OXC Annual General Meeting
SATURDAY, November 28th, 2020 • 1:00pm Start

Location: ON-LINE or IN PERSON

In person location (subject to Covid restrictions)
1680 Victoria Street North, KITCHENER, ON

Please pre-register if attending in person.
Zoom online link (video and phone options)
will be shared in advance with all 2020 OXC members.

AGM Event Contact: Susan Caldwell • 416-529-5425
or Shelley Newton • 705-930-1603 (after 5pm)

See bottom of page for AGM INFORMATION.


- 2020 OXC Membership is required to attend online or in person.

- A current 2020 OXC Adult Membership is required to vote. OXC Memberships may be purchased up until 48 hours in advance of the AGM as outline in the OXC Constitution and Bylaws.

- There is no cost to attend in person. Please follow all governing Covid-19 rules currently in effect at time of AGM. Due to potential capacity limits for in-person meeting, you must pre-register a minimum of 48 hours in advance.

- For Online Attendance: It is strongly recommended that you become familiar with Zoom (a Free version is available to download) or using online video tools to maximize the meeting potential. You will be asked to mute yourself during presentations. There is also a chat window to ask questions during the meeting. If you are required to express your opinion, you will be asked to unmute yourself to speak. Identifying yourself before you speak is good practice.

- Nominations for the following positions can be sent via email to the OXC office. Nominations OPEN Sunday, November 1st and CLOSE Saturday, November 14th. Nominated parties will be contacted to accept the nomination and announced November 15th. You may submit the nomination for yourself or another person. To be eligible to let your name stand, you MUST be a current OXC Member in good standing. No nominations will be accepted the day of the AGM. NOMINATIONS will NOT be accepted before November 1st.

To SUBMIT a nomination please click HERE

- The AGM meeting will have the following positions on the Board of Directors up for nominations:

Nominations OPEN Nov 1st until Nov 14th.
To SUBMIT a nomination please click HERE
Taken from the OXC Consitution and Bylaws available HERE.
Please note: Board of Director meetings are held monthly via online /phone platform. Potential BOD candidates should be engaging and outgoing and willing to welcome other members in promoting a supportive environment. Unique skills sets that could be an asset to the club are encouraged to help make the club a success!
Vice President
(2 year term)
The Vice-President shall act in the same authority as the President at the bidding of the President or if the President is unable to act by reason of resignation, death or impeachment, and otherwise to assist with or perform the duties of the President as determined from time to time by the President. The Vice-President is expected to become President in succession.
**Please also refer to the President's role as outlined should this position interest you.
Secretary / Treasurer
(2 year term)
The Secretary/Treasurer shall be responsible to ensure the thorough and impartial recording of minutes at the Director's and Annual General Meeting and to distribute such minutes and other notices in a timely and appropriate manner. The secretary shall be responsible for maintaining OXC archives of competition results, OXC policy, and meeting minutes. The S/T shall also report financial history, prepare and present budgets, and report to each Board of Directors meeting, and each General Meeting, at the request of the President or at the request of any six (6) Board of Director Members supply information on any and all financial matters of OXC. An independent body appointed by the board will review OXC books annually, prior to the AGM. The secretary/treasurer is a paid position, with remuneration as set in the by-laws. Further responsibilities as set in the by-laws including but not limited to EXCA event applications, applications for breed incentive programs, renewal of insurance, not for profit registration, keeping trailer current. Before event entries, etransfers, race prep. After event, submitting EXCA files, results, invoicing host, scanning score sheets and payouts to competitors.
3 Directors
(2 year term)
There are currently 6 Directors in total across Ontario. 3 Directors will be elected bi-annually, ideally representing a cross-section of regional membership where possible with responsibilities as set in the by-laws.
Directors are responsible for engaging with membership on local needs of the area. Assist in marketing OXC to the local area membership & future membership for more region visibility. This could be done by attending local shows, tack swaps, clinics to meet with current & future members.
Assist in delivering the host race packages & obtaining event contracts. Be a point of contact to assist the BOD with obtaining races, as well as help with details of any OXC events secured in their region.
Keep the OXC Board up to date on their regional news. The Director would report to the BOD thru emails or BOD meetings of the regional news.
Fundraising Coordinator
(1 year term)
Fundraising Coordinator will organize various fundraising throughout the year for the club at the events. Annually OXC has hosted a silent auction as the largest fundraiser of the year in conjunction with the Provincial Finals. However 2020 marked the first year that it was online with great success! The Fundraising Coordinator would be responsible for obtaining donations and organizing of the Silent Auction.
Youth Director
(1 year term)
The Youth Director will represent the concerns, perspectives and interests of youth competitors. The youth director must be 18 years of age or under as of January 1 of their year of service but as such, the Youth Director is a non-voting member of the BOD.
They should be engaging and outgoing and willing to welcome other youth in promoting a supportive environment.

- Please be sure to have reviewed the OXC consitution and by-laws found HERE.
Proposed changes for the OXC consitution are required 10 days in advance of the AGM.


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