Given the situation with COVID-19, the Board has decided to hold this year’s Annual General Meeting (AGM) online.
AGM Agenda and Overview
The AGM will be held online via Zoom to enable members to view the presentation of materials and either call in by phone or via the internet. We recognize that internet access at the cottage can be a challenge and will be providing materials in advance to allow those with poor internet to call in and follow along to the audio portion without using video. Voting will also be held online via Survey Monkey.
Date: August 2, 2020
Time: 10 am – 12 pm
Joining the AGM & Reviewing Information Prior to the Meeting
The AGM will be held via Zoom. A link to the meeting will be sent out on July 30, 2020 along with a copy of the presentation for the meeting, any items to be voted on, and any other information required for members to make informed decisions.
Members can choose to attend via zoom or call in using their cellphone or landline.
Voting will take place via Survey Monkey to ensure that each member property will have one vote. Members will receive a second email on July 30, 2020 with a unique link that will contain the motions or questions to be voted on. Votes must be cast by 5 pm on August 2, 2020 to be counted in the AGM results. Voting will be closed at 5 pm on August 2, 2020.
For Members who do not have access to email or internet, please see the section on Accommodations for Members Without Email or Internet Access.
Receiving AGM Notices, Materials and Voting Link
The AGM notices, materials for the meeting, and voting link will be sent to the email address on file that was used for invoicing. If you have had issues receiving your invoice or if you would like to confirm or update the email to be used for these materials, please complete the link provided to the form below. Please note that by updating your email address for the AGM, you will also be updating your email for future Road Group invoices.
Members can update their email by clicking on this link and completing the form.
Submitting Questions for the AGM
Given the nature of the online AGM, questions must be submitted in advance. Any member may submit a question to the Board for the AGM by completing the following form prior to July 8, 2020.
Questions can be submitted by clicking on this link and completing the form.
Accommodations for Members Without Email or Internet Access
Members who do not have access to email or the internet will receive an AGM package 3 weeks prior to the AGM. The package will contain their ballot along with all necessary supporting materials to make decisions. These members will also be provided with a self-addressed, stamped envelope to enable them to return their ballot to be counted with the other votes. The returned ballots must be post-marked no later than Friday, July 24th. Their ballots will not be opened or counted until after the AGM has taken place.