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News - Bayshore Village General Meeting

General Meeting Process For This Year:
Due to COVID protocols and stay-at-home orders, in-person participation of the membership at a GM is not allowed. In fact, the Directors cannot meet together to attempt to broadcast a General Meeting. With the vaccination process well underway, we believe a more normal Annual General Meeting will be possible in September.
We are required to submit our reports to the membership by May 7, 2021 in advance of the General Meeting on May 30, 2021. The Board is not depending on any significant relief to the COVID protocols and therefore is implementing a more manual process to enable us to conduct communications and voting on initiatives in compliance with our governance bylaws.

This Package will include:
-PowerPoint presentations complete with speakers' notes for clarity on items to be voted on.
-Motions to approve the budget, long-range plan, capital projects on the harbours, golf course and tennis courts will be presented with a voting ballot/proxy vote form.
-Members are asked to review the presentations and vote on each item. They will be reminded after each item to use their voting ballot/proxy forms to vote.
-There will be no motions from the floor
-We would then ask them to submit their mail-in ballot/proxy to the Hayloft by 1:30 PM on Friday May 28, 2021 in order for us to have time to compile and verify the votes.
-From the circulation of this package until May 27, members can direct email questions to the Board at office@bayshorevillage.ca. The Board will post written responses on our website at www.bayshorevillage.ca/membersonly as they are compiled.
-We are providing an information package on the Arbour Plan. This is for information only and does not require a vote.
-The Board has made the decision to defer approval of the Meeting Minutes from the September 27, 2020 AGM until the September 2021 AGM
-We will circulate the meeting link on the morning of May 30, 2021
-Pre-printed ballots/proxies are available in the mailbox adjacent to the Hayloft drop slot and also on the exterior bulletin board next to the Canada Post kiosk
ALL ITEMS UP FOR A VOTE WILL REQUIRE A MAIL-IN BALLOT/PROXY

On May 30, 2021, the Executive of the Board will meet via WEBEX and provide the results of the membership voting through a recorded meeting to be posted on YouTube and our website. A quorum will be determined by the number of members casting their votes or assigning a proxy. Results of the mail-in ballot voting, plus results of declared proxies, will also be provided via email to the membership. We have chosen this process to ensure we are able to continue to operate and manage our assets in a cost effective and efficient manner.

There are many other activities that have occurred this year, so I ask you to read all the Directors' Reports. We have limited the scope of the Agenda for this May GM and will be happy, barring COVID restrictions, to provide a more robust agenda in September to showcase those other programs.

Finally, I want to point out that while under severe COVID challenges, your Board has worked diligently on the budget, long-range plan and three initiatives for you to vote on. Many volunteer committee members have been utilized in support of developing these recommendations. We are very excited about the proposals. The Board has approved all the items within this package and respectfully request the members show their support by approving the items within this package.

Spring General Meeting Agenda - May 30, 2021

Spring General Meeting Presentations - May 30, 2021

Ballot/Proxy Form - May 30, 2021