2021
ANNUAL GENERAL MEETING

OCTOBER 6th 2021

2021 Annual General Meeting

This is a reminder the Annual General Meeting of the Clarington Minor Lacrosse Association will be held on Wednesday, October 6th at time TBD. This year’s AGM will take place virtually to ensure the health & safety of CMLA’s members amid the COVID-19 pandemic. 

 

Agenda

  1. Individual Board of Director's annual report

  2. Treasurer's report

  3. Proposed Amendments to the Constitution and By-Lays of the Association

  4. Election of Executive Members

  5. Old Business

  6. New Business

If you are interested in bringing positive changes to the Constitution, please submit your amendments using this form by September 22nd, 2021 11:59PM. Any amendments received afterward, will have to be voted on at the AGM for to be considered for discussion. 

The constitution is available on our website here
 

Executive Positions for election in 2021

  1. President (2 year term)

  2. VP of House League (2 year term)

  3. VP of Girls Lacrosse (1 year term)

  4. Treasurer (1 year term)

  5. Secretary (2 year term)

  6. Registrar (2 year term)

  7. Director of Field Lacrosse (2 year term)

  8. Referee-in-Chief (1 year term)

  9. Equipment Director (2 year term)

  10. Director of Fundraising and Sponsorship (2 year term)

  11. Director of Tournaments (2 year term)

  12. Director at Large (2 year term)


Nominations will be accepted in advance by email, as we do not currently have a Secretary please email nominations to claringtonlacrosse@gmail.com by October 4th 2021 11:59pm EST. Nominations will also be taken from the virtual floor during the meeting.
 

Descriptions for each position is available in the Constitution, should you have any questions please feel free to reach out to the current member in that role or by email at claringtonlacrosse@gmail.com.

Nominations and voting

  • A member must be in attendance during the meeting to vote and/or accept a nomination

  • In order to self nominate or accept a nomination for a position on the Board of Directors. You will be required to turn on your video. To do so you will need to go to the bottom of your screen and click on the “Start Video” button. Once the voting for the position has been completed you can click on the “Stop Video” icon.

  • Voting will be done by anonymous polling. Should more than one person be nominated for any specific position a poll will pop up on your screen, you will have a limited amount of time to cast your vote. At this time the results of the vote will be displayed on the screen.

Voting rights are as follows: 

  • A member must be in attendance during the meeting, registered with the CMLA and considered in good standing as define by the constitution to be eligible to vote

  • 1 vote will be allotted to 1 parent/guardian per family for registered players under the age of 18

  • Adult volunteers (18+) such as coaches and executive members will be allotted 1 vote

  • No member may cast more than (1) one vote even if they hold more than one role within the CMLA. e.g. an executive member/coach cannot cast a vote both as an adult member and on behalf of their registered player(s)

  • Votes by proxy are not permitted

 

Joining the meeting


AGM Zoom link: https://zoom.us/j/92625020377?pwd=Nm4wMDY2bnZGY3FadjlCU3hEY2prQT09 

 

We will open the waiting room at 30 mins prior to the meeting start time. Please ensure you join the meeting using your full name as we will need to verify it against our membership list and for attendance.

Sincerely,

Clarington Minor Lacrosse Association

Board Positions

VP of House League

  • Assist the President and the VP of Rep

  • Meet with, designate and support volunteers within the house league

    • Coaches, convenors, team managers

  • Create the teams for all the house league age groups

  • Be a signing officer with our bank for the house league accounts

  • Provide a report at our monthly board meetings – progress of HL, worries, issues that need discussion

  • Work together with our Rep and Girls programs with regards to equipment, needs, storage and care

  • Coordinate with our Director of Operations for floor time and field time for practices and games

  • Sit on the Coaching Selection Committee for our Rep teams

  • Serve on the Executive Committee, Budget Committee, Disciplinary Committee, and the Grievance Committee

  • Carry out other duties assigned and requested by the President

 

VP of Girls

  • Assist the President and the VP of Rep

  • Meet with, designate, and support volunteers within the Girls Rep program

    • Coaches, convenors, team managers

  • Create the teams for all the house league age groups

  • Be a signing officer with our bank for the house league accounts

  • Provide a report at our monthly board meetings – progress of Girls Rep, worries, issues that need discussion

  • Work together with our Rep and HL programs with regards to equipment, needs, storage and care

  • Coordinate with our Director of Operations for floor time and field time for practices and games

  • Sit on the Coaching Selection Committee for our Rep teams

  • Serve on the Executive Committee, Budget Committee, Disciplinary Committee, and the Grievance Committee

  • Represent Clarington at Ontario Lacrosse Association Girls Lacrosse meetings

  • Carry out other duties assigned and requested by the President

Treasurer

  • Overseas the financial accounting of the association

  • Create working budgets for each team, Rep and HL

  • Work with and support team Managers with their team specific accounting

  • Work closely with our bank, (BMO) and our accounts and transactions

  • There will be some online work, e-transfers, money transfers to the OLA

  • Be the main contact with the OLA for payments and refunds

  • Monthly CMLA board meeting report


Secretary

  • Take minutes of our board meetings – 1 time per month

  • Provide written minutes to all board members and to be posted on our website

  • To act as a liaison between the President and the Board of Directors regarding meeting times, correspondence needed, email votes, information distribution

  • Coordinate voting tabulation both virtual and in-person

  • Update our Constitution following our Fall AGM and any amendments passed

  • Sit on the Executive Committee, Budget Committee, Disciplinary Committee and the Disputes and Appeals Committee

Registrar

  • Using the platform Sportzsoft, overseas the registration of our Rep and HL players

  • Keep track of payments, balances owing, and refunds needed

  • Submit the needed documentation to the OLA for our players, volunteers, coaches and executive to ensure all meet the needed requirements

  • Busy times of the year – January to June (spring field and summer box lacrosse seasons)

  • This position works closely with the President and Treasurer


Director of Field

  • Field lacrosse is in the Spring from roughly April 1 to May long weekend and then again in the fall, September to

  • Thanksgiving

  • Help select the coaches and plan out the teams

  • Coordinate with the Director of Operations for field time for practice and games

  • Deal with any issues that may arise with our teams (only Rep teams play field lacrosse)


Referee in Chief

  • Ideally this position is filled with a certified lacrosse referee

  • Liaison with the Ontario Lacrosse Referee association and Zone 6

  • Assign our Clarington referees for games

  • Deal with any game issues


Equipment Director

  • Inventory, repair if possible, give out and organize our equipment stored at Rickard Arena

  • Provide a purchase list following the lacrosse season for next season


Director of Sponsorship and Fundraising

  • Reach out to our community for sponsorship

  • Team sponsors, division sponsors, individual sponsors are all accepted

  • Seek out fundraising opportunities and coordinate with all teams both Rep and HL for their assistance


Director of Tournaments

  • Apply for tournaments as per the requests from our Rep boys and girl’s teams (box lacrosse only)

  • Applications are submitted in January

  • We run a tournament each summer, Dan Greer in the middle of July

  • Coordinate all aspects of this tournament with the help of the VP of Rep and our rep teams


Director at Large

  • Support as needed and directed in any areas and events within the operation of the CMLA