July AGM rescheduled

Posted on Jul 20, 2017 in Members, News

If you have received an email notification from us regarding the upcoming  Annual General Meeting on July 24, 2017, according to our records you are a member in good standing for the previous 2015/16 Season of the Savoy Society of Ottawa.

As there has been no production put on by the Savoy Society this year, the Board of Directors has voted to extend all memberships from the 2015/16 season until the 2017 Annual General Meeting this year. What that means is that if you purchased a membership last year and were able to vote at the last Savoy Society of Ottawa AGM held on June 29, 2016, you will be eligible to vote at the AGM this year on Monday, July 24, 2017. People who purchased memberships for the 2016/17 year will be contacted directly and offered a refund if they wish.

Notice of Second Annual General Meeting

This is to notify you that the second attempt to hold the 2017 Annual General Meeting (AGM) for the Savoy Society of Ottawa will be held Monday, July 24th at 7:00 pm at Kitchissippi United Church, 630 Island Park Drive, Ottawa.

On Monday June 26th, we were unable to reach the required quorum at our regularly scheduled Annual General Meeting (AGM) because of an insufficient number of members present (including members represented thanks to a proxy form submitted in advance).

In accordance with Section 6.08 of our Bylaws, we were unable to transact any business and must now reconvene the AGM on Monday, July 24, 2017. Those who are present or represented at this new meeting will be considered as forming the required quorum for the purposes of transacting Savoy Society of Ottawa business.

Proxies submitted for the previously scheduled June 26th meeting will still be valid for the re-scheduled AGM as long as your designated proxy will be present at the re-scheduled July 24th meeting.

Important Membership Request

In order to ensure quorum at our upcoming meeting, we ask that any members in good standing from the 2015/16 Season who are not planning on attending the AGM scheduled for July 24, 2017, and who have not already assigned their voting Proxies to another member, please email us at info@ottawasavoysociety.org  and indicate that they agree to assign their general (non-voting) Proxies to the Chairperson of the Annual General Meeting of the Savoy Society of Ottawa taking place on July 24, 2017. The Chairperson of the AGM is a non-voting position and any general Proxies assigned to the Chairperson of the AGM will count towards the fifty-­one percent (51%) of the members (and their proxies) personally present in order to be able to proceed with the meeting.

Only in the event that there is an equality of votes cast at the meeting, either upon a show of hands or upon a poll, shall the Chair of the meeting be entitled to a singular second or casting vote in order to break the tie.

Details of the second Savoy Society of Ottawa Annual General Meeting 2017:

When: Monday, July 24, 2017 at 7:00 PM
Where: Kitchissippi United Church, 630 Island Park Drive, Ottawa
Deadline for submitting new Proxies: Thursday, July 20, 2017
Doors open at: 6:45 PM
Meeting entrance: the north side parking lot doors
Registration of Members for voting will take place between 6:45 PM – 7:00 PM.

Please find attached the proposed AGM Agenda for the 2017 Annual General Meeting of The Savoy Society of Ottawa that will be taking place at Kitchissippi United Church, 630 Island Park Drive, Ottawa, on Monday, July 24, 2017 at 7:00 PM EDT

Copies of the Annual General Meeting Agenda, Minutes from the June 26, 2016 Annual General Meeting, and the 2016/17 Year-End Financial Statements will be available at the AGM.

Candidates for Board of Directors

Now is the time to consider running for the Board of Directors, and helping to make the decisions that shape our future. Board members must be over 18, not in any undischarged bankruptcies, and not convicted of a criminal offense for which you have not received a full pardon.

Board members for the 2017/18 season can be nominated in advance by notifying the Savoy Society of Ottawa in writing at: info@ottawasavoysociety.org or from the floor at the AGM,

People interested in being on the Board of Directors for 2017/18 will be asked to provide a short bio describing why they would like to be on the Board and what they think they can contribute to the Board. This information can be submitted in advance in writing by July 21, 2017 at info@ottawasavoysociety.org or can be given in person if you plan on being nominated from the floor of the AGM.

If you were not a member in good-standing at the Savoy AGM held on June 24, 2016, and wish to become one to vote at the AGM, you can pay your 2015/16 membership fee at https://ottawasavoysociety.org/memberships/, or contact us at info@ottawasavoysociety.org. Memberships for the 2015/16 season can also be purchased at the AGM on July 24, 2017.

We will accept payment for 2015-2016 memberships up to 7 PM EDT on Monday, July 24, 2017.

Proxies

If you are a member, and will not be available to attend the AGM on July 24, 2017, you can register your proxy with us by email at info@ottawasavoysociety.org or by sending a letter to:

Savoy Society of Ottawa
P.O. Box 4355, Station E
Ottawa, ON
K1S 5B3

Proxies sent by post must be received no later than Thursday July 20, 2017.

If you provided a proxy form for the scheduled June 26th AGM and you cannot attend the July 24th retake, you don’t need to submit another proxy form as long as your designated proxy will be present at the July 24th meeting.

Your proxy will represent you for the purpose of a quorum, to attend and act at the meeting in the same manner, to the same extent and with the same power as if you were present at the meeting.

Your individual proxy vote will not be counted during a members’ vote by a show of hands and will be counted only if the members demand a vote by poll, according to our bylaws.

Your PROXY letter must state the FULL NAME OF YOUR PROXY, your FULL NAME, YOUR FULL MAILING ADDRESS and YOUR PHONE NUMBER and also include a statement that you authorize the PROXY NAMED IN YOUR LETTER to act/vote on behalf of yourself at the Savoy Society AGM on July 24th, 2016.

Incomplete or improperly filled out Proxy Requests may be rejected.

A copy of the Bylaws governing The Savoy Society of Ottawa and the Annual General Meeting can be found here.

A copy of our new Anti-Harassment/Non-Discrimination Policy can be found here.

Thank you!

The Board of Directors of the Savoy Society of Ottawa