2025 CCCT AGM Agenda & Documents

Notice of Annual General Meeting 2025 – CCCTA

CARIBOO CHILCOTIN COAST TOURISM ASSOCIATION NOTICE OF ANNUAL GENERAL MEETING OF MEMBERS

TO THE VOTING STAKEHOLDERS:

NOTICE IS HEREBY GIVEN that the Annual General Meeting of the Cariboo Chilcotin Coast Tourism Association (hereinafter called the “Society”) will be held:

DATE: Saturday, October 18, 2025

TIME: 2:15 PM (Pacific Time)

PLACE: West Fraser Timber Room, Quesnel Arts & Recreation Center, 500 N Star Road, Quesnel, BC

For the following purposes:

To receive the reports of the Board of Directors of the Society;
To receive and approve the financial statements of the Society for the fiscal year ending March 31, 2025;
To elect directors to the board;
To transact such further or other business as may properly come before the meeting and any adjournment or adjournments thereof.

Notice of Annual General Meeting 2025 TA

Cariboo Chilcotin Coast Tourism Association Annual General Meeting Agenda

Call to Order
Appointment of Recording Secretary
Adoption of Agenda
Adoption of October 17, 2024 Meeting Minutes
Auditor’s Report – virtually by Vohora LLP
Chair’s Report – Shannon Lansdowne
Election of Directors
Questions from the Floor
Adjournment

AGM_CCCTA_Agenda 25

CCCTA AGM Meeting Minutes October 17, 2024

CCCTA Signed Financial Statements Year Ended March 31 2025

CCCTA Voting List as at September 30, 2025

Notice of Annual General Meeting 2025 – CCCTMA

CARIBOO CHILCOTIN COAST TOURISM MARKETING ASSOCIATION NOTICE OF ANNUAL GENERAL MEETING OF MEMBERS

TO THE VOTING STAKEHOLDERS:

NOTICE IS HEREBY GIVEN that the Annual General Meeting of the Cariboo Chilcotin Coast Tourism Marketing Association (hereinafter called the “Society”) will be held:

DATE: Tuesday, October 7, 2025

TIME: 1:30 PM (Pacific Time)

PLACE: Virtually via TEAMS Join the meeting now

For the following purposes:

To receive the reports of the Board of Directors of the Society;
To receive and approve the financial statements of the Society for the fiscal year ending March 31, 2025; and
To transact such further or other business as may properly come before the meeting and any adjournment or adjournments thereof.

Notice of Annual General Meeting 2025 MA

Cariboo Chilcotin Coast Tourism Marketing Association Annual General Meeting Agenda

Call to Order – note session is recorded
Appointment of Recording Secretary
Adoption of Agenda
Adoption of October 17, 2024 Meeting Minutes
Auditor’s Report – Vohora LLP
Marketing Committee Report – Johannes Bodendorfer
Questions from the Floor
Adjournment

Updated Agenda: AGM_CCCTMA_Agenda 25

CCCTMA AGM Meeting Minutes October 17, 2024

CCCTMA Signed Financial Statements Year Ended March 31, 2025

CCCTMA Voting List as at August 30, 2025

CCCTA Board of Directors Call

Purpose of Board of Directors

The purpose of the Board, on behalf of the Cariboo Chilcotin Coast Tourism Association, is to ensure that the Association sets and pursues strategic direction to achieve its mission within legal and ethical boundaries and the Board’s policies.

Membership on the Board

The Board shall consist of not more than 9 Directors including the Chair, Vice Chair and Secretary/Treasurer and 3 sub-regional representatives, who are voted onto the Board at the Association’s Annual General Meeting for a two-year term.

Responsibilities

Developing the CCCTA’s strategic direction.
Communicating at the political level issues of concern to the CCCTA and maintaining appropriate political direction.
Appointing the CEO and monitoring his/her performance.
Providing counsel to the CEO.
Reviewing the CEO’s performance annually against the progress of the Strategic Plan and Board-approved policies.
Approving major policies and procedures i.e.: annual operating and capital budgets; annual financial statements; the CEO’s compensation.
Safeguarding the association’s resources.
Ensuring that communication and consultation with stakeholders is effective and appropriate.
Recommending appointment of external auditors and approving auditor’s fees.
Monitoring organizational performance.
Evaluating Board performance and submitting annual report to AGM.
Planning for Board succession (directors and officers).

The CCCTA board meets via conference call, web conference and in person at various venues throughout the region, travel expenses are reimbursable.

Positions to be filled

Sub-Regional Director – Director must reside in the sub-region and may only be nominated by the sub-region members.

Coast Sub-Regional Director
Chilcotin Sub-Regional Director
Director at Large
Director at Large
Director at Large (1-year term)
Director at Large (1-year term)

Nominations will be received up to October 10, 2025 as per the Constitution & Bylaws.

NOMINATION AND ELECTION OF DIRECTORS

8.1 The Nominating Committee is the Governance Committee. The committee shall meet and prepare a slate of nominations for the ensuing year. This slate may only include voting stakeholders of the Association that are in good standing.

8.2 No further nominations shall be accepted within 7 days of the AGM.

8.3 Candidates must be in attendance at the AGM for election or acclamation, unless the current Board Chair, Governance Committee Chair, and CEO (or their designate(s)) all agree that due to unusual circumstances such attendance be waived.

AND

2.2 Classes of Stakeholders

a) Voting: All stakeholders of the association that are in good standing and that have contributed financially or CCCTA approved in-kind, to the Association and/or the Association’s owned entities through participation in any project of the Association will be considered Voting Stakeholders for a period of 13 months from the time of the most current financial participation and will be entitled to vote at any annual, regular or extra-ordinary meeting of the association.

To be eligible as a director for the Cariboo, Chilcotin and Coast Sub-Regions (respectively), a nominee must reside in the Cariboo, Chilcotin and Coast Sub-Regions (respectively) and can only be nominated by stakeholders residing in the Cariboo, Chilcotin and Coast Sub-Regions (respectively).

The remaining Directors at Large may be nominated by any stakeholders.

Terms of the directors shall be two years in length.

To nominate a director, please fill out the following form: NOMINATION FORM

Please submit all nominations to the CCCT office as below, if you have any questions regarding the nominations or eligibility you may contact the office, or the Nominating Committee contact Mike Retasket as below:

Email: nominations@landwithoutlimits.com

For more information, read the following: CCCTA Board of Directors Call