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Annual General Meeting

  • 28 Sep 2017
  • 7:00 PM - 9:00 PM
  • 1843 Tzouhalem Rd


Vancouver Island Providence Community Association

Notice of Annual General Meeting

The Annual General Meeting of the members of the Vancouver Island Providence Community Association will be held on Thursday, September 28, 2017 at 7:00 pm in the Chapel of Providence House for the following purposes:

1.       Call the meeting to order

2.       To review the minutes of the Annual General Meeting of July 12, 2016,

3.       To elect Directors to the Board in accordance with the Bylaws for the Association,

4.       To receive the financial statements for the Association for the fiscal year ending March 31, 2017 as prepared by Hayes Stewart Little & Company,

5.       Motion for the Finance Committee to review and make recommendation to the board for auditing services for the books and records for the Association for the fiscal period commencing April 1, 2017 and ending March 31, 2018,

6.       To receive the Annual Report of the Directors to the members,

7.       To approve the transaction of such other business as may properly come before the meeting, and

8.       To recognize and celebrate the service of retiring Board members.

The information below is provided as background for the meeting.  It is important to note that only members in good standing under the Bylaws of the Association can vote, so please call the Farm to ensure your membership is in good standing (250-746-4204).  You will also have an opportunity to renew your membership at the meeting.

Each member is entitled to one vote and Bylaw V(11) of the Association does not permit voting by proxy.

Election of Directors

Bylaw VI(2) states that nominations in writing for prospective Directors must be received by the Secretary of the Association 14 days prior to the date of notice of the Annual General Meeting.

Bylaw VI(1) states that there shall be a Board consisting of no fewer than 6 and no more than 15 members. 

The current Board members are as follows:

Current

Terms Expiring in 2017

Terms Expiring in 2018

Gerry Hof (Chair)

Gerry Hof

John Berekoff (Resigning 2017 AGM)

Michelle Redfern

Michelle Redfern

Tom Todd

Tom Todd

Doug Ramsfield (Renewing)

Michael Green

Mary Beth MacKenzie

Noelle Philp

Doug Ramsfield

Peter Bontkes

Calvin Swastus

Linda Roseneck

John Berikoff              

The Board of Directors recommends to the membership the following ratifications which, if approved, will make a slate of 8 Board members for 2017-18:

Appointments to the Board to be ratified.

Linda Roseneck

Peter Bontkes

Calvin Swastus

Approval of the Financial Statements

The financial statements for the fiscal year ending March 31, 2017 will be distributed at the Meeting.

Appointment of the Accounting Firm

Motion for the Finance Committee to review and make recommendation to the board for auditing services for the books and records for the Association for the fiscal period commencing April 1, 2017 and ending March 31, 2018

Recognition of Retiring Board Members

The following Board members are retiring from the Board and the Farm thanks him for his years of dedication and service to Providence Farm:

  • -       Gerry Hof
  • -       John Berikoff
  • -       Michelle Redfern

Other Business

The Directors of the Association are not aware of any matters to come before the meeting other than those set forth in this notice of meeting.


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