NOTICE OF AGM

Notice of Annual General Meeting (AGM)

Subject: NOTICE OF ANNUAL GENERAL MEETING

The Board of Directors is pleased to announce the Annual General Meeting (AGM) of the Association's members.

The AGM is held annually for members to review the Association's activities and finances, discuss proposed constitutional amendments, and elect members to the Board of Directors.
I've shared the full agenda below. The meeting is open to all current members of the association.

Eligibility and Terms of Membership

6.1 Eligibility


Active Membership:

Active Membership shall include all elected Directors or Officials; all coaches,
managers, and who are eighteen (18) years of age or older, appointed for the
current season, and all registered players who are eighteen (18) years of age
and those who have paid the appropriate registration fee. For greater certainty,
Registered players eighteen (18) years of age or older will be considered Active
Members, once their registration fee has been paid in full, and corporations and
Other non-human entities are not eligible for membership.


Parent/Guardian Membership:

Parent/Guardian members shall include the parent and/or legal guardian of a
registered player who is under eighteen (18) years of age. A parent/guardian shall
Become a member once the registered player has paid the appropriate registration fee
The full fee for the program they have been registered in.

Honorary Lifetime Membership
Honorary Lifetime Membership may be bestowed upon an individual who
has performed exceptional service to the Association or to the betterment of youth
football in the communities served by the Association.
The board shall nominate such individuals at the Annual General Meeting and the
Members present shall vote to award such membership. Such membership may be
suspended or rescinded by the Board (and to be confirmed at the next Annual
General Meeting, where the holder of an Honorary Lifetime Membership is charged
and/or convicted of a criminal offence or takes an action that might bring the
Association into disrepute through affiliation.

 One Person - One Class of Membership. Although it is possible for a member to
be qualified for more than one (1) class of membership in the Association, no person
may hold more than one (1) class of membership. It is therefore mandatory that each
member shall declare himself/herself prior to the start of any meeting of the
membership and advise the chairperson of the membership class he/she wish to
represent. Once the meeting is called to order, the member must remain in that class
of membership and may not change to another category or class of membership.

 Positions Up for Election

The following Board of Directors positions are up for election at the 2025 AGM:

Constitutional Amendment Procedure

Any proposed amendments to the Constitution or By-laws must follow the procedure outlined below:

1. The proposed amendment and an explanation of its purpose must be given to the Registrar at least 21 days before the AGM (Deadline: [ November 27th 2025, 21 days before AGM]).

2. The Registrar must then make the proposed amendment available to all members via email and post it on the Association website at least 14 days prior to the AGM (Deadline: December 4th 2024).
   
   
   

Finalised AGM Agenda

The following is the official agenda for the Annual General Meeting:

• Call the Meeting to Order

1. Role Call of Directors

2. Approval of the Minutes of the previous Annual General Meeting.

3. Directors' Reports (Review of preceding calendar year activities):

   • President Report

   • Vice President Report

   • Registrar Report

   • Spring Director Report

   • Fall Director Report

   • Equipment Director Report

   • Marketing Director Report

   • Sponsorship Director Report

   • Flag Director Report

   • Coaching Director Report

4. Financial Review:

   • Treasurer Report (Receiving and approving the annual financial statements and the auditor's report).

   • Presentation and Approval of the Proposed Budget for the coming year (requires a simple majority vote).

5. Appointment of Auditor for the ensuing year (to be communicated to the membership 30 days in advance of the engagement).

6. Constitutional Amendments (Consideration of any proposed amendments).

7. Elections (Election of the new Board of Directors).

8. New Business (Discussion of any new business as proposed by the membership).

9. Adjournment