The purpose of this page is to document the plans and preparations for the 2022 Annual General Meeting. It was copied from the 2019 Convention planning page. Titles with an asterisk (*) have not been updated for the 2022 AGM. Remove the asterisk if you make any changes.

Post-Convention Report *

These are some of the lessons learned from the 2023 AGM Post Mortem to take into consideration in the plans for the 2024 Convention.

Low attendance and
AGM was held in Kingston to see if a location outside the Toronto area would appeal to more members. Unfortunately the date coincided with a snowstorm and a few delegates were unable to travel so it is difficult to determine if low attendance was due only to location or the weather. The venue itself was excellent with ample space and a kitchen area. We brought our own food and some people went out.
Tried a hybrid approach. Worked well. One suggestion was to have the camera on in-person attendees so those attending remotely could see us.

Action Items *

To Do *

Upload to our web site profiles for leadership candidates and a list of candidates for other positions (and profiles if provide).
Attach to the Proxy page the document with the 20 amendments published with Bulletin and correct the link to the Amendments on the menu.
Treasurer to provide Income and Expenses statements for 2018 compared to 2017 and for January to September 2019 compared to the same period in 2018, to be included in the handouts for attendees.
Request Officers to prepare written reports
Print sufficient copies for attendees of the Income and Expense statements, minutes of the 2018 AGM, and Proposed Amendments.
Assign a Registrar who can prepare a list of participants to check off members and guests as they arrive, collect “Pending” fees, provide Name Tags and give handouts.
Jim to produce Ballots for the election of Executive and Ethics Committee members to be included in Delegate handouts at registration.
Jim to produce Name Tags identifying “Delegates”, “Members” (joined after August 4) and “Guests”, as long as the Registrar provides a list of attendees with Join and Expiry Dates 3 days prior to the meeting.
Jim to advise Annandale of number of attendees, provided the Registrar provides an estimate by October 28.
Someone to set up and manage the Live Streaming of the Leaders’ Debate (and the Convention)?
Assign a member to chair the elections who is not running for election .
At the Convention, request 3 members to volunteer as scrutineers. According to Bylaws Article 9, it “shall consist of at least three members of the Ethics Committee who are not themselves candidates for Party office.” Jean-Serge, Wendy Kadonoff and Allen Small are suitable if they attend.
Jim to provide laptop and projector to display nominated candidates and vote results, Amendments and other items from the handouts as required.
Jim to get all new Executive Commitee and Ethics Committee members to sign Oath of Office,

Advise Jim if you think of anything else.

Credentials Committee *

Traditionally we have asked for volunteers to be on the Credential Committee at the start of Elections, to distribute and collect ballots and to tally the votes. Bylaw Article 9.1 states, "There shall be a Credentials Committee for each Convention and General Meeting. The Credentials Committee shall consist of at least three members of the Ethics Committee who are not themselves candidates for Party office."

As of the 2018 AGM, the following were members of the Ethics Committee (in order of seniority); Jean-Serge Brisson, Wendy Kadonoff, Neal Donnelly, Gene Balfour, Allen Small, and Andrew Allison.

Jim sent an email to the Ethics Committee asking for volunteers Aug 18
Jean-Serge is running for re-election which disqualifies him (email 2019-08-18). Could assist except during elections for Ethics Committee.
Gene is running for Leader and will likely be nominated for one or more other positions. Gene subsequently resigned as a Member of the Party.
Neal Donnelly will not be attending the Convention (email 2019-08-19) and has resigned from the Committee.
Andrew Allison is running for Treasurer and is not eligible.
Since Gene and Neal will not be members of the Ethics Committee as of the Convention, Jean-Serge is automatically appointed to the Ethics Committee and as a result does not need to be elected.
The Credentials Committee will consist of Jean-Serge Brisson, Wendy Kadonoff and Allen Small. If Allen is unable to attend we will select a volunteer from the attendees.

Completed Item

N/A

Date and time

The AGM must be held within 13 months of the previous AGM or Convention. The 2021 Convention was held on October 24th in Scarborough. A suggested date for this AGM is October 15th, but it can be pushed into November.

Updated: Sunday, November 20th was confirmed at the August EC meeting.

Location *

Previous conventions and AGMs have generally been held in or around Toronto. Coreen is looking at a more central 2-4 hours driving distance that should be more accessible to members and possibly eliminate the need to stay overnight in a hotel. Coreen contacted the following locations for a tentative ~~October 15th~~ November 20th date:

Occasions by the Bay, 980 Old Highway 2, Trenton
Hampton Inn & Suites, 784 Bell Blvd W, Belleville
Seaway Coworking, 310 Bagot St, Kingston

Occasions by the Bay

Contact is Val. 613-965-0707

Even without room cost, and unless I misunderstood, just the AV alone will cost $2500. Seems excessive so I would not consider this venue.

Details	Cost	Wifi/Audi-Visual	Cancellation Policy	Notes
Room	Did not receive a quote	Use of our AV equipment, and podium are $2500.		We are a full service venue with complete kitchen, setup, bar and serving staff. We provide all catering services at our venue location.

Hampton Inn & Suites

Contact is Naomi. I requested catering menus July 31st.


Details	Cost	Wifi/Audi-Visual	Cancellation Policy	Notes
Room	$500 + HST (1200 sq ft)	We have 2 wall mounted 75 Inch TV's that can connect to a laptop if you need audio/visual needs. WIFI is included in the meeting space - dedicated WIFI for our meeting space and speed is very fast.	7 days prior to arrival	We have 2 counter spaces for food/drinks, it is located on the main floor of the building. We can offer coffee service for a fee of $30.00 per pot, this is a large pot, we can also offer water and cold beverages throughout the day at consumption cost. Water we charge $1.00 per bottle, it is bottled water but will put it on ice. If you wish to have an assortment of cold drinks, we can provide that at a consumption cost of $2.00 per. If you would like cold lunch options we work with an outside caterer and can send you a menu for that. We do allow outside catering food to come in or bring your own food, you would need to supply own plates, cutlery etc. if you bring your own in. If you use our caterer a deposit is taken at time of booking the caterer and this is non-refundable but you can transfer to a different date and the cancellation policy on the food, I would have to check for you if the cancellation on the caterer is 14 days or 7 days. No charge for parking. NOTE: Hotel rooms prices are high (~ $250/night) but I hope most attendees won't require an overnight stay with the driving distance within 3 hrs of Ottawa and 2-3 hours of Toronto.

See #Price Comparison below for the prices for each menu.

Seaway Coworking

Contact is Brandon Chapman. (343) 341-2887

Link to event package: http://seawaycoworking.ca/wp-content/uploads/Seaway-event-package.pdf

Details	Cost	Wifi/Audi-Visual	Cancellation Policy	Notes
Room	$900 + HST (full-day) Access to 1st floor space	High speed Wireless internet access 4 large T.V.s equipped with camera and Zoom technology with each able to be set to a different view (one for participants, one showing the room, one with a presentation). We would need to bring or hire audio equipment (microphone, speaker?). Brandon gave a ballpark of $1000 but we could shop around. I am reluctant to have someone from the party bring their own equipment unless they are very tech savvy. I would rather have someone onsite and dedicated to our technology that day.	Written cancellations a minimum of 5 business days prior to the function date will have the space rental deposit refunded. Within 5 business days, the 25% deposit is non-refundable. Cancellation within 48 hours of the event requires payment in full. Cancellation within 48 hours of the event requires payment in full.	I got a tour August 29th and I really like this space. I think it is much nicer than a hotel set up will be. Located in the heart of Downtown Kingston our beautiful & bright event space that will impress your guests! What’s Included? Up to 60 guests cocktail style 40 guests’ theatre style Coffee/tea included Customizable floorplan Assist with set up and tear down Access to kitchenet NOTE: We can use our own catering Free parking behind the venue on Sundays.

See #Price Comparison below for the prices for each menu.

Registration Fee *

Based on the #Registration Fee Options polls below, the consensus of Executive Committee members participating was that the Registration Fee should be $65, enough to cover the cost of the Convention.

Jim McIntosh will modify the Event pages used for the 2018 AGM for the Convention to include $65 as the Registration Fee.

Agenda

Draft agenda based on 2 speakers. Mark confirmed Jeff Bogaerts of the Ontario Landowners Association on August 9^th.

Time	Activity
8:30	Registration and continental breakfast
9:30	Welcome by Leader and Reports of Officers
10:00	Jeff Bogaerts, Ontario Landowners Association
10:45	Break
11:00	Gene Balfour, What to do About Climate Change: A Libertarian Perspective
Noon	Lunch
1:00	Elections
2:15	Break
2:30	Amendments to Constitution and Bylaws
3:30	Other Business
4:30	Adjournment

Create Online Registration Page *

Once the date, venue and fee are decided, an Event Registration page should be created for the Convention.

Copy and modify the Proxy (Word document) for the previous annual meeting. Create a PDF and, if you have a suitable program, make it a form that can be completed online.
Modify the existing Proxy page as required. Replace the previous Proxy Form attachment with the new one.
If there are amendments to be voted on at the meeting, It would be a good idea to create a web page describing the procedure and attach the PDF document containing the proposed amendments to the Constitution and Bylaws. Create an alias for this web page (ontariolibertarian.ca/Amendments). Aliases make it easier to create links in Bulletin and emails.
Select >Events >Event Management> and search for all events. Select the most recent AGM or Convention to see what needs to be included.
In a separate browser window, select >Events >Event Management> Add new Event. Use the previously accessed event as a model for completing all of the sections required.
There is no option to create an alias for an event page in Drupal. Instead go to /admin/config/search/path and create a new alias to civicrm/event/info?reset=1&id=3. Go to https://civicrm.stackexchange.com/questions/87/how-do-i-change-the-default-urls-to-contribution-or-event-registration-pages/146#146 for these instructions and for how to do it in WordPress (if it doesn't provide it for events).
Finally, create a Menu item for the event. The parent menu should be the event name (e.g. Convention 2019) and have sub menus for Registration, Proxy, and Amendments. It may also include an item for Candidates, if there is a list and profiles. In Drupal go to the Drupal Home page and select Structure (as I recall). This should take you to the menu editing option. You can either make changes to an existing event item (e.g. the previous annual meeting, which in likely disabled) or create a new one

Candidates *

N/A

Constitution and Bylaws Amendments *

Bylaws Article 10:

The Constitution and Bylaws Committee shall meet in open session to consider amendments to the Constitution and Bylaws originating with itself or with other Members or Associates. (Emphasis added)
At least 30 days prior to the Convention the chairman of this committee shall mail, to all Party Members and Associates, all amendments which the committee has reviewed. These amendments shall be placed on the Convention agenda for consideration by the Delegates.

The amendments proposed by the Committee as of the end of May were published in the Summer issue of Bulletin. This is likely the format as it will be presented to the Convention. One or two additional amendments have been added. Follow the link in the Agenda for the latest set of proposed amendments.

Price Comparison

Here are the prices for 40 people for each menu comparing the Hampton Inn $25 and $29 Lunch only options to the Seaway half-day $45 and all-day $90 options. Does not include HST and 15% Service charge.

Self Catered at Hampton Inn or Seaway Coworking would be easy enough to do. At last year's convention, Coreen and Mark supplied coffee, drinks, and snacks from Tim Hortons and Costco. We did not include lunch and attendees were on their own. We could provide pre-made sandwich platters and salads ordered through Costco or a grocery store. I would estimate the costs would come in around $500-$700.

Description	40 @$25 Meal	40 @$29 Meal	40 @$45 Meal	40 @$90 Meal
Hampton Inn	$1000.00	$1160.00
Hampton Inn per person

Seaway Coworking			$1800.00	$3600
Seaway per person

Ratio Hampton Inn/Seaway
Savings

Polls *

Menu Options *

Our first decision is the $45 Premium All Day Meeting Package ($58.48 with tip and HST) or the $39 All Day Meeting Package($50.68 with tip and HST). Since the $39 menu is sandwiches and wraps for lunch and is only $8 less, I believe the consensus was the $45 menu. Our choice could depend on whether we want the Registration Fee to cover all or most of the expense or if we plan to charge a nominal amount (e.g. $25 or $30).

2024 Convention Planning

Contents

Contents

Post-Convention Report *

Action Items *

To Do *

Credentials Committee *

Completed Item

Date and time

Location *

Occasions by the Bay

Menu

Hampton Inn & Suites

Menu

Seaway Coworking

Menu

Registration Fee *

Agenda

Create Online Registration Page *

Candidates *

Constitution and Bylaws Amendments *

Price Comparison

Polls *

Menu Options *

Navigation menu