Special Times Require a Special Resolution Meeting (& AGM)

Special Resolution Meeting re: Bylaw Amendments
Monday, June 29th, 2020

Dear Members at Large (all parents and guardians of Hawkwood School students), 

The Friends of Hawkwood School Society’s Board of Directors will be holding a special resolution meeting Monday, June 29th, 2020 at 7:30pm via a virtual meeting channel (likely Zoom) to approve proposed amendments to the Society’s bylaws.

The revised Bylaws includes the following amendments; with key changes made due to the extraordinary circumstances of COVID19:

• Adds Article 1.1 (b) The objective of the Friends of Hawkwood School Society is to raise funds in support of learning engagement and the success of all students at Hawkwood School.
• Removes and replaces the following definition with the latter under Article 4.1.1:
• The Society shall hold an AGM of members on or before June 30th in each year, on the same day, in the same place and directly following the Council annual general meeting.
• The Society shall hold an AGM of members on the same day, in the same place and directly following the Council annual general meeting, held in the month of September each year or at an appropriate time during the school year as determined by the Council.
• Clarifies and corrects definitions and names (replaces the following definitions new ones):
• Fundraising Coordinator → Fundraising Director
• Directors → Directors at Large
• Council Executive → Council Board
• Executive → Board of Directors
• Article 4.1.2, Article 4.3.2, Article 4.4 (d) - all remove mention of “written notice by newsletter” in exchange for “notice shall be provided via social media channels, email…”
• Adds “In the absence of a quorum no motions may be considered or approved.” to Article 4.5 (a)
• Adds to the Director at Large definition in Article 5.3.5 as follows:
• may include but not limited to the following Society initiatives:  i. Fundraising and Social Events
  ii. Casino Chair
• Adds Article 10 - EXTRAORDINARY CIRCUMSTANCES In the event that extraordinary circumstances prevent the Society from conducting business in a normal fashion, they shall do their best to accomplish their Objectives via electronic means.

Please RSVP for this meeting (see agenda below) in order to receive an email invite with the virtual meeting link. RSVP to hawkwoodsociety@gmail.com (include your name and preferred email address). 

The proposed bylaws may be viewed as a complete document by clicking here.

↞-------------------------------------------------------------------------------------------------------------↠

Friends of Hawkwood School Society Special Resolution Agenda

Monday, June 29th, 2020 @ 7:30 pm

1. Welcome
2. Review of Bylaw Amendments
3. Vote to approve Bylaw Amendments
4. Adjournment

↞-------------------------------------------------------------------------------------------------------------↠

**The Society’s Annual General Meeting (AGM) will immediately follow this Special Resolution Meeting. Feel free to stay online to:

• Review, discuss and approve the Society’s Budget and Action Plan for the 2020/2021 school year.
• Appoint/elect Society Board of Directors: President, Secretary, Treasurer, Fundraising Director and (3) Directors at Large.

Friends of Hawkwood School Society Agenda

Annual General Meeting

Monday, June 29th, 2020

7:45 pm (virtual)

1. Welcome
2. Approval of Agenda
3. Approval of Annual General Meeting minutes
4. Treasurer’s Report
   a) Financial Statements – August 31, 2019
   b) Financial Report - May 2020
   c) 2020/2021 Budget
5. Fundraising Report
6. Appointment/Election of Society Members
   a) President – Janelle Pagnucco
   b) Secretary – Kim Dickau
   c) Treasurer – Tim Power
   d) Fundraising Director – Courtney Ainsworth
   e) Director at large – Heather Cahill
   f) Director at large – Mary Stewart
   g) Director at large – Vacant
7. Unfinished Business
8. Society’s Action Plan for 2020-2021
9. Adjournment

↞-------------------------------------------------------------------------------------------------------------↠