Article VI: Meetings, BY-LAW#1 SHA Constitution - May 2021 (Sarnia Hockey)


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Article VI: Meetings

6.01 Association Meetings The Directors shall meet on the first Tuesday and third Wednesday of each month for regular meetings at a place and time named or such other time as they may from time to time agree upon (any change to be set out on the web site of the Association). No further notice of the regular meetings need be given. Board meetings shall be open to all members. Delegations shall be entitled to address the Association, at any regular meeting provided they have requested an opportunity to do so in advance. In-camera items may be discussed at a closed meeting after the regular meeting is adjourned.

6.02 Notice Notice of special Board meetings shall be delivered, faxed, E-mailed, mailed or telephoned to each Officer/Director, not less than two (2) days before the meeting is to take place. The statement recorded in the minutes by the recording secretary or chair that notice has been given pursuant to this by-law shall be sufficient and conclusive evidence of the giving of such notice. No formal notice of a meeting is necessary if all the officers are present or if those absent have signified their consent to the meeting being held without notice and in their absence. Notice of special meetings of Members shall be set out on the website not less than seven (7) days prior to the meeting. Notice of the Annual General Meeting shall be set out in the website not less than seven (7) days prior to the meeting.

6.03 Voting Motions arising at any meeting of the Association shall be decided by a majority vote (more than fifty per cent of the votes cast). At all meetings of the Association, every question shall be decided by a show of hands unless a poll on the motions is required by the Chair or has been requested by any Officer/Director. A declaration by the Chair that a motion has been carried and an entry to that effect in the minutes is conclusive evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against the motion. In the case of a tie vote, the Chair shall cast the deciding ballot to break the tie.

6.04 Additional Meetings Additional meetings of the Association may be called by the Chair, the First Vice Chair or the Recording Secretary or any two (2) officers as required. In addition, if the Association receives a written request from not less than ten percent of the members entitled to vote at the next Annual General Meeting, requesting a special meeting, then the Chair shall call for such a meeting to consider any issue so requested in the requisition.

6.05 Annual General Meeting The Annual General Meeting of the Association members must be held on or before July 31st each year within Sarnia, Ontario, at a time, place and date to be determined and advertised by the Association, for purpose of:

.01 hearing and receiving reports and statements required by the Association at an annual general meeting
.02 electing such officers as are to be elected at such Annual General Meeting
.03 appointing an auditor or person to conduct a review engagement of the Associations financial records.
.04 the transaction of any other business properly brought before the meeting
.05 amending the constitution and bylaws of the Association