Please see below update on the Calgary one AGM. There is a lot of information in the below notice that is important for all members. Contact Cody Whitten should you have any questions.
UPDATE ON AGM
Given the global COVID-19 pandemic and the restrictions on large gatherings, the Calgary Zone is altering how the 2020 Annual General Meeting (AGM) will be held. The meeting is currently planned for June 23rd.
We are uncertain how long the restrictions will be in place and when/if the current venue, Willow Park Golf and Country Club, will open. Per the association’s bylaws, we are required to conduct the AGM prior to the end of June. Given these factors, we will be holding the AGM and the elections online. The Awards Banquet, which usually follows the AGM, will be postponed to a later date.
Below are the details on how the AGM elections will be conducted.
Online Election Platform
The Calgary Zone will be using the simplyvoting.com platform to host the election. The Calgary Zone Executive has validated this platform to ensure that is secure and the results are auditable.
Nomination Process
In order to facilitate online elections, nominations must be received by June 9, 2020 to allow time for candidate’s information to be published to the Zone membership. Unfortunately, no nominations may be given from the floor, so please ensure nominations are in by the deadline. Also of note, proxy voting is not acceptable according to our Society’s Bylaws.
The terms for the following CSP Calgary Zone Executive positions are ending at the conclusion of this season and as such, the Zone is seeking nominations for:
- Zone President
- VP Administration
- VP at Large
- VP at Large
Formal nominations are being solicited from members who are interested in putting their names forward. The formal nomination process is described below. Email nominations are preferred.
- A nomination must be initiated by a member other than the nominated member (cannot self-nominate)
- A second member supports the nomination by providing a second to the nomination.
- Formal nominations are submitted via email to Cody Whitten (whitten@shaw.ca), Jean Rioux (jean.rioux@shaw.ca) and Sandra Williams (sandraw2@telus.net). Deadline: June 9, 2020.
The following nominations have been received:
- Cody Whitten for Zone President
- Hilary Haliburton for VP at Large
- Kai Seltner for VP at Large
Election Process
Immediately following the June 9th deadline, members will be notified via email of the nominated candidates and personnel bios will be distributed to assist the Zone membership with the decision-making process.
The Zone membership will receive an email notification from simplyvoting.com requesting them to participate in the election. The email notification will include a secured link to the election, as well as their CSP ID# and secure PIN.
The election will be open for 24 hours starting June 22, 2020 at 12:00hrs (noon) and ending on June 23, 2020 at 12:00hrs (noon). This will allow time for election results to be verified by the scrutineer, Mike Palamerek, Division President.
The results of the election will be shared with the Zone membership during the AGM on June 23rd.
AGM Meeting Platform
The Zoom.us platform will be used to host the AGM. Zoom has the capability to interactively share presentation information, audio, and video feeds, as well as track meeting attendance and facilitate Instant Messaging. The Zoom platform uses a member’s computer microphone, speakers, and camera to interact during the meeting.
Members will receive an email from VP Administration with a calendar invitation for the AGM meeting. Members will be required to download the Zoom.us application in order to join the meeting. By clicking on the link in the meeting notification, the member will be prompted to download the Zoom app. It is highly recommended that members download the Zoom app prior to the meeting to address any technical issues in advance of the AGM.
Invitations will be issued to the primary email address listed in the NDS. Please ensure that your email and contact information is accurate. https://www.skipatrol.ca/portal/eng/login.php3
Motions for the AGM
In order to facilitate the online AGM, motions must be received by June 9, 2020 to allow time for notice of motions to be published to the Zone membership.
AGM Meeting Agenda
Immediately following the June 9th deadline, members will receive via email the executive reports, notices of motions, and the 2019 AGM minutes.
June 23, 2020
18:00hrs (6:00pm) MDT
- Call to Order – confirm online quorum
- Call for any amendments or edits to the 2019 AGM Minutes
- Motion to approve & accept the 2019 AGM Minutes
- VP Reports Q&A (reports emailed to membership)
- VP Finance
- Present a summary of 2019/20 audited statements, Q&A from the membership
- Motion to approve Lockhart LLP as auditors for the 2020/21 season
- Present 2020/21 proposed budget, Q&A from the membership
- Motion to approve 2020/21 budget
- New Business
- Zone Executive Election Results
AGM Meeting
The online meeting will start promptly at 18:00hrs (6:00pm). A quorum will be confirmed during the Call to Order.
At the start of the meeting, the meeting moderator will mute all members in order to manage background noise. The Zoom platform has an ability for members to “raise their hand” to ask a question and to unmute their microphone. The moderator will unmute the members to ask questions or raise concerns. The Instant Message box will also be used to facilitate questions and answers.
If a member runs into technical challenges with simplyvoting.com or Zoom.us, please contact Cody Whitten at cody.whitten@shaw.ca or at 403 689 2055 (cell).