Annual and Semi-Annual Meetings


ROWING CANADA AVIRON ANNUAL MEETING

SEPTEMBER 21, 2017

Voting at the RCA Annual Meeting:

A.    Members in Good Standing will cast their votes prior to the RCA Annual Meeting via Electronic Ballot, no proxies, using a secure online voting system.

B.    Voting Requirements:

Authorized Voting Representative:

Member Clubs & Associations should notify RCA of the person authorized to vote on their behalf as soon as possible and no later than 12 noon PDT, August 31, 2017.

Annual Declaration Form:

If your organization has not already done so, please submit an Annual Declaration Form by 12 noon PDT, August 31, 2017.

C.    Voting Registration Deadline:

RCA prepares its list of eligible voters based on members in good standing as of August 31, 2017. See Item D. below.

Voting Timeline:

1.    Voting Begins - September 1, 2017:

  • Electronic Ballot to be conducted online through Simplyvoting.com.
  • An e-mail message with a link to the RCA Annual Meeting Online Ballot will be distributed to RCA Members in *good standing via their Authorized Voting Representatives.
  • RCA Members may cast their ballots from September 1st to September 20th, 2017.

*Good Standing - A member of RCA:

  • whose membership dues and any debts to RCA are not overdue;
  • who Is not subject to a disciplinary investigation or action by the Corporation;
  • who has fulfilled all terms and conditions of any  disciplinary action to the satisfaction of the Board of Directors; and
  • who has signed an annual declaration that it has collected and remitted the required Participation Fees for all its participants in accordance with paragraph 7.5.

2.    Voting Concludes – September 20th, 2017 at 12 Noon PDT

Voting results will be announced during the RCA Annual Meeting Webinar and conference call, September 21, 2017.

D.   Agenda - RCA Annual Meeting

  1. Call to order
  2. Establishment of a quorum
  3. Report of scrutineer
  4. Report of the President and of the Chief Executive Officer
  5. Consideration of the annual financial statements and report of the Auditor
  6. Appointment of Auditor
  7. Announcement of results of the election of directors
  8. Adjournment

As always, we are pleased to answer any questions you might have. Please contact us at: 
1-877-722-4769 ext. 2 (toll free) or (250) 220-2503 or by email at rca@rowingcanada.org


Rowing Canada Aviron 
Semi-Annual Meeting

Vancouver, British Columbia
JANUARY 29, 2017
At 9:00 a.m. PST

NOTICE OF MEETING

NOTICE is hereby given to all members of Rowing Canada Aviron that the RCA Semi-Annual Meeting will be held at 09:00h on January 29, 2017 in Vancouver, British Columbia at the:

Pinnacle Hotel Harbourfront
1133 W Hastings St, 
Vancouver, BC V6E 3T3
Phone: 604.689.9211

      AGENDA

  1. Call to order
  2. Establishment of a quorum
  3. Identification of the scrutineer
  4. Adoption of minutes of previous Annual Meeting: September 15, 2016
  5. Adoption of minutes of previous Semi-Annual meeting: January 31, 2016
  6. Presentation of reports: Annual Report
  7. Report from the Committee on Dues and Fees
  8. Proposed amendments to the By-laws: PARA 11.1
  9. Proposals from members
  10. Other Business:  10.1 RCA Membership Category Working Group - Principles & Recommendations for Approval

RCA Proxy Voting Form

Semi-Annual Meeting

Dear RCA Members

Please find attached the RCA Proxy Voting Form (Word format) / (PDF format) for the 2017 RCA Semi-Annual Meeting, January 29, 2017 in Vancouver, British Columbia. The form can be used as described below:

PROXY FORM:

Appointment of Proxy Holder

Members unable to attend the Semi-Annual Meeting of Rowing Canada Aviron (RCA) on January 29, 2017 in Vancouver, British Columbia may appoint a proxy holder who is not required to be a member to vote on their behalf, provided that: 

written notice naming the member giving the proxy and the name of the proxy holder is received by the Secretary of CARA prior to the start of the meeting; and
the proxy does not extend to matters for which the voting is by ballot under sub-paragraphs 6.4a. (RCA By-Laws)

Directions on Voting
 
Members may either:

give the proxy holder full discretion in deciding how to vote on the member’s behalf; or
give specific directions to the proxy holder on how to vote on any of the matters included in the notice of meeting.

RCA By-laws, SECTION 6 - VOTING AT MEETINGS OF MEMBERS
 
6.1       Members’ Votes
Members recorded in the books of CARA at the close of business on the day immediately preceding the day on which the notice of the meeting is given shall have one vote plus additional votes in relation to the number of their rowers and coaches registered as Registered Participants with CARA in accordance with Section 7 as at the end of the preceding financial year, based on the following formula:
 
1-25           – no additional vote
26-75         – 1 additional vote
76-150       – 2 additional votes
151-300     – 3 additional votes
301-500     – 4 additional votes
501+          – 5 additional votes
 
Provided that they have submitted an
Annual Declaration Form required under paragraph 7.5 and are in Good Standing:
 
In the case of the Semi-Annual Meeting, by no later than 12 noon January 28, 2017.

Please contact us if you have any questions about these procedures: rca@rowingcanada.org; 1 877 722 4769 x2.


ROWING CANADA AVIRON

2016 ANNUAL MEETING

NEW BOARD MEMBERS & VOTING RESULTS
 
Rowing Canada Aviron held its 2016 Annual Meeting on September 15, 2016 via webinar and conference call. Prior to the meeting, voting was conducted on-line from August 26th, 2016 to September 14, 2016.  There was very good participation again this year by Member Clubs and Associations with 225 votes cast out of a possible 279.

As required under the Association’s ByLaws, the Annual Meeting dealt with:

  1. Approval of the Audited Financial Statements
  2. Appointment of the Auditors
  3. Election of RCA Directors 

The Annual Meeting was chaired by President Mike Walker and recorded by Secretary Sid Murdoch.  Reports were presented by the President; CEO, Donna Atkinson; Scrutineer, Jeff Lay; and Treasurer, Thomas Hawker.

The following motions were voted on and approved by RCA Members: 

  • That RCA accept the audited financial statements for the year ending March 31, 2016 as reported on by Hayes, Stewart, Little & Co., Chartered Accountants. Voting Results - For: 212 votes / Against: 0 votes / Abstained 13
  • That RCA appoint Hayes, Stewart, Little & Co., Chartered Accountants, as auditors for the year ending March 31, 2017 at a fee to be decided by the Board of Directors. Voting Results - For 221 votes / Against 0 votes  / Abstained 4

The Nomination and Election of Directors took place in accordance with the Association's By-laws through an open nominating process and following the recommendations of the RCA Nominating Committee, we are pleased to announce that:

  • Carol Purcer has been re-elected by acclamation as the Provincial Director;
  • Thomas Hawker has been elected by acclamation as a Director at Large, and;
  • Ian Gordon has been elected by acclamation as a Director at Large.

Mike Walker, RCA President, welcomed these Board members to their new or returning roles. He also thanked outgoing Director, Rick Crooker, who chose not to run again, for his commitment and contributions to RCA during his years of service as a member of the Board. 

Please go to the RCA website for additional information on the nominating process: http://rowingcanada.org/about-us/board

QUOTE:  "I am pleased with the success of the 2nd Annual Meeting and with the level of participation we have seen from our Member clubs and associations as we have implemented this webinar format the past 2 years. I look forward to meeting with our Members and Participants in person at the National Conference and Semi-Annual Meeting in January 2017. I also look forward to working with the Board and Membership as we continue to build our sport over the next quadrennial."

Mike Walker
President, Rowing Canada Aviron

NEXT MEETING:

On January 29, 2017 at the RCA National Conference in Vancouver BC, the Semi-Annual Meeting will be held and all other affairs of the corporation will be considered in person, including governance, policy and programming, rules and bylaws. Of note, the agenda will include a major proposal for final approval from the Membership Category Working Group following the Membership’s interim approval of the way forward at the January 2016 Semi-Annual Meeting. Click here for further information: Proposal for a New Membership Model


 

 

NOTICE
ROWING CANADA AVIRON ANNUAL MEETING
SEPTEMBER 15, 2016

NOTICE is hereby given to all members of Rowing Canada Aviron that the
RCA Annual Meeting will be held September 15, 2016, at
5:30 PM PDT / 6:30 PM MDT - CST / 7:30 PM CDT / 8:30 PM EDT / 9:30 PM ATL / 10:00 PM NL

Registration for Voting at the Annual Meeting:

  • Voting is online only and begins at 12 noon PDT on August 26th, 2016 and closes at 12 noon PDT on September 14, 2016.
  • Voting is open to all members in good standing that have submitted their annual dues and an annual declaration form by August 25th, 2016.

Connect to the meeting at 5:30 p.m. PDT September 15, 2016:

  • Click here to enter the meeting: 2016 RCA Annual Meeting Webinar
  • Select Enter as a Guest after adding your full name
  • Phone Toll-Free:  1-866-512-0904 – enter 5668051 # after the prompt

2016 RCA ANNUAL MEETING AGENDA

1.  Call to order
2.  Establishment of a quorum
3.  Report of the Scrutineer
4.  Report of the President and Chief Executive Officer (Presentation)
5.  Annual financial statements and report of the Auditor

MOTION 1: FINANCIAL STATEMENTS

Moved: Victoria City Rowing Club   Seconded: Ottawa Rowing Club

That RCA accept the audited financial statements for the year ending March 31, 2016 as reported on by Hayes, Stewart, Little & Co., Chartered Accountants.

Please click here to download a copy of the Audited Financial Statements and RCA Treasurer's Report.

6.  Appointment of Auditor

MOTION 2: APPOINTMENT OF AUDITOR

Moved: Victoria City Rowing Club    Seconded: Ottawa Rowing Club

That RCA appoint Hayes, Stewart, Little & Co., Chartered Accountants, as auditors for the year ending March 31, 2017 at a fee to be decided by the Board of Directors.

7.  Announcement of results of the election of directors (click here to review the final nominations report)
8.  Adjournment


ROWING CANADA AVIRON ANNUAL MEETING

SEPTEMBER 15, 2016

Voting at the RCA Annual Meeting:

A.    Members in Good Standing will cast their votes prior to the RCA Annual Meeting via Electronic Ballot, no proxies, using a secure online voting system.

B.    Voting Requirements:

1.    Authorized Voting Representative:

Member Clubs & Associations will notify RCA of the person authorized to vote on their behalf as soon as possible and no later than 12 noon PDT, August 25, 2016.

2.    Annual Declaration Form:

If your organization has not already done so, please submit an Annual Declaration Form by 12 noon PDT, August 25, 2016. CLICK HERE to download a copy of the form.

3.    Voting Registration Deadline:

RCA prepares its list of eligible voters based on members in good standing as of August 25, 2016. Please submit your voting information as noted above.

C.    Voting Timeline:

1.    Voting Begins - August 26, 2016:

  • Electronic Ballot to be conducted online through Simplyvoting.com.
  • An e-mail message with a link to the RCA Annual Meeting Online Ballot will be distributed to RCA Members via their Authorized Voting Representatives.
  • RCA Members may cast their ballots from August 26th 2016 to September 14th, 2016.

2.    Voting Concludes – September 14th, 2016 at 12 Noon PDT

Voting results will be announced during the RCA Annual Meeting Webinar, September 15, 2016.

D.    Good Standing - A member of RCA:

  • whose membership dues and any debts to RCA are not overdue;
  • who Is not subject to a disciplinary investigation or action by the Corporation;
  • who has fulfilled all terms and conditions of any  disciplinary action to the satisfaction of the Board of Directors; and
  • who has signed an annual declaration that it has collected and remitted the required Participation Fees for all its participants in accordance with paragraph 7.5.

As always, we are pleased to answer any questions you might have. Please contact us at: 
1-877-722-4769 ext. 2 (toll free) or (250) 220-2503 or by email at rca@rowingcanada.org