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Tuesday, May 23, 2017

Notice is hereby given that as part of the Annual General Meeting on June 21, 2017, the Greater Barrie Chamber of Commerce will put forward a resolution to amend the Constitution of the Chamber (details below).

Details of the Annual General Meeting of the members are as follows:

DATE: Wednesday June 21, 2017
TIME: 5:00 pm
LOCATION: Georgian College Dining Room
ADDRESS: 101 Georgian Drive, Barrie, ON
This meeting will include an open discussion prior to voting on the proposed amendments; the Board will explain the rationale behind each proposed change, and you will have the opportunity to ask questions to help you make an informed decision.
The AGM is a closed meeting only open to the voting representatives of members in good standing, and pre-registration is very strongly encouraged. Click below to register online.

If you are not able to attend, but would like to assign a proxy to vote on your behalf, please click here to download the appropriate paperwork that you can complete and return to the Chamber office prior to the meeting. Please note that the proxy holder must be a voting representative of a member in good standing within the Greater Barrie Chamber of Commerce.



Several small changes to clarify intention:
  • 1.3.1 - Voting representative of a company will be entitled to vote (vs. the company)
  • 2.4: replace "the" with "this" to clarify meeting
  • 2.6: link of this article to article 6.7 - process of assigning nominees to positions
  • 3.5: Only one vote per member - added: unless carrying a proxy (allowed 2 in that case)
  • 6.3: Clarification of board term: to a maximum of 6 years
  • 6.5: Replace the word "mailed" with the word "sent" to reflect current communications practices (in this case nomination information may be emailed to the membership)
  • 7.5 Clarification of voting capabilities of Past President to make it consistent that the Past President does not have voting privileges.
  • Articles 10/12: use of both gender descriptors (he/she) vs. he
Membership Application/Expulsion Process brought in line with modern day practices:
  • 1.4: Removal of need to formally recommend a new member to the Board
  • 1.4 Determination of suitability as a member to be adjudicated by the Executive Director, approved by the Board, and ratified by the membership. An appeals process directed according to policy if needed.
  • 1.6 Notice to change name of voting nominee within 15 vs. 30 days
  • 1.9 Include the condition that if a member brings discredit to the Board of Directors as well as the Chamber, they will be able to be suspended or expelled.
Ability to Stand for Election:
  • 2.7 removed phrase: "he or she is not an individual" - felt this was self-evident
  • 2.7 Refined period of time that bankruptcy status will stand to align with present practice
  • 6.3 A Director having served 6 years must sit out 2 years before running for re-election (to encourage new members to join the Board)
  • 6.3 A Past President must sit out two years following their term as Past President
Directors or Past Presidents Absence: (Articles 2 and 7)
  • 2.8 - Director's explanation of absence to be delivered in writing to the President and First Vice Chair to ensure it is received.
  • 2.9 Removing a Director - the need for a special meeting of the membership is removed.
  • 7.5 Clarification of process of delivering explanation of absences of the Past President to the President and First Vice President, and clarification that the Board may but is not required to appoint a replacement.
Meetings of the Members (Article 3)
  • 3.2 Remove the need for quarterly membership meetings (which has not been a practice for some time). A vote will be called at the Annual General Meeting.
  • 3.3 Removal of the need to publish notices of meetings in newspapers
Funds (Article 5):
  • 5.3 Add "investments" to the instruments the Board has the power to hold or sell on behalf of the membership. This was proposed in anticipation of the sale of the house owned by the membership.
Nominations Process (Article 6):
  • 6.1 Composition of the nominations committee updated to be more flexible: to be chaired by a Past President; include 2 non-continuing directors (for balance - see skills gap on board); and Secretary or designate.
  • 6.7 The Nominating Committee will take over the duties of the elections committee for increased efficiency (the Nominations committee now contains all elections committee roles).

Skills Gap and Nominations Process - Adding Appointed Directors (Article 6):
This issue has been ongoing for several years and is being handled in various ways by other chambers that are already applying or moving to a skills gap model. E.g. the Newmarket Chamber has gone completely to board selection by a nominations committee, based on a skills grid, which is then voted on by members. A partial appointment of board members would help balance the Barrie Chamber Board with needed skills that are not always represented in the directors who volunteer to stand for election.
  • 6.1.2: Up to 3 Board members each year will be appointed by the Nominations Committee, and ratified by the membership at the Annual Meeting, to fill necessary skill sets that may be required by the Chamber.
  • 6.1.2 The nominations process will continue as in the past for the remaining positions (a minimum of 3 Directors one year, and 4 Directors the following year). Note: Elected Board members are still in the majority
Executive Committee Changes (Article 7)
  • Throughout: Change of name from Executive Committee to Executive - to clarify role.
Role of the ED (Article 7)
  • 7.9 Addition: "The role of the Executive Director will be defined by the Board"
Finance Committee (Article 8)
  • 8.9 Add: The Finance Committee shall be a standing Committee reporting to the Board, for increased financial responsibility.

Notices: (Article 12)
  • Contains an update on the delivery methods and timing used for notices, removing "facsimile" since the Chamber no longer uses this older technology.
  • Adding email notices to update for newer technology.
  • Addition of scanned signatures to notices to update for newer technology and practices.
The complete proposed amended constitution is available for review online by clicking here.

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