Community Association of Oak Bay
NOTICE OF THE ANNUAL GENERAL MEETING

AGM Group Photo

Please be advised that notice is given that the Annual General Meeting (AGM) will be held on Saturday, April 17, 2010 from 1 to 3pm in the Scout Hall, next to OB Police Station.

What is the purpose of the AGM?
The purpose of the AGM is to receive and consider Annual Committee Reports, Financial Statements and for transacting other business that requires your consideration.

Why should I attend?
The AGM is an opportunity for you to learn about the financial standing of the Association.

At the Annual General Meeting you will accordingly be asked to ratify the change in the constitution approved unanimously by the Directors so that we may obtain our Charitable Tax Status as follows:

Motion to Ratify Change in Constitution Article ii
Prior Constitution
ii. The purpose of the society is to work for social, physical, economic and environmental improvement in Oak Bay.
Without limiting the foregoing, the purpose of the association shall:
1. Foster community involvement in all development and land use planning;
2. Support development and co-operative use of community facilities;
3. Promote safety and well-being of community residents;
4. Maintain the character of Oak Bay in harmony with the environment;
5. Encourage the formation of neighbourhood associations.
Current Constitution
ii. Purposes:

The purposes of the Society are to promote, support or to undertake any activity that will enhance the quality of life in the Oak Bay community including, but not limited to, the following:

a. To foster community participation in land use changes within the area.
b. To enter into contracts with various agencies to improve the well being of the community.
c. To encourage participation of residents in all public projects within the community and to encourage consultation with residents concerning policies, planning and program delivery, including consultation and participation in the preparation and implementation of the Oak Bay Official Community Plan,
d. To actively liaise with other neighbourhoods to ensure all residents of Oak Bay have informative forums to discuss issues that affect the quality of their environment and their lives.
e. To promote or operate facilities which will enable the Society to fulfill its purposes and carry on its activities.
f. To nominate candidates to boards or advisory commissions.
g. To enhance the quality of life in Oak Bay by offering services and programs consistent with the interests and issues of area residents.
h. To encourage a preventative approach to the maintenance and improvement of health care and social conditions in the community and by the education in these matters to strengthen individual, family and community life.
i. To plan, administer, operate and maintain the necessary organizational structure, facilities and staff to achieve the purposes and functions of the Association.
j. To receive, administer and allot funds, and provide services according to the priorities agreed between the Association and funding authorities.
Proposed Bylaw Changes
The CAOB Directors have determined that it is in the best interest of the Society that Bylaws be amended by adding a new type of membership “Associate”; and by clarifying the method of delivering notice of an annual or special meeting by adding “email”; and adding new Bylaws regarding payment of membership fee.
Proposed Changes and New Bylaws
Current Bylaw
1 Membership in the society shall be individual.
1.1 Any person who lives, works has a business or owns property within Oak Bay may apply for membership.
Proposed Change to Bylaw
1 Membership in the society shall be individual or associate.
1.1 a. Individual membership is any person who lives, works, has a business or owns property within Oak Bay.
b. Associate membership is any registered non-profit organization providing services within Oak Bay. Associate membership is non-voting.
New Bylaws
1.5 To be eligible to vote at the Annual General Meeting a member must have paid the annual membership fee at least fourteen (14) days prior to the meeting.
1.6 The membership fee is due and payable on January 1st of each year.
Current Bylaw
3.1 The membership shall be informed at least fourteen (14) days in advance of the meeting. A notice may be given to the member, either personally or delivered to him/her at his/her registered address.
Proposed Change to Bylaw
3.1 The membership shall be informed at least fourteen (14) days in advance of the meeting. A notice may be given to the member, either personally or by email or delivered to him/her at his/her registered address.