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2026 AGM

The 2026 Swim Ontario Virtual AGM will be over Zoom on Tuesday September 22.

2026 AGM Information

VOTING PROCEDURES AND INFORMATION FOR 2026 SWIM ONTARIO AGM

The AGM will be held virtually on Tuesday September 22, 2026 at 7:00 pm. Every member is reminded of the importance of having an effective presence at the Swim Ontario AGM. Each member is strongly encouraged to exercise their voting privilege rights as guaranteed in the Bylaws by selecting a Delegate to attend the AGM on its behalf. Members must complete the Delegate Registration form and submit by Wednesday September 16, 2026 - noon to declare the delegate that will be the voting delegate. There is a limit of 1 delegate per club.

Members must be affiliated for the 2026-27 season to receive voting privileges.

Delegate Information

The AGM will be held virtually via Zoom on Tuesday, September 22, 2026 at 7pm and should last less than 2 hours. Delegates will receive the Zoom meeting link after the registration deadline. Delegates are requested to sign in to Zoom at 6:30pm so that we can troubleshoot any issues and so the meeting can begin promptly at 7pm. Delegates must have access to their email to receive voting credentials (unique ID, password and link to voting site) during the meeting, as voting will take place on the Simply Voting platform. A pre-AGM test voting event (conducted by email) will be scheduled for a few days prior to the AGM so that Delegates can be familiar with the process. More information regarding the meeting will be sent to Delegates next week.

Proxy Voting

Due to the nature of the Virtual AGM and the accompanying electronic voting process the following procedure will be in place with respect to Proxies:

  1. If a club cannot find a representative to attend the virtual AGM on its behalf from its own ranks, they can send their Proxy with another individual from an affiliated member club.
  2. This Proxy must be a distinct/separate person, with a distinct email address, from any other delegate.
  3. Meaning that each registered Delegate can only exercise voting privileges for a single club.

**Member means any duly registered club pursuant to the applicable membership policies and procedures of Swim Ontario that is in Good Standing.

Notice of Motion

SUBMISSION DEADLINE – August 13, 2026 at 11:59pm

Section 3.07 Motions and New Business

Any and all motions and new business relevant to the affairs of Swim Ontario shall be received in writing by the Secretary not less than sixty (60) days prior to the date of the meeting at which the motion or new business is to be presented. Motions and new business so received shall be circulated to the Members at least fifteen (15) days prior to the meeting. No other motions or new business shall be considered without permission by a Special Resolution of Members present at said meeting.

The deadline for accepting Notices of Motion has been corrected to 11:59 pm August 13 2026, 40 days prior to the AGM.

Call for Nominations

PROSPECTIVE CANDIDATES FOR THE BOARD

This year 3 (three) individuals will be elected to the Swim Ontario Board. The Board consists of nine members in total.

Swim Ontario’s by-laws provide that Directors shall serve for three (3) years. Directors may serve for a maximum of three (3) 3 year terms, for a total of 9 years. 

RECOMMENDED CANDIDATES

Candidates are asked to complete the online form (including questionnaire and Skills Matrix) and upload their nomination form (listed below) and to submit by June 14, 2026.

Based on its assessment of the candidates, the Nominations Committee will develop a list of candidates (the “Slate”) to recommend for Board membership. The number of candidates on the Slate will be determined by the Nominations Committee and may be equal to or less than the number of seats on the Board to be filled. The Nominations Committee will present the Slate to the Board for approval. Once approved, the Slate will be presented to Swim Ontario's Members along with a rationale for their recommendation. Any candidates that were not recommended are still eligible to be elected if the Nominations Committee does not recommend a candidate for every vacant seat or if the motion to elect the Slate fails. If the election of the Slate still leaves a vacant seat or if the motion to elect the Slate does not pass, a general election will be held.

In deciding whom to vote for, the Nominations Committee is asking club representatives to consider some broad points:

  • The importance of diversity on the board so that it reflects the membership it represents;
  • A gender balance that reflects the swimming community;
  • Representation from across the broad geography of Ontario; and
  • The importance of selecting individuals who have core competencies needed on the board.

REQUIRED DOCUMENTATION

All prospective Directors must also meet the following requirements:

  1. They must be an individual person over 18 years of age
  2. They must not have been found to be incapable of managing property under the Substitute Decisions Act, 1992 or under the Mental Health Act
  3. They must not have been found incapable by any court in Canada or elsewhere
  4. They must not have a status of bankrupt

ELECTION

Although the nomination committee facilitates the election process and will endeavour to provide relevant information to electors, the decision as to who sits on the board is the sole prerogative of the electors – the clubs represented at the Annual General Meeting (AGM).

The Slate of recommended candidates will be presented to the membership prior to the election, as will all of the other candidates who submitted valid applications. The Slate will be presented as a whole to the membership, and the membership will vote on a motion for the election of the entirety of the Slate.

A general election will only be held for any remaining seats not filled by the Slate, or for all available seats if the motion for the election of the Slate does not pass.

Please note that in accordance with by-laws, floor nominations will not be accepted.  Please also note that the “Determination of Eligible Director Candidates” Policy (C-001) is currently being updated to match current by-laws and reflect the content in this communication. The revised Policy should be available by end of June 2026. 

To be elected to the Board of Directors, you must submit a valid application before the deadline (June 14, 2026).