From:                                             jerry53cw@outlook.com

 

 

 

Members of the Downeast Bluegrass & Oldtime Music Society,

 

It's that time of year, and our Annual General Meeting (AGM) has been scheduled for 2pm on October 27th, 2024 at the Church of St Andrew, 2 Circassion Dr, Dartmouth, NS.  The AGM will be a hybrid meeting with option for in-person or virtual attendance.  Virtual attendance will use the Google Meet platform to promote accessibility and participation, meeting join details are provided below.

 

Presidents of Affiliated Clubs, please ensure distribution to all members of your association. Affiliated Clubs are also reminded that a membership list as of 30 September 2024 must be provided prior to the AGM, with dues payable at the AGM. While a list of members in good standing will be present, members attending the AGM (in person or virtually) are asked to have proof of membership ready - we want to ensure every member is able to participate!  

 

Our membership chair will be available to renew direct memberships following the AGM.  Affiliated Clubs' representatives are encouraged to attend and are welcome to provide membership opportunities as well.  Affiliated Clubs are also asked to present a report on their association's activities in the past year, and plans for the future.

 

By-Laws Update

 

There are many important agenda items including a Notice of Motion to adopt updated By-Laws and Memorandum of Association.  An update to the By-Laws was last completed in 2013, and has become a well overdue piece of governance required to support the Society's functions.  

 

In accordance with By-Law 201, Director Victoria Higgins made the following notices of motion:

 

NOTICE OF MOTION 1: Whereas the By-Laws of the Downeast Bluegrass & Oldtime Music

Society were last updated in 2013 and the activities and procedures of the Society have changed

during that time, a motion to adopt presented changes to Society By-Laws shall be made at the

Annual General Meeting.

 

NOTICE OF MOTION 2: Whereas the Memorandum of Association of the Downeast Bluegrass

& Oldtime Music Society was last updated in 2013 and the activities and procedures of the

Society have changed during that time, a motion to adopt presented changes to Society

Memorandum of Association shall be made at the Annual General Meeting.

 

Members are asked to review the following linked PDF documents prior to the meeting, and respond to this email with any questions or concerns you may have. 

  1. Downeast Memorandum of Association and By-Laws (2013)
  2. Proposed Memorandum of Association and By-Laws (October 2024)
  3. Summary of 2024 MoA and By-Law Changes

 

Agenda

 

Other AGM topics will include Election of Officers and Directors, as well as setting membership rates. Agenda will be:

  1. Call to order - 2pm
  2. Minute of silence
  3. Reading, correction, approval, or disposition of minutes of previous meetings
  4. Reports of Officers
  5. Reports of Committees
    • Festival
  1. Affiliated Club Reports
  2. Unfinished Business
    • Notice of Motion 1 - By-Laws
    • Notice of Motion 2 - Memorandum of Association
  1. Election of Executive Officers and Directors
  2. New Business
    • Lifetime Membership Presentation
    • Membership Rates - proposed increase to $10 for direct membership, $2 per member for Affiliated Clubs
  1. Announcements
  2. Adjournment

Online (Virtual) Meeting Instructions

 

Downeast Annual General Meeting

Sunday, October 27 · 2:00 - 4:00pm ADT

Video call link: https://meet.google.com/ogp-xzro-oqj

 

Those using a laptop or desktop computer (with microphone and optional webcam) can join directly using the link. Those using a mobile device (tablet or smartphone) will need to download the Google Meet app and sign in using a Google account. If you don't already have a Google account (ie Gmail address), instructions on how to register are here.  Google accounts are 100% free, and are only required if you are joining on a mobile device. 

 

Two test sessions are available to check your camera/microphone setup prior to the AGM.  We can offer limited tech support if you are unable to connect during these sessions by calling our toll free number, 1-844-442-2656.  Tech support will not be available the day of the AGM, so please make use of these opportunities.

 

Downeast Tech Check 1
Tuesday, October 15 · 7:00 – 8:00pm ADT
Video call link: https://meet.google.com/ogp-xzro-oqj


Downeast Tech Check 2
Saturday, October 19 · 1:00 – 2:00pm ADT
Video call link: https://meet.google.com/ogp-xzro-oqj

This is new ground for the Society, so we ask everyone please take note of some online meeting etiquette points:

  1. Be respectful! Treat everyone in the meeting with the same respect you would as in person. Don't interrupt others, be mindful of language and statements you make.  
  2. Keep your microphone muted and camera off unless you're presenting. Use the raise hand feature or turn on your camera then wait to be recognized, unmute your microphone and speak once recognized by the chairperson.
  3. Join the meeting from a quiet area. Background noise, such as TV/radio programs, barking dogs, or public areas will come through the meeting audio and cause disruption.
  4. Only use one device per room (perhaps per household). Multiple devices in close proximity will cause feedback, requiring the administrator to remove you from the meeting.
  5. Please be on time. Joining the meeting late can be disruptive.
  6. Voting procedures will be explained during the meeting.

Please reach out if you have any questions or concerns,

 

 

 

Jeff McRae

2nd Vice President

Downeast Bluegrass & Oldtime Music Society