Notice of Proposed Constitution and Bylaw Amendments

 January 8, 2021

 Important Message to all WCTA Members,

The Annual General Meeting of the Western Canada Turfgrass Association (WCTA) will take place on Thursday, February 11th at 2:00pm Pacific time via Zoom.  Proposed changes to the Constitution and Bylaws must be circulated to the membership 21 days prior to the AGM.

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’.

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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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