Manitoba Wheat and Barley Growers Association
Annual General Meeting (AGM)
February 11, 2016
Victoria Inn Winnipeg,
1808 Wellington Avenue, Winnipeg MB
• Voter Registration and Buffet lunch
• Call to Order
• Introduction of Board and Staff
• Agenda Review and Approval
• Review and Approval of Minutes from previous AGM
• Chair Report (highlights)
• Financial Report/Approval
• Old Business – Proposed by-law changes for more inclusive future election procedures (Advance ballot proposal)
• New Business – Request for member support to proceed with the regulatory changes required to complete the transition of the Western Canadian Deduction to the authority and responsibility of Manitoba Wheat and Barley Growers Association as of July 31 2017.
(WCD proposal information)
• Election of Directors
• Open Discussion
• Ratification of Board Actions
Advance Ballot Voting Option
Background and Rationale:
MWBGA set out to find a cost effective method to increase member engagement and remove barriers to participation in director elections.
As proposed at the 2015 AGM, a governance committee was established with directors Dean Harder and Grant Dyck doing the background work to bring forward a number of options for full board evaluation.
The Board now proposes an approach where any member who is unable to attend the AGM to participate in the election of directors, can make a special request for a mail in ballot or an electronic ballot during an advance poll period. The ballots from the advance poll period will be counted with the in-person votes at the AGM election. Some by-law changes from our current by-laws are required to accommodate this more inclusive process.
With the approval of the required by-law changes this new process could be used for the 2017 election cycle.
We believe this approach provides all members with reasonable access to participation in director elections and encourages participation in the AGM in a prudent and cost effective way.
By-law changes required to introduce a special request advance ballot are outlined in the new by-law section 6.03. The current by-laws (all sections) are available for anyone who would like to review the original text. The revised section 6.03 also provides specific direction on the underlying changes required to support a new system. Download proposed By-law Section 6.03
Those changes include:
- Early nominations and cut-off to allow for an advance ballot
- Advance ballot request procedure and timeframe
o Mail in or electronic
- The appointment and responsibilities of a returning officer
- Methodology for conducting and reporting an in-person and advance ballot election at the AGM
Number of Directors and Length of Terms – Proposed
Background and Rationale:
Based on acceptance of the new special request advance ballot procedure the board would also propose a transition from 6 directors to 7 directors and from 2 year terms to 4 year terms with a 2 year offset. It is believed that the increase in board activity and workload requires more board capacity (particularly with responsibilities for both wheat and barley). The complexity of board issues also requires greater continuity than only two years and the incremental cost of the more inclusive election procedure would be spread over every second year rather than annually. The new by-law wording is provided in section 6.03.
A transition would take place as follows:
- 4 directors elected at the 2017 AGM for 3 year terms
- 3 directors elected at the 2018 AGM for 4 year terms.
- All future directors will be elected for 4 years terms every second year as the positions become available
o ie 2020 – 2022 – 2024 etc
Background and Rationale:
Based on the acceptance of the new special request advance ballot procedure the board would also propose that no director serve more than two consecutive 4 year terms. It is believed that this length of service provides the appropriate continuity and turnover for the board. The new by-law wording is provided in the attached material, section 6.03.
Be it resolved that the members of the Manitoba Wheat and Barley Growers Association authorize the proposed changes to by-laws as distributed prior to the 2016 AGM.
Motion – Dean Harder
Seconder – Grant Dyck
Majority Approved, 3 members in opposition CARRIED
New Business – Completing the Transition of the Western Canadian Deduction
Supporting Documentation and Resolution
In 2012 the federal government established a transitional Western Canadian Deduction to provide stable funding directly to; the Canadian International Grains Institute, the Malt Barley Technical Centre and to an important selection of public research initiatives administered through the Western Grains Research Foundation. (Including public breeding/variety development, core funding agreements and cluster projects)
Prior to 2012 an export levy on grain sold by the Canadian Wheat Board provided funding to these programs. A transitional Western Canadian Deduction check-off was established with the intention to provide an operational bridge until each newly established provincial grower commission and/or association, like MWBGA, would have the organizational capacity to assume those responsibilities.
The transitional Western Canadian Deduction check-off administrative agreement sunsets as of July 31, 2017.
Over the past year MWBGA has been working with the other cereal grower organizations that will be jointly assuming these responsibilities in order to ensure a seamless transition to this new era of governance. We have been in contact with the recipients of the Western Canadian Deduction funding to provide assurance that as long as they continue to provide extraordinary value to producers, there will be stability in funding to continue important long-term work.
The MWBGA is effectively proposing that as of July 31, 2017:
For Wheat – The 48 cent/tonne western Canadian Deduction plus the 52 cent/tonne MWBGA deduction will simply be collected as a $1.00/tonne single MWBGA check-off.
For Barley – The 56 cent/tonne western Canadian Deduction plus the 50 cent/tonne MWBGA deduction will simply be collected as a $1.06/tonne single MWBGA check-off.
We believe the proposed changes:
- Increase efficiencies and effectiveness with no new levy or check-off
- Strengthen Manitoba producers voice through more direct representation
- Provide continued long term stability to market development and public research programs that have, and continue to, serve producers effectively.
Be it resolved that the members of the Manitoba Wheat and Barley Growers Association authorize the Board of Directors to proceed with the regulatory changes that would be required to complete the transition of WCD to the authority and the responsibility of MWBGA as of July 31, 2017.
Motion – Drew Baker
Seconder – Robert Misko