HAWAIII FEDERATION OF USA WRESTLING NOTICE OF SPECIAL MEETING OF THE MEMBERSHIP AND ELECTION OF MEMERS OF BOARD OF DIRECTORS

Transcription

1 HAWAIII FEDERATION OF USA WRESTLING NOTICE OF SPECIAL MEETING OF THE MEMBERSHIP AND ELECTION OF MEMERS OF BOARD OF DIRECTORS TRANSMISSION DATE OF NOTICE: August 15, 2016 TO: - Chartered Club Members of the Hawaii Federation of USA Wrestling - Official Members of the Hawaii Federation of USA Wrestling - Chairpersons of Standing Committees of the Hawaii Federation of USA Wrestling - Members of the Board of Directors of the Hawaii Federation of USA Wrestling - Individual Members of the Hawaii Federation of USA Wrestling PLEASE TAKE NOTICE OF THE FOLLOWING: A Special Meeting of the Membership for the purpose of holding an election to fill ALL FOUR VACATING SEATS on the Board of Directors of the Hawaii Federation of USA Wrestling shall be held on August 30, 2016, for TWO (2) YEAR terms commencing September 1, Relevant information is as follows: 1. DATE, TIME, AND LOCATION of ELECTION Date: August 30, 2016 Time: 7:00 p.m. Location: Mokuola St. Waipahu. 2nd floor - room 9 Castng of ballots (submission of votes) shall commence promptly at 7:00 p.m., or upon the presence of a quorum of the Hawaii Federation of USA Wrestling Board of Directors, whichever occurs last, upon the call of the Chairman of the Hawaii Federation of USA Wrestling Board of Directors. Casting of ballots (submission of votes) shall cease, and voting shall be closed 30 minutes after commencement of casting of ballots. 2. RULE REFERENCES References to Rules relating to matters addressed in this Notice are to the BYLAWS of the Hawaii Federation of USA Wrestling, also referred to in this Notice as HFUSAW BYLAWS. A full copy of the HFUSAW Bylaws may be found at 3. ELIGIBILITY TO CAST BALLOT (VOTE)

2 Voting rights under the Bylaws of the Hawaii Federation of USA Wrestling are allocated and held by virtue of Membership Category (defined in HFUSAW BYLAW 4.1) as follows: Note: Note Also: a. Chartered Club Members (one vote per open seat per Chartered Club). HFUSAW BYLAWS 4.8(A)(1); b. A single representative of all registered Official Members(one vote per open seat by the representative of Official Members) HFUSAW BYLAWS 4.8(A)(3); and, c. The Board of Directors (one vote per open seat by the Board of Directors as a body). HFUSAW BYLAWS 4.8(A)(2) a. Individual Members are not authorized to cast ballots (Vote) in their capacity as Individual Members. HFUSAW BYLAWS 4.8(A)(2) b. No voting Member or entity may cast more than one vote per candidate per ballot. Ballots containing more than one vote for a single candidate shall be declared and treated as invalid, null and void. A Member submitting a ballot with more than one vote for a single candidate shall not be entitled to submit another ballot in the election in which their ballot was considered invalid, null and void. Such a Member or entity shall be entitled to submit a ballot in any subsequent run off or new election if the said Member or entity qualifies as a voter in that election under these Bylaws of the Corporation. HFUSAW BYLAWS 4.8(A)(5) c. Proxy voting for election of Directors of the Board of Directors of the Hawaii Federation of USA Wrestling is prohibited. HFUSAW BYLAWS 4.8(A)(6). d. There shall be no write in candidates for election as a Member of the Hawaii Federation of USA Wrestling s Board of Directors. HFUSAW BYLAWS 12.1(C) Multiplication of Chartered Club Registrations to Obtain Voting Rights Is Prohibited, HFUSAW BYAWS 4.6, and could lead to ballots cast or Votes being deemed invalid. HFUSAW BYLAWS 4.7.

3 4. MEMBERSHIP CLOSE DATE FOR PURPOSES OF VOTING ELIGIBILITY Voting eligibility shall be established by current registered membership in USA Wrestling and the Hawaii Federation of USA Wrestling as of the date of this Notice. 5. NOMINATION OF CANDIDATES An individual shall be nominated for candidacy to become elected as a Member of the Board of Directors of the Hawaii Federation of USA Wrestling in the August 30, 2016 election only as follows (write in candidates will not be permitted): a. A nomination form for the nomination of an individual as a candidate for election to the Hawaii Federation of USA Wrestling (HFUSAW Director Nomination Form) must be submitted, fully completed, with the signature of the candidate acknowledging and agreeing to be nominated as a candidate, and agreeing to serve if elected. b. The candidate must further respond timely and affirmatively to efforts by the Hawaii Federation of USA Wrestling to confirm the candidate s acknowledgment and agreements to candidacy and subsequent service if elected. c. A Nomination form may be submitted by any registered member, in good standing at the time that registered member submits a nomination form. d. A nomination form for a candidate shall be signed/endorsed by no less than 5 registered Individual Members of the Hawaii Federation of USA Wrestling. HFUSAW BYLAW 12.1(C) e. All nominated individuals and nominators shall be of 18 years of age at the time of nomination or older, certify that they have read and understand the Qualifications of Directors set forth in HFUSAW BULW 5.3, and that the nominated individual meets the qualifications set forth in HFUSAW BYLAW 5.3 as of the date of this Notice. f. All nominated individuals shall be fully registered, approved and certified Coach members of USA Wrestling and The Hawaii Federation of USA Wrestling at the time of submission of a nomination form nominating the nominated individual. This requirement is set forth primarily to ensure that

4 the nominated individual has received a satisfactory and approved background check in connection with USA Wrestling s Coach Membership background check provisions. g. Nomination forms shall be mailed by US Mail, and postmarked NO LATER THAN August 25, 2016 to Joyce Johnson at Keneke St. Kaneohe, Hawaii by or before August 25, 2016, OR in a pdf or image format attached to an sent to jnjohnsonrn@gmail.com NO LATER THAN August 25, 2016 in order to be considered for inclusion on the election ballot. Nomination forms delivered, postmarked or ed after August 25, 2016 shall be automatically eliminated from consideration. h. The Hawaii Federation of USA Wrestling reserves the right to disqualify nominated individuals as candidates for faulty or incomplete nomination forms, or for reasons otherwise specified in the HFUSAW BYLAWS. i. The nomination form shall be attached to or included with any ed official versions of this Notice, and shall be available as a pdf document on the Hawaii Federation of USA Wrestling website. 6. ANNOUNCEMENT OF CANDIDATES The list of individuals who will appear as candidates on the election ballot in the August 30, 2016 election will be published on the Hawaii Federation of USA Wrestling website, and sent via to all duly registered members of the Hawaii Federation of USA Wrestling as soon as practicable, but in any event by August 25, 2016 (5 days before the election on August 30, METHOD OF DELIVERY OF THIS NOTICE This Notice shall be posted on the Hawaii Federation of USA Wrestling website in a prominent location, along with applicable nomination forms, for the purpose of providing notice to all interested parties entitled to Notice of the information provided herein. The Hawaii Federation of USA Wrestling may, in its discretion, provide direct, additional, communications containing this Notice and nomination documents to the registered address(es) for Chartered Club Members or contact individuals for Chartered Club Members, Official Members, Hawaii Federation of USA Wrestling Standing Committee leadership and members, and Members of the Hawaii Federation of USA Wrestling Board of Directors.

5 8. VOTING PROCEDURE a. Only individuals from Oahu physically present at the Noticed election site, at or within the designated time, shall be permitted to cast a ballot in the election on August 30, Voting Members from the outer islands will be permitted to attend the meeting via electronic means. b. The Official Members ballot shall be cast by a representative of Official Members shall be designated in writing by the Chairman of the Hawaii Federation of USA Wrestling Standing Officials Committee, as determined by members of the Coaches and Officials Committee. c. The Hawaii Federation of USA Wrestling s Board of Directors ballot shall be cast by a single representative designated in writing by the Chairman of the Hawaii Federation of USA Wrestling s Board of Directors, as determined by members of the Board of Directors. d. A Chartered Club shall cast its ballot through either the individual registered as the Director of the Chartered Club with USA Wrestling, OR an individual designated in writing by the Director of the Chartered Club, which designated individual SHALL BE A REGISTERED MEMBER OF THE SAID CHARTERED CLUB. Presentation of multiple or competing written authorizations designating more than designated voter for a Chartered Club shall cause the Chartered Club to be disqualified from voting. e. There shall be no write in candidates for election as a Member of the Hawaii Federation of USA Wrestling s Board of Directors. HFUSAW BYLAWS 12.1(C) f. Voting shall take place by secret ballot. g. Vote shall be counted after the running of time for the vote, by no less than three members of the Hawaii Federation of USA Wrestling s Board of Directors serving at the time of the election on August 30, h. Election results shall be certified and approved by vote of a majority of the Hawaii Federation of USA Wrestling s Board of Directors serving at the time of the election on August 30, 2016.

6 i. The election shall be officiated by individuals designated by the Hawaii Federation of USA Wrestling s Board of Directors serving at the time of the election on August 30, j. No time shall be allotted on August 30, 2016 for, and the election shall not be delayed in any way for, nomination protests, campaigning by candidates or their surrogates, or objections to the election. 9. APPROVAL AND RATIFICATION OF THIS NOTICE This Notice and the provisions contained in this notice were duly approved and ratified by the Hawaii Federation of USA Wrestling s Board of Directors by Resolution on August 30, QUESTIONS AND INQUIRIES Any questions or inquiries relative to this notice must be submitted in writing, via US Mail to: Rick Williams President Hawaii Federation of USA Wrestling Punono St. Mililani, HI All mailed inquiries shall include a single address for response. All reasonable inquiries will be responded to as practicable considering the nature of the inquiry, and the inquiry s proximity in time to the election.