Hello everyone,
The Board of Directors of the Châteauguay Pickleball Association invites you to our Annual General Meeting on Wednesday, May 21, 2025

from 7:00 p.m. to 9:00 p.m. at the Georges P. - Vanier Cultural Center, in the Jean-Pierre Houde Room.

We will present the results of the 2024 season and present our association's projects. We will also present our projects for 2025.

This year, the following positions are up for election:
• Vice-President Communications/Registrar
• Executive Director Operations. Currently acting
• Secretary. Currently acting
• Social Events, Sponsorships and Fundraising Administrator

Please find attached the Agenda for the meeting, a file proposing an addition to the bylaws and the minutes of the general meetings of April 24, 2024 and June 11, 2024.

It is important to read these proposed changes before the meeting because we will vote for their adoption.

Nomination Procedures:

• Complete and submit the following documents to the Nominations Committee
o Nomination Form
o Candidate’s Declaration of Fair Process

• The nomination for the purpose of elections to the Board of Directors must be sent with the duly completed documents, no later than May 14, 2025, to the counter of the Centre Culturel Georges P.-Vanier, 15 Boul. Maple, Châteauguay, Québec J6J 3P7 or by email Chloe.Provost@ville.chateauguay.qc.ca, all to the attention of Chloé Provost.

• All candidates must be present at the meeting during the vote.

• Before the vote, all candidates must introduce themselves and describe their volunteer experience with a sports or other association as well as what they could bring to the association as a benefit.

• In the event that there is more than one candidate for a position, a secret ballot will be held.

• Once elected, the candidate will have to submit to a criminal record check for violence, sexual offences, drugs and narcotics, and theft and fraud. They must complete the document and send it to the counter of the Centre Culturel Georges P.-Vanier, 15 Boul. Maple, Châteauguay, Québec J6J 3P7 or by email at Chloe.Provost@ville.chateauguay.qc.ca, all to the attention of Chloé Provost. (see attached document)

. Unfortunately, we only have the French version for now. However, when we have the English copy, we will post it on our website.

Candidates must comply with the following conditions:

• Be an adult natural person;

• Be a resident or owner of a residence in Châteauguay
• Be an individual member of the Association or the delegate of an institutional member as of May 14, 2025 at the latest;

• Not have a criminal record incompatible with the role of administrator, and in particular, in the following matters:
o Violence;
o Sexual offences;
o Drugs and narcotics; o Theft and fraud.

• Have been accepted by the Nomination Committee and thus meet the requirements determined by the Board of Directors and indicated in the call for applications;

In addition, the following are not eligible as directors:

• Any person under guardianship, curatorship or a person declared incapable by the court of another province, territory, state or country or a political subdivision thereof;
• An employee of the association;
• An undischarged bankrupt;
• Any person who is the owner or staff member of a private company or a staff member of an organization linked to the association by an agreement for goods or services.
• Any person who has caused harm to the association such as, for example, a lack of respect towards it, or by appropriation of tools or documents belonging to the association, or by unacceptable behavior towards members or the committee, and any other behavior deemed unacceptable by the committee.

As our bylaws stipulate, proxy voting is permitted. Any member of the association who will be absent from the meeting and who wishes to exercise their right to vote may ask another member of the association to act on their behalf by completing the proxy form attached to this email. This form must be presented to the electoral director on the day of the meeting. This form also be posted on our website.

We will send all members a zoom link about a week before the meeting so that those who are outside can participate. If you have any questions or comments, please send them to Serge Rajotte at president@apchateauguay.ca or to Chloé Provost at chloe.provost@ville.chateauguay.qc.ca.ca.

Sincerely,
Serge Rajotte
President Association de Pickleball de Châteauguay I