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AGM Motion - Consultative structure to discuss potential bylaw changes
2016-05-03
To: Regular, Associate, and Life Members of Saskatchewan Soccer Association
Re: AGM Motion - Consultative structure to discuss potential bylaw changes
During the 2016 SSA Annual General Meeting, the following motion was passed:
"Move that the SSA, in conjunction with representatives of the SSA membership in good standing, form a committee to meet within 60 days from the 2016 AGM to develop a consultative structure so all SSA members can discuss potential bylaw changes." Moved by: Dave Taylor, SYSI, Seconded by: Gord Quinlan, SAS, Carried
In response to this motion the meeting shall take place as follows:
May 15th, 2016 from 10:00 am to 1:00 pm.
For those who wish to join in person:
Regina: 1870 Lorne St. Main Boardroom
(Enter via 12th Ave. entrance and ring buzzer for access)
Saskatoon: 510 Cynthia St., Room 201
(Enter via entrance at rear of building and ring buzzer for access)
For those joining via Conference Call:
Please dial in Toll free to 1-866-296-5646 and enter Participant Passcode: 319333.
This meeting will not focus on the content of Bylaw amendments which may be considered in the future. Rather, the sole focus will be on the structure of engaging members in the Bylaw Amendment process.
Agenda
- Welcome and Identification of Delegates
- Current Bylaws & Timelines related to Amendments and their relation to the Non Profit Act Saskatchewan 1995
- Roles and Responsibilities - SSA Board of Directors, Regular Members, Associate Members, other SSA Members
- Understanding Bylaws vs Policies
- CSA process
- Developing a Bylaw Consultation structure
To allow for meeting materials and final preparations to be made all delegates are requested to register via email to d.pederson@sasksoccer.com by no later than Wednesday May 11th, NOON.
For more information regarding this meeting, please contact Doug Pederson at 1-306-780-9225 Ext. 4, or via email.
Input into the agenda was requested by NOON - FRIDAY April 22, 2016.
Thanks to SYSI for their submission.
From: SYSI
Sent: April-19-16 2:50 PM
Subject: RE: SAVE THE DATE - Consultative to Discuss Bylaw Changes
Please consider the following agenda items for the upcoming meeting on May 15.
- How far in advance of the Annual Meeting should such a meeting be held? Presumably there needs to be enough time to redraft by-law amendments if that is necessary, and still meet the deadline for final submission of proposed by-law amendments for consideration at the Annual Meeting
- How much notice should be given to the Members of the meeting? What should be the notice period for the circulation of by-law amendments by the Board or Members?
- What kind of venue should be used for the meeting face-to-face meeting (if so, where), video conference, telephone conference call, town hall meeting, webinar?
- Whether there should be an expert in attendance who has a familiarity with By-laws?
- MO representation (what member classes are invited to attend and whether there is a max number of reps per MO or a set number of reps based on MO size)?
- How decisions will be reached at the meeting? By consensus? By vote (with everyone having one vote); weighted vote (based on MO size)?
- What will be the follow-up? (At the CSA, the Presidents of the PTSOs meet again the night before the AGM to ensure that everybody is happy with what is going forward in the way of by-law amendments. It also allows for last minute amendments of a minor, friendly nature).
- Ensuring this structure does not eliminate the right that the individual MO's have to bring forward amendments at a later date, as long as their submission meets the deadline date for the receipt of amendments.
Relevant Materials: