ARTICLE 8 – ANNUAL GENERAL MEETINGS


1. The President shall call an Annual General Meeting of all members each calendar year, normally this event will be held at an Air Canada destination or in the general area. The Executive board will normally determine the place and dates of each subsequent meeting in advance and final approval will be sought by majority vote at the annual reunion.

2. Notification to the membership confirming dates and place of meeting shall be through a newsletter released in the mail or via e-mail a minimum of sixty (60) days prior to the commencement date of the meeting. The notice shall specify accommodation details including costs, travel tips, reservation deadlines, along with the proposed agenda for the event.

3. A quorum for the transaction of business at the Annual General Meeting shall be a simple majority of the Executive Board provided that one of these shall be the President or the First Vice President, plus One hundred (100) members in attendance in person or represented by having submitted in due form a signed and dated Proxy authorizing any one of
the President, First Vice President, Secretary, Treasurer or District Director to vote on their behalf. If given to the District Director, in the event that the District Director cannot be present at the Annual General Meeting, that District Director will provide his or her Proxies so collected to the presiding officer.

4. Except as provided in Article 9 following, at every Annual General Meeting of the membership any matter put to a vote shall be decided by a majority vote.

5. At every Annual General Meeting, every member in good standing and present in person or represented by Proxy shall have one vote on each matter put to a vote.

6. A member in good standing may appoint as his/her Proxy to vote on their behalf one of; the President, the Secretary, the Treasurer or District Director at an Annual General Meeting.

7. A member participating in an Annual General Meeting by Proxy shall be deemed to be present at the meeting and shall be counted in the quorum therefore and be entitled to speak and vote thereat.

8. Subject to the ratification by a majority vote of the Board of Directors, the Executive Board shall make regulations relating to the procedures with respect to Proxies, including the form of Proxy, deadlines, place and manner for delivery and revocation.

9. The order of business at the Annual General Meeting shall include the following agenda to which other items may be added as required:
(a) Official opening of the meeting
(b) The determination of a quorum
(c) Reading and adoption of the minutes of the previous AGM and discussion of any business arising
(d) The President’s report
(e) The Treasurer’s report
(f) Committee reports
(g) New business including approval of place and dates for the next Annual General Meeting
(h) Biennially hold election of officers or announce names of nominating committee to search for a new Executive
(i) Guest speaker (optional)
(j) Adjournment of business sessions
(k) Final Banquet with guest speaker if desired
(l) Biennially at conclusion of banquet there will be a symbolic transfer of the office of President.

10. A special meeting of all members may be called by a group of members for the purpose of voting to remove from office Officer(s) whose performance is consider unsatisfactory. The authority to call such a meeting will require the signature of at least ten percent (10%) of paid up members, and these will be forwarded to the Executive Board for their
handling. The Board will reach a decision within ninety (90) days of receipt of the petition.