To the Board of Directors,
We, the undersigned voting members of the Comox Valley Volleyball Club, wish to formally notify the Board that support has been obtained from at least ten percent (10%) of the Club’s voting membership for the calling of a Special General Meeting to be held prior to July 31, 2026.
This request arises as a result of several elected Board members resigning during the current season. As these individuals were elected by the membership, many members believe it is important that the membership have an opportunity to discuss the current governance structure and future direction of the Club.
The purpose of this Special General Meeting is to consider moving the Club’s Annual General Meeting to August and to provide sufficient time for members to review and discuss matters that may benefit the Club before the start of the upcoming season. These matters include, but are not limited to:
● Coach development and support initiatives;
● Board governance, structure, and succession planning;
● Review of the Club’s budget and financial planning prior to the commencement of the season;
● Any other operational or strategic improvements that would strengthen the Club and enhance member engagement.
The members making this request believe that holding a Special General Meeting prior to July 31 will provide an appropriate opportunity for meaningful discussion and allow any necessary changes to be considered in a timely manner.
We respectfully request that the Board acknowledge receipt of this requisition and provide a written response no later than July 10, 2026, outlining the Board’s intentions regarding this request and the next steps to be taken with a meeting date anytime prior to July 31st, 2026.
We further request that the Board take the necessary steps to call the Special General Meeting in accordance with the Club’s bylaws and the applicable provisions of the British Columbia Societies Act. We also request that the meeting be chaired by an independent third party, with any associated costs to be borne by the Comox Valley Volleyball Club, in order to ensure a fair and impartial process for all members.
Should the Board fail to respond by July 10, 2026, or decline to act on this requisition without sufficient justification under the Club’s bylaws or the British Columbia Societies Act, the undersigned members reserve the right to pursue any remedies available to them under the Club’s governing documents and applicable legislation, including the right to requisition and convene a meeting as permitted by law.
We submit this request in the spirit of transparency, accountability, and the long-term success of the Comox Valley Volleyball Club and its members.
Sincerely,
The Undersigned Voting Members of the Comox Valley Volleyball Club
Updates
Updated Letter to the Board
July 22, 2026
With the delay by the board in having a meeting set based on the original email , a new email was sent as a reminder of the deadlines and guidelines that the BC Society Act does have and we all should follow. It’s not often we have make changes to Bylaws etc so we do need to understand and respect the board wanting to read through and take a few more days so we respectfully extended the deadline dates one more time. For full Transparency , which we should always support , here is the new email with new dates sent to our board on July 21st Dear Comox Valley Volleyball Club, We are sending a respectful reminder about the email sent on June 23, 2026 requesting a Special General Meeting prior to July 31st, 2026. As we do require a minimum of 14 days notice to set this Special Meeting and a July 31st meeting was requested, this date will not meet the the notice set by the BC Societies Act. We are willing to accept your "EMAIL" by July 31st to be sent all the CVVC members with a date set prior to August 22nd for this Special General Meeting which was requested by a minimum of 10% of the Members in Good Standings on June 23, 2026. We would also like to remind you that I am representing the group as a Member in good standings (as a Head Coach). Coaches have been members in good standings in the past and quoted recently by the board in a 2024 AGM email to the members. (there has been no updates to the Bylaws between then and now) Attached is the email from Sept 24, 2024 as proof that coaches are members as they in did fact vote in previous General Meetings, the attached referring to the 2024 AGM. This allows myself as a member in good standing to submit this email on behalf of the 59 Members in good standing listed in the attachment. We have also attached the Signatures again with Names, electronic signatures, email address and date signed. Electronic Signatures are allowed as per the BC Societies Act. I have removed some names from the original Petition that were invalid. (two names per family - is not allowed, as its 1 vote per family/athlete, 1 per coach and 1 per board member). The Petition, as it was in the original email sent June 23 contains a minimum of 10% of our Membership (Approximately 300 members total in the CVVC, 1 Vote per Family, plus coaches and board members). The 10% Threshold should be approximately 30 Members. Having said this, we look forward to working with our board and club to improve and help our club be the best it can be. We strongly feel the two resolutions that we will vote on at this Special General Meeting in August will be a huge positive for our 2027 Club season and beyond! We noticed many clubs with AGMs earlier in the year and just noticed the Oceanside Volleyball Club moved their AGM from November to July. They are already seeing great planning and preparation benefits for their tryouts and season that starts in late November/December. They are already working on coach selections, training for them plus so many more benefits which directly benefits our Athletes! For our Special General Meeting in August , we will be sure to print out the two resolutions listed below with several lines for signatures so we can all vote. Please respond to all the members by July 31, 2026 with a date of the Special General Meeting prior to August 22, 2026 as per the BC Society Act. Thank you ALL and we look forward to actions that are about our club and ultimately our athletes , putting aside all of our personal preferences and working together. Have an awesome week! Love the new Newsletter "The Serve!" Great name!! Kevin East Head Coach / Member Comox Valley Volleyball Club Notes taken from the BC Society Act for our Collaborative and Informinant use: ______________ electronic signatures are legally permitted under the BC Societies Act. Thanks to the BC Electronic Transactions Act, electronic signatures have the same legal standing as traditional handwritten signatures for most corporate records and contracts Under the BC Societies Act, at least 10% of voting members can requisition the directors to call a special general meeting. The society’s bylaws may specify a lower threshold, but they cannot legally require more than 10%. Once submitted, directors have 21 days to send out a notice to hold the meeting. (Based on our June 23rd email and 10% of the members this is June 14th) The actual meeting must be held within 60 days of the requisition date. (Based on our June 23rd email and 10% of the members this is Aug 22, 2026) Failure to Call: If the directors do not issue the meeting notice within 21 days, the members who signed the requisition (or at least 50% of them) may call the meeting themselves.
Club response to our Communication
July 19, 2026
Good day all! Just a quick update that after 4 weeks since we submitted our request to hold a special general meeting, the CVVC board has strongly denied our request for the membership registry based on the privacy of our members, which I fully can understand, eventhough they could release it for the reason we have of trying to submit 10% threshold of the membership. So, we then asked just for the total number of members in good standings with no names or information so we would know what the 10% number is needed to submit this request and they also refused to supply that number saying it was still their duty to protect the clubs members and their privacy. The club seems to be doing everything they can to not engage with the 65+ people in our survey and find ways to not support this positive meeting for changes we can all collectively make for the benefit of our Athletes. Thank you all again for all your positive feedback and support to try and make things better for our Atheltes in future years by earlier planning . We will continue to ask for this meeting until we get it and keep everyone posted as we progress, stay positive and thank you all for signing and verifying this petition and speaking up to do what is best for our club and community. If anyone would like to email the board in regards to any concerns on this please direct all communication to [email protected] Strong positive voices for improvements make a huge difference.
SPECIAL RESOLUTION
June 19, 2026
For these reasons : 1) allow more time to plan prior to the club season starting (review by-laws, coach recruitment and training, governance training with new board members, 2) Allow more time between year end financials and the AGM so our treasurer and executive can properly finalize the year end financials This is our recommendation for a special resolution to change the current bylaws COMOX VALLEY VOLLEYBALL CLUB (the "Club") SPECIAL RESOLUTION OF THE MEMBERS OF THE COMOX VALLEY VOLLEYBALL CLUB AMENDMENT OF BYLAWS — FISCAL YEAR END AND ANNUAL GENERAL MEETING TIMING RECITALS: A. The Club is a society incorporated under the laws of British Columbia and is governed by its Constitution and Bylaws approved November 15, 2018 (the "Bylaws"), and by the British Columbia Societies Act, SBC 2015, c. 18 (the "Act"). B. Part 8, Section 1 of the Bylaws currently provides that "the fiscal year of the Club shall be from November 1 to October 31 each year." C. Part 7, Section 1 of the Bylaws currently provides that "the Annual General Meeting of the Club shall be held on such a date in the month of November." D. The members wish to amend the Bylaws to change the Club's fiscal year end from October 31 to June 30, and to correspondingly change the timing of the Annual General Meeting from a fixed date in November to a date within five (5) months following the end of the Club's fiscal year, in order to better align the Club's annual meeting and operating season. E. Pursuant to Part 10, Section 1 of the Bylaws, the Bylaws cannot be amended except by special resolution. Pursuant to Section 167 of the Act, a special resolution must be passed by not less than two-thirds (2/3) of the votes cast by voting members who are entitled to vote and who vote in person at a general meeting of the Club, unless the Bylaws require a higher threshold. F. Pursuant to Section 82 of the Act, where a general meeting is to consider a special resolution, the notice of the meeting must be accompanied by the text of the special resolution. G. Pursuant to Part 7, Section 4 of the Bylaws, a quorum at a general meeting of the Club consists of twelve (12) members in good standing personally present, and pursuant to Part 7, Section 6 of the Bylaws, only members personally present are entitled to vote. BE IT RESOLVED, AS A SPECIAL RESOLUTION, THAT: Part 8, Section 1 of the Bylaws is deleted in its entirety and replaced with the following: "The fiscal year of the Club shall be from July 1 to June 30 each year." Part 7, Section 1 of the Bylaws is deleted in its entirety and replaced with the following: "The Annual General Meeting of the Club shall be held in September following the end of the Club's fiscal year." In order to transition from the Club's current fiscal year (November 1 to October 31) to the new fiscal year (July 1 to June 30), and the Club's current fiscal year 2025-2026 shall be eight (8) months, commencing November 1, 2025 and ending June 30, 2026. Thereafter, each fiscal year of the Club shall be the twelve-month period from July 1 to June 30, in accordance with the amended Bylaw set out in paragraph 1 above. The Directors of the Club are hereby authorized and directed to: (a) file all records, notices, and amended Bylaws with the Registrar of Companies (BC Registry Services) as required under the Act to give effect to this special resolution; (b) take all steps reasonably necessary to notify any relevant third parties, including the Canada Revenue Agency, of the change in the Club's fiscal year end; and (c) do all such other acts and things as may be necessary or desirable to carry out and give full effect to the intent of this special resolution. Save and except as amended by this special resolution, the Bylaws and Constitution of the Club shall continue in full force and effect, unaltered.
15 Comments
This board put barriers between our teams training and playing more to get better due to personal agendas. We are here for the athletes and if volunteers want to donate more of their time to their team why prevent that. This club should be about nothing more then about our young athletes!
First, I would like to thank everyone involved in our club for their time and commitment. As a team manager this past year, I witnessed a club that, in my view, had lost its way. I often felt unsupported, and there was a lack of transparency on multiple occasions. It seemed that compliance and disorganization were more prevalent than supporting and promoting our athletes. Simply put, I do not believe the club supported or promoted its athletes well at all. I look forward to further discussion
Strikers is a Not-for-profit community based organization which is supposed to be accountable to all of it's members. Sadly the communication is sub standard as is the transparency and the Board, while perhaps "well-meaning" are lacking the broad range of skills required to lead an organization / club of this type.
A new board is needed, because as the CVVC Secretary I was bullied and felt the need to resign March 17. I was wrongfully recused from discussions multiple times. Other board members recognized I did not need to be recused. The board failed to report inappropriate behaviour of a coach even after they knew about it. I witnessed budget decisions not being done properly by the VP, policy not being followed, poor governance in meetings, poor communication, negative coach support, biased gym bookings
My son loves volley ball
I am disappointed by the lack of transparency demonstrated by the club over the past season, particularly regarding this request for a Special Meeting. I have received no communication from the club acknowledging the request or explaining how it intends to respond. Our athletes, families, coaches, and members deserve clear and timely communication. We can—and should—do better.
For full transparency
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To the Board of Directors,
We, the undersigned voting members of the Comox Valley Volleyball Club, wish to formally notify the Board that support has been obtained from at least ten percent (10%) of the Club’s voting membership for the calling of a Special General Meeting to be held prior to July 31, 2026.
This request arises as a result of several elected Board members resigning during the current season. As these individuals were elected by the membership, many members believe it is important that the membership have an opportunity to discuss the current governance structure and future direction of the Club.
The purpose of this Special General Meeting is to consider moving the Club’s Annual General Meeting to August and to provide sufficient time for members to review and discuss matters that may benefit the Club before the start of the upcoming season. These matters include, but are not limited to:
● Coach development and support initiatives;
● Board governance, structure, and succession planning;
● Review of the Club’s budget and financial planning prior to the commencement of the season;
● Any other operational or strategic improvements that would strengthen the Club and enhance member engagement.
The members making this request believe that holding a Special General Meeting prior to July 31 will provide an appropriate opportunity for meaningful discussion and allow any necessary changes to be considered in a timely manner.
We respectfully request that the Board acknowledge receipt of this requisition and provide a written response no later than July 10, 2026, outlining the Board’s intentions regarding this request and the next steps to be taken with a meeting date anytime prior to July 31st, 2026.
We further request that the Board take the necessary steps to call the Special General Meeting in accordance with the Club’s bylaws and the applicable provisions of the British Columbia Societies Act. We also request that the meeting be chaired by an independent third party, with any associated costs to be borne by the Comox Valley Volleyball Club, in order to ensure a fair and impartial process for all members.
Should the Board fail to respond by July 10, 2026, or decline to act on this requisition without sufficient justification under the Club’s bylaws or the British Columbia Societies Act, the undersigned members reserve the right to pursue any remedies available to them under the Club’s governing documents and applicable legislation, including the right to requisition and convene a meeting as permitted by law.
We submit this request in the spirit of transparency, accountability, and the long-term success of the Comox Valley Volleyball Club and its members.
Sincerely,
The Undersigned Voting Members of the Comox Valley Volleyball Club
Updates
Updated Letter to the Board
July 22, 2026
With the delay by the board in having a meeting set based on the original email , a new email was sent as a reminder of the deadlines and guidelines that the BC Society Act does have and we all should follow. It’s not often we have make changes to Bylaws etc so we do need to understand and respect the board wanting to read through and take a few more days so we respectfully extended the deadline dates one more time. For full Transparency , which we should always support , here is the new email with new dates sent to our board on July 21st Dear Comox Valley Volleyball Club, We are sending a respectful reminder about the email sent on June 23, 2026 requesting a Special General Meeting prior to July 31st, 2026. As we do require a minimum of 14 days notice to set this Special Meeting and a July 31st meeting was requested, this date will not meet the the notice set by the BC Societies Act. We are willing to accept your "EMAIL" by July 31st to be sent all the CVVC members with a date set prior to August 22nd for this Special General Meeting which was requested by a minimum of 10% of the Members in Good Standings on June 23, 2026. We would also like to remind you that I am representing the group as a Member in good standings (as a Head Coach). Coaches have been members in good standings in the past and quoted recently by the board in a 2024 AGM email to the members. (there has been no updates to the Bylaws between then and now) Attached is the email from Sept 24, 2024 as proof that coaches are members as they in did fact vote in previous General Meetings, the attached referring to the 2024 AGM. This allows myself as a member in good standing to submit this email on behalf of the 59 Members in good standing listed in the attachment. We have also attached the Signatures again with Names, electronic signatures, email address and date signed. Electronic Signatures are allowed as per the BC Societies Act. I have removed some names from the original Petition that were invalid. (two names per family - is not allowed, as its 1 vote per family/athlete, 1 per coach and 1 per board member). The Petition, as it was in the original email sent June 23 contains a minimum of 10% of our Membership (Approximately 300 members total in the CVVC, 1 Vote per Family, plus coaches and board members). The 10% Threshold should be approximately 30 Members. Having said this, we look forward to working with our board and club to improve and help our club be the best it can be. We strongly feel the two resolutions that we will vote on at this Special General Meeting in August will be a huge positive for our 2027 Club season and beyond! We noticed many clubs with AGMs earlier in the year and just noticed the Oceanside Volleyball Club moved their AGM from November to July. They are already seeing great planning and preparation benefits for their tryouts and season that starts in late November/December. They are already working on coach selections, training for them plus so many more benefits which directly benefits our Athletes! For our Special General Meeting in August , we will be sure to print out the two resolutions listed below with several lines for signatures so we can all vote. Please respond to all the members by July 31, 2026 with a date of the Special General Meeting prior to August 22, 2026 as per the BC Society Act. Thank you ALL and we look forward to actions that are about our club and ultimately our athletes , putting aside all of our personal preferences and working together. Have an awesome week! Love the new Newsletter "The Serve!" Great name!! Kevin East Head Coach / Member Comox Valley Volleyball Club Notes taken from the BC Society Act for our Collaborative and Informinant use: ______________ electronic signatures are legally permitted under the BC Societies Act. Thanks to the BC Electronic Transactions Act, electronic signatures have the same legal standing as traditional handwritten signatures for most corporate records and contracts Under the BC Societies Act, at least 10% of voting members can requisition the directors to call a special general meeting. The society’s bylaws may specify a lower threshold, but they cannot legally require more than 10%. Once submitted, directors have 21 days to send out a notice to hold the meeting. (Based on our June 23rd email and 10% of the members this is June 14th) The actual meeting must be held within 60 days of the requisition date. (Based on our June 23rd email and 10% of the members this is Aug 22, 2026) Failure to Call: If the directors do not issue the meeting notice within 21 days, the members who signed the requisition (or at least 50% of them) may call the meeting themselves.
Club response to our Communication
July 19, 2026
Good day all! Just a quick update that after 4 weeks since we submitted our request to hold a special general meeting, the CVVC board has strongly denied our request for the membership registry based on the privacy of our members, which I fully can understand, eventhough they could release it for the reason we have of trying to submit 10% threshold of the membership. So, we then asked just for the total number of members in good standings with no names or information so we would know what the 10% number is needed to submit this request and they also refused to supply that number saying it was still their duty to protect the clubs members and their privacy. The club seems to be doing everything they can to not engage with the 65+ people in our survey and find ways to not support this positive meeting for changes we can all collectively make for the benefit of our Athletes. Thank you all again for all your positive feedback and support to try and make things better for our Atheltes in future years by earlier planning . We will continue to ask for this meeting until we get it and keep everyone posted as we progress, stay positive and thank you all for signing and verifying this petition and speaking up to do what is best for our club and community. If anyone would like to email the board in regards to any concerns on this please direct all communication to [email protected] Strong positive voices for improvements make a huge difference.
SPECIAL RESOLUTION
June 19, 2026
For these reasons : 1) allow more time to plan prior to the club season starting (review by-laws, coach recruitment and training, governance training with new board members, 2) Allow more time between year end financials and the AGM so our treasurer and executive can properly finalize the year end financials This is our recommendation for a special resolution to change the current bylaws COMOX VALLEY VOLLEYBALL CLUB (the "Club") SPECIAL RESOLUTION OF THE MEMBERS OF THE COMOX VALLEY VOLLEYBALL CLUB AMENDMENT OF BYLAWS — FISCAL YEAR END AND ANNUAL GENERAL MEETING TIMING RECITALS: A. The Club is a society incorporated under the laws of British Columbia and is governed by its Constitution and Bylaws approved November 15, 2018 (the "Bylaws"), and by the British Columbia Societies Act, SBC 2015, c. 18 (the "Act"). B. Part 8, Section 1 of the Bylaws currently provides that "the fiscal year of the Club shall be from November 1 to October 31 each year." C. Part 7, Section 1 of the Bylaws currently provides that "the Annual General Meeting of the Club shall be held on such a date in the month of November." D. The members wish to amend the Bylaws to change the Club's fiscal year end from October 31 to June 30, and to correspondingly change the timing of the Annual General Meeting from a fixed date in November to a date within five (5) months following the end of the Club's fiscal year, in order to better align the Club's annual meeting and operating season. E. Pursuant to Part 10, Section 1 of the Bylaws, the Bylaws cannot be amended except by special resolution. Pursuant to Section 167 of the Act, a special resolution must be passed by not less than two-thirds (2/3) of the votes cast by voting members who are entitled to vote and who vote in person at a general meeting of the Club, unless the Bylaws require a higher threshold. F. Pursuant to Section 82 of the Act, where a general meeting is to consider a special resolution, the notice of the meeting must be accompanied by the text of the special resolution. G. Pursuant to Part 7, Section 4 of the Bylaws, a quorum at a general meeting of the Club consists of twelve (12) members in good standing personally present, and pursuant to Part 7, Section 6 of the Bylaws, only members personally present are entitled to vote. BE IT RESOLVED, AS A SPECIAL RESOLUTION, THAT: Part 8, Section 1 of the Bylaws is deleted in its entirety and replaced with the following: "The fiscal year of the Club shall be from July 1 to June 30 each year." Part 7, Section 1 of the Bylaws is deleted in its entirety and replaced with the following: "The Annual General Meeting of the Club shall be held in September following the end of the Club's fiscal year." In order to transition from the Club's current fiscal year (November 1 to October 31) to the new fiscal year (July 1 to June 30), and the Club's current fiscal year 2025-2026 shall be eight (8) months, commencing November 1, 2025 and ending June 30, 2026. Thereafter, each fiscal year of the Club shall be the twelve-month period from July 1 to June 30, in accordance with the amended Bylaw set out in paragraph 1 above. The Directors of the Club are hereby authorized and directed to: (a) file all records, notices, and amended Bylaws with the Registrar of Companies (BC Registry Services) as required under the Act to give effect to this special resolution; (b) take all steps reasonably necessary to notify any relevant third parties, including the Canada Revenue Agency, of the change in the Club's fiscal year end; and (c) do all such other acts and things as may be necessary or desirable to carry out and give full effect to the intent of this special resolution. Save and except as amended by this special resolution, the Bylaws and Constitution of the Club shall continue in full force and effect, unaltered.
15 Comments
It isn’t fair to the players, who need a properly planned season to not meet earlier before the season starts.Planning takes time and key positions remain unfilled on the board while willing parents are ready to help and the board won’t respond. These roles should be filled promptly so emails to the club get responses in days not weeks!!! Clear leadership matters for the club’s success.
This board put barriers between our teams training and playing more to get better due to personal agendas. We are here for the athletes and if volunteers want to donate more of their time to their team why prevent that. This club should be about nothing more then about our young athletes!
First, I would like to thank everyone involved in our club for their time and commitment. As a team manager this past year, I witnessed a club that, in my view, had lost its way. I often felt unsupported, and there was a lack of transparency on multiple occasions. It seemed that compliance and disorganization were more prevalent than supporting and promoting our athletes. Simply put, I do not believe the club supported or promoted its athletes well at all. I look forward to further discussion
Strikers is a Not-for-profit community based organization which is supposed to be accountable to all of it's members. Sadly the communication is sub standard as is the transparency and the Board, while perhaps "well-meaning" are lacking the broad range of skills required to lead an organization / club of this type.
A new board is needed, because as the CVVC Secretary I was bullied and felt the need to resign March 17. I was wrongfully recused from discussions multiple times. Other board members recognized I did not need to be recused. The board failed to report inappropriate behaviour of a coach even after they knew about it. I witnessed budget decisions not being done properly by the VP, policy not being followed, poor governance in meetings, poor communication, negative coach support, biased gym bookings
My son loves volley ball
I am disappointed by the lack of transparency demonstrated by the club over the past season, particularly regarding this request for a Special Meeting. I have received no communication from the club acknowledging the request or explaining how it intends to respond. Our athletes, families, coaches, and members deserve clear and timely communication. We can—and should—do better.
For full transparency
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It isn’t fair to the players, who need a properly planned season to not meet earlier before the season starts.Planning takes time and key positions remain unfilled on the board while willing parents are ready to help and the board won’t respond. These roles should be filled promptly so emails to the club get responses in days not weeks!!! Clear leadership matters for the club’s success.