COC Annual General Meeting (AGM) - REVISED VENUE AND START TIME (10/22/2020)

This serves as notice of the 2020 Calgary Outdoor Club Annual General Meeting.

THIS IS TO ADVISE THAT: as a result of the Government of Alberta’s Ministerial order no. SA: 009/2020 – Service Alberta, which enabled non-profits to hold meetings through remote or virtual means, having ended August 15, 2020 and a new order not being signed, we are now legislated to return to normal when conducting our AGM. Unfortunately this means NO virtual AGMs unless your bylaws allow for such a virtual meeting and voting.

As a result of the expiration of the order and in light of:

1. Our club bylaws make no provision for electronic or virtual AGMs.
2. Our bylaws refer to Roberts Rules of Order (Article 8.1) as governing all points of order not specifically addressed by the bylaws.
3. Roberts Rules specifically disallow electronic meetings unless the bylaws state they are permitted.
4. Our bylaws (4.1.7) prohibit proxy voting.
5. Our bylaws (4.1.6.1) stipulate voting is in person by show of hands.

We are left with no option but to hold the AGM in person. Therefore, the board has secured a venue that ensures the safety of all of our members, wherein social distancing can be maintained at all times. Masks will be mandatory, unless you are sitting in your chair.

Have you travelled in the last 14 days?
Are you showing any symptoms, been in contact with a confirmed case, or been tested positive at all?
Have you read and understood the current restrictions that are club policy during the COVID-19 situation? These can be found on the Home page of the COC website.

You will be required to answer these questions at check-in. You must also have electronically signed the waiver on registration for this event. If you do not wish to answer these questions or comply with the Club's COVID guidelines, please remove yourself from the event. Failure to follow the guidelines could result in you being evicted from the event even after it has commenced. Please note, the COC is attempting to keep all members safe and asks for your respect during these difficult times.

We are currently seeking self nominations from anybody interested in running for a position on the Board of Directors. All positions are accepting nominations, including President, Vice President, Director(s), Treasurer, and Secretary. You can read more about these roles here. If you are interested in joining the Board of Directors, please send an e-mail to the Nominating Committee, c/o exec@calgaryoutdoorclub.com or alternatively, submit your name in person for a position at the AGM.

Agenda: (to be finalized)
· Call to Order
· Introductions
· Year in Review
· Committee Reports
· Amendments to Bylaws / Motions / Discussions · Financial Reports & Statements
· Appointment of Auditors
· General Business
· Proposed Special Resolution
· Election of Board of Directors
· Looking Forward...
· Adjournment

Only agenda items will be discussed at the AGM so if you have anything you would like added please submit your comments a.s.a.p. to exec@calgaryoutdoorclub.com . And as always, our Executive Committee meetings are open to observers, so feel free to join any time.

Please see Article 4 of the COC bylaws for rules governing 'Meetings of the Society.' Full bylaws can be read here.

Quick Refresher:
· 3.4.2 - Voting Members - Only Volunteer and Premier Members in good standing can vote at General Meetings of the Society.
· 4.1.5 - Quorum - Personal attendance by 15 Voting Members at the Annual General Meeting constitutes a quorum.

YOU NEED TO BE EITHER A PREMIER MEMBER OR A VOLUNTEER TO VOTE AT THE AGM.
Premier Members who have opted for an upgraded membership ($25, valid for 12 months [not January - December]) receive additional perks: preferred registration for some paid events that are subsidized by the COC (for example, First Aid Certification), preferred registration for some Learn events, plus you get to vote at our upcoming AGM.

2720 Glenmore Trail S.E., Calgary, AB

Take the Ogden road exit from Glenmore and the Glenmore Inn is on the north side of Glenmore Trail.

We will have good spacing in the meeting room.