Hello,
This email is a notice for a Special General Meeting for the MHMHA members to vote on the special resolution to amend the bylaws (description below). The meeting will take place at this year’s AGM on May 11, 2023 at 6:30pm at kinplex social room.
Why this special meeting?
At a special general meeting held on June 20, 2022, the MHMHA members voted in favor of the special resolution of the updated bylaws. The bylaws were then sent AGLC for approval. AGLC asked for minor edits which were completed and the amendment was again approved by MHMHA members at a special meeting held on January 17, 2023. The bylaws were then sent to Alberta Registries, the government organization that ultimately approves and stamps an organization’s bylaws, which were returned with the minor edits (listed below). This meeting is necessary to approve the amendments (again shown below) to the bylaws to receive approval from Alberta Registries.
The only topics of discussion will be around the topics being voted on.
I have organized the requested edits below. Under “old” it shows the original that Alberta Registries has requested changes to. “New” shows the updated sections changed to Alberta Registries requests. Below each section is an explanation of what exactly was edited, shown in italic text.
Also attached are the original bylaws “MHMHA bylaws – new 2023” and the proposed, edited bylaws “MHMHA – new 2023 – edits” for your reference.
OLD
6.0 Officers
The Officers of the Association shall be:
the President.
the Vice President.
iii. the Treasurer.
the Secretary.
the Governor of Coach/Player Development.
4.2 Special Meetings
A Special Meeting may be called at any time:
by the Secretary of the Association on the instructions of the President; or
on the written petition of at least forty (40) Members of the Association. The petition shall be sent to the President or Secretary and shall state the reason why the Special Meeting has been requested; or
iii. by a resolution of the Board to that effect.
Upon receipt of a petition for a Special Meeting as described in Section 4.2(a)(ii) above, the Special Meeting must be called within fourteen (14) days and held within forty-four (44) days after receipt of same.
4.3 Notice of Meeting
Notice of the Annual General Meeting shall be published in the Medicine Hat weekly newspaper, the Association’s website, & the Associations Social media outlets, at least twenty-one (21) days prior to the date of the meeting, as well the day prior to the meeting.
12.3 Audit
The books, financial records and accounts of the Association will be audited at least once every five years by a duly qualified Chartered Professional Accountant, who shall be tasked with the preparation of a complete and proper statement of the standings of the books as required.
The financial records for the prior fiscal year will be presented by the Treasurer, or in its absence a Vice-President or Secretary, at the Interim General Meeting of the Association.
NEW
6.0 Officers
The Officers of the Association shall be:
the President.
vii. the Vice President Governance.
viii. The Vice President Operations.
the Treasurer.
the Secretary.
The position of “The Governor of Coach/Player Development” has been removed and is now handled by the GM. “Vice President of Governance” replaces that position as an Officer. This was approved on a past meeting but was not replaced in this particular section of the bylaws.
4.2 Special Meetings
Notice of a Special Meeting shall be emailed to members at least twenty-one (21) days prior to the date of the meeting, as well the day prior to the meeting.
A Special Meeting may be called at any time:
by the Secretary of the Association on the instructions of the President; or
on the written petition of at least forty (40) Members of the Association. The petition shall be sent to the President or Secretary and shall state the reason why the Special Meeting has been requested; or
by a resolution of the Board to that effect.
Upon receipt of a petition for a Special Meeting as described in Section 4.2(a)(ii) above, the Special Meeting must be called within fourteen (14) days and held within forty-four (44) days after receipt of same.
Added point “a.” for clarity on how the notice for a special meeting shall be distributed and amount of notice required.
4.3 Notice of Meeting
Notice of the Annual General Meeting shall be posted on the Association’s website, the Associations Social media outlets, and emailed to members at least twenty-one (21) days prior to the date of the meeting, as well the day prior to the meeting.
Updating the requirements of Annual General Meeting announcements to eliminate the need to announce in the Medicine Hat News and added the requirement of notice through email.
12.3 Audit
The books, financial records and accounts of the Association will be audited at least once a year by a duly qualified Chartered Professional Accountant, who shall be tasked with the preparation of a complete and proper statement of the standings of the books as required.
The audited financial records for the prior fiscal year will be presented by the Treasurer, or in its absence a Vice-President or Secretary, at the Annual General Meeting of the Association.
At the request of Alberta Registries point “a.”, changed the need of audited financials from every five (5) years to every year. Point “b.” to include the word “audited” financials to be reviewed at the AGM.
Kind regards,
Spencer Schutte
VP-Governance of MHMHA
