Notice of Annual Meeting of Members

CANADIAN ASSOCIATION OF BLACK LAWYERS

 

NOTICE OF ANNUAL MEETING OF MEMBERS

 NOTICE IS HEREBY GIVEN that the Annual Meeting of the members of the Canadian Association of Black Lawyers (“CABL”) will be held on Thursday, February 6, 2020 at 6:30 p.m. (Eastern Standard Time) for the following purposes:

1. To receive the financial statements for the fiscal year ended December 31, 2019;
2. To amend By-law 7.1 to permit notice to the membership for Executive positions;
3. To elect directors;
4. To appoint accountants;
5. To consent to the transaction of such other business as may properly come before the meeting or any adjournment thereof including, without limitation, the continuance of the Corporation under the Canada Not-for-profit Corporations Act.

IN-PERSON MEETING

At the offices of Fasken Martineau DuMoulin LLP

333 Bay Street

Suite 2400

Toronto, Ontario

 

ATTENDING REMOTELY

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Meeting ID: 839 787 966

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Phone number: 1 647 558 0588

 

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Former Members shall be entitled to bring their membership into good standing by paying the required membership fee online prior to the at the meeting and completing a membership form. You may also register for membership online on our website at www.cabl.ca.

 

A copy of the By-laws are appended to this Notice and will repeal the current By-laws. 2

Kindly R.S.V.P. to secretary@cabl.ca so that we may plan for refreshments. We look forward to seeing you.

DATED at Toronto this 16^thday of January, 2020.

CABL Board of Directors

 

PROPOSED AMENDMENT TO THE BY-LAW

It is proposed that there be an Amendment to By-Law 7.1 The proposal is to provide notice to the membership of those interested in an available Executive position, starting with the 2021 AGM. Further, it will allow the membership to vote by proxy for where there are contested positions.

 

Current:  

… All officers, other than the Chapter Presidents, shall be elected at the annual meeting of members. At each meeting of the board immediately following an annual meeting of members, the board will appoint any officer not elected at the annual meeting of members.

 

Proposed Amendment:

Any nominations for a person who is eligible to run for an Executive position other than Past President (President, Vice President, Secretary or Treasurer) shall be made to the current Secretary no later than three (3)  calendar days before the annual meeting of the members. The name of all persons will nominated for Executive positions will be posted for the members in advance of the meeting, on the national website or by electronic mail.

If there is only one person that provides notification within the prescribed time, the sole person will be considered acclaimed for the position.

If there are no advance nominations for an Executive position, then nominations can be made at the annual meeting.

Nominations can be made by the person who intends to run or a current member. A person may run for more than one executive position but may only hold one position. As such, that person may must decide prior to the annual general meeting which acclaimed position will be that person’s position on the Board. The remaining position will be available to any eligible person at the annual general meeting or thereafter.

 

Proxy Voting

Proxy voting shall be allowed for members who provide a written proxy in the form provided with the notice of meeting only.

COMMITTEES

 

AVAILABLE COMMITTEES 

Below are the committees that will be filled at the AGM for a term of one (1) year. Current members of committees are welcome to continue.

• 2020 Gala Committee: current members include Joshua Abaki, Bethany McKoy, Kyle Elliott, Arleen Huggins
• 2020 Annual Conference Committee: Led by the Director of Professional Development
• Chair of Mentorship and Mentorship Committee:To be an independent chair and committee, reporting to the Director of Professional Development
• Professional Development: Led by the Director of Professional Development
• Membership: Led by the Director of Membership
• Fundraising:Led by the Director of Fundraising
• Social:Report to Treasurer and/or Young Lawyers Division/Social Committee Director
• Advocacy and Litigation:Reporting President and/or Vice President

 

ELECTIONS

Attached is the election procedure for CABL which identifies the Board positions which are available.

Any individual who has been a member in good standing for two (2) of the last three (3) years may declare their candidacy for any of the available positions or nominate another member, in good standing, for a position.

If you cannot attend the In-Person Meeting, and would like to vote by Proxy, please email secretary@cabl.ca to request a Proxy form.

 

AVAILABLE POSITIONS

All of the following board members shall be elected at the Annual General Meeting (“AGM”) for a term of two (2) years.

• Vice President
• Secretary
• Director of Fundraising
• Community Liaison
• Director of Membership
• Young Lawyers Division/Social Committee Director

A description of the roles for each position can be found below.

 

The following board positions are appointed by virtue of the CABL By-laws:

• BC Chapter President
• Nova Scotia Chapter President
• Ottawa Chapter President
• BLSAC President – this is an ex officio board position with no voting rights

CONTINUING BOARD MEMBERS

The following are the board members who will continue to serve for the second year in their respective 2-year terms:

• President: Lori Anne Thomas
• Treasurer: Joshua Abaki
• Director of Communications: Kyle Elliott
• Director of Professional Development: Thelson Desamour

DECLARATIONS/NOMINATIONS

Declarations of Candidacy/Nominations for the Available Positions should be sent to at secretary@cabl.ca in advance of the AGM wherever possible.

Such nomination shall include the position the candidate is running for together with a brief biography; which biography may be circulated to the membership in advance of the election. Nominations will also be accepted from the floor at the AGM.

Presentations

Each candidate for an Available Position may, but is not required to, make a short presentation prior to voting.

VOTING

Voting shall take place by the raising of hands unless any member wishes to vote by secret ballot. In the event any member wishes to vote by secret ballot, all members shall vote by secret ballot. The Chair shall conduct the election and a volunteer from the membership shall act as scrutineer of the proceedings.

Proxy Voting

Proxy voting shall be allowed for members who provide a written proxy in the form provided with the notice of meeting only.

 

DUTIES OF THE AVAILABLE BOARD POSITIONS

VICE-PRESIDENT

1. PERFORM SUCH DUTIES AS THE PRESIDENT AND THE BOARD MAY ASSIGN AND AS OTHERWISE PROVIDED HEREIN;
2. OVERSEE AND COORDINATE THE ACTIVITIES AND REPORTS OF THEIR DESIGNATED AREAS;
3. ASSIST IN THE DEVELOPMENT OF PROGRAMS, AND ACT AS PROJECT MANAGER ON SUCH PROGRAMS;
4. ENSURE THE IMPLEMENTATION AND CONSISTENT APPLICATION OF POLICIES AS ESTABLISHED BY THE BOARD;
5. MAINTAIN A LIAISON WITH OTHER ORGANIZATIONS THAT PERFORM RELATED ACTIVITIES;
6. MAINTAIN RECORDS AND PROVIDE REPORTS RELATED TO THEIR ACTIVITIES;
7. RESEARCH AND MAKE RECOMMENDATIONS TO THE BOARD REGARDING FUTURE ACTIVITIES, DEVELOPMENTS AND ALTERATIONS OR MODIFICATIONS TO EXISTING PROGRAMS; AND
8. REPORT ON THEIR ASSIGNED DUTIES TO THE BOARD.

CHAIR YOUNG LAWYERS/SOCIAL COMMITTEE

1. PLAN AND ORGANIZE SOCIAL EVENTS FOR YOUNG LAWYERS AND THE WIDER MEMBERSHIP;
2. PRESENT AN ANNUAL BUDGET TO THE TREASURER;
3. ESTABLISH AND MAINTAIN A YOUNG LAWYERS NETWORK, INCLUDING LICENCING CANDIDATES;
4. BUILD NETWORKS WITH LAW STUDENT ASSOCIATIONS
5. REPORT ON THEIR ASSIGNED DUTIES TO THE BOARD.

COMMUNITY LIAISON

1. SERVE AS THE CHAIRPERSON OF THE COMMUNITY AND PUBLIC SERVICE COMMITTEE;
2. PLAN AND DEVELOP EVENTS, AND ACT AS PROJECT MANAGER ON SUCH EVENTS;
3. MAINTAIN A LIAISON WITH OTHER ORGANIZATIONS THAT PERFORM RELATED ACTIVITIES;
4. REPORT ON THEIR ASSIGNED DUTIES TO THE BOARD.

DIRECTOR OF COMMUNICATIONS

1. DISTRIBUTES COMMUNICATIONS TO THE MEMBERSHIP;
2. CREATES NEWSLETTER AND E-MAGAZINE; DUTIES INCLUDE CREATING CONTENT, EDITING, AND SOURCING ARTICLES;
3. MAINTAINS SOCIAL MEDIA WEBSITES; E.G. LINKEDIN, FACEBOOK ETC.
4. REPORT ON THEIR ASSIGNED DUTIES TO THE BOARD. 

DUTIES OF THE REMAINING BOARD POSITIONS

PRESIDENT

1. BE THE CHIEF EXECUTIVEOFFICER OF THE ASSOCIATION;
2. PRESIDE AT MEETINGS OF THE BOARD AND MEMBERSHIP MEETINGS;
3. APPOINT THE CHAIR PERSON AND MEMBERS OF EACH COMMITTEE, WHERE SUCH IS NOT SET OUT IN THE BY-LAWS;
4. APPOINT SUCH SPECIAL ASSISTANTS AND/OR CONSULTANTS AS HE OR SHE MAY DEEM NECESSARY AND APPROPRIATE. SPECIAL ASSISTANTS AND/OR CONSULTANTS SHALL SERVE WITHOUT COMPENSATION.
5. SERVE,EX OFFICIO, AS A MEMBER OF ALL COMMITTEES; AND
6. REPORT ON THEIR ASSIGNED DUTIES TO THE BOARD.

TREASURER

1. RECEIVE AND SUPERVISE THE SAFEKEEPING AND EXPENDITURE OF THE FUNDS AND INVESTMENTS OF THE ASSOCIATION;
2. CONFER WITH AND GENERALLY SUPERVISE THE PRESIDENT AND ADMINISTRATIVE STAFF OF THE ASSOCIATION AS TO THE METHODS AND PROCEDURES USED IN THE RECEIPT, COLLECTION AND SAFEKEEPING OF ALL FUNDS, AND THE PROCEDURES FOR DISBURSEMENTS;
3. REPORT ON THE FINANCIAL CONDITION OF THE ASSOCIATION AT ALL MEETINGS OF THE BOARD AND AT OTHER TIMES WHEN CALLED UPON BY THE PRESIDENT
4. MAKE THE FINANCIAL BOOKS AND RECORDS OF THE ASSOCIATION AVAILABLE FOR EXAMINATION AND AUDIT BY INDEPENDENT ACCOUNTANTS;
5. GENERALLY OVERSEE THE FINANCES OF THE ASSOCIATION;
6. SERVE AS THE CHAIRPERSON OF THE FINANCE COMMITTEE; AND
7. REPORT ON THEIR ASSIGNED DUTIES TO THE BOARD.

SECRETARY

1. KEEP THE MINUTES AND RECORDS OF THE ANNUAL MEETINGS AND ANY OTHER MEETINGS OF THE ASSOCIATION, AND THE BOARD;
2. RECEIVE AND KEEP AS THE PROPERTY OF THE ASSOCIATION, ALL PAPERS, ADDRESSES AND REPORTS TO AND OF THE ASSOCIATION;
3. GIVE ALL NOTICES REQUIRED;
4. SERVE, EX-OFFICIO, AS A MEMBER OF THE CORPORATE GOVERNANCE COMMITTEE AND THE ELECTIONS COMMITTEE; AND
5. REPORT ON THEIR ASSIGNED DUTIES TO THE BOARD.

DIRECTOR OF MEMBERSHIP

1. SERVE AS CHAIRPERSON OF THE MEMBERSHIP COMMITTEE;
2. MAINTAIN AN UP-TO-DATE MEMBERSHIP LIST;
3. KEEP THE ROSTER OF MEMBERSHIP OF THE ASSOCIATION AND ISSUE MEMBERSHIP CARDS;
4. ORGANIZE VARIOUS MEMBERSHIP DRIVES TO INCREASE THE NUMBER OF MEMBERS OF THE ORGANIZATION;
5. CO-ORDINATE WITH THE VICE PRESIDENT SUCH EVENTS AS TO INCREASE THE EXPOSURE OF THE ASSOCIATION;
6. CO-ORDINATE THE PAYMENT OF DUES WITH THE TREASURER;
7. REMIT ALL MEMBERSHIP FEES TO THE TREASURER;
8. REPORT ON THEIR ASSIGNED DUTIES TO THE BOARD.

DIRECTOR OF FUNDRAISING

1. SERVE AS A MEMBER OF THE FINANCE COMMITTEE;
2. KEEP TRACK OF FUNDING SOURCES;
3. DEVELOP AND IMPLEMENT FUNDRAISING STRATEGIES;
4. ASSIST IN THE PLANNING OF EVENTS;
5. COLLECT WITH THE TREASURER, FUNDS FROM VARIOUS EVENTS AND OTHER SOURCES;
6. REMIT ALL MONIES COLLECTED FROM FUNDRAISING ACTIVITIES TO THE TREASURER;
7. REPORT ON HIS/HER ASSIGNED DUTIES TO THE BOARD.

DIRECTOR OF PROFESSIONAL DEVELOPMENT

1. PLAN AND SUPERVISE THE ANNUAL CONFERENCE;
2. PRESENT AN ANNUAL BUDGET TO THE TREASURER;
3. ORGANIZE VARIOUS PROFESSIONAL DEVELOPMENT ACTIVITIES WITH THE ASSISTANCE OF THE DIRECTOR OF FUNDRAISING;
4. SERVE ON THE CONFERENCE COMMITTEE;
5. ESTABLISH AND MAINTAIN A MENTORSHIP NETWORK FOR THE MEMBERS OF THE ASSOCIATION;
6. REPORT ON HIS/HER ASSIGNED DUTIES TO THE BOARD.