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