Notice – 2020 Annual General Meeting

August 12, 2020

Dear Members,

Due to the unusual circumstances of Covid-19, and to ensure members’ health and safety, PLAN must follow provincial health guidelines and refrain from hosting in-person gatherings of more than 50 persons.

This means PLAN will host the 2020 Annual General Meeting through a virtual video software called Zoom on:

Wednesday, September 16, 2020
Sign-in from 3:30 pm to 3:45 pm
Meeting from 4:00 pm to 5:00 pm
CLICK HERE to pre-register for the AGM

In this notice you will find details about joining information sessions on participating in a virtual AGM, support options for participating in the AGM, pre-registering for the AGM, learning who is eligible to vote and how to vote using the Zoom app and landline phones, links to the AGM meeting documents, as well as general resources for those new to Zoom.

We are looking forward to seeing you at the 2020 Annual General Meeting!

On behalf of the Board of Directors,
Claire, Dallas, and Rebecca

Pre-Registration Requirements
For the 2020 AGM we are asking you to pre-register before the meeting. The pre-registration process will create an official sign-in sheet and will ensure enough eligible voting members will be attending.

Please CLICK HERE to pre-register your attendance at the 2020 PLAN AGM no later than September 9, 2020.

After registering, you will receive a confirmation email containing information about joining the virtual PLAN AGM.

Should you wish to learn how to pre-register please see the section below called Information Session – Participating in a Virtual AGM.

Meeting Document Links

  • 2020 AGM Agenda
  • 2019 AGM Minutes
  • Financial Reports & Auditors Statement (distributed in September)
  • Board of Directors Slate (distributed in September)

Information Session – Participating in a Virtual AGM
Information sessions for learning how to pre-register, sign-in, participate, and vote in an online AGM will be held during the weekly PLAN Family Check-in on Wednesday August 19th and 26th at 4:00 pm.

Please join the call for a conversation with family member Dallas Hinton about how to participate in an online AGM.

Or you can email Rebecca at rpauls@plan.ca or Claire at cinkster@plan.ca.

Link to join the Information Session – Participating in a Virtual AGM

  • CLICK HERE to join the information session
  • CLICK HERE to find your local dial-in number
  • The Meeting ID Number is 477 582 209

Support During the AGM
If you need support to use Zoom for participating in the AGM you can ask the following people for help:

Or if you need help arranging for support to use Zoom please email Claire at cinkster@plan.ca.

Voting at the AGM
Who is a voting member?
As members of PLAN you have the right to vote at the Annual General Meeting. Here is an explanation of who is a voting member and how many votes are allowed.

  • Every Lifetime Member of PLAN, and up to two of their family or chosen representatives, has the right to vote. This means there are three votes in total.
  • Two examples are as follows
    • A Lifetime Member casts one vote, their father casts one vote, their mother casts one vote.
    •  A Lifetime Member casts one vote, their sibling casts one vote, and their chosen representative casts one vote.

Should you have any questions about your voting rights please contact Rebecca Pauls at rpauls@plan.ca or Claire Inkster at cinkster@plan.ca.

How can we vote using the Zoom app?
For members using the Zoom app on a computer, laptop, tablet or smartphone voting will be as follows:

  • The question will be called by the AGM chairperson
  • App voting members will click on the participants button and will then click on the raise hand function in the participants window for the following
    • Motioning and Seconding
  • App voting members will use the pop-up poll to cast their vote with a
    • Yes, No, or Abstain (choosing to not vote)

How can we vote using a landline phone?
For members calling into Zoom using a landline phone voting will be as follows:

  • The question will be called by the AGM chairperson
  • Landline phone voting members will dial *9 to raise their hand for the following
    • Motioning and Seconding
  • Landline phone voting member will be unmuted by the moderator and asked to cast their vote with a
    • Yes, No, or Abstain (choosing to not vote)
Should you wish to learn more about voting please see the section above called Information Session – Participating in a Virtual AGM.

Resources for those new to Zoom
So you are able to sign in at 3:30 pm and not miss any of the Annual General Meeting please download the app a few days before the meeting. To download the free Zoom app on your phone, computer or iPad please click on the link below and follow the instructions:

Here are some useful resources for registering, testing, and joining your first Zoom Meeting:

Should you have any questions about virtual AGM’s or would like to learn how to pre-register, participate, and vote in a virtual AGM please see the section above called Information Session – Participating in a Virtual AGM.