Extraordinary Resolution to Amend the UBCM Bylaws to Provide the UBCM Executive with the Authority to Enable a Virtual Annual General Meeting and Annual Convention

Whereas the 2020 UBCM Convention and Annual General Meeting are being conducted in a virtual format as a result of the provincial state of emergency being declared due to the COVID-19 pandemic and the prohibition on mass gatherings that was issued by the Provincial Health Officer; And whereas the special Ministerial Order 168 authorizes the holding of the UBCM Convention and the Annual General Meeting in a virtual format and allows the Executive to: - hold a virtual AGM and Convention; and - amend existing rules, procedure and processes and establish new ones to permit UBCM to conduct voting and other in person processes in a virtual setting; the Order; And whereas the Order will expire following the 2020 Convention and given the uncertainty with respect to the length of the state of emergency and prohibition on mass gatherings, the Executive is considering how to conduct future Conventions: Therefore be it resolved that the UBCM Bylaws be amended to provide the UBCM Executive with the authority to hold a virtual Convention and AGM in the future should the same or similar state of emergency situation arise, making it impractical for UBCM members to meet in person; by adding the following new sections 10. j, k, l, m to the UBCM Bylaws as follows: 10. DUTIES AND POWERS OF EXECUTIVE j Notwithstanding anything to the contrary in these bylaws or any policy, rule, or procedure adopted by UBCM, if a situation arises, such as a state of emergency, that prevents the Annual Convention from being held as an in-person event at a physical location, the Executive may mandate that the Annual Convention be held as a virtual convention conducted and attended via alternative communications medium a Virtual Convention. k Should the Executive elect to hold the Annual Convention as a Virtual Convention, it will notify members in accordance with these bylaws. l A Virtual Convention will, where possible, be conducted in accordance with the requirements of these bylaws and any applicable policy, rule, or procedure adopted by UBCM. However, where the Executive determines that adhering to a requirement, policy, rule or procedure at a Virtual Convention is either impossible or would, in the Executives sole opinion, be very difficult or impractical, the Executive may provide an alternative requirement, policy, rule, or procedure suitable to the Virtual Conventions format. m Notwithstanding the foregoing subsection, the Executive will conduct the following business at a Virtual Convention: - publish the previous fiscal years financial audit and report thereon, appoint an auditor or auditors to hold office until the next Annual Convention; - elect Officers and the Executive; - vote on Annual Resolutions; and - such other business as the Executive in its sole opinion deem necessary.