Annual Meeting of the Members (AMM) 2025-26

Dear Members,

Important registration details follow - please read them thoroughly.

The Annual Meeting of the Members (AMM) of The Oakville Curling Club will be held via video conference call, on Wednesday, June 24th, 2026, at 6:30pm; the meeting will begin on time. The meeting will follow the attached Notice of Agenda. Please join the meeting 10-15 minutes before the scheduled start time to ensure that your audio is functioning, and to allow time to install and/or update Zoom if required.

Registration and Attendance

You must register in advance of the meeting; use the link below to register. When registering, please use the email address on file for you with OCC as this will be used to confirm/approve your registration.

Registration Notes:

• Only register once for the meeting - this includes proxy holders (Note: proxy forms must still be submitted in accordance with the Proxy Policy).
• After your registration is approved (up to 24hrs), you will be sent a confirmation email containing the information needed to join the meeting. This email will be sent from an automated Zoom email account. If you do not see this email, please check your Spam & Junk folders. If not there, please contact Greg Irwin.
• Pre-registration is available until noon of Wednesday, June 24th, 2026. We encourage you to pre-register as early as possible to ensure that there is time to resolve any technical issues that you may experience with the registration process.
• You should not need a Zoom account to register but if you are asked to create one, there is no cost to create an account. You can create a Zoom account here.

Technical Support

If you require technical assistance related to registration, or if you have any questions about the meeting, please contact This email address is being protected from spambots. You need JavaScript enabled to view it., or This email address is being protected from spambots. You need JavaScript enabled to view it..

Meeting Conduct

Participants will be muted for the duration of the meeting, and video will be disabled. Participants will have access to the Q&A or chat functions to ask questions and may also use the "raise my hand" function at which time a moderator can temporarily unmute that individual for verbal questions or comments. If you know in advance question(s) you would like answered, please email them to the Secretary of the Club, This email address is being protected from spambots. You need JavaScript enabled to view it. by noon of Monday, June 22nd, 2026.

Motions and Polling

Voting on motions put forward during the meeting will be conducted by Zoom polls; this has a similar effect as conducting votes by show-of-hand at an in-person meeting. Directors will make motions related to the agenda topics as required. They will then ask for a second; if you would like to second the motion, please write "Second" in the chat function. The moderator will launch the poll, and you will see a pop-up window with the motion and the voting options and sufficient time will be allowed for attendees to vote. When the moderator host closes the poll, the moderator will announce the results of the poll.

Members are reminded that:

• If you have joined the meeting by phone, you will not be able to participate in the voting.
• If multiple members are attending the meeting from the same device, they will only be able to cast one vote for each motion.
• If members are holding proxies for other members, they will only be able to cast one vote for each motion.

If you cannot attend the AMM on Wednesday, June 24th, 2026, and would like to submit a proxy, please complete the proxy form included below and return it by email to the Secretary of the Club, This email address is being protected from spambots. You need JavaScript enabled to view it., by 12 noon Tuesday, June 23rd, 2026.

New/Other Business

As per amendments to the Club's By-Law No. 1 and its Articles approved by membership in a March 11, 2024 Special Meeting, new business raised from the floor will no longer be accepted. All business to be raised for discussion had to be submitted in writing to the Club Secretary, Susan Makin, for Board review at least 30 days prior to the meeting. The deadline for new business was Monday, May 25th, 2026.

Board Nominees / Election of Directors

There are currently two (2) open board positions for voting during the Annual Meeting. As per amendments to the Club's By-Law No. 1 and its Articles approved by membership in a March 11, 2024, Special Meeting, nominations raised from the floor will no longer be accepted. All nominations must be submitted in writing to the Club Vice President, This email address is being protected from spambots. You need JavaScript enabled to view it., at least 14 days prior to the meeting. The deadline for nominations is Wednesday, June 10th, 2026. Additionally,

• While Board nominees are presented in an intended role (i.e., Vice President, Director of..., etc.), members vote to approve nominees as a Board member. It is the duty of the Board to affirm the nominee(s) to Board-specific role(s).
• Nominations beyond the deadline can still be accepted but may only be considered for vacant positions by the Board in an interim Director capacity.

Meeting Materials

The following documents are now available on the club's website:

• Notice of the 2026 Annual Meeting and Agenda
• Minutes of the 2025 Annual Meeting (DRAFT)
• Audited 2026 Financial Statements and Auditor's Report (forthcoming)
• Nominations for Open Positions on the 2026-27 Board of Directors
• Resolutions Passed by the Board of Directors in 2025-2026
• 2026 AMM Proxy form
• 2026 League Directors' Reports

Other than the agenda, some material may only be referenced in passing during the meeting. Please review them ahead of time and/or have them on hand during the meeting for your reference.

We look forward to seeing you at the video conference meeting!

Greg Irwin
President, Oakville Curling Club

Meeting Materials

Directors Reports