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1400 NORTHUMBERLAND STREET, AYR, ONTARIO NOB 1E0



(519) 632-7413  1-800-265-8792   fax: (519) 632-8908
www.ayrmutual.com

MINUTES OF THE 123rd ANNUAL MEETING

Friday, March 3rd, 2017

Held at the Ayr Farmers Mutual Head Office, 1400 Northumberland Street, Ayr, Ontario

 

It was duly MOVED, SECONDED and CARRIED that Gerry Pullin be declared elected as Chair for this meeting.

The Chair called the meeting to order at 2:07 p.m.

As there was a quorum present, the Chair declared the meeting properly called and properly constituted for the transaction of business.

To keep with the Board’s focus on Board Governance and their desire to hold an effective and informative Annual General Meeting, Mr. Pullin informed the members that Ross Weber from Madorin, Snyder LLP will act as Parliamentarian for today’s meeting.

The Chair called on Corporate Secretary Dave Paterson to explain that; for the purpose of today’s meeting we would be referring to, and will be governed by, ‘Roberts Rules of Order’. Mr. Paterson then outlined the assembly rules.

Mr. Paterson read the notice of meeting that appeared in the Ayr News on January 4th, 2017 and January 11th, 2017, and as made available on the Ayr Farmers Mutual website.

The Chair asked for a motion to have the minutes accepted as recorded and as made available on the Ayr Farmers Mutual website.

It was duly MOVED, SECONDED and CARRIED that the minutes of the 122nd Annual Meeting of the corporation be accepted as recorded and as made available on the Ayr Farmers Mutual website.

Mr. Pullin provided the members with a report from the Board, noting that the Board’s continued focus is on governance and strategic planning in order to keep the company financially strong.

Mr. Pullin asked if there were any questions on the Board report. There were none. The Chair called on Treasurer Dave Paterson to present the Financial Report.

Mr. Paterson provided the members with an update on the financial position and statement of comprehensive income of the organization.

It was duly MOVED, SECONDED and CARRIED that the Treasurer’s Report be accepted as presented to the membership.

The Chair requested a motion for the appointment of the auditor, Graham Mathew Professional Corporation of Cambridge, Ontario.

It was duly MOVED, SECONDED and CARRIED that the firm of Graham Mathew Professional Corporation, chartered accountants of Cambridge, Ontario, be appointed as auditors for the year 2017.

The Chair called upon President & CEO Jeff Whiting to provide the members with the Management Report.

Corporate Secretary Dave Paterson was asked to review the nominations received within the prescribed time frame; those being from Elizabeth Baldwin, John Edgar and Jason Vernooy for a one year term; and Elizabeth Baldwin, John Edgar, Dave Thompson and Jason Vernooy for a three year term. Each candidate was then given the opportunity to address the meeting.

Following the nominees address, the Chair called upon Nominating Committee Chair Cathy Formica to provide the report from the Nominating Committee.

The Chair called on Mr. Paterson to review the election process for the one year term with the members.

Mr. Pullin requested a motion to appoint a scrutineer for the elections.

It was duly MOVED, SECONDED and CARRIED that Mike Arndt of Graham Mathew Professional Corporation of Cambridge Ontario be appointed as scrutineer.

Mr. Pullin declared the meeting recessed at 3:13 p.m. for voting and ballot counting for the one year term.

Mr. Pullin reconvened the meeting at 3:44 p.m. and requested Mr. Paterson to announce the successful candidate for the one year term.

Mr. Paterson announced the successful candidate as being Jason Vernooy. Mr. Vernooy addressed the membership.

The Chair called on Mr. Paterson to review the election process for the two three year terms with the members.

Mr. Pullin declared the meeting recessed at 3:47 p.m. for voting and ballot counting for the two three year terms.

Mr. Pullin reconvened the meeting at 4:14 p.m. and requested Mr. Paterson to announce the successful candidates for the two three year terms.

Mr. Paterson announced the successful candidates as being Elizabeth Baldwin and Dave Thompson.

Mrs. Baldwin and Mr. Thompson each addressed the membership.

Mr. Pullin requested a motion to have all ballots destroyed and the scrutineer be discharged from his duties.

It was duly MOVED, SECONDED and CARRIED that all ballots be destroyed and the scrutineer be discharged from his duties.

The Chair asked if there were any further questions to come before the meeting.

The chair of the nominating committee answered questions around the nominating committee make-up and recruitment of candidates.

As there were no further comments or questions, Mr. Pullin thanked everyone for attending and requested a motion to adjourn the meeting.

It was duly MOVED, SECONDED and CARRIED that the meeting stands adjourned at 4:17 p.m.

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