Annual General Meeting

Meeting Minutes

Constitution & Bylaws

Below are references to the Annual General Meeting (AGM) in our Constitution & Bylaws (PDF):

5. Membership


  • The membership shall include all parents and legal guardians of a registered player(s), in good standing, represent one voting member per family. A registered player is someone who was officially registered, including fees paid in full in the year of the AGM.


  • The membership list is to be kept updated prior and made available for viewing at the AGM.

6. Voting


  • The vote of a member, described in Article 5, must be exercised in person at the AGM. No proxy votes are permitted.

8. Governance


  • The Annual General Meeting is the forum by which the Board will be elected.


  • The following Officers shall be elected at the Annual General Meeting and be voting members of the Board for 2-year terms:
    • President Elected in odd number of years
    • Vice President Elected in even number of years
    • Secretary /Registrar Elected in odd number of years
    • Treasurer Elected in even number of years
    • Female Director Elected in odd number of years
    • House League Director Elected in even number of years
    • All-Star Director Elected in odd number of years
    • Coaching Director Elected in even number of years
    • Umpire Director Elected in odd number of years


  • In the event of non-interest or vacancies by public indifference, the Board may appoint persons to various Board positions, until the next annual general meeting.


  • Nominations for all Board positions must be given at the AGM by a member, and seconded by a The nominee must accept the nomination either in person at the AGM or in writing.

9. Roles and Responsibilities


  • Treasurer
    • The Treasurer shall maintain the financial records of CBS Kiwanis Minor Baseball Association and is responsible for ensuring accounting practices conform to generally accepted accounting The Treasurer shall present a Statement of Financial Position at Board meetings, at the Annual General Meeting, and as otherwise directed by the Board. The Statement of Financial Position shall include a detailed report of revenues and expenses.

10. Financial Matters


  • The Treasurer shall maintain accurate records of revenue and expenses, bank statements and budget forecast/expenditures and present a summary at General Meetings and the AGM for approval by the General Membership.

12. Meetings


  • The Annual General Meeting shall be held in the month of October, with 30 days' notice when possible.

14. Amendments


  • By-laws may be amended at any Annual General Meeting or at a special meeting of the membership called for that purpose by a majority vote. Notice to amend must be given 30 days in advance, in accordance to article 12.2.

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