2021 AGM First Notice

2021 Ridge Meadows Minor Lacrosse Association
AGM First Notice
Wednesday, September 22, 2021
7:00pm via Zoom

Invitations to be emailed to eligible voting members with instructions prior to meeting.

Agenda:
- Approval of minutes from 2020 AGM
- Motion to destroy ballots from 2020 AGM
- Financial statements
- Directors’ reports
- Proposed amendments to By-Laws*
- Election of Directors**
- New business

*Proposed amendments to the Constitution & By-Laws must be received by September 8th, 2021 at 5:59pm. Proposed changes form can be found on the RMMLA website. Submit forms to Jen Gagnon, secretary@rmburrards.com, and Tyson Craiggs, president@rmburrards.com. Details will be forwarded to eligible voting members in the Second Notice.

**Positions up for election:
- 1st Vice President (2-year term)
- 3rd Vice President (2-year term)
- Treasurer (2-year term)
- Secretary (2-year term)
- 2nd Director-At-Large (2-year term)
- 3rd Director-At-Large (2-year term)

In the event of resignations, additional positions may be up for vote as well.

As per By-Law 4.8.4(a):

Nominations for Elected positions must be received by the Secretary 14 days prior to the Annual General Meeting (AGM). Nominations will not be received from the floor during the AGM or any Special Meeting.

A description of each position is below. Nominations will only be received through the RMMLA website. Nominations must be received by Jen Gagnon, secretary@rmburrards.com by September 8, 2021 at 5:59pm. A list of nominees and their qualifications will be forwarded to eligible voting members in the Second Notice.

Please contact Tyson Craiggs, president@rmburrards.com, with any questions or comments.

6.3 The First Vice President (elected) shall be responsible for Club Operations of the RMMLA. This position reports to the President and shall:

6.3.1 Assume the role of President if the position is vacant or if the President is unable to carry-out duties.
6.3.2 Attend meetings of governing bodies when assigned by President.
6.3.3 Chair a meeting at the start of each field lacrosse and box lacrosse season reviewing responsibilities for RMMLA Directors and other officials as involved.
6.3.4 Work with other Directors to prepare for and plan for upcoming box and field seasons.

6.5 The Third Vice President (elected) shall be responsible for Facilities and Equipment. This position reports to the 1st Vice President and shall:

6.5.1 Be the liaison with governing boards in issues concerning use of facilities and amenities, communicate with the municipalities in a professional manner to better the position of the RMMLA, negotiate rates, refunds, and source facilities suited for the RMMLA.
6.5.2 In company with any Facilities Allocator, attend any user group meetings concerning arena bookings, lacrosse box bookings, gymnasium bookings, or field bookings.
6.5.3 Be responsible for overseeing activities of the Equipment Manager and any Facilities Allocators.
6.5.4 When deemed necessary, make presentations to the City or other affiliated associations based on needs of the RMMLA concerning facilities or equipment.
6.5.5 Provide the 1st VP with regular briefings on his or her association functions.

6.7 The Treasurer (elected) shall be responsible for duties as outlined below. This position reports to the President and shall:

6.7.1 Be required to submit a satisfactory Criminal Record Check to the President.
6.7.2 Have custody of all funds, securities, evidence of indebtedness and other valuable documents, and shall deposit funds and securities in the name and to the credit of the RMMLA in its chosen financial institution.
6.7.3 Keep an accurate account of all money received and paid out in appropriate books. Records should go back a minimum of seven years.
6.7.4 Provide the Board of Directors with a financial report at each Regular Meeting of the Board of Directors.
6.7.5 Render a complete set of financial statements including a balance sheet and a statement of receipts and disbursements of the RMMLA annually for the general membership.
6.7.6 Seek the assistance of a professional auditor when necessary.

6.9 The Secretary (elected) shall take minutes at all meetings of the Board of Directors and at any General Meeting. This position reports to the President and shall:
6.9.1 Prepare and distribute all general correspondence and notices on behalf of the RMMLA, including sending out notices of meetings and keeping members informed of the activities of the RMMLA.
6.9.2 Maintain a full and complete record of all meetings. Once the minutes have been accepted,theSecretaryshallmaketheminutesavailableformemberstoread.
6.9.3 Ensure all statements, lists or other reports required by Affiliated Associations or other are filed as required.
6.9.4 Maintain and manage the RMMLA website, in the event of no Webmaster.

6.12 The Second Director-at-Large (elected) is responsible for facilities support and government lobbying on the RMMLA’s behalf, responsible for apparel in the event of no apparel
coordinator, sponsorship options for local businesses. This position reports to the 1st Vice President.

6.13 The Third Director-at-Large (elected) is responsible for tryout coordination for Box and Field Lacrosse, Assisting with the 2nd Vice President in Development opportunities for Box and Field Lacrosse. This position reports to the 2nd Vice President.