Members' Meetings
Protospace routinely has two types of meetings: Monthly members' meetings, and the annual general meeting (AGM).
If you can't make it in-person, you are encouraged to join remotely at:
https://protospace.ca/meet
You may also assign a proxy to someone so they can vote on your behalf.
Monthly Members' Meetings
Also known as the "members' meetings", these happen on two dates:
- the 3rd Wednesday of the month on even months
- the 3rd Thursday of the month on odd months
The meeting starts at 7:03 PM Alberta time. You can check the Portal > Home > Stats section for the date of the next member meeting or check the class schedule.
There is usually no monthly members' meeting in December.
Meeting Structure
The meeting minutes will be recorded by the volunteer minute taker and posted to the forums after.
Attendance is taken for those present at the meeting. A quorum of 11 total members is required for the meeting to start. Any members looking to be vetted can do that next. Previous meeting minutes, Protospace finances, and member counts will be reviewed.
The meeting agenda will be gone through and any new business will be addressed. Motions will be presented and discussed, then a vote will be held.
The next monthly members' meeting date and next Monthly Clean date will be determined. Finally there will be a motion to adjourn and the meeting will end.
Voting
A motion requires 75% of the votes to be in favour to pass (not including abstentions). For example, if:
- 14 people vote YES,
- 4 people vote NO,
- and 6 people abstain,
the motion would pass since 18 people voted and 14 / 18 = 77.7%. Had one abstention instead voted no, the motion would fail since 19 people would have voted and 14 / 19 = 73.6%, which is under the 75% threshold. The number of abstentions has no impact on the result of the vote.
Annual General Meeting
The annual general meeting (AGM) occurs once per year, usually in the spring or summer on a Saturday. It must occur within 16 months of the previous AGM. The time and date will be determined at a monthly members' meeting.
The AGM is when we elect new Directors.
Meeting Structure
The AGM is similar to a monthly members' meeting with a few differences:
- the financial review looks at the entire year
- the Directors present a report of what happened in the past year
- thank-yous are given to members
- all Directors automatically resign, and the next Directors are elected via a ballot vote
- two special motions required by law are copy-pasted from the last year's minutes and voted on
