Notice of 101st Virtual Annual General Meeting

Date – Saturday, December 5, 2020

Online registration

September 1 to October 16, 2020 – Once notified as having been selected to attend the AGM, all Delegates and Observers have to complete the online registration form. Please note that the deadline for registration will be strictly enforced.

Delegate selection process

Group Presidents and Regional Directors must submit their list of approved Delegates/Observers to Julie Gagnon at, by close of business on October 16, 2020.

Once the lists are received, the National Office will communicate with each Delegate/Observer by e-mail inviting them to register online. Please note that Delegates/Observers will not be able to register until an approved list has been received from the Groups and from the Regions.

The number of delegates for the AGM is defined in By-Law 13 and in accordance with the delegate count.

Changes to Institute by-laws

By-Law states “No By-Law shall be enacted, repealed or amended by a General Meeting unless details of proposed changes were submitted to the Office of the Executive Secretary no later than 12 weeks prior to a General Meeting.” Proposed amendments to the Institute By-Laws must be submitted by September 11, 2020, by email at


By-Law states “Resolutions, in writing, must be received at the Office of the Executive Secretary not less than 12 weeks before the commencement of a General Meeting.” Resolutions must be submitted by September 11, 2020, by email at

AGM resolutions are first received by the Resolutions Sub-Committee (RSC), which is comprised of the following members:

  • Nancy McCune (Chair / BLPC Chair)
  • Chris Roach (AC Director / Finance Committee Chair)
  • John Purdie (BLPC)
  • Tony Goddard (BLPC)
  • Dan Jones (Finance Committee)
  • Benoit Pelletier (Finance Committee)
  • Craig Bradley (AC)
  • E. Gillis – (COO & Executive Secretary, Staff Resource)
  • J. Gagnon – (EA to COO, Staff Resource)

The mandate of the RSC is to consolidate, monitor and clarify resolutions for submission to the AGM. The RSC is available to help and to provide advice to sponsors regarding wording to ensure clarity and compliance with Institute By-Laws and Policies. If there is a cost associated with resolutions (financial resolutions), sponsors should submit related numbers with their resolution, for review by the RSC.

To assist in the process of writing resolutions, please refer to the pocket guide “Write that Resolution,” found here: or contact a member of the RSC.

As directed by the 2013 AGM, motions presented on the AGM floor will be prioritized as follows:

  • Ones brought forward by the Board of Directors, Groups and Regions will be dealt with first
  • Those brought forward by Branches and Sub-Groups be dealt with next
  • Finally, those presented by individual members

Please note that only resolutions sponsored by the Board of Directors, by Groups, by Regions and by the Retired Members’ Guild will be accepted for presentation at the AGM.

Institute fees

Pursuant to By-Law 14.2.1, which governs fees, notice is hereby given that a change in the basic monthly fee may be proposed at the 2020 Annual General Meeting.