AGM Wed April 17 2013

SASKATOON AMATEUR VOLLEYBALL ASSOCIATION
ANNUAL GENERAL MEETING AGENDA
April 17, 2013

1. Call to Order.

2. Motion to approve agenda.

3. Motion to approve AGM minutes from last year.

4. Motion to ratify any new bylaws from the past season:

Bylaw 12.10 Permit Players:
a) Players defined as “PERMIT PLAYERS” are currently signed on any roster they “PERMIT” when they play for a team other than the team they are currently signed on. PERMIT PLAYERS can only play for teams within their division or divisions higher than their current team.
b) Permit players are only allowed to participate in regular season games.
c) Every team is allowed to use PERMIT PLAYERS for 12 matches (any portion of a 3 set match) per season, in accordance with bylaw 12.4.b). If a team goes over their limit, they will default all matches played with the illegal player.
d) Every player is allowed to “PERMIT” 4 matches per division (coed and
women’s) during a season in accordance with bylaw 12.4.b). If a player goes over their limit, they will be suspended the following week of league play in the division in which they permitted.
Motion 1: Amendment to bylaw 12.10c to have team permits doubled. If
the motion is passed the bylaw would then read “Every team is allowed
to use PERMIT PLAYERS for 24 matches (any portion of a 3 set match
per season, in accordance with 12.4.b). If a team goes over their limit, they will default all Matches played with the illegal player.” If the motion is not passed the bylaw will not be changed.
Motion 2: Amendment to bylaw 12.10d to have player permits doubled. If the motion is passed the bylaw would then read ” Every player is allowed to “PERMIT” 8 matches per division (coed and women’s) during a season in accordance with bylaw 12.4.b). If a player goes over their limit, they will be suspended the following week of league play in the division in which they over permitted.” If the motion is not passed the bylaw will not be changed.
Bylaw 2.2: All terms of the executive are one year in length, with the exception of MALs and Treasurer, which are two years.
a) As of January 1, 2012, any executive member that resigns or is asked to resign from an executive position due to inappropriate conduct may not rejoin the executive in any position for 3 years/seasons following the resignation.
The members wanted the executive to further clarify this bylaw.
Motion 3: To have the following statement added to bylaw 2.2a stating that “A vote must be held by the executive without the member in question present and the vote must be unanimously in favor to have the member in question removed.” A vote yes will pass this motion to the current bylaw. A vote no will leave the bylaw unchanged.

5. Team representatives in attendance.

6. Executive Reports:

a) President – Jason McFarlane

b) Vice President – Lori Mills

c) Treasurer – Andrea Ferwerda 

d) Social Director – Mark Thompson

e) Referee Assigner – Sophia Gray

f) Scheduler – Carlene Tamke

g) Statistician – Cecile Comeault

h) Secretary – Meadrien Kwong

i) Website Coordinator – Shane Giroux

j) Equipment Facilitator – Quinton Mytopher

7. Elections:

Duties of Officers:

6.1 President (1 year term; 2nd year as past president)
a) To preside over meetings of the executive and AGM.
b) To be general administrator of the Association, such as:
1) To make recommendations to the executive.
2) Make recommendations to the general membership.
3) Ensure that other officers are carrying out their duties.
4) Upon executive approval, hand out any suspensions for all violations/unsportsmanlike conduct.
5) Assist treasurer with the proposed budget.
6) To liaise with sponsors or appoint a liaison person.
c) To assist the secretary on coordinating registration packages, and information on important dates and league structure/rules.
d) Give a written or verbal report at the AGM
e) Be the SVA liaison.
f) Other duties as required.

6.2 Vice President (1 year term)
a) To assume the duties of the President in his/her absence.
b) Give a written or verbal report at the AGM.
c) To collect and send in all team rosters to the SVA.
d) To coordinate the adjudication committee.

6.3 Secretary/Register (1 year term)
a) To take detailed minutes of all meetings.
b) To circulate minutes at executive meetings or mail-out when required 7 days after each meeting.
c) To keep a record of memberships.
d) To coordinate registration night with assistance from executive.
e) Give a written or verbal report at the AGM.
f) To promote the registration night and/or AGM via mail out or other policy
g) Other duties as required.
6.4 Treasurer (2 year term)
a) To hold monies of the association in a chartered bank or institution.
b) To coordinate a bank deposit the night of the registration or when required.
c) To issue cheques on behalf of the association.
d) To assist the President in determining registration fees.
e) To assist the President in the development of a proposed budget.
f) To maintain the insurance and non-profit fees for the association.
g) Other duties as required.

6.5 Scheduler (1 year term)

a) To decide on the format of the league in consultation with the executive and make adjustments when required.

1) Makes an attempt to schedule all Male and Female divisions at the same time.
b) To draw up the schedule of which teams play at what locations and the minor officials for each court.
c) To determine playoff structure.
d) Other duties as required

6.6 Statistician (1 year Term)
a) Collect, record, and publicize stats on a weekly basis.
b) Give a written or verbal report at the AGM.
c) Other duties as required.
d) Take record of defaults and amount of default monies owed to each team.
e) Record and forward information regarding “SUBS” and “PERMIT” players.
6.7 Social Coordinator (1 year term)
a) To organize social functions on behalf of the Association including volunteer workers, proposed and actual budgets, rentals, food, etc. (Year-end social).
b) Give a written or verbal report at the AGM.
c) Arrangements for the mid-season tournament.
d) Other duties as required.
6.8 Past President (1 year term)
a) To act in an advisory capacity.
b) To book schools prior to the next year’s League play.
c) To assist in securing sponsorship.

6.9 Referee Assigner (1 year term)
a) To locate and assign officials for the league and playoff matches.
b) To ensure the officials are paid with the assistance of the treasurer.
c) To coordinate the officials clinic (facilitator, room rental, etc.)
d) Give a written or verbal report at the AGM.
e) Must communicate all SVA/SAVA rules to all officials.
f) Other duties as required.

6.10 Website Coordinator
a) To update and maintain the website with current information and stats
6.11 Equipment facilitator (1 year term)
a) To coordinate the drop off and pickup of the antennas, scorecards with the MALs
b) To monitor the condition of the equipment and replace unsuitable equipment

6.12 Members at Large (3 x 2 year terms)
a) Assist in securing sponsorship.
b) To coordinate League team prizes/awards for year-end.
c) To assist in the overall functioning of the league.
d) To monitor and replace equipment as required.
e) To send emails to 1st and 2nd team contacts from Executive.
f) Other duties as required.

8. Motion to Adjourn.

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