The First Six Things Your Newly Seated Board Should Do After Your AGM
Your Annual General Meeting (AGM) is a critical moment for your lacrosse club, especially when new leadership is elected. Once the new Board of Directors is seated, there are key steps to take that will set the tone for a smooth transition and a successful season. Here are six immediate actions your newly elected board should prioritize:
Step 1: Publish Election Results
Announcing the results of your AGM elections on your club’s website and social media platforms ensures everyone is aware of the new leadership. It also serves as a way to introduce new board members to the wider community.
Why it matters: A transparent and well-informed community is more likely to stay engaged and support club initiatives. Plus, timely communication reinforces professionalism and organization.
2. Schedule a Board Meeting for Orientation and Transition
As soon as possible after the election, schedule a meeting to welcome and orient your new board members. If possible, invite outgoing incumbents to help with the transition, ensuring that essential knowledge and processes are passed along. This step is particularly important for roles with significant responsibilities, such as the Treasurer or Registrar. Ensuring a smooth handover can prevent confusion or missed deadlines as new members learn their roles.
Why it matters: A well-organized transition period helps maintain club operations without disruption. This step can also help new members feel supported and integrated into the board.
3. Establish Regular Board Meeting Dates
Setting consistent meeting dates early in the season is crucial for maintaining momentum and accountability within the board. Regular meetings provide an opportunity to address emerging issues, plan upcoming events, and keep all board members aligned on club objectives. When scheduling, it's important to confirm that a quorum—the minimum number of members required to conduct official business—will be present at each meeting. Setting dates in advance allows members to plan accordingly, ensuring consistent participation and preventing delays in decision-making.
Why it matters: Regular communication fosters collaboration, helps avoid last-minute scrambling or missed deadlines, and ensures that club business is addressed continuously. Ensuring quorum for each meeting guarantees that important decisions can be made and the board can function effectively without unnecessary delays.
4. Set Up Club Email Addresses
Ensure that all new board members are set up with official club email addresses. While it’s important to maintain some role-based email addresses, we recommend forwarding these emails to individual addresses using a format like name@yourlacrosseclub.com to enhance deliverability and provide a personal touch. This helps keep communication professional and centralized while ensuring transitions between board members are seamless.
Why it matters: Using official club emails instead of work or personal email addresses helps maintain a professional appearance, keeps personal and club-related communications separate, and ensures that all club business is handled securely and consistently. It also builds trust with parents, members, and external partners by presenting a unified and credible communication front for your club.
5. Submit Your 2025 Executive Contact Lists to Ontario Lacrosse
Each year, Ontario Lacrosse requires clubs to submit their updated executive contact lists. The executive contact list template is made available annually on the Ontario Lacrosse website and helps ensure that provincial communications reach the right individuals. The club President should also notify your Zone Director and League Commissioners of any new contacts via email, introducing new board members and opening lines of communication.
Why it matters: Timely submission of updated contact lists ensures that your club receives important information from Ontario Lacrosse. Failing to update contacts can result in missed opportunities or key announcements not reaching the right people.
6. Assign Delegates to Attend the Ontario Lacrosse AGM
The Ontario Lacrosse Association’s Annual General Meeting (AGM), held each November, is an important event where major decisions affecting the future of lacrosse in Ontario are made. Clubs are allowed to send a set number of voting delegates based on the programs they operate. Given the close timing between club AGMs and the OLA AGM, it’s essential to assign your delegates promptly after your election. Delegates must be registered by the Record Date for Voting, as set by the Board in accordance with Bylaw 4.14. No delegates will be permitted after this date. Additionally, all club invoices must be paid, and at least one team must be entered into competition for the upcoming season, with payment submitted in accordance with Operating Regulation 8.06(a).
Why it matters: Assigning your voting delegates on time ensures your club has a say in decisions that affect lacrosse across Ontario.
By following these six steps, your newly seated board can ensure a smooth transition and set the stage for a successful lacrosse season.
