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2021 Annual General Meeting

open letter

December 3, 2021

Dear Member(s),

You are invited to Pickering Football Club’s 2021 Annual General Meeting (for the fiscal year October 1 2020 to September 30 2021) which again this year, due to Covid-19, will be held VIRTUALLY on Wednesday January 26, 2022 at 7:30 p.m., details to follow, including how voting will occur.  Online member registration will be required no later than January 19th.

This meeting is your opportunity to:

  • Hear firsthand about our performance in 2020-21, and how we navigated and survived Covid-19;
  • Hear our strategy for future growth and planned response to Ontario’s changing soccer landscape;
  • Vote on the important items of business brought before the meeting; and
  • Meet the Board of Directors and senior management, including newly hired staff, and fellow members.

We email a copy of our Information Circular to all of our registered members. The management information circular contains important information about voting, what the meeting will cover, and the nominated directors for this year’s elections.  You can also find our disclosure documents available for viewing at our office.  

Your vote and participation are important to us.  If you cannot attend the meeting, we strongly encourage you to vote by proxy.

Yours in Soccer,

Ed Whitehead

Executive Vice President
Pickering Football Club


How to Use Webex

Webex is a web-based video conferencing tool that is used for online meetings. Participants receive a Webex web link via email that will allow them to join the online meeting.  Participants should have their computer microphone and audio enabled, and a video camera so that other participants can see them on the call. This is the same video conferencing tool that the Club has been using for online training. 

For those that are new to Webex, here is a helpful video tutorial for you to watch:


AGM ATTENDANCE & VOTING INSTRUCTIONS

AGM Registration Deadline:
Due to complexities of hosting an online AGM meeting, we require members to register in advance.

Only Members who submit the AGM Registration/ Proxy Form no later than January 12, 2022 will be sent an email with details of the Webex meeting link for the AGM.  

Please Be on Time:
The Webex meeting room for the AGM will open at 7:00pm EST (you will initially be placed in the waiting room) and the AGM will begin promptly at 7:30pm.  It is recommended that members plan to arrive no later than 7:15pm EST in order to ensure the meeting can start on time with quorum established and that voting members are confirmed as being in attendance.

Be Prepared to Identify Yourself:
Members must identify themselves. The best way to do this is to have your first and last name set-up on your Webex video screen as you enter the meeting. You can do so by clicking on the <name> in the top left corner and making the change. You may be asked to verbally identify yourself so please listen for your name.
     
Quorum Will Finalize the Voting List:
As quorum is established, the Voting List will be updated to reflect actual voting members present.  Once completed, the voting list is finalized and will not be altered.
     
Changes to the voting list will not be accommodated after the establishment of quorum.  Late arrivals to the meeting will not be eligible to vote.

How to Vote:
We will be using the chat capability of Webex to tally votes.  Our scrutineer will read that motion and then ask members to submit their vote through chat.

The most straight forward way to attend this meeting is using a desktop/laptop computer with a web browser.

 


Page Updated on: December 27, 2021