2020 AGM

The South Peace Regional Archives Society is pleased to invite our members and the public to our 2020 Annual General Meeting.

The AGM was conducted virtually on Zoom, 26 September 2020 at 10:00am.

 

 


AGM Results

32 members voted for the Annual General Meeting; 20 members via zoom and 12 members via ballot. The following are the results of all votes carried out during the AGM.

 

QUORUM: 23 members required (20% of 114 members). Quorum achieved.

MOTION: To adopt the agenda, as presented.
Moved by Gail Prette; Seconded by Grace Wideman. Carried.

MOTION: To accept the minutes of the 2019 Annual General Meeting, as presented.
Moved by Gail Prette; Seconded by Eleanor Dalen Whitling. Carried.

MOTION: To accept the President’s report, as presented.
Moved by Jan Shields; Seconded by Shawn Acton. Carried.

MOTION: To accept the Executive Director’s report, as presented.
Moved by Jan Shields; Seconded by Gail Prette. Carried.

MOTION: To accept the Treasurer’s report, as presented.
Moved by Gail Prette; Seconded by Jan Shields. Carried.

MOTION: To accept the 2019 Financial Statements of the South Peace Regional Archives, as presented.
Moved by Gail Prette; Seconded by Shawn Acton. Carried.

MOTION: To appoint Irene Nicolson and Irene Gitzel as volunteer auditors of the South Peace Regional Archives 2020 financial records and to appoint Cathy Scott as an alternate auditor, in the event that either of the two auditors are unavailable.
Moved by Jan Shields; Seconded by Maxine Maxwell. Carried.

MOTION: To accept the South Peace Regional Archives 2020 budget, as presented.
Moved by Gail Prette; Seconded by Cathy Scott. Carried.

MOTION: To complete a final review of the Draft Bylaw document to correct any spelling or grammar errors before the document is submitted to Alberta Registries.
Moved by Jan Shields; Seconded by Gail Schau. Carried.

SPECIAL RESOLUTION: Be it resolved as a special resolution of the South Peace Regional Archives Society, that the Bylaws of the South Peace Regional Archives Society be repealed; and that the Draft Bylaw document as presented at the 2020 Annual General Meeting of the South Peace Regional Archives, attached hereto, serve as the Bylaws of the Society in lieu of and to replace the current Bylaws.
Moved by Jan Shields; Seconded by Duff Crerar. Carried.

MOTION: To accept the nominations report, as presented.
Moved by Jan Shields; Seconded by Linda Murphy. Carried.

VOTE: Call for vote for GAIL PRETTE as Director.
Vote carried.

VOTE: Call for vote for ELEANOR DALEN WHITLING as Director.
Vote carried.

VOTE: Call for vote for DARYL WHITE as Director.
Vote carried.

VOTE: Call for votes for PAULINE NORTON as Director.
Vote carried.

VOTE: Call for votes for MEAGHAN PEURAMAKI-BROWN as Director.
Vote carried.

VOTE: Call for votes for SHAWN MORTON as Director.
Vote carried.

Draft minutes were completed by Duff Crerar, Secretary, with assistance from Alyssa Currie, Executive Director. Motions and votes were verified and tallied by the Secretary and President; individual voting results will remain anonymous.

 

 


AGM Details

The Annual General Meeting for the South Peace Regional Archives will be held virtually on 26 September 2020 at 10:00am on Zoom. Meeting details and documents, including Zoom join details, will be made available in advance of the meeting on this page. Individuals may also request paper copies of the AGM documents, no later than 21 September 2020, for contactless pickup at the Archives (10329 101 Avenue). Voting for the AGM will be conducted by show of hands during the virtual meeting or by ballot. Ballots will be available on this page following the meeting and will be accepted until 2 October 2020 at 4:30pm. Members who wish to vote by ballot but do not have access to a computer may contact the Archives for assistance. Voting results will be released on 6 October 2020.

 


AGM Documents

Please download and review the following documents in advance of the AGM:

2020 AGM Agenda

2019 AGM Minutes

2019 Annual Report

2020 Budget

2020 Proposed New Bylaws 

2020 Nominations Report

These documents are also available for contactless pick-up at the Archives for those who requested them.

 


Zoom Meeting Details

You may connect with Zoom by using your computer or by phoning in. We recommend that you join the meeting ten minutes early to register your attendance with the Secretary. Click on the headings below to reveal the meeting information. For more information about using Zoom, please visit their website here.

Access Meeting by Computer

Click to join Zoom meeting:
https://us02web.zoom.us/j/83073752408?pwd=cFV3cWRzS2d3T2ZpT0lnTlhkOXV4dz09

Meeting ID: 830 7375 2408
Passcode: AGM2020

Access Meeting by Phone

Dial:
+1 647 558 0588 Canada

Meeting ID: 830 7375 2408
Passcode: 0300339

 


Frequently Asked Questions

Click on the frequently asked questions below to reveal the answers.

Why do we hold an AGM? Why should I participate?
As a registered society, we are required to hold an Annual General Meeting (AGM) and present our members with an annual report and financial statement. The AGM is also where our members elect a Board of Directors and vote on resolutions. As a member of the Archives, your voice and vote are essential to the well-being of our organization.

Why are we hosting the meeting this way?
We have carefully crafted an AGM that prioritizes your health and safety, while ensuring the fullest possible participation from all our members.

What is Zoom? How do I use it?
Zoom is a video communications platform that allows you to set up and attend virtual video and audio conferencing. Participants can join the meeting by clicking the Zoom link on the Archives’ website or by phoning in with the meeting ID and password. These details will be available on this page on 23 September 2020. The web browser client will download automatically when you start or join your first Zoom meeting.  We recommend that you join a test meeting to familiarize yourself with Zoom before the AGM. For more information about using Zoom, please visit their website here.

I don’t have a computer. Can I still participate in the AGM?
Yes! Individuals may request paper copies of the AGM documents, no later than 21 September 2020, for contactless pickup at the Archives ahead of the meeting. You can register your vote by phoning into the AGM via zoom or by completing a ballot. Members who wish to vote by ballot but do not have access to a computer may contact the Archives for assistance.

I’m experiencing technical difficulties. Can you help me?
We recommend that you join a test meeting to familiarize yourself with Zoom before the AGM. If you are having trouble accessing the meeting on the day of the AGM, don’t worry! All motions requiring votes will be made available on this page after the meeting. Ballots will be accepted until 2 October 2020 at 4:30pm.

I still have questions. Who can I contact?
If you still have questions, you can contact the Archives during regular business hours for assistance.