Annual General Members’ Meeting
Sunday, November 8, 2020 / 15:00 - 18:00
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The Canada Not-For-Profit (NFP) Corporations Act S.C. 2009 prescribes the annual general meetings as a primary condition for the existence of any NFP corporation. For these meetings to be capable and have governing power sufficient member participation is required, even if some would prefer to abstain in matters pertaining to the business of the corporation. As stated in the OHCC By-Laws†, a presence of 20% (twenty percent) of the members in good standing‡ is required on any members’ meeting for that to reach quorum. By not satisfying any of these conditions, the sheer legal existence of the OHCC is endangered.
Management reports and important matters requiring voting will be on the agenda of this meeting. Therefore, it is imperative to see a great participation on the members’ part so that the resolutions would carry proper weight. Mainly due to the coronavirus pandemic, there are many decisions the BOD cannot make alone, it needs the involvement of the members. The Board will send the detailed agenda to the members to enable them to think about the subject matters and come up with constructive ideas. The topics are complex and important enough that closure will be feasible only at the time of the fall membership meeting scheduled for November 29th this year.
The BOD cannot and will not accept or process any membership payments within 72 hours prior to the meeting. Therefore, we urge you to ensure your voting right by renewing in a timely fashion**.
Obeying the meeting restrictions in effect, this event will be held by the means of video-conferencing. Members who do not have the necessary resources to join the video-conference can participate in person at OHCC within the limits allowed by the safety measures. We ask these members to notify us in time by any means available to them.
We will project the virtual meeting on the large screen in the main hall while broadcasting the local scene to the virtual participants. The software platform of the virtual meeting will be Google Meet, which requires each participant to use a valid Gmail address. Detailed, step-by-step instructions to get one and how to use Google Meet are available on the help page.
The Board will email you in due time a message with the internet address of the meeting, please keep it confidential and do not share it with anyone. To start the meeting on time we ask you to join at least 15 minutes early by first clicking on the internet address in the email. Wait for a new screen to appear, then mute your microphone, and click on the “Ask to join” button. Once the host of the meeting lets you in, please send a chat message within Google Meet about what other participating members are with you in front of your computer.
If you have any technical questions or requests, please do not hesitate to contact us, we will do our best to help. We invite you to make use of our consultations on every Thursday between 6 and 7 PM.
To join or arrive on time is golden!
[†] The OHCC By-laws were last updated by the Members Meeting on October 2nd, 2016, and they are in effect now as the 9th edition of this official document.
[‡] Only those with paid for 2020 memberships are entitled to vote. Those with expired 2019 memberships may only observe.
[*] The AGM approved the introduction of this by-law on September 29th 2019. Since no AGM was possible in March 2020 due to the corona virus pandemic, the exact wording of this by-law has not been approved and included in the official OHCC by-law document yet. Nevertheless, it is in effect.
[**] As set forth in the OHCC by-laws, the deadline for membership renewals is January 31st of each year.