AGM Information, News (Millbrook Minor Hockey)

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Jun 04, 2025 | Bree Pearce | 87 views
AGM Information
The Millbrook and District Minor Hockey Annual General Meeting will be held at the Millbrook Lion's Den on Thursday, June 5th, 2025 at 6:30 PM. 

Read on for more information and the agenda 

AGM (Annual General Meeting):

The Annual General Meeting (AGM) of the Millbrook and District Minor Hockey Association serves as a key event for ensuring transparency, accountability, and member engagement. It provides an overview of the Association’s operations and financials from the past year, allowing members to understand how funds were used and how decisions were made. The AGM includes the presentation of financial statements, the election of Board members, and an opportunity for members to raise questions, voice concerns, or propose changes to bylaws. It also allows the Association to outline goals and initiatives for the upcoming season, ensuring that the organization remains focused on delivering a safe, inclusive, and well-managed hockey experience for all participants.

A member of the Millbrook and District Minor Hockey Association (MDMHA) is typically defined according to the Association's constitution or bylaws, but generally includes:

Parents or legal guardians of registered players (one vote per family per registered child), coaches, team officials, volunteers, and elected Board members who are in good standing with the Association.

To be considered in good standing, a member usually must have:

·         A child registered for the 2024-2025 season (for parents/guardians),

·         No outstanding fees or disciplinary issues,

·         Actively participated as a coach, trainer, or volunteer (if applicable),

·         Agreed to uphold the policies, code of conduct, and rules of the MDMHA.

Members have the right to attend and vote at the Annual General Meeting and may be eligible to run for positions on the Board of Directors, depending on the bylaws. For exact details, the MDMHA’s official constitution or bylaws should be consulted.

Proxy Voting:

Voting Rights: Each member attending the meeting in person gets one vote. A proxyholder (someone voting on another member's behalf) also gets one vote per member they represent.

·         Proxy Limit: A proxyholder can hold votes for a maximum of two (2) members.

·         Who Can Be a Proxy: Only members of the Association can act as a proxyholder.

·         Limited Proxy: A limited proxy allows the member to:

o    Specify which matters the proxyholder can vote on,

o    Set a time limit on the proxy’s validity,

o    Add any other restrictions the member wants.

·         Form Requirements:

o    The proxy must be signed by the member (or someone legally authorized),

o    The form must clearly state the proxyholder’s name, and optionally a backup person,

o    It must specify the date of the meeting and the issues the proxy applies to.

Positions up for nomination/election (2-year terms unless otherwise noted):

 

President:

Chair general meetings

Liaise with stakeholders as required (township, membership, board members)

manage complaints/concerns and mitigation strategies

Prepare in camera agenda items

Invite team sponsors/donors/VIPs to the banquet

Arrange and conduct parent meetings with the VP for all teams at the start of the season

Support ongoing operations and escalations

Chair Documents and Recognition Sub-committees

Must have held a previous MDMHA Board Member role for at least a full two year term

Registrar:

Chair registration Sub-committee

Prepare registration dates

Manage registration portal

Update registration website portal

Collect mandatory requirements for registration (birth certificate, RIS, etc)

Advise membership of late fees

Send team lists to recognition committee for banquet preparation

Time and Gate Keeper:

Ensure time and gate keepers are present for all games throughout season and tournaments

Recruit as needed to support gaps

Train time and gate keepers

Manage floats if needed

 

 

Secretary – 1 year term due to resignation:

Post general meeting agenda to website and send out to board of directors 1 week prior to the meeting

Post approved minutes to the website monthly

Record monthly and special meeting minutes

Provide record of board member updates to financial institution

Referee In Chief:

Look for and advertise ref course and programs

Recruit referees for the next season

Ensure referees are booked for all games and tournaments

Manage issues

Pay stipend to head ref

Thank all referees for their service

Equipment Manager:

Order jerseys and socks – remind membership about timelines and process for jersey ordering/program with board approved vendor

Register for Atomic/Timbits hockey programs and any other equipment

subsidies

Purchase, store, issue, manage, and maintain required equipment for the season

Lend and track equipment to all teams as appropriate by age group

Collect back and review state of equipment that was shared

Keep inventory of storage locker

Ice Scheduler:

Liaise with tournament convener and Team official/Skills development to plan for tournament and skills date for upcoming season

Work with president to complete ice allocation for the season (townships)

Review ice agreements and sign off with president or vice president

Administration of ice as needed throughout the season

Fundraising Convener:

Solicit team sponsors for every team for each season

Solicit sponsors for the mini boards

Solicit gifts for the banquet

Approve/deny all fundraising endeavors at team level to ensure appropriate have the appropriate licenses

Conduct banquet raffles/fundraisers

Organize league fundraisers

Chair fundraising Sub-committee

 

Director A:

Support board needs as appropriate

 

All Positions:

 

Report to monthly meetings and follow agenda as per Annual Task Calendar

Reports and Agenda items are to be forwarded to the secretary 1 week prior

to General meetings (usually scheduled for the first week of the month)

 

AGM Agenda:

1. Call to Order

2. Approval of agenda

3. Introduction of Board Members

4. Introduction of Membership Gallery

5. Approval of 2024 AGM Minutes

6. Financial Report

7. Year-End Convenor’s Report

8. Proposed Bilaw Ammendment

9. Elections of Directors:

President

Registrar

Time and Gate Keeper

Secretary – 1 year term due to resignation

Referee In Chief

Equipment Manager

Ice Scheduler

Fundraising Convener

Director A

9. Meeting Adjourned
 
Sponsors
Millbrook and Cavan Firefighters Association
Millbrook and Cavan Firefighters Association - provide both financial support and volunteer support through many fundraising events throughout the year