Southwest Soccer

NOTICE of ANNUAL MEMBERS MEETING 

Club and Associate Membership - This is notice that Southwest Soccer’s AMM is to be held on Wednesday, December 10th 2025.

Location  - Virtual Platform - Microsoft Teams

Time -  7:30PM

Director Positions Available – Vice-Chair (2 Year Term), Director-at-Large (2 Year Term), Director-at-Large (2 Year Term)

Nominations – In alignment with Article 5 (5.5) nominations must be forwarded to the district office no later than 30 days prior to the AMM, with the nominees signed consent, on a form provided by Southwest Soccer. Nominations from the floor will only be accepted in alignment with 5.5 (c). Nominations and accompanying bio's will be posted on Southwest Soccer website a minimum of 14 days prior to the AMM.

Nomination Form

Registration Details- Submitted by December 3rd @ 12:00am to office@swrsa.ca inclusive of Delegate Form and of any outstanding fees. *See below for Membership Renewal*

AMM Package - AMM Book and meeting link will be provided to the recorded delegates/proxies in advance of the meeting.

Financial Statements / Auditor Report – In alignment with By-Law 2.7, financial statements will be distributed to membership not less than twenty-one (21) days before the day of the AMM.

Amendments to By-Laws –

Article 12 - Amendments

12.2 By-Laws and Effective Date:

ii. A Member entitled to vote who may make a proposal to make, amend, or repeal a By-Law in accordance with the Act which requires at least sixty (60) days' notice. The new, amended, or repealed By-Law will be submitted to the Members at the next meet of Members and, except for those amendments that are considered fundamental changes, the voting Members may confirm, reject or amend the By-laws by Ordinary Resolution

Proposed District By-Law Change Form

Active Member Delegate - Each active member must accredit one delegate in writing to Southwest Soccer in alignment with Article 4 (4.7) . On behalf of the active member only the delegate may cast votes and speak.

4.7 Authorized Representative of Member

Members shall inform the SWRSA in writing at least seven (7) days prior to a Meeting of Members, the name of the authorized representative of the member. Only the authorized representative of the Member may vote on behalf of such Member

Please ensure that the delegates provided email address is accessible at the time of the meeting for voting purposes.

Delegate Form

Member Proxy - As per Article 4.14 (a) every member entitled to vote at a Meeting of Members may vote by proxy by appointing in writing a proxyholder. All proxies must be submitted to the Southwest Soccer office at least 48 hours prior to the AMM on the provided form. Per Article 4.14 (b) No person may hold more than two (2) proxies.

Proxy Form

Membership Renewal - As per Rule 4.2-4.2.9 members must renew membership on a form provided by the district association by November 1st. Required documents for submission and payment ($70.00) are identified on such form and within our published rules. A late fee of $100.00 will be charged to clubs that fail to renew membership prior to the AMM. 

AMM Regrets - Attendance or Regrets are to be identified on the Membership Renewal Form. Failure to attend the AMM without providing regrets via the membership renewal form will result in a $100.00 fee.

Member Contact Form - For 2025-26 Membership Renewal it is required that all member organizations complete and submit the Club / League Contact Form inclusive of a designated Club Head Referee contact and Discipline Chair (certified) contact. This form is now built into the membership renewal form.

The purpose of collecting this information is to ensure we have the necessary contacts on file for the office administration, Match Official Department and Districts Discipline Chair.

2025 Southwest Soccer Membership Renewal Form