JULY 11, 2020

This notice serves to inform you, the members, of the upcoming Annual General Meeting which will be held online via Zoom on Sunday August 2, 2020, at 10:00 am.

To learn more about the format of the AGM and how to attend and vote, please click on this link.

The following is the Agenda for the meeting:

•         Welcome and Chairperson’s Remarks
•         Minutes of the 2019 Annual General Meeting
•         Financial Statements
•         Treasurer’s Report
•         2021 Maintenance Fee
•         Appointment of Accountant for 2020-2021
•         Approval/Appointment of Directors
•         Final Remarks
•         Adjournment

Enclosed Documents

•         MGLCRG AGM Presentation 2020
•        AGM Minutes 2019
•        MGLCRG Financial Statements 2019-2020

By order of the Board,

Katie Tingley

Chair of the Board of Directors

We have been notified by a members of the Road Group that the Gypsy Moth is back and has been spotted on several properties. They are very destructive and can strip a tree of all its leaves and kill it in a few days.

Here is information on how to identify both caterpillars and egg masses and how to deal with them to save your trees.

Ontario Ministry of Natural Resources:  https://www.ontario.ca/page/gypsy-moth

Invasive Species Ontario:  http://www.invadingspecies.com/gypsy-moth/#

While the Buckhorn Household Hazardous Waste Depot will remain closed for the 2020 season, 2 days have been arranged for events in Trent Lakes.

Saturday, July 4th 10 am to 1 pm– Galway Community Centre

Saturday, July 25th 10 am to 1 pm- Cavendish Community Centre

Please note that containers for gas and motor oil will not be emptied and returned. Please bring these items in sealed containers.

Please follow all directions from onsite staff to ensure the safety of staff and residents during these events.

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.

AGM Timing

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

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 24^th. Their ballots will not be opened or counted until after the AGM has taken place.