NOTICE OF ANNUAL MEETING
Sunday, June 28, 2020
Fairhope Yacht Club
101 Volanta Avenue
Fairhope, AL 36532
TO: Commodores of General and Affiliate Members
GYA Executive Committee
GYA Past Commodores
GYA Standing Committee and Council Chairmen
GYA Coordinator of each GYA General Member Club
GYA Associate Members
The Gulf Yachting Association Annual Meeting will be held on at 12:00 hours on June 28, 2020 at the Fairhope Yacht Club, 101 Volanta Avenue, Fairhope, Alabama, 36532. To ensure that a quorum is met, please respond to the GYA Secretary (firstname.lastname@example.org) no later than Monday, June 22, 2020 if you or a proxy will be attending the meeting. GYA Standing Committee Chairs and Council Chairs should submit their written reports by Monday June 22nd to the GYA Secretary.
Sunday, June 28, 2020 1200 Board of Directors Meeting (casual attire)
By-laws Committee & Trophy Committee will present the below requested changes at the Board of Directors meeting. If you have any questions or comments, you may present during the meeting.
Section 11: TROPHY COMMITTEE Para B. as follows.
Add following paragraph:
The Committee shall also maintain an Electronic Trophy Book which contains specific information for each Perpetual Trophy given to the GYA. This information should provide the following at a minimum:
1. Complete Deeds of Gift which contain information about the donors, the reason for the trophy, and how the trophies are to be maintained and awarded.
2. Pictures and complete description of the trophies detailing all aspects of each trophy; and
3. A written, legible list of the names of the winning clubs and/or individuals, and where applicable the names of the skippers and crews who actually sailed the event races. The Host Club Event Chair shall provide this information in writing to the GYA Secretary and the Chair, GYA Trophy committee within 5 business days of the end of the event.
4. All costs associated with this requirement shall be paid by the GYA.
Section 15: Youth Committee
A. Composition. The Committee shall be composed of nine members consisting of a chair and two individuals residing in each of the states of Alabama, Florida, Louisiana, and Mississippi. For the purposes of this committee, the state of Arkansas shall be considered the same state as Mississippi and the state of Texas shall be considered the same state as Louisiana.
B. Terms. The term of office for the chair shall be one year or until a successor is appointed. The term of office for the remaining members shall be two years or until their successors are appointed and shall be staggered to provide for the expiration of four terms, no two from the same state, each year.
A. The Committee shall be composed of a Chair and one (1) representative from each GYA General and Affiliate member club.
B. The term of office for the chair shall be one year or until a successor is appointed. The term of office for the remaining members shall be two years or until their successors are appointed.
Expanded representation of GYA clubs.
Under Article VI – Meetings of the Board of Directors, add Section 4 as follows:
Section 4: Virtual Meetings. Notwithstanding anything contained in Article VI, Sections 1, 2 and 3, under extenuating circumstances (natural disaster, state of emergency, epidemic, pandemic, and/or where governmental agencies restrict personal interaction), a meeting of the Board of Directors may be conducted by one or more means of remote communication through which all of the Board members may participate with each other during the meeting, if the number of Board members participating in the meeting would be sufficient to constitute a quorum. Participation in a meeting by this means constitutes presence in person at the meeting.
To permit, under extenuating circumstances, virtual meetings of the GYA Board of Directors.
GYA COMMODORES – GENERAL MEMBER CLUBS – As a member of the GYA Board of Directors, your club’s attendance is very important. If you are unable to personally attend the Board meeting, please send a WRITTEN NOTICE naming a representative for your club to the GYA Secretary-Treasurer at 1245 Kensington Drive, Biloxi, MS 39530 or email the document to email@example.com.