Plans are underway to hold the 2019 OCTRA Annual General Meeting (AGM) on Saturday February 22 once again at the Best Western Plus Cobourg Inn & Convention Centre. The election of two officers and one director is on the agenda. All nominations must be received by the Nominations and Elections Committee by December 24 (60 days prior to to the AGM). The Nominations and Elections Committee will publish personal profiles of all nominees by January 23 (30 days prior to the AGM).
Nominations will be accepted, as per the rotation outlined in bylaw 3.5.2, for:
- President
- Treasurer
- Director 3
Nominations should be sent to the Committee as follows:
- By Email:
mikerobi73@hotmail.com
Use “OCTRA Nomination for Director”, for instance, as the subject - By Canada Post:
OCTRA Nominations and Elections Committee
c/o Michael Robinson
4557 Wilmot-Easthope Road
New Hamburg, ON, N3A 3S8
Notification of Members
Following the close of nominations on December 24, the Nominations and Elections Committee will prepare profiles of all nominees and advance ballots. Profiles and ballots will be sent to all eligible OCTRA members. Eligible members are:
- Adult Members,
- Life Members, and
- Up to two adults in a Family Membership.
Notification will be by email or Canada Post according to the selected preference. If by email a PDF ballot will be attached for printing. If by Canada Post, a ballot will be enclosed. You may use the ballot to vote in advance if you cannot attend the AGM.
Notification will be sent to the primary contact for Family Memberships. If by Canada Post, two ballots will be enclosed only if there are two adults in the family group.
Advance Voting
Advance ballots must be sealed and mailed (Canada Post) or hand delivered to the Nominations and Elections Committee. Sealed ballots must be received by the committee prior to the start of the AGM. Your name must appear on the outside of the envelope, not on the ballot so that you can be checked off the election list as having voted in advance while keeping your vote confidential. Advance ballots will not be opened until directed by the President at the AGM whereupon they will be added to the ballot box at the AGM.
Proxy Voting
Unlike voting on resolutions, voting by proxy for the election of officers or directors is not allowed.
Nominations from the Floor
Nominations are only permitted from the floor at the AGM if no nominations have been received in advance by the Nominations and Elections Committee.
Election Process
At the AGM a secret ballot will be held for officer/director positions where more than one nomination is received. If only one nomination is received the nominee will be acclaimed.
Before ballots are cast, the president will appoint a committee of two persons from the floor of the AGM to act as Judges of Election to oversee the casting, opening and counting of ballots. The Nominations and Elections Committee will open and tabulate all ballots. Results will be announced before adjournment of the AGM.
Reference: OCTRA Bylaws 3.5 Elections
2019 Nominations and
Elections Committee
Ron Phair, Mike Robinson and David Morgan
Revisions: An earlier version of this post dated the AGM on February 15 and other dates accordingly. In fact, the hotel is not available until the following weekend, February 22.