Notice of the Issaquah Soccer Club Annual General Meeting

December 17th, 2014 7:00pm Pickering Barn

ISC Members,

Following the Town Hall meeting this week, the ISC Board has reviewed the AGM and election protocol. In this review the Club called upon EYSA and WYS for guidance in the AGM election process to insure that the election is impartial and complies with the Club's obligations to its members. As a result of the review, ISC has decided to move back the date of the meeting to allow all potential candidates adequate time to consider the open positions and submit candidate materials. The move also allows sufficient time for notification and the education of teams on the correct process and procedures for voting. The Club will continue to obtain guidance from EYSA and WYS to insure compliance with relevant controls as we move forward.

The ISC Annual General Meeting will be held on December 17, 2025 at 7pm at Pickering Barn in Issaquah. At the AGM, elections for 12 board positions will occur. The deadline for submission as applicant for a position is November 17, 2014.

The following positions are up for election at this AGM. Please note that, following discussions at the Town Hall meeting, it was determined that the President position, as well as the Vice President and Secretary position, is up for election at the AGM.

• President (1 year term)
• Vice-President (2 year term)
• Secretary (2 year term)
• Treasurer (1 year term)
• At Large Position 1,7,9 (1 year term)
• At Large Position 2,4,6,8,10 (2 year term)

In order to be placed on the ballot, a potential candidate must submit a statement of intent, identification of the position being applied for and a professional bio. The positions to apply for include 5 categories: President, Vice-President, Secretary, treasurer, At Large 1 year term, and At Large 2 year term. Candidates may only submit their candidacy for a single category/position. These materials should be submitted to boardnominations@iscgunners.org by November 17, 2014. For those who have already submitted their applications, please just send your requested category/position.

At the AGM, each candidate will have an opportunity to briefly speak (3 minutes maximum) to the membership regarding their candidacy.

Voting Representatives:

• Per the bylaws, each officer or member of the board is entitled to one vote per open seat.
• Each team is entitled to one vote per open seat. The Club will send notice of the AGM to each team's manager and coach. The notice will request that by December 3^rd, 2014 (two weeks before the AGM), each team provide Executive Director Joe Yellig (jyellig@iscgunners.org) with the name of its "affiliated representative" who will vote on behalf of that team at the AGM. Only a person who is a "member" the Club can vote on behalf of a team; a member is the parent or guardian of a player, a Club employee or a Club Board member.
• No single person will be entitled to place more than one vote per seat at the meeting.
• The voting rep has to be present at the AGM to submit a ballot. No proxy or electronic voting will be accepted.

Voting Process

• Team Voting Rep - Identified by Dec 3rd
• Ballot - Each voting rep will receive an electronic copy of the ballot by December 8th. The ballot will be provided ahead of time to allow the voting reps time to get familiar with the form. They can also use the ballot to received team feedback. We will also have copies of the ballot at the AGM.
• Team feedback/voting process - Each teams voting rep is responsible for collecting feedback from their team and completing the ballot. We would expect that the voting rep takes into account the feedback from the team when completing the ballot. But it is up to the rep to determine if the team will complete a full voting process or provide feedback in another manner. ISC will not ask for any details or information from this process.
• AGM Voting process
  • Board Candidates Speeches - Each Candidate will have 2-3 min to talk before votes are submitted
  • Voting/Collection - After the speeches, each team rep will be allowed time to vote and/or submit their ballots. We will have a central location for ballot collection. As we collect each ballot, we will validate the name of the voting member and the team name. If the two don't match with what was submitted prior to Dec 3rd, or if we have two ballots for the same team, the 3rd party tabulation team will conduct a review to determine if the votes will count.
    
  • Vote Counting/Validation - We will have a 3rd party counting all the votes and documenting the totals. Once their count is complete, the ED will validate their count. Once the count has been validated, we will then display the winner for each board seat. We will also share the vote counts and totals for each candidate for transparency.
  • Conflict/Challenges - If we have any question about the vote or count, we will have the ability to review votes by team. This will be done on a case by case basis depending on the questions that arise. Votes by team will not be made public.
  • Election winners will be by simple majority. For the At Large positions:
    • 1 year term - The candidates with the top 3 vote totals will fill the open seat.
    • 2 year term - The candidates with the top 5 vote totals will fill the open seats.

We are committed to close adherence to the club's bylaws and the steer of our club associations to ensure a fair and transparent process.

Thank you,

Joe Yellig

Executive Director

ISC Gunners FC

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