Notice of 2023 Annual General Meeting


Virtual Webinar via Zoom

Invitations to register will be sent at a later date


Saturday September 30, 2023
11:00 a.m. – 12:30 p.m.

2023 Annual General Meeting

Table of Contents

  1. Notice of Annual General Meeting
  • AGM Proposed Agenda
  • Nomination Report (attached)
  • Auditor’s Report on 2022/23 Financial Statements
  • Proxy Form

NOTICE OF ANNUAL GENERAL MEETING

Attention:  President/General Manager

In accordance with the by-laws of Tennis – British Columbia, please accept this document as a formal notice to the membership that the next Annual General Meeting (AGM) of the society shall take place as follows:

Date:            Saturday, September 30, 2023

Time:            11:00 a.m. to 12:30 p.m.

Location:     Virtual webinar using Zoom, by invitation only

A finalized agenda for the order of business to be conducted at the Annual General Meeting will be made available in mid-September and posted at www.tennisbc.org Tennis BC’s website. The audited financial statements for the fiscal year ending March 31, 2023, will be presented at the meeting in addition to a number of member-related reports.

Please take the time to review the enclosed information carefully and plan on attending or have your organization represented by one of your executives. We value your membership with our organization and appreciate your comments and ideas. If you have any presentation ideas or topics, please contact us so that they can be added to the agenda topics to be discussed at the end of the business meeting.

Please RSVP to Serena Ly at sly@tennisbc.org by September 8, 2023.

Yours truly,

Denise Wong

President, Tennis BC


2023 ANNUAL GENERAL MEETING

Proposed Agenda

September 30, 2023 -11:00 a.m. to 12:30 p.m.

Virtual Webinar

10:50 am      Registered attendees may sign in with their provided link

11:00am       Annual General Meeting

  1. Welcome and Introductions                                                                          
  2. President’s Remarks   
  • Formalities
    • Registration and Proxies
    • Notice of Meeting
    • Scrutineer’s Report
    • Minutes of Last Meeting
  • Reports
    • President’s Report
    • Executive Director’s Report
    • Membership Report               
    • Treasurer’s Report and Appointment of Auditors
    • Nominating Committee Report
  • Election of Directors
  • New/Other Business

To: Tennis – British Columbia Voting Members

From: Tennis – British Columbia Nominating Committee

Subject: Nominations for the Tennis BC Board of Directors at the 2023 Annual General Meeting

The following will describe the Board’s responsibilities, director’s term, nomination process and the biographies of the three nominees the committee is recommending to the membership. Tennis BC is fortunate to be rich with talented, committed and passionate people to develop and govern the sport. The nominations committee worked hard to engage our members in the nomination process, and we were rewarded with seven expressions of interest from very qualified individuals. We thank all of those who expressed interest in the board.

BOARD

The affairs of the Society shall be managed by a Board of Directors, which shall be composed of the nine Directors elected at the annual general meeting and, ex officio, the immediate Past President, if not currently a director.

At the first meeting of the Board following the enactment of these by-Laws, the members of the board shall choose from amongst themselves five officers and four directors-at-large. At each subsequent meeting of the board immediately following the annual general meeting, the members of the board shall choose from amongst themselves as many officers and directors-at-large as is necessary to maintain the numbers at the five and four, respectively.

TERM

At the general meeting approving the enactment of this By-Law, three Directors shall be elected for a term of three years.

NOMINATIONS

There shall be a nominating committee consisting of those Directors whose term does not expire at the upcoming annual general meeting and the immediate Past President who shall be Chair. The nominating committee shall, 60 days prior to the annual general meeting, nominate persons to stand for election to the Board at the next annual general meeting. By notice to the Society given 45 days prior to the annual general meeting, any Voting Member may nominate candidates for the positions of Director.

A list of the nominations together with a statement of the present occupation and employment of each nominee and the offices or positions held by that nominee in tennis organizations during the preceding five years, shall accompany the notice calling the annual general meeting. The three-year terms are as a result of the normal rotation of terms for Directors as set out in Tennis BC’s by- laws.

PROXY FORM

The undersigned, representing a Full/Facility Club Member of Tennis British Columbia, hereby assign our vote to Denise Wong, President of Tennis BC or to ___________________________________, a member of an organization which maintains Full Voting membership with Tennis British Columbia, as Proxy Holder to vote on our behalf on all matters pertaining to the Annual General Meeting of Tennis BC to be held on the 30th day of September, 2023 at 11:00 a.m. by way of a virtual Zoom Webinar.

 (see regulations below).

Signed this _________­­­__day of _______________, 2023

Club Name:  ____________________________________

_______________________________________________­­­

Name of President Signing for Club


_______________________________________________

Signature of President Signing for Club

Proxy Regulations:

  1. Only those members who have paid 2023 Full Voting membership fees in full shall be entitled to vote at the Annual General Meeting.
  2. A member must be in good standing at the time of the Annual General Meeting to be eligible to vote.
  3. A member who is entitled to vote at an Annual General Meeting has the right to vote in person or by proxy in accordance with By Law lll.B.5.
  4. It is the responsibility of the Member wishing to assign their proxy (the “Appointer”) to find a member of an organization which maintains membership with Tennis British Columbia, to vote on their behalf at the meeting (the “Proxy Holder”).
  5. Proxies will only be accepted if the Proxy form is completed in full, with the date, name of the Proxy Holder and the name, position and signature of the Appointer.
  6. Members are encouraged to pre-register proxies by submitting the completed proxy to Tennis British Columbia Reception at 10251 ST EDWARDS DRIVE, RICHMOND, BC, V6X 2M9 by  mail, fax at 604-737-3124 or email (pdf document) to sly@tennisbc.org any day in advance of the Annual General Meeting up to Monday September 25, 2023 at 3:00 p.m.
  7. All proxies must be registered prior to the commencement of the Annual General Meeting, 11:00 a.m. September 25, 2023, to be exercised.
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