I attended our first board meeting on Wednesday September 9, 2020. During this meeting it was brought forward by my peers on the board that the communication I put out on September 4th was not completely aligned with the constitution.
The two bylaws that were referenced are:
5.1.6 The positions of President and Director of Administration/Media Relations
shall be elected at the Annual General Meeting on even numbered years; and
the positions of Treasurer and Director of Operations shall be elected at the
Annual General Meeting on odd numbered years. Roles commence at the
conclusion of the respective AGM.
Under section 5.8 Duties of Directors:
5.8.3 No Board member has authority to act unless directed to do so by the Board of Directors.
The Board felt that the only positions that should be up for nomination this year are the Director of Admin/Media Relations and the Treasurer. As a result of this a vote was required and the Board voted that the bylaws referenced were applicable. The rationale for this was that the amendment #9 that passed during the AGM stated we need to nominate and elect the board at the AGM, and this was not done.
We did discuss the fact that there are bylaws within the constitution that contradict each other. The Board has agreed we will review the constitution and bring forward amendments at our next AGM for voting in order to address this.
In summary the only roles up for nomination are the Director of Admin/Media Relations and the Treasurer. Director of Admin/Media Relations was due for renewal given it is an even year. The Treasurer is up for renewal due to the fact that Liandra has tendered her resignation which is effective once a new Treasurer is nominated and elected.
Please respond to myself only and advise as to whether or not you will attend the special board meeting. this meeting will not be an attend in person meeting. We are simply asking for 1 hour of your time in order to elect a treasurer and Director of Admin/Media Relations. All associated timelines for nominations, posting of nominations, and the special meeting are still applicable (see below).
Nominations - Monday September 7th to Monday September 14th.
Nominations Posted - Tuesday September 15th to Tuesday September 22nd
Special Meeting - Tuesday September 22nd at 7:30pm (meeting to be held via zoom)
Announcement of New Board - Wednesday September 23rd.
If you have any questions feel free to contact the Board (Carrie Welsh - Dir Ops, James Schweyer - Tech Dir, Liandra Hunt - Treasurer, Jason Evans - President)
I apologize for the confusion and any inconvenience this may cause the membership.
President Northern Chill Volleyball Club