T A K E N O T I C E there shall be an ANNUAL GENERAL MEETING of T R E N T R A D I O - a corporation without share capital to be held, Sunday, 13 February 2000, 2 p.m. at the Jolly Hangman, Peter Robinson College Trent University, George St North, Peterborough, Ontario === AGENDA === 1.) President's opening remarks and setting of the agenda. Call the meeting to order. Ask if proper notice has been given, and ascertain that there is quorum (10 members). Then declare the Annual General Meeting duly constituted. Welcome everyone and draw their attention to the agenda. Ask if there are happy with it and tell them how you plan to run the meeting. 2.) MOTION to approve minutes of last Annual General Meeting held on 22 November 1998. 3.) PRESENTATION of Reports of the Directors, Committee Chairs, Staff and Officers. Namely: Board Development; Propaganda & Community Links; Social Secretary; Physical Plant; Spoken Word Archive; Membership & Fundraising; Music; Programme Director; General Manager; & President. MOTION to accept the reports of the committee chairs, staff and officers. Introduce each person giving a report ... ask them how long the presentation part will take. If there are questions or comments, make sure everyone has at least one chance to say what is on their mind. Beware of "repetition, deviation or hesitation" Keep things going in a friendly, tolerant and welcoming manner. Thank everyone for their report and for their questions and comments. 4.) MOTION to confirm all resolutions of the Board. Ask for someone to make and second the motion. 5.) PRESENTATION of Financial Statements for One Year Ending 31 August 1999 with an independent Financial Review. And if the Members see fit; a MOTION, to accept the Financial Statements as presented; and a MOTION, to appoint the auditor for the next fiscal year ending 31 August 2000. Ask for someone to make and second the motion. 6.) REPORT of the Nominating Committee and election of Directors As provided by the By Laws of Trent Radio, the Nominating Committee shall submit nominations to fill vacancies of the Board for consideration by the membership. The Nominees are; EMILY ADDISON, J GRANT BALL, ANDRA KELLY, AL KIRKCALDY, NANCY LOGGER, CLIFF RUTLEDGE & CHRIS TONELLI Further nominations may be made by any seven (7) members in good standing by delivering a nomination paper signed by them to the Secretary of Trent Radio not later than seven (7) days before the annual meeting. If more than seven (7) persons or such greater number as shall constitute a full board or increase thereof are nominated, an election by ballot shall take place at the annual meeting. Proper delivery shall be deemed to have been executed if a duly executed nomination paper is received by midnight, 06 February 2000 at Trent Radio House, 715 George Street North, by a responsible Trent Radio representative. The affairs of Trent Radio shall be managed by a Board of seven (7) directors, each of whom at the time of her/his election or within ten (10) days thereafter and throughout her/his term of office shall be a member of Trent Radio. Each director shall be elected to hold office until the next annual meeting after s/he shall have been elected or until her/his successor shall have been duly elected or qualified. Members of the Board of Directors shall be, at all times, Canadian Citizens, except when seen to be of exceptional benefit to Trent Radio and its direction, and an application for their membership is made to the Government of Canada. A majority of the Board shall be enrolled students of Trent University. Ask the SECRETARY if any further nominations were received. Ask the nominees if they are Canadian citizens and 18 years of age. Explain the broadcast regulations state that for corporations without share capital (like Trent Radio) at least four-fifths of the directors of the corporation, and the presiding officer (TR President) shall be Canadian citizens, resident in Canada, and of 18 years of age. This means that in TRadio's case one non-Canadian Board member is permitted. This out of the way, clearly propose how you intend to have the nominees present themselves to the membership. This would include time limits for presentation, questions and followup. Look to the nominees and the membership as a whole for agreement. Declare the presentation portion closed. Ask for a motion to elect the nominees. If it passes, ask for a motion to make the election of the nominees unanimous. Remind the new Board that they are required to appoint a President and Chair ... even if only until the next Board meeting. Suggest that they meet directly after the AGM. Wish them luck! 7.) Certain matter concerning Trent University This is an opportunity to discuss the above. You may ask that there be a time limit. If the time is exceeded, ask if the membership wishes to extend the time limit. 8.) Any other business This is an opportunity to bring forward information which could not be put forward earlier. 8.) MOTION to adjourn = = = Please note, that the Directors may elect to hold the first meeting of the new Board, either immediately following the Annual General Meeting, or at some future time, according to their wish. Also, all full time student of Trent University are members of Trent Radio. per Trent Radio Board of Directors: for Emily Addison