Article 8 - Meetings

8.1 The Annual Meeting of the Association shall be held on a Friday and Saturday in the month of November. The exact date of the meeting shall be determined two (2) calendar years in advance.

8.2 A Special Meeting of the Association may be called by the President, the Board of Directors or upon the written requisition of members who hold five percent (5%) of the votes of the Association and twenty-one (21) days prior, written notice shall be given to the membership of any Special Meeting and such notice shall set forth the entire business to be conducted at the Special Meeting.

8.3 The Annual Meeting shall be rotated annually through three regions. The regions will be comprised as follows:

i) ATLANTIC – New Brunswick, Nova Scotia, Newfoundland and Labrador, Prince Edward Island
ii) CENTRAL – Ontario, Québec, Manitoba, Nunavut, and Northwest Territories
iii) WESTERN – Saskatchewan, Alberta, British Columbia and Yukon

8.4 A meeting of Members may be held by means of telephone, electronic or other communication facility that permits all participants to communicate adequately with each other during the meeting, if the Association makes available such a communication facility.

8.5 Any member entitled to attend a meeting of members may participate in the meeting by means of telephone, an electronic or other communication facility that permits all participants to communicate adequately with each other during the meeting, if the Association makes available such a communication facility. A person so participating in a meeting is deemed to be present at the meeting.

8.6 Notice will include the time and place of a meeting, the proposed agenda, reasonable information to permit Members to make informed decisions, and shall be given to each member entitled to vote at the meeting, and the Board, by the following means:

a) By mail, courier or personal delivery to each member entitled to vote at the meeting, during a period of 21-60 days before the day on which the meeting is to be held; or

b) By telephone, electronic or other communication facility to each member entitled to vote at the meeting, during a period of 21-35 days before the day on which the meeting is to be held; or

c) By posting on the Association’s website not less than thirty (30) days prior to the date of the meeting.

8.7 Pursuant to section 171(1) of the Act (Fundamental Change), a Special Resolution (2/3 vote) of the members is required to make any amendment to the bylaws of the Association to change the manner of giving notice to members entitled to vote at a meeting of members.