Dear ICCC Members,

Due to the constraints imposed by the COVID-19 pandemic, this year we shall be having ICCC’s AGM virtually, hence the meeting will be very different from past meetings and will have time constraints.

The AGM will be held on Saturday, September 26, using the Zoom video-conferencing service. The Meeting ID is [874 9775 7016] and the Password is [463496]. Members can access the meeting using the following link: https://us02web.zoom.us/j/87497757016?pwd=alpCZFdVeEVwZk9kV3VTY3BXLzQzZz09

R.S.V.P. Please reply to this email to confirm that you will attend. All participants must be pre-registered for the Zoom Meeting.

If you are unable to attend the AGM, kindly furnish your proxy for voting online: [https://copy.icccottawa.org/agm-2020-proxy-form/.]

Note re Proxy: The AGM 2018 adopted a resolution that i) a member may only collect a maximum of two proxies from other members [this limitation is waived in case of a family]; ii) the members’ proxies will not count to determine the quorum for the meeting, and iii) your proxy will only count towards voting for the resolutions.

In addition to the Notice of the AGM and Agenda (see below), we are sending out some standard reports (Minutes of 2019 AGM – Click here, 2019 Financial Statement – Click here) with this email. Everyone should review them in advance, so that we can utilize the time at the AGM more efficiently.

Sincerely,

Chandra Vaidyanathan and Virbala Acharya
Secretaries, ICCC
613-741-9056
613-878-9437 (Cell)
secretary@copy.icccottawa.org

Attachments
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Notice of ICCC’s 2020 Annual General Meeting
Event: Annual General Meeting (AGM 2020)
Attendees: Life Members (voting members) of the ICCC
Date & time: Saturday, September 26, 2020, at 2.00 – 5.00 pm
Location: Virtual Meeting, to be held on Zoom.

Agenda
2.00 p.m. – 2.30 p.m.
Registration and familiarization with the technical system and meeting protocols – (Zoom Host)
All members are requested to be on the Zoom system by 2.00 p.m.

2.30 – 5.00 p.m. AGM proper
1. Meeting called to order and confirmation of the Quorum – President/Secretary
2. Discussion and Approval of the Minutes of July 27, 2019 AGM – President
3. Highlights of ICCC activities for 2019-2020 – President’s Report
4. Discussion and Approval of the Financial Statement for FY 2019 – Treasurer’s Report

5. Election of 3 new Board Members – Sudesh Kanda (Chair, Nomination & Election Committee)
6. Any other Business – President
7. AGM Adjourned

Note: The Approval of an item requires voting upon a duly proposed and seconded Motion.

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Zoom Meeting Instructions
Chandra Vaidyanathan will be the Zoom administrator. Please follow the instructions below to join the meeting. If you run into any issues, please call or text Chandra Vaidyanathan at 613-878-9437.

Zoom installation instructions and house rules:
1. Make sure to have the Zoom Cloud Meetings app downloaded prior to the Annual General Meeting. You can download the app from either www.zoom.us (website), the Apple Store or the Play Store.
2. We strongly recommend that you use a laptop or tablet for Zoom.
3. You will need to create an account and sign into your zoom account to join the meeting.
4. There is a waiting room, just give it a couple of minutes and the Zoom administrator will let you in shortly. Make sure to click on the “Join with computer audio” option.
5. To make things seamless and easier, everyone will be muted to avoid any sound disruption as this meeting will consist of many members.
6. Please only use the chat for questions and comments related to the discussion.
7. If you have any questions, you can write it in the chat which will be constantly monitored by the Zoom administrator. We will do our best to answer the questions, however the goal is to get through our Agenda.
8. We encourage the use of the “Reactions” (“clap” emoji and “thumbs up” emoji) whenever you would like to show support.
9. Please note that the AGM will be recorded.
10. We would appreciate it if everyone can have their videos turned on, unless the system starts lagging, in that case we will ask everyone to turn their videos off.
11. To leave the meeting simply click on “Leave Meeting.”

Zoom Meeting Details:
ICCC Ottawa is inviting you to a scheduled Zoom meeting.
Topic: ICCC AGM 2020
Time: September 26, 2020 02:00 PM EST

Join Zoom Meeting
https://us02web.zoom.us/j/87497757016?pwd=alpCZFdVeEVwZk9kV3VTY3BXLzQzZz09
Meeting ID: 874 9775 7016
Passcode: 463496

Additional Zoom features for Android:
https://www.youtube.com/watch?v=78fn4r6fhns

Additional Zoom features for Apple iPad:
https://www.youtube.com/watch?v=IFB0x1iVTU0