2009 TorIX Board of Directors Elections and Annual General Meeting

Meeting Location: Cisco Systems, Bay/Wellington Tower, 3500-181 Bay Street, Toronto, Ontario.
Meeting Date/Time: June 25th, 2009 - 2:00PM EDT - 4:00PM EDT.
Conference Bridge details to be announced.

A copy of the by-laws are available at http://www.torix.ca/election/bylaws.

Information regarding the election is available on the TorIX website at http://www.torix.ca/election.

The AGM agenda will be posted in this space in the near future.

Jason Lixfeld
Secretary, Toronto Internet Exchange Community

Election Information

• The current board consists of seven seats.
• Directors need not be members.
• Directors are elected for a term of 2 years.
• Each member is entitled to one vote (see membership information below for more information).
• A returning officer will be appointed to oversee the election and report to the current Board of Directors.

Election Timeline

Voting Information

• In addition to voting in person at the AGM, members may cast ballots online during the AGM and by proxy.
• Additional details to follow.

Candidates

• Candidates may be nominated by any member and may self-nominate.
• Nominations shall be submitted via e-mail to nominations@torix.ca by the deadline stated above. The returning officer will confirm all nominations by e-mail.
• Candidates are asked to include their Name, Affiliation (if any), E-Mail Address, and Phone Number. Please also indicate whether or not you would like your e-mail address posted on the election website.
• You are encouraged to provide a written statement in your email which will act as your introduction to the members to say a little bit about yourself and send whatever message to the membership that you feel is appropriate. This statement can be as long or as short as you wish. A photograph is also encouraged, but not necessary.
• All nominations must be received by the end of the Call for Nominees date.
• Candidates, along with their statements and photographs will be posted to the TorIX election website as their nominations are confirmed http://www.torix.ca/election/candidate.php.

Member Information

The definition of a member of TorIX is defined in the by-laws as follows:

"Membership in the Corporation shall be limited to persons interested in furthering the objects of the Corporation and shall consist of anyone who has agreed to peer on the network application point (.NAP.) at 151 Front St. W, Toronto, Ontario and has received the approval of the board of directors of the Corporation."

• In order to vote, each voting organization must be an approved member of The Toronto Internet Exchange Community.
• All membership requests and modifications will be forwarded to the board for approval.
• Membership information can be reviewed and changed at https://portal.torix.ca in Information > Membership.

Agenda

1. Welcome and Introductions
2. Approval of Agenda (Motion Required)
3. Board Updates
4. Future of the Exchange - Exchange Commercialization
5. By-Law Revision Discussion (Motion Required)
6. Election of Board of Directors (Motion Required)
7. Other Business
8. Adjourn

Background Material:

Item (4)
During the previous board term the board was approached by private organizations inquiring if TorIX would entertain the concept of either the entire or a portion of the exchange being outsourced/absorbed.
After much discussion the board decided that it did not have a mandate to properly consider such proposals without consultation of the membership.
The board wishes to solicit input from the membership on this topic. No definitive action is sought from this session.


Item (5)
Stemming from the planning of this election the board has identified several areas where our current by-laws are not ideal for the organization. The board proposes the following changes to the by-law:
- Staggered Voting System
Directors would be elected for 2-year terms on a staggered basis. Elections would be held annually to elect 50% of the board.
- Online Election
Currently the bylaws require that the election be done ~Sin person~T at an Annual General Meeting. Many peers are now not local to Toronto meaning they either need to travel to the meeting or participate remotely, which is not always ideal. The process is also cumbersome.
The new system would set a fixed election schedule that would be held online using an electronic ballot.
- Removal of Proxies
Assuming Online Elections are passed and given the allowance now for remote participation in meetings the board feels that proxies should no longer be allowed.
- Other Changes
Other minor changes have been made upon review to streamline the organization based on experience. Some language that was not applicable was removed.

Last Updated: June 23, 2009