BYLAW # 2 — Members Meetings

BYLAW # 2 — Members Meetings

1. Eligibility

The members of the Kingston Pickleball Club (KPC) with a paid membership for the current year have the right to attend the members’ meetings.

2. Types of members’ meetings

There are three types of members’ meetings:

2.1. Annual General Meeting (AGM)

2.2. Special General Meeting (SGM)

2.3. Online General Meeting (OGM)

3. Annual General Meeting

3.1. Frequency. The AGM will be held once a year at a date determined by the Board of Directors. The main purposes of the AGM is to elect Directors of the Board, present the financial report for the year and address other items raised by the members.

3.2. Notice of the meeting. Notice of the AGM must be given to all members at least one month in advance of the meeting. Notice will normally be done by electronic means.

3.3. Quorum. The KPC members who are present at the AGM shall constitute a quorum. The President of the Board of Directors shall preside over all AGMs.

3.4. Members’ rights at AGM

3.4.1. Members have the right to speak at AGM, to present proposals or suggestions for consideration by the members, to openly debate the same, and if appropriate and supported by a seconder, make a motion for a vote by the members.

3.4.2. Only members in attendance at the AGM have a right to exercise one vote when a vote is taken at a meeting. Proxy voting by any means is not allowed.

3.4.3. Upon request, not more than 21 days before the AGM, a member has the right to receive a copy of the financial statement that will be presented at the AGM.

3.5. Motions and amendments:

3.5.1. At all meetings, motions shall be passed by a simple majority vote in favour of the motion, unless it is an amendment to the Constitution which will require a two-third majority vote in favour.

3.5.2. The Board may exclude a member’s proposal or suggestion in a notice of a meeting if: The proposal is not submitted to the Board at least 60 days before the meeting. The primary purpose of the proposal or suggestions is to deal with a personal claim, to abusively gain publicity or to raise a personal complaint against the Board or its Directors, officers, or members. The proposal does not relate in a significant way to the activities or affairs of the Club. A similar proposal was suggested and voted down within the last two years.

3.6. Order of business: The suggested order of business at the AGMs of the club shall be as follows:

3.6.1. Call to order by the President of the Board

3.6.2. Approval of the minutes of the previous AGM

3.6.2. Report of the Secretary

3.6.3. Report of the Treasurer, including financial statement for the Club

3.6.4. Report of the President

3.6.5. Report of Committees

3.6.6. Amendments to the Constitution (if required)

3.6.7. New Business

3.6.8. Election of the members of the Board of Directors

3.6.9. Adjournment

4. Special General Meeting

4.1. The Board of Directors has the right to call an SGM as required to address a particular situation or to consult with the membership on specific matters. An SGM shall be conducted generally in the same fashion as the AGM, less the requirement for the various Directors of the Board reports.

4.2. The Board of Directors shall call an SGM if at least 10 percent of the members request an SGM to address a given matter. Proof that this number of members are indeed requesting such a meeting must be presented to the Board of Directors in the form of a document signed by the members concerned and outlining the matter.

5. Online General Meeting

5.1 The Board of Directors have the right to call an OGM when particular circumstances preclude the holding of a physical general meeting. These circumstances have to be outside of the control of the Board of Directors such as an emergency that prevents the freedom of movement of people or a disaster that disrupts the normal activities in our area.

5.2 An OGM would be more for a specific consultation with the members rather than a meeting to address routine matters. If a vote is required of the members, the procedures will be in line with regular meetings. The difference would be for the assignment of three members of the Board to coordinate the vote, count the returns and inform the members of the decision. They will ensure the fairness of the process and their decisions will be final.