Special Meeting of the Members on June 3, 2016

Special Meeting of the Members on June 3, 2016 to Vote

on the Proposed New Bylaws
Proxy Voting is now closed, as of 4pm on June 1, 2016

OEF Special General Meeting Information:

Date: Friday, June 3, 2016
Location: Caledon Equestrian Park
200 Pine Avenue, Caledon, ON L7E 0M1
“Palgrave Room” Attached to new indoor arena.
Time: 6:30 pm

*Food and beverages will be provided

AGENDA
6:30pm – Welcome
6:40pm – Presentation
7:20pm – Vote on the proposed new OEF By-Laws

#LEADCHANGE

Highlights of Proposed New OEF Bylaws

On June 3, 2016 at a Special Meeting for OEF Members, the Board of Directors will be presenting the new updated Ontario Equestrian Federation Bylaws aligned to the newly launched #LEADCHANGE Strategic Plan. The proposed Bylaws shift the OEF to a Governance Board structure fully compliant with the Ontario Not-for-Profit Act.

There are many important membership benefits of the new Bylaws that are designed to ensure the organization is focused on the Rider/Driver Experience including:

✔ One Category of Membership- All Participants (recreational, development and competitive) at the centre of OEF focus
✔ Aligned to the Principles of Modern Good Governance
✔ Lean, engaged & skill-based board directors accountable for Policy
✔ No Board Conflict of Interest
✔ High accountability to the membership
✔ Skilled Executive Director running operations; accountable to Board
✔ Accountability of Board & Executive Director to the Lead Change Strategic Plan
✔ Compliant to the Ontario Corporations Act & Ministry of Tourism, Culture & Sport
✔ Aligned to Equine Canada (our National Sport Organization)

The proposed Bylaws are an important next step in realizing the exciting #LEADCHANGE Strategic Plan initiatives and the new commitment to and focus on, the participant experience for 2016 and beyond. This proposal is part of the evolution towards enhancing the participant experience for all Ontarians of all ages and skill levels.

The new board structure and accountabilities will focus the organization on the strategic priorities of delivering excellent, relevant and meaningful initiatives from grassroots to high performance for riders/drivers, coaches, facilities and officials.

Highlights of the changes to the New OEF Bylaws are:

MEMBERSHIP

  • One Category of Membership (Rider/Driver/Coach/Official)

BOARD DIRECTORS

  • 9 Directors
  • Board Directors are Nominated by the Membership
  • Board Directors are vetted by the Board Nominating Committee
  • Board Director conflicts of interest eliminated
  • Board Director Nominees meet a pre-determined skill requirement to ensure the board has a diversity of skills (e.g. governance, accounting, business, legal)
  • Appointed board positions eliminated
  • OEF and EC Employees or Contractors cannot be Board Directors
  • Officers will be elected by the Board Directors: President, VP, Treasurer, Secretary
  • Directors are elected for three year terms; maximum two consecutive terms
  • One third of Directors are elected each Annual General Meeting

BOARD ACCOUNTABILITY

  • Board is Policy focused (not operationally involved)
  • Board hires one employee: the Executive Director
  • Board holds Executive Director accountable for delivering the Mission, Strategic Plan, Annual Business Plan and Approved Budgets
  • Two Standing Board Committees: Audit and Finance; Nominations and Governance
  • Function based committees as required, while required

EXECUTIVE DIRECTOR

  • Accountable for operations and reports to the Board
  • Creates the Annual Budget for Board approval
  • Accountable for allocating resources to deliver the Lead Change Strategic Plan (hiring and managing staff; annual budgeting, project planning and execution etc.)

Thank you for your continued support of the Ontario Equestrian Federation.

The Board of Directors

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