schmidt - President Wendy Chapman - Vice-President Leagues David Ellingsen - Vice-President Finance Arthur Cradock - Vice-President Events Kelbey Woytowich - Vice-President Communications Anna-lise Hodgins - Vice-President Development Jonathan Storey - Vice-President Disc Golf Daniel McLaren - Vice-President Field Initiatives Aaron Chubb Executive Director Justice Paul - Program Coordinator Agenda 1 Call to Order 7:03pm Oct 29, Welcome from the President and Sign in for Quorum Bylaw 1 Article 9.3 Twenty members personally present at the opening of a membership meeting shall constitute a quorum. At least 20 members, 8 Board Members, 2 staff present 3 Approval of Agenda MOTION 2015AGM01: To amend the agenda to switch items 11 and 12 S Chapman/Koop MOTION 2105AGM02: Approve agenda S Chapman/Koop

4 4 Approval of the 2014 Annual General Meeting Minutes MOTION 2105AGM03: To approve the minutes from the October 28, 2014 Annual General Meeting as presented. Clark /Slater 5 President s Message and Updates Introduced Board and staff Broke down league numbers of teams numbers mildly down Dean at 12 months remaining 6 Approval of the Financial Statement * Each year the general membership is asked to review and approve the financial report in preparation for a vote on waiving the yearly financial audit. Bylaw 1 Article 9.7 The members may resolve not to appoint an auditor. Such a resolution is valid only until the next annual meeting of the members. The resolution is not valid unless consented to by two thirds of the members who voted on the resolution, including members not otherwise entitled to vote (Saskatchewan Nonprofit Corporations Act 1995, Section 150, subsections 1 to 3). Approval of the Financial Statement David gave summary of financial statements MOTION 2015AGM04: To approve the Financial Statements as presented. Koop/Chapman MOTION 2015AGM05: To waive audit Ellingsen/Koop 7 Proposed Amendments** - must be sent to president@saskatoonultimate.org by October 21. Bylaw 1 Article 10.3 The Articles of SUDS and the Constitution may only be amended by two-thirds of the Voting Members present at the meeting. Dean gave an overview of the proposed bylaw and policy amendments that were put forward

5 MOTION 2015AGM06 To approve all of the proposed bylaw amendments put forward by Dean Schmidt. 1- Chapman/Koop (see attachment after minutes) 2- To remove VP DG position and place as a portfolio under VP Field initiatives and accept this bylaw amendment Storey/Garden 8 Board of Directors Nominations*** 9 Election of Directors Candidates nominated before or during the meeting will be presented for each board position. Candidates will be allowed to give a candidacy speech if they choose to. President Nominations MOTION 2015AGM07: To nominate Dean Schmidt as President by Brett Campbell Seconded by Scott Chapman Dean accepted Vice-President Leagues Nominations MOTION 2015AGM08: To nominate Wendy Chapman as Vice-President Leagues by Seconded by Scott Chapman/Yang Pang Wendy accepted Vice-President Finance Nominations MOTION 2015AGM09: To nominate David Ellingsen as Vice-President Finance by Arthur Seconded by Scott Chapman David accepted

6 Vice-President Communications Nominations MOTION 2015AGM10: To nominate Kelbey Woytowich as Vice-President Communications by Kelbey Seconded by Yang Pang Kelbey accepted Vice-President Events Nominations MOTION 2015AGM11: To nominate Tanys Haye as Vice-President Events by Yang Seconded by Dean accepted by Dean on behalf of Tanys who ed Vice-President Development Nominations MOTION 2015AGM12: To nominate as Anna-Lise Hodgins as Vice-President Development by Scott Seconded by Rena Anna-lise accepted Vice-President Field Initiatives Nominations MOTION 2015AGM13: To nominate Daniel McLaren as Vice-President Field Initiatives by Scott Seconded by Chelsea Daniel accepted 10 Adjournment of Formal Proceedings MOTION 2015AGM14: To adjourn the formal proceedings of the 2015 Annual General Meeting at 7:43pm. Alan Koop/Rena Scott spoke about SUPA: Familiarized everyone with what he does.

7 AGM on Sunday 22nd at Sasktel Sport Yang spoke as VP of Ultimate Canada: Made announcements. MVP awards announced Hall of Fame awards CUC has been split into 2 location cities Winter League Sign Up and Cheque Drop off and captains meeting capture notes from these groups events (chaired by Arthur) tourneys and other events league (Chair Wendy) Juniors (Anna-lise) UFI (Dan) Spirit (Chubb or Scott) UCC 2016 volunteering Small Group Discussion Period****

8 2015 proposed amendments to the SUDS bylaws By Dean Schmidt Bylaw 1 Article 7 The Society Membership 7.3 Withdrawal of Membership -- a) A member may withdraw from the Society by giving written notice of his/her intention to withdraw to the General Manager Executive Director of the Society. Bylaw 1 Article 8 The Society Board of Directors 8.5 Elections for the following positions on the SUDS Board of Directors shall take place at the Annual General Meeting: -- a) President; b) Vice-President Leagues; c) Vice-President Finance; d) Vice-President Communication; e) Vice-President Events; f) Vice-President Development; g) Vice-President Disc Golf; h) Vice-President Field Initiatives; Bylaw 3 Duties and Responsibilities Section VIII Disc Golf Article 27 Vice-President Disc Golf 27.1 The role of the Vice-President Disc Golf is to communicate with the City of Saskatoon concerning issues with the SUDS Disc Golf Course(s) in Saskatoon and discuss any options concerning Disc Golf with any interested parties;

9 27.2 Duties and responsibilities of the Vice-President Disc Golf shall include the following: a) act as sixth Vice Chairperson of the Board of Directors; b) ensure the Disc Golf Park(s) is/are maintained in exceptional condition regarding the condition of the baskets and tee off boxes if applicable; c) maintain relations with the corresponding City of Saskatoon official responsible for the overseeing of parks maintenance or management; d) make efforts to enhance the current disc golf parks or establish new parks as determined by the SUDS BOD; e) maintain communication between SUDS and other Disc Golf stakeholders; f) overseeing the activities of the Disc Golf League Manager; g) Report all activities and decisions to the President of SUDS. Article 28 Disc Golf League Portfolio 28.1 The role of the Disc Golf League Portfolio Manager is to organize the Disc Golf League for SUDS Duties and responsibilities regarding the Disc Golf League Portfolio must include; a) Promotion of SUDS Disc Golf League to the community at large; b) Be responsible for registering all parties interested in participating in SUDS Disc Golf League; c) Coordinate with the Bookkeeping Portfolio Manager for the collection of fees; d) Report all activities and decisions to the Vice-President Disc Golf. Article 29 Disc Golf Tournament Portfolio 29.1 The role of the Disc Golf Tournament Portfolio Manager is to organize the Disc Golf Tournaments for SUDS Duties and responsibilities regarding the Disc Golf Tournament Portfolio must include; a) Promotion of SUDS Disc Golf Tournaments to the community at large;

10 b) Be responsible for registering all parties interested in participating in SUDS Disc Golf Tournaments; c) Coordinate with the Bookkeeping Portfolio Manager for the collection of fees; d) Report all activities and decisions to the Vice-President Leagues Disc Golf. Section IX Field Initiatives Article Vice-President Field Initiatives The role of the Vice-President Field Initiatives is to progress SUDS efforts in establishing field space as per the directions designated by the SUDS BOD Duties and responsibilities of the Field Initiatives Portfolio shall include the following: a) act as seventh Vice-Chairperson of the Board of Directors b) working with any third party group or organization that has been identified by the SUDS BoD to be potentially beneficial to the establishment of fields for use by SUDS; c) keep records of all meetings and progress related to the ultimate field initiatives in Saskatoon and area; d) work with the Fields Portfolio Manager and the Vice-President Leagues to foster professional relationships with the City of Saskatoon, University of Saskatchewan, and School Boards. e) overseeing the activities of the Disc Golf Portfolio Manager; f) report all activities and decisions to the President of SUDS. Article 28 Vice-President Disc Golf Portfolio The role of the Vice-President Disc Golf Portfolio Manager is to communicate with the City of Saskatoon concerning issues with the SUDS Disc Golf Course(s) in Saskatoon and discuss any options concerning Disc Golf with any interested parties; Duties and responsibilities of the Vice-President Disc Golf Portfolio shall include the following: a) act as sixth Vice Chairperson of the Board of Directors; b) a) ensure the Disc Golf Park(s) is/are maintained in exceptional condition regarding the condition of the baskets and tee off boxes if applicable;

11 c) b) maintain relations with the corresponding City of Saskatoon official responsible for the overseeing of parks maintenance or management; d) c) make efforts to enhance the current disc golf parks or establish new parks as determined by the SUDS BOD; e) d) maintain communication between SUDS and other Disc Golf stakeholders; f) e) overseeing the activities of the Disc Golf League Manager; g) Report all activities and decisions to the Vice-President Field Initiatives President of SUDS. Article 28 Disc Golf League Portfolio 28.1 The role of the Disc Golf League Portfolio Manager is to organize the Disc Golf League for SUDS Duties and responsibilities regarding the Disc Golf League Portfolio must include; a) Promotion of SUDS Disc Golf League to the community at large; b) Be responsible for registering all parties interested in participating in SUDS Disc Golf League; c) Coordinate with the Bookkeeping Portfolio Manager for the collection of fees; d) Report all activities and decisions to the Vice-President Disc Golf. Article 29 Disc Golf Tournament Portfolio 29.1 The role of the Disc Golf Tournament Portfolio Manager is to organize the Disc Golf Tournaments for SUDS Duties and responsibilities regarding the Disc Golf Tournament Portfolio must include; a) Promotion of SUDS Disc Golf Tournaments to the community at large; b) Be responsible for registering all parties interested in participating in SUDS Disc Golf Tournaments; c) Coordinate with the Bookkeeping Portfolio Manager for the collection of fees; d) Report all activities and decisions to the Vice-President Leagues Disc Golf.