Notice: Change of Annual General Meeting

Notice to Members: Change of Annual General Meeting

Note: This is an updated re-print of an email notice that was sent to all members as of June 23, 2022.

The Canadian Institute of Transportation Engineers (ITE Canada), the Canadian District of ITE, is a registered Canadian non-profit corporation and is governed by federal legislation. This notice is to advise members of ITE Canada that the Board has gained approval by Corporations Canada to delay the 2022 Annual General Meeting (AGM) to facilitate changing the regular meeting date to the first week of December in a virtual format on-going. Pursuant to this change, members were advised that a copy of the 2021 Year-End Financial Statements would be made available no later than June 30, 2022. At the subsequent AGM in December, statements up to and including the 2nd quarter will also be made available.

Why is this change being made?

Legislation requires that Canadian non-profit corporations hold their annual general meeting within six months of the financial year-end. ITE Canada’s current financial year-end is December 31st necessitating an AGM no later than July 1st. Traditionally, the AGM was held at the annual meeting in late May or early June.

In 2019, ITE Canada (then CITE), in cooperation with ITE, agreed to change the appointment of directors and executive officers to start their terms on January 1st. In the past, these terms would have begun at the AGM held in late May/early June. Given that directors and officers must be appointed at an AGM, there is currently a delay of six months from the appointment to the start of their term. Add to this that Section nominations for the ITE Canada Board often need to take place at their annual meetings, which are usually in November, there can be over a year wait for someone who has been nominated to the ITE Canada Board and when their term begins.

By moving the AGM to later in the year, the meeting will be better aligned with the Section nomination process and terms would begin shortly after appointment.

A New Financial Year-End

In order to meet legislative requirements in future years, the ITE Canada financial year-end will also be changed to August 31st, pending CRA approval, to facilitate holding the AGM within six months of the year-end.

The Next AGM

The Board will schedule the next AGM for the first week in December, 2022. By shifting to a virtual format, there will be more opportunities for members to attend the meeting. The meetings will be held in a meeting format (not a webinar) so that members are able to still interact with the Board. For the past two-years, ITE Canada has held virtual AGMs and the format has proven very effective at attracting better attendance.