Notice of the Annual General Meeting of the Trout Lake Vancouver Community Centre Association
The Board of Directors of the Trout Lake Vancouver Community Centre Association (the “TLVCCA”) hereby gives notice that the Annual General Meeting of the TLVCCA will be held on the Zoom video platform* on the 25th day of November 2020 at the hour of 7 p.m. for the following purposes:
- To receive the report of the directors to the members
- To receive the financial statements of the TLVCCA for the period ended August 31, 2020
- To appoint an accountant for the TLVCCA for the ensuing year
- To elect directors of the TLVCCA
- To conduct any other business that may properly be conducted by the members
DATED the 11 day of November 2020.
BY ORDER OF THE BOARD OF DIRECTORS
Per: Heather Armstrong, Secretary
* Note that 3360 Victoria Dr. is the “deemed” location for the 2020 TLVCCA Annual General Meeting.
Registration and participation
While normally the Annual General Meeting is an in-person affair, sometimes featuring live music and always followed by refreshments and a community mingle session, this year is of course different. Due to COVID-19 health and safety protocols, the AGM will be held via Zoom. Members wishing to participate MUST please register on recreation.vancouver.ca under Activity # 296502.
Following your registration, you will receive an email with the Zoom sign-in information and a PDF of the Trout Lake Community Centre Association’s 2019-2020 Annual Report. Please be sure your recreation.vancouver.ca account includes an up-to-date email address! And as ever, please feel free to get in touch with us by email at [email protected].
What is Trout Lake (Vancouver) Community Centre Association?
- A charity that jointly operates the programs and events at the Centre in partnership with the Vancouver Board of Parks and Recreation.
- Led by elected, unpaid community volunteers since 1956!
- Centre users become Association members upon program registration (details below).
- Operator of the Trout Lake Preschool, recognized by the Province in 2018 for “40 years of outstanding child care service”.
- Operator of Youth in Action program for teens with developmental differences.
What are TLVCCA’s responsibilities?
- Shaping programming so that it reflects local interests and needs
- Employing program instructors
- Overseeing program revenue
- Setting operational and capital budgets
- Playing a stewardship role for local parks
- Formulating policy
- … and more!
Who is a member of the TLVCCA?
As per the bylaws, anyone over the age of 18 who registers for Association programs and activities at the Centre (note that this excludes Fitness Centre and rink programs) will automatically become a member unless they choose to ‘opt out’/decline membership. However, adult community members may specifically request membership by registration, with assistance of Trout Lake Community Center staff (s.2.1). Membership lasts until 12 months from the date the person becomes a member (s.2.2).
Who is eligible to vote for directors at an Annual General Meeting?
Any member is eligible to vote at the AGM if they have registered for an Association program or renewed their membership more than 30 days before the AGM [s.3.13(a)], and their membership is in good standing. A member is not in good standing if they have failed to uphold the constitution, or have not complied with the bylaws or policies of the Board, if and to the extent applicable. (s.2.5)
Who is eligible to be a director?
Any member in good standing who is qualified to act as a director as set out in section 44 of the Societies Act of British Columbia is eligible to be a director (see http://www.bclaws.ca/civix/document/id/complete/statreg/15018_01).
How are potential directors nominated?
Names of nominees that are given to the president in writing before the AGM are made available to the members at the AGM. Eligible members may be nominated by a member at an annual general meeting.
How are votes cast at an AGM?
The quorum for a general meeting is three members who are eligible to vote (s.3.7). Voting must be by a show of hands, an oral vote or another method that adequately discloses the intention of the voting members, except that if, before or after such a vote, two or more voting members request a secret ballot or a secret ballot is directed by the chair of the meeting, voting must be by a secret ballot [s.3.13(b)]. Proxy voting is not permitted (s.3.15).
How are officers elected?
Directors can be elected or appointed to the executive roles of president, 1st vice-president , 2nd vice-president, 3rd vice-president, treasurer and secretary provided they have at least one year of prior service on the Board as a director at large; if no such persons are available, these positions may be filled by any director (s.6.1).