2020 SMLCA Virtual Annual General Meeting

Date: Wednesday October 21, 2020

Please note: registration for the virtual AGM is now closed.   This is the email that was sent to the registered Attendees on October 14.  We thought it important for it to be shared broadly and transparently.

To view the 2020 SMLCA AGM Package sent with this email: https://sixmilelake.net/pub/agm/2020_SMLCA_AGM_Package.pdf

Thanks to everyone who registered for our upcoming virtual AGM – we’re looking forward to updating you on the past year. We’re happy to report that we’ll have ample representation from our Members at this year’s AGM with 53% of our Members in attendance (either in person or via proxy) with 283 participants.

The current volunteers on the Board and on the Membership committee have worked hard to put together this virtual AGM and we’re hoping to have it go as seamlessly as possible. Despite all the countless hours of planning, we realize that some people may run into technical difficulties. We’ll try our best to help everyone out; however, we’d like to ask for your patience in advance if you do run into difficulties. See below for the steps we’ve taken, or will take, to minimize any issues.

 Timing:

  1. October 14th – AGM Packages Emailed to Registrants (Sender: Denise Edwards <denise.edwards@sixmilelake.net>)
  2. October 16th – Connectivity Test Zoom Invitation (Sender: Denise Edwards <denise.edwards@sixmilelake.net>)
  3. October 19th – Optional Connectivity Test to Zoom
  4. October 20th – Invitation to the AGM Zoom Meeting (Sender: Denise Edwards <denise.edwards@sixmilelake.net>)
  5. October 21st – AGM & Voting invitation to elect your 2020/2021 Board and for Motions (Sender: ElectionBuddy Elections <invitations@mail.electionbuddy.com>)
  6. October 22nd – Email communication and website posting announcing 2020/2021 Board and Motion Results

As you can see, we’ll be sending a number of communications leading up to the AGM so please keep an eye out, check your SPAM folder and add us to your safe senders list. Also, if anyone registered for the AGM does not receive this email communication, please have them reach out to agm@sixmilelake.net. We’ve reviewed our list a number of times to ensure accuracy; however, if there’s a typo, we may not know. If any emails come back rejected, we’ll call the number you provided on the registration form so we can make an update.

For more details, see below. If you have any questions, please reach out to agm@sixmilelake.net. Thanks in advance and looking forward to virtually connecting with you at the AGM.

Thanks.

SMLCA Board of Directors

Registration Process & AGM Preparation:

The membership team has done a three-way comparison to ensure accuracy of the master list. Over the last three weeks, we proactively reached out to anyone who submitted a registration request to help them resolve any outstanding issues prior to the deadline. Our goal was to accept every single registration and we were able to accept all but eight. Over the course of registration, we had more than 1100 emails back and forth, not including the phone calls, so it’s been a busy month. Rest assured, no additional registrations have been accepted after the deadline. Fairness, accuracy and integrity have been top of mind throughout.

We’ve held a few mock AGM’s to try to anticipate potential issues or questions. We will have two volunteers helping us with moderating the meeting and addressing any technical issues that may arise. We’re using an external web platform , ElectionBuddy, to handle the voting process. The current Board doesn’t have access to this tool, which guarantees neutrality and segregation.

Optional Connectivity Test – October 19th open at 7:00pm until 8:00 pm

We’ll be hosting an optional connectivity test for those who are new to zoom or are concerned about being able to connect on the day of our meeting. Zoom allows for connecting online through the internet (which will allow you the added benefit of seeing the Board and the AGM materials) or through phone only. To minimize bandwidth needs, only the Board will be on video. All participants will enter in a muted status (microphone off) and with your personal video off, however, you will be able to see and hear the panelists. The moderator will unmute people as needed. There will be a Q&A (Question and Answer) function which will allow participants to reach out to the moderator if they have a question. Rest assured, we’ll revisit the online meeting procedures in detail at the beginning of the AGM itself. We’ve also put together a Technology Tips Sheet as part of the AGM package to address some common questions.

AGM:

The AGM will start at 6:30 pm on October 21st, 2020 and end by 9:00 pm. We’ll open up the meeting at 6:15 to allow registrants to connect a bit before the start time. If anyone has any questions they’d like to ask of the current Board, please feel free to email them to agm@sixmilelake.net ahead of time so we can help make the meeting more efficient. Otherwise, feel free to raise them during the meeting.

Important:

We’ve taken measures to ensure that the availability and performance of our virtual AGM conform with the latest standards. SMLCA cannot control, guarantee or accept liability for the availability, performance, stability, and reliability of the telecommunications network, or of the Internet services and network elements provided by third parties. Furthermore, SMLCA accepts no responsibility for errors and defects in the hardware and software used for the online services, including hardware and software of the service companies involved, provided there has been no intentional wrongdoing or gross negligence. If SMLCA believes that there are serious security concerns, we reserve the right to suspend or discontinue our internet services without further notice. If you experience any technical problems, please contact 6mile@6mile.ca.