WCTA AGM Feb 11, 2021 - Agenda, Director Nominations & Special Resolutions

 NOTICE TO WCTA MEMBERS

The Annual General Meeting of the Western Canada Turfgrass Association will be held virtually via Zoom at 2:00pm Pacific time on Thursday, February 11, 2021 after 'WOTS-UP!', our new 2-day virtual event.

To participate in the AGM, WCTA members will need to sign-up for WOTS-UP! when registration opens on January 15th.  We certainly hope you will take in our entire event program however it's not a pre-requisite to attend the AGM but we will be using the same Zoom login credentials.

Thursday, February 11, 2021 
2:00pm – 2:30pm 
via Zoom 

The business of the annual general meeting shall include:

a) The Minutes of the previous year’s Annual General Meeting.
b) Report from the Board of Directors on the business of the preceding year.
c) Report of the Reviewed Financial Statements for the fiscal year.
d) Appointment of the Auditor for the next year.
e) Report of the Executive Director.
f) Special Resolutions and Ordinary Resolutions as may be presented.
g) The election of Officers and Directors for the succeeding year.
h) Other business as may be presented.

AGM AGENDA
For Minutes from the 2020 Annual General Meeting CLICK HERE
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NOMINATIONS REPORT FOR 2021/2022 ELECTION OF OFFICERS & DIRECTORS

Executive Officers: (all 2-year terms & elected in odd years)
President: Cameron Watt – UBC Athletics
Vice President:  Gary Bartley – UBC Athletics
Finance Director: TBD by Board of Directors at first Board meeting
Past President:  Travis Olson – Kamloops Golf Club

Director Nominees: (two X 2-year terms elected in odd years, four X 2-year terms elected in even years)
Stuart Carmichael – City of Courtenay (current Director)
Davin Marr – Hillview Golf Course (current Director)

Four Directors with 1 year remaining:
Jesse Cowan – Gallagher’s Canyon Golf Course
Andre Dionne – City of Coquitlam 
Jed McGeachie – Overton Environmental 
John Perry – Poppy Estates Golf Course*
*nominated to fill open 1 year position

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 Aside from usual association business, WCTA members will be asked to vote on two Special Resolutions to the WCTA Constitution and Bylaws at the upcoming AGM (proxy votes are not permitted).  Both Special Resolutions intend to clarify language and reduce redundancy/wordiness in the bylaws.  In both cases, there is a need to be more specific regarding qualifications, ie. ‘certified public accountant’ instead of ‘auditor’.

WESTERN CANADA TURFGRASS ASSOCIATION
SPECIAL RESOLUTIONS TO THE FEBRUARY 11, 2021 ANNUAL GENERAL MEETING

The following Special Resolutions are being proposed as revisions to the WCTA Constitution and Bylaws that were last amended May 7, 2020.

Each Special Resolution noted below is being put forward by the Board of Directors and will be presented by President Travis Olson.

Special Resolutions shall be voted on and must be passed by a 75% majority of the votes cast by voting members present at the General Meeting.

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RESOLUTION #1.  BYLAWS:  MEMBER MEETINGS

BE IT RESOLVED to amend article 3.1 to clarify requirements for year-end financials (3.1.3.3 & 3.1.3.4):

Currently: 
3.1.3. The business of the Annual General Meeting shall include:
   3.1.3.1 The Minutes of the previous year’s Annual General Meeting.
   3.1.3.2 Report from the Board of Directors on the business of the preceding year.
   3.1.3.3 Report of the Reviewed Financial Statements for the fiscal year.
   3.1.3.4 Appointment of the Auditor for the next year.
   3.1.3.5 Report of the Executive Director.
   3.1.3.6 Special Resolutions and Ordinary Resolutions as may be presented.
   3.1.3.7 The election of Officers and Directors for the succeeding year. 
   3.1.3.8 Other business as may be presented.

Change to:
3.1.3. Business of the Annual General Meeting shall include: 
   3.1.3.1 Minutes of the previous year’s Annual General Meeting.
   3.1.3.2 Report from the Board of Directors on the business of the preceding year.
   3.1.3.3 Report from the Financial Director for the fiscal year.
   3.1.3.4 Appointment of the certified public accountant for the next year.
   3.1.3.5 Report of the Executive Director.
   3.1.3.6 Special Resolutions and Ordinary Resolutions as may be presented.
   3.1.3.7 The election of Officers and Directors for the succeeding year.
   3.1.3.8 Other business as may be presented.

RESOLUTION #2.  BYLAWS: FINANCES

BE IT RESOLVED to amend article 7.8 to clarify requirements for year-end financials, remove redundancy with article 3.1.3 (7.8.1 & 7.8.2) and consolidate 7.8.3:

Currently: 
7.8 Each year, prior to the annual meeting, the financial statement of the previous fiscal year will be subject to a financial Review by a qualified certified public accountant. Following the Review, the statements will be signed by the President and a second Director.
   7.8.1 The members entitled to vote at the Annual General Meeting shall appoint an auditor to hold office until re-elected or a successor elected at the next Annual General Meeting.
   7.8.2 The auditor may be removed by ordinary resolution.
   7.8.3 No Director or employee of the Association shall be the auditor.

Change to:
7.8 Each year, prior to the annual meeting, financial statements of the previous fiscal year will be subject to assessment by a qualified certified public accountant who is not a Director or employee of the Association.   Following the assessment, statements will be signed by the President and Financial Director.
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