HAWAIIAN CANOE RACING ASSOCIATION

AGM MEETING PROTOCOL

Saturday, December 5, 2020

Via Zoom

Check-in/Registration: 9:30-9:50 a.m.

Meeting Starts: 10:00 a.m.

Meeting

Each Association to meet in pods in locations where they have full WIFI and can see and be seen on a single screen, observing limits on # of people who can meet:

MOKU - 2 pods
OHCRA - 5 pods
HUI WAA - 5 pods
MCHCA - 2 pods
KOA - 1 pod
MCRA - 1 pod
KERI - 1 pod
MIKE - 1 pod
RESERVED - 1 pod

The Association reps will identify to Keri who is in each pod (which clubs and the club rep name) not later than November 30.

Each Association to provide a lead person for each pod. This person is likely to also be the designee to receive ballots and will need to have secondary access to phone/email to send in balloting results.

Balloting

In advance of the meeting, Keri will send to the association representatives the RR, bylaws, and officer ballots. They will be simplified ballots w/limited reference to each item to keep them to 1 page.

Balloting will happen on paper w/the designated person at each location responsible to tally the ballots and send in on the tally sheet the result for that pod. Tally sheets will be sent via email to two designees and cc'd to Keri. The paper ballots will need to be mailed to Keri for archiving following the meeting.

Relevant Deadlines

November 5: L/D to send out Notice of Meeting, RR and Bylaws. Board meeting to issue insurance payments due, set fees, go over details of meeting.
Monday, November 16: Last day to provide me with the name of any new club.
Friday, November 20: Last day to submit reports to go out with the meeting Dropbox.
Week of November 23: Packets to be assembled and shared w/reps to share with club reps. Due to it being an electronic meeting, NO LATE REPORTS will be accepted.
TBD: Test run meeting for all who wish to test their locations and computers.
Monday, November 30: Last day to identify by club and person each pod.
Wednesday, December 2: Last day for all payments to be received by Barb.