Saskatchewan Ultimate Players Association AGM Minutes - November 22, 2015, 1:00pm SaskTel Sports Centre, Saskatoon, SK

Transcription

1 Saskatchewan Ultimate Players Association AGM Minutes - November 22, 2015, 1:00pm SaskTel Sports Centre, Saskatoon, SK SUPA Members Present: (10 Members) : Wendy Chapman, Devlin Williams, Matt Best, Chase Norman, Cherise Desjarbeis, Alan Koop, Dean Schmidt, Jon Storey, Caitlin Brock, Blair Taylor, Steve Bachiu SUPA Directors Present: Scott Chapman Acting President & Master Learning Facilitator Georgina Lee - Sport Development Coordinator Roxanne Peters - Treasurer James Topinka Regina Sport District Representative Aaron Chubb - Saskatoon District Representative Bobbi Anderson - Member at Large Raynelle Fisher - Member at Large SUPA Directors Regrets: Rena Clark - Member at Large Paul Park - Southwest District Representative Minutes 1. Call to Order Acting President & Master Learning Facilitator, Scott Chapman, called the meeting to order at 1:10pm. Quorum was reached. 1.1 Appointment of Secretary Roxanne Peters appointed as recording secretary 2. Approval of Agenda MOTION 2015AGM01: To approve the agenda as presented. Wendy Chapman/Alan Koop 3. Approval of the November 1, 2014 Annual General Meeting Minutes MOTION 2015AGM02: To approve the minutes of the November 1, 2014 Annual General Meeting as circulated. Aaron Chubb/Wendy Chapman 4. Message from the President Scott gave a summary of the past year including the following: Membership Numbers Overview Demographics by Region Summer Coordinator/Community Outreach Program Sask Sport Progress

2 Coaching Canada Update 5. Financial Report 5.1 Financial Statements Roxanne presented the 2015 Financial Statements MOTION 2015AGM03: To accept the 2015 Financial Statements as presented. James Topinka/Blair Taylor 5.2 Waiver of Audit It was noted that once we receive full sport status, an audit will be required. Currently it is not. MOTION 2015AGM04: To waive the audit of the 2015 Financial Statements. Dean Schmidt/Jon Storey 5.3 Waiver of Review MOTION 2015AGM05: To waive the review of the 2015 Financial Statements. Alan Koop/Jon Storey 6. Bylaw Amendments Two amendments are being put forward. The first is to address proxy voting in our bylaws and put a process in place. It would be a 1:1 system, where 1 member could only hold 1 proxy. Second is to change the voting structure to a regional representation structure, similar to what Ultimate Canada has in place. Discussion on the bylaw amendments and the importance of the decision. Want to have in place prior to our SK Sport status to avoid/minimize any future conflicts. Clarification that it only affects the AGM and member meetings. Board meeting voting procedures would remain the same. Board directors are required to act in the best interest of SUPA Concerns expressed over how the regional representatives are determined and over the current wording of the amendment

3 Bylaw Amendment #1 Whereas: SUPA wishes to update the bylaws to address proxy voting; Now therefore be it resolved: that SUPA s bylaws be amended as follows: From: Section 3. Membership rights. Section 3.1 Annual General Meeting. Each member is entitled to attend and vote at the general meeting of the corporation. To: Section 3. Membership rights. Section 3.1 Annual General Meeting. Each member is entitled to attend and vote at the general meeting of the corporation Proxy Voting Every Member entitled to vote at a meeting of Members may, by means of a proxy, appoint a proxy Member. The proxy holder need not be a Member. A proxy must: a) Be hand signed by the Member; b) Be in a form that complies with the Act; c) Comply with the format stipulated by the Corporation; d) Be submitted to the Registered Office of the Corporation at least two (2) business days prior to the meeting of the Members; MOTION 2015AGM06: To amend the Bylaws of the Saskatchewan Ultimate Players Association Inc. to address proxy voting with wording as presented Blair Taylor/Jon Storey DEFEATED, 2 abstained Bylaw Amendment #2 Whereas: SUPA wishes to update the bylaws to revise member voting; Now therefore be it resolved: that SUPA s bylaws be amended as follows: From: Section 3. Membership rights. Section 3.1 Annual General Meeting. Each member is entitled to attend and vote at the general meeting of the corporation. To: Section 3. Membership Rights Section 3.1 Voting Privileges - Members will have the following number of votes at all meetings of Members:

4 3.1.1 Regional Members will appoint a Delegate who may attend and participate in meetings and is entitled to the following number of votes: Step 1: Determine the number of registrants represented by each member. The number of registrants represented by a member is the number of registrant fees paid to Ultimate Canada in the most recently completed Ultimate Canada fiscal year. Step 2: Determine the adjusted membership value for each member by calculating the square root of the number of registrants represented by each member. Adding up the adjusted membership values for all members gives the adjusted total membership value. Step 3: Determine the percentage of the vote for each member by taking the adjusted membership value for the member and dividing it by the adjusted total membership value. Step 4: Initial vote allocation. Each member receives 1 vote per percentage of the vote that they have. Decimals should be rounded to the nearest whole vote, subject to step 5 and 6. Step 5: Vote adjustments for minimum guarantee. All members are guaranteed a minimum of 1 vote. If a member does not have any votes after Step 4, adjust their total from 0 to 1. Step 6: Vote adjustments to total 100 votes. The total number of votes must total 100. If rounding has resulted in more or fewer than 100 votes, then the number must be adjusted to attain 100. Votes will be adjusted by reviewing the percentage of the vote of members. If the total is over 100, the percentage of the vote of members that were rounded up in step 4 will be examined. The member that is furthest from rounding up to a whole number will have their vote reduced by one to a minimum of 1 vote. This process will repeat until a total of 100 votes is achieved. If the total is under 100, the percentage of the vote of members that were rounded down in step 4 will be examined. The member that is furthest from rounding down to a whole number will have their vote increased by one. This process will repeat until a total of 100 votes is achieved. Section 3.2 Registration of Registrants Determination of Registrants will be those Registrants registered with the Corporation as of December 31st. Section 3.3 Delegates Members will appoint in writing (inclusive of electronic notice) to the Corporation, seven (7) days prior to the meeting of members, a Delegate to represent and vote on behalf of the Member. Delegates must be eighteen years of age and older. Section 3.4 Majority of Votes - Except as otherwise provided in the Act or this by-law, the majority of votes cast by voting Members present in person or by proxy shall carry a motion. In the case of a tie, the issue is defeated. Section 3.5 Proxy Voting There will be no proxy or absentee voting.

5 Section 3.6 Timing of Annual General Meetings. A general meeting of the membership is to be held annually within 4 months of completion of the corporation's financial year. Section 3.7 Quorum. Quorum of the membership shall be 10 members if majority of members are not present. Section 3.8 Events. Upon payment of any entrance and/or participation fees, and meeting any other qualifying criteria that may exists, members can participate in events sanctioned by the corporation (e.g., Provincials). Section 3.9 Grievances. Members are allowed to submit grievances to the Complaint Incident Officer, who will be appointed by the Board of Director from time to time and will be either a member or employee of the corporation. The member is entitled to a fair hearing. The Complaint Incident Officer will ensure that the Dispute Resolution Policy, as approved by the Board of Directors, is followed. Section 3.10 Coaching and Observing Training. The corporation aims to provide its membership with access to nationally recognized coaching and observing courses. Section 3.11 Member Funding. Memberships have the ability to apply for funding through the Membership Assistance Program, as per the Policies and Procedures adopted by the Board of Directors of the corporation. MOTION 2015AGM07: To amend the Bylaws of the Saskatchewan Ultimate Players Association Inc. to adopt regional representative voting with wording as presented James Topinka/Chase Norman DEFEATED, 4 abstained It was recognized that the intent behind the motions was good and general discussion indicated that it was supported, however work needs to be done to ensure the wording is appropriate prior to a change. As a result of this, there was a motion made from the floor. MOTION 2015AGM08: That SUPA create a bylaw committee to look into the updating of SUPA s voting structure. Dean Schmidt/Devlin Williams, 1 abstained

6 7. Election of the Board of Directors 7.1 President James Topinka nominated Raynelle Fisher as President, Raynelle accepted Blair Taylor nominate Scott Chapman as President, Scott declined MOTION 2015AGM09: To elect Raynelle Fisher as President James Topinka/Georgina Lee 7.2 Treasurer Scott Chapman nominated Roxanne Peters as Treasurer, Roxanne accepted MOTION 2015AGM10: To elect Roxanne Peters as Treasurer Scott Chapman/James Topinka 7.3 Master Learning Facilitator Wendy Chapman nominated Scott Chapman as Master Learning Facilitator, Scott accepted MOTION 2015AGM11: To elect Scott Chapman as Master Learning Facilitator Scott Chapman/James Topinka 7.4 Sport Development Coordinator Raynelle Fisher nominated Georgina Lee as Sport Development Coordinator, Georgina accepted MOTION 2015AGM12: To elect Georgina Lee as Sport Development Coordinator Raynelle Fisher/Dean Schmidt

7 7.5 Regional Representatives Moose Jaw (Southwest District) No one present from the district, no nominations. Position open for a MAL position Prince Albert (Lakeland District) No one present from the district, no nominations. Position open for a MAL position Regina Sport District Representative Devlin Williams nominated James Topinka as Regina Sport District Representative, James accepted. MOTION 2015AGM13: To elect James Topinka as Regina Sport District Representative Devlin Williams/Georgina Lee Saskatoon District Representative Raynelle Fisher nominated Aaron Chubb as Saskatoon District Representative, Aaron accepted MOTION 2015AGM14: To elect Aaron Chubb as Saskatoon District Representative Raynelle Fisher/Wendy Chapman Remaining Districts No one present from the remaining districts, no nominations. Positions open for a MAL position. La Ronge (Northern Sport District) Yorkton (Parkland Valley Sport District) Wynyard (Prairie Central District) Rosetown (Rivers West District) Shaunavon (South West District) Glenavon (Southeast Connection District) 7.6 Members at Large 8 positions open for MAL nominations Jon Storey nominated Steve Bachiu as a Member at Large, Steve accepted MOTION 2015AGM15: To elect Steve Bachiu as a Member at Large Jon Storey/Blair Taylor

8 8. Other Business Ultimate Canada Conference Scott provided an update on the UC Conference held November in Halifax, SUPA had representatives in attendance (Aaron Chubb, James Topinka, Raynelle Fisher) Aaron did a presentation at the Dragon s Den session we were successful in securing various swag and giveaways (including discs, spirit prizes and professional style coach jerseys) worth approximately $2,000 in value. The presentation was well worth it and will provide some giveaways for the next round of clinics 1. Adjournment MOTION 2014AGM16: To adjourn the 2015 Annual General Meeting at 2:36pm. Blair Taylor