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March 10th, 2020
Town Square Brewing
2919 Ellwood Drive SW, Edmonton

2:00 pm to 4:00 pm
AGM starts at 2:30 pm

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2020 ESAA AGM Documents

Notice of ESAA Annual General Meeting

2:30 pm – March 10th, 2020

Town Square Brewing
2919 Ellwood Drive SW, Edmonton

NOTICE IS HEREBY GIVEN that the Annual General Meeting of the Members of the Association will be held in Edmonton, Alberta, on March 10th, 2020, at the hour of 2:30 pm for the following purposes:

  1. to approve the minutes of Members dated March 19th, 2019;
  2. to receive the report of the President;
  3. to receive the report of ESAA Management;
  4. to receive the report of the Treasurer;
  5. to appoint Auditors;
  6. to appoint/elect Directors; and
  7. the transaction of such further and other matters as may properly be brought before the meeting or any adjournment thereof.

All full members have the right to appoint a proxy, who needs not to be a member, to exercise the same voting rights that the member appointing such proxy would be entitled to exercise if present at the meeting.

Dated at the City of Edmonton, in the Province of Alberta, this 3rd day of February 2020.

Per:    ESAA President

* Attendees to the AGM are welcome to stay after the AGM for drinks and Hors d’oeuvre.  Doors will open at 2:00 pm

Voting Procedures and Use of a Proxy
(Documents – ESAA Proxy Procedures)

The following will provide clarification around the procedure for the use and handling of proxies at the Environmental Services Association of Alberta’s (ESAA’s) Annual General Meeting (AGM)

As per section 3.11 of the ESAA Bylaws, at any meeting of Members, a proxy appointed by a Full Member shall be entitled to exercise, the same rights that the Full Member would be entitled to exercise if present at the meeting subject to any restrictions expressed in the instrument appointing the proxy. A proxy need not be a Representative of a Member of the Association.

At the time of distribution of the Notice of Meeting, a proxy form is included as part of the electronic packages.

If a Representative (main contact) for a Member is unable to attend, the Member can appoint any individual attending to be the Member’s proxy.

When a proxy is received at the ESAA Office it is noted on the membership list and an election ballot is attached to it.

The proxy and the election ballot is then given to the individual identified on the proxy at the AGM.

If the proxy is received and no individual is identified, the Member is contacted and asked to resubmit the proxy form

If the individual identified is an ESAA staff member, the staff member contacts the Member‘s Representative asking them to indicate their voting instructions for the election. Such voting instructions are noted and attached to the proxy form.

If the member doesn’t supply voting instructions to an ESAA staff member named in the proxy, the proxy is included for the purposes of quorum but is not exercised by the ESAA staff member for the purposes of voting.

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