2020 AGM General Meeting
Minutes of the 2020 Annual General Meeting
November 23, 2020
The 2020 GHCF AGM was, due to the COVID-19 Pandemic restrictions, conducted by electronic mail. The following describes how the meeting was conducted.
Step 1:
On November 9 an email message was sent to the members to describe the process. 324 members opened that email. The text of that email was as follows:
Dear << First Name >>,
Due to COVID 19 and the necessity for social distancing we have chosen to conduct the 2020 Annual General Meeting of the Gabriola Health Care Foundation (“GHCF”) by e-mail. With over 500 members we feel this will be the most appropriate way for us to distribute the relevant information and the easiest way for members to participate in the AGM.
If you do not wish to receive further emails regarding the AGM, please click the “unsubscribe from this list” link at the bottom of this email.
GHCF AGM Web page
As part of our email meeting, members are invited to view a variety of reports from the President and other members of the GHCF Board of Directors, all reachable from the GHCF AGM web page. This page will also provide links to the voting page and permit you to ask questions.
Directors Nominations
The Nominations Committee has nominated Dyan Dunsmoor-Farley, Harvey Graham, Kim Lister, Mike Phillips, Vicky Scott, and Bruce Walker for election as directors. Details, and a list of those directors continuing in their terms, can be reached from the AGM web page.
Any member of the Foundation may be nominated for election to the Board of Directors by submitting a nomination in writing, signed by the candidate and at least five other members of the Foundation. Such nominations must be delivered to Mike Phillips, 1415 Coats Dr, Gabriola V0R 1X6, or emailed to ghfc@ghfc.ca and be received no later than 6:00 PM November 20, 2020. In accordance with the GHCF by-laws, further nominations are not permitted.
Thank you, Nancy Rowan
The GHCF Board wishes to thank Nancy Rowan for her eight years of extremely valuable service to GHCF. Nancy has decided to not run for re-election to the Board this year due to her many other commitments.
Meeting procedures
The AGM ‘meeting’ will be conducted as follows: Today we are providing you with a link to the AGM Page of the GHCF web site. There you will find links to the Presidents Report and the various committee reports. You will also find buttons that will enable you to ask questions and to vote.
Questions
Members are requested to email any questions pertaining to the AGM information to GHCF not later than November 14. All questions, together with answers, will be compiled and emailed to all participating members by November 18.
Voting
On the web page members will be asked to approve the minutes of the 2019 AGM and to approve a number of changes to the GHCF by-laws. Details of the proposed by-law changes are reachable from the AGM web page. Voting is easy using the button link on the AGM web page. Members may vote any time from now until 4:00PM on Nov 23, 2020. Votes will be tallied by 6:00 PM on the 23rd, and all members will be advised of the outcome. That will conclude the AGM.
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We thank you for your continued support and look forward to your participation in the AGM,
The Board of Directors, GHCF
Step 2:
The reports from the President and the various committees referred to in the email to the members, including the proposed changes to the by-laws and the AGM PowerPoint slide deck, were posted on the GHCF web site.
Step 3:
The voting ballot was part of the material posted to the web site. The questions were as set out below:
2020 GHCF AGM Ballot
Motions:
1. Moved that the minutes of the 2019 AGM be approved.
a. Agree
b. Reject
c. I did not attend the meeting
2. Moved that the existing by-laws of the Gabriola Health Care Foundation be repealed in their entirety and replaced by the new by-laws as reachable by the link on the prior page of this web site.
a. Agree
b. Reject
c. Abstain
First name _____________
Last name _____________
Email _________________
Step 4:
Over the voting period 28 members voted. (A quorum at an GHCF general meeting is 5 members so, with 28 votes, it was assumed that we had a quorum.)
The results were:
a. On the first motion, whether to Adopt the 2019 AGM minutes, 15 voted yes and 13 indicated that they did not attend the meeting.
b. On the second motion, whether to adopt the changes to the by-laws, 26 voted yes, 2 abstained.
Step 5:
On November 23, 2020 a wrap up email was sent to the members. 333 members opened the email. The text read as follows:
Dear …
On November 9 we contacted you to tell you that the Gabriola Health Care Foundation’s 2020 annual general meeting would be conducted by email. We are now pleased to announce that the voting has ceased and that:
• the minutes of the 2019 AGM were approved,
• the changes to the GHCF by-laws were approved, and
• as there were no further nominations for election to the GHCF Board of Directors, the slate nominated by the nominations committee was elected by acclimation.
The 2020 board of directors will therefore be:
• Chuck Connor,
• Dyan Dunsmoor-Farley,
• Harvey Graham,
• Kim Lister,
• Mike Phillips,
• Vicky Scott,
• Donald Sutherland, and
• Bruce Walker.
This concludes the 2020 GHCF AGM.
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If you have any comments on how our email AGM was conducted, or any other questions for the board, please email us at ghcf@ghcf.ca.
Thank you for your continued support.
The Board of Directors, GHCF
Step 6:
Adjournment: Given no further business, chair adjourned the meeting
