Notice of 2019 AGM

Agenda

Election rules

Ombudsperson

• Independent, non-voting board member;
• Provides the General Membership with fiscal and administrative oversight of the Executive Board's activities;
• Provides counsel to the Executive Board on matters of member discipline, conflict of interest and other complex member issues;
• Represents the interests of the General Membership and individual members to the Executive Board through advocacy and consultation.

Members at large five (5) director positions

• Provides operational support and oversight to ensure the Society delivers activities, events and services on behalf of the General Membership;

These duties will be assigned at the first Meeting of the Executive Board either directly to Members at large, or to Captain Volunteers from the membership.

Duties regarding Membership & Recruiting

• Maintain records of current membership;
• Maintain list of members eligible for office;
• Co-ordinate the distribution of membership packages and items;
• Manage recruiting of new members.

Duties regarding Home Ticketing

• Organize single game ticketing for home games in GA section;
• Organize season ticketing for home games for GA section;

Duties regarding Stadium Operations

• Co-ordinate stadium access with Whitecaps FC;
• Manage Capo and Drum Team;

Duties regarding External Communications

• Manage communication outside of membership including but not limited to media relations, social media and public relations;
• Sell advertising space in any Southsiders Media.

Duties regarding Internal Communications

• Manage communication primarily for membership including but not limited to our website, blog and newsletters;
• Manage correspondence received via main contact email address;

Duties regarding TIFO display

• Manage creation and execution of stadium tifo displays home and away;

Duties regarding Social Events and Partnerships

• Manage social events including but not limited to pub nights, viewing parties, and special events;
• Organize match day social events.
• Manage Commercial Partnership and Sponsorships;

Duties regarding Merchandise

• Co-ordinate the selection and creation of merchandise;
• Orders merchandise for the group;
• Maintain records of current merchandise inventory;
• Maintain and manage the Vancouver Southsiders Online Store;
• Co-ordinate the distribution of merchandise via post and on matchdays.

Duties regarding Away Travel

• Organize ticketing for away games;
• Co-ordinate travel, accommodation for - primarily Cascadia - away games.
• Co-ordinate security plans for away games.
• Report Away Travel information to ISC

Club Secretary

• Prepares all general and board of directors meeting agendas;
• Takes minutes of all general and board meetings;
• Maintains an inventory of all Southsiders property;
• Distributes and/or makes available the minutes to the General Membership shortly after meetings;
• Maintains records of the board and ensures effective management of organization's records, reports as required by the BC Society Act.
• Coordinate required filings under the society act (annual report, notice of change of directors, etc)

Club Treasurer

• Manages finances of the organization;
• Administrates fiscal matters of the organization;
• Provides annual budget to the board for members' approval;
• Provides financial updates to the board of directors;
• Ensures development and board review of financial policies and procedures.
• Responsible for filing of the society’s tax filing

President and Vice President

The President and the Vice President are responsible for ensuring that members of the Executive Board of Directors:

• are aware of and fulfill their governance responsibilities;
• comply with applicable laws and bylaws;
• conduct board business effectively and efficiently;
• are accountable for their performance.

The President is generally the spokesperson for the group and is the close contact to Vancouver Whitecaps FC. The President is assigned one extra vote to break ties at board meetings and general meetings.

In the event of the President's absence, the Vice President assumes their extra vote to break ties at board meetings and general meetings. The Vice President also assumes the duties and responsibilities of the President as outlined above until their return.

Only elected directors - Club Treasurer, Club Secretary or Members at Large - can be voted to the role of President & Vice President. The vote will take place after the elections of the directors and ombudsman are concluded.

Eligible candidates may nominate themselves here, or they can accept a nomination brought forward by another person who is a member in good standing of the General Membership.

It is important to note that only official, dues-paying members of the Southsiders can nominate a candidate. To assist with verification purposes, persons nominating others must self-identify as a member in good standing. The proposed candidate must also accept the nomination in writing on the discussion forum.

It is expected that candidates provide a detailed statement of their planned involvement of duties, projects and committees during their tenure as Executives of the Board. This should also include a brief statement regarding their personal background, experience and expertise, particularly as those things relate to the duties listed.

Nominees have the right to decline their nomination by a third party or withdraw their nomination at any time prior to the Annual General Meeting.

The final deadline for nominations is 4:00 pm on November 16th, 2019.

ByLaws

Constitution