Notice of General Meeting

The Board of Directors of the Big Game Records Club of British Columbia (the “Club”) has called a special General Meeting to be held on September 28, 2025 to vote on the following “Special Resolution”:

The following provision be deleted from the Constitution of the Big Game Records Club of British Columbia:

“MEMBER FUNDED SOCIETY

This society is a member -funded society. It is funded primarily by its membership to carry on the activities for the benefit of its members. On its liquidation or dissolution, this society may distribute its money and other property to its members.”

The effect of this special resolution, if passed, would be that the Club is no longer a member-funded society.

Meeting Date: September 28, 2025 beginning at 1:00 pm

Location: Greg & Marlene Sawchuck’s Residence

2962 Chapman Road,

Courtenay, B.C.

Canada V9N 9H3

Background

With the 19th Awards Banquet/Fundraiser scheduled for April 24-25, 2026 in Kamloops, B.C., the board is taking steps to rectify a problem that was brought to our attention by the Gaming Commission.   

In a review by the Gaming Commission of our April 2023 Auction/Fundraiser in Cranbrook, B.C., the finding of the Gambling Auditor / Compliance Officer was that the Club was not eligible for a Gaming License, quote; 

"1.     The organization is not eligible for a gaming event licence. The organization’s constitution specifies that it is a member-funded society which is funded primarily by its members to carry on activities for the benefit of its members. Societies that carry on activities for the benefit of their members are not operating primarily for charitable purposes and would not be eligible for a gaming event licence.

Section 6.14 of the Licensed Charitable Gaming Rules states in part, “Organizations that provide services exclusively to their own members or shareholders may also be ineligible.”

The Club’s ability to obtain a gaming license is critical to its fundraising efforts, and accordingly the Board of Directors undertook a review of the benefits of being a member-funded society to determine whether those outweighed the ability to obtain a gaming license.

After careful review, the Board determined that there were no material benefits to the Club’s members from being designated as a “member- funded” society. The potential benefits that the Board considered are as follows:

1.     The public has no right of access to a member-funded society’s financial statements:

2.     A member-funded society need not disclose director remuneration on the financial statements;

3.     Only one director is required for a member-funded society, and none need ordinarily be resident in BC;

4.     There are no restrictions on the number of board members employed by a member-funded society;

5.     The Society Act constraints on distribution of assets on winding up don’t apply to a member-funded society; and

6.     A member-funded society can be converted to a company.

The Board’s view is that none of these benefits apply to the Club:

1.     No member of the public has sought access to the Club’s financial statements, and in any event providing such access enhances transparency around the Club’s financial affairs;

2.     No directors receive remuneration, and if one did, it would be appropriate to disclose this on the financial statements in the interest of transparency;

3.     The Club’s bylaws already require a minimum of 5 directors, and the Club’s directors are ordinarily resident in BC;

4.     No board members are employed by the Club;

5.     The Club’s bylaws already include a constraint on the distribution of assets on a winding up; and

6.     It is extremely unlikely that the Club would ever be converted to a company.

In sum, the Board is of the view that the proposed amendment will not result in any loss of benefits to the Club or its members, will increase transparency around the Club’s financial affairs, and most importantly, will make the Club eligible for a Gaming License.

Members who wish to vote on the proposed special resolution should attend the general meeting at the time, date and location set out above.

As always, thank you for your continued support of the Club.

Board of Directors

Big Game Records Club of British Columbia