HALIFAX MINOR BASEBALL ASSOCIATION

NOTICE OF ANNUAL GENERAL MEETING

TO: All Members of Halifax Minor Baseball Association

DATE OF NOTICE: October 31, 2026

NOTICE IS HEREBY GIVEN that the Annual General Meeting (the "AGM") of the Members of Halifax Minor Baseball Association (the "Society"), a Society incorporated under the Nova Scotia Societies Act, will be held as follows:

AGENDA

The following business will be conducted at the AGM: 

1. Call to Order
2. Establishment of Quorum
3. Appointment of Scrutineers (if necessary) and Determination of Voting Rights of Attendees
4. Approval of the Agenda
5. Declaration of Conflicts of Interest
6. Adoption of Minutes of the Previous Annual General Meeting
7. President's Report
8. Financial Report
9. Board, Staff and Committee Reports
10. Election of Directors
11. Other Business as Specified in this Notice
12. Adjournment

NEW BUSINESS

Any Member who wishes to have new business or a matter placed on the agenda at this AGM must give written notice to the Society no later than Monday, November 9, 2026 (being 21 days prior to the meeting date).  

ELECTION OF DIRECTORS

Nomination Requirements

Any nomination of an individual for election as a Director must: (i) include a completed application form; (ii) include the written consent of the nominee by signed signature; (iii) include a cover letter and resume of the nominee; and (iv) be submitted to the Head Office of the Society no later than Monday, November 16, 2026 (being 14 days prior to the AGM). Nominations will not be accepted from the floor.  

Incumbents

Individuals currently serving on the Board and wishing to be re-elected are not required to submit a formal nomination, but must notify the Nominating Committee by email of their interest in re-election no later than Monday, November 2, 2026 (being 28 days before the AGM).

Circulation of Nominations

Valid nominations will be circulated to voting Members via email at least 14 days prior to the AGM (i.e., by November 16, 2026). Information relating to nominees may be made available upon request.  

Positions Up for Election

The following positions are scheduled for election at this AGM:

• Vice President, Secretary, Registrar, two Director(s)-at-Large

QUORUM

A quorum for this AGM shall consist of not less than seven (7) voting Members present in person or by teleconference. If within one-half hour from the time appointed for the meeting a quorum is not present, the meeting, if convened upon the requisition of Members, shall be dissolved; otherwise, it shall stand adjourned to such time and place as a majority of the Members then present shall direct.  

VOTING

Every Member of the Society shall be entitled to attend the AGM. Every Member who is 19 years of age or over shall be entitled to vote at the AGM. Every Member who is under the age of 19 years shall be entitled to have their vote exercised by their parent or guardian.  

Voting by proxy is not permitted at meetings of Members.  

NOTICE

Notice of this meeting has been posted on the Society website and written notice has been provided to all Members electronically and through the Society's social media, at least thirty (30) days prior to the date of the meeting, in accordance with Article 3.4 of the By-laws.  

CONTACT AND FURTHER INFORMATION

Members seeking further information regarding the AGM, nominations, or the submission of new business may contact the Registrar of the Society at:

Lisa Conrad Registrar, Halifax Minor Baseball Association Email: lisa@halifaxminorbasebal.com

This notice is issued by the Board of Directors of Halifax Minor Baseball Association in accordance with the By-laws of the Society and the Nova Scotia Societies Act.

Halifax Minor Baseball Board of Directors