OTTAWA VALLEY BRANCH
BOARD OF DIRECTORS’ MEETING
3 January 2005
Dufferin Conference Room
Perth, Ontario
1. CALL TO ORDER
President Jim Piché called the meeting to order at 1:25 p.m.
2. RECORDING OF MEMBERS PRESENT
Jim Piché – President Anita Stang – Membership Chair;V-P
Len Johnston – Past President/Treasurer Gerry Stang – PSHCP Rep
Bill Irwin – Director Lynda Smith – Secretary
Ed Rockburne –PSHCP Rep Joe Zarb - Director
Judy Buehler - Director
Regrets: Arthur Etkin, Wendy McKay (Florida!), Larry Gray (Arizona!)
3. APPROVAL OF AGENDA
Motion to approve by Judy, seconded by Anita.
4. APPROVAL OF MINUTES
Motion to approve by Ed, seconded by Joe. Anita requested the Br. minutes be completed at a faster turnaround time. Lynda acknowledged the extreme lateness of the last minutes, and volunteered to pass on the secretarial duties, as other responsibilities often dictate availability of time available to complete minutes in a timely fashion. There were no volunteers at this time.
5. BUSINESS ARISING FROM MINUTES
Draft: Reimbursement of Expenses – Gerry: draft tabled under “New Business”.
6. REPORT FROM OFFICERS
President: Jim briefed Exec. on:
- Liability Insur. for the Branches: Insurer (Prolink) has been given the contract for National Board and all Branches (writeup in Bulletin 04-10);
- Regional Meeting: rescheduled to 7 Jan., with Anita, Len, Joe and Arthur attending;
- Christmas Luncheon: good luncheon, enjoyed by all;
- PerthCivitan Interclub Medical Bank Building: Jim, Anita and Gerry attended a recent Civitan meeting to present cheque. Copy of picture presentation to be included in Newsletter.
- Bulletin 04-11 distributed.
Treasurer: Len distributed the financial report, dated 21 Dec. 2004, showing a balance of $18,319.50. Approval was motioned by Len, seconded by Anita. Passed.
ING account (2.4% investment rate) in the process of being set up, with Len, Jim and Anita to have account # and password, once issued.
Membership Chair: Anita advised current membership is at 1270. She is following up on 54 non-payments from previous years, with a mailout. Current membership list is being updated (as per returned forms), and will be sent to Ottawa, once complete. Feedback comments on the AGM from recent mailout were read, and are to be included in the Newsletter.
Anita recommended that, should we hold the AGM in the fall again, we should definitely advise members that membership renewal will again be available on site.
Newsletter Chair: Judy advised Feb. 11 is cutoff date for On Guard inclusion. Items to be included in Newsletter include: picture of Civitan Club donation; list of new Exec.; members’ comments on AGM; Regional Meeting updates. Judy asked Exec. to contact her should they think of more ideas for Newsletter. Craig MacDonald (Ottawa Branch) is to be asked to include Judy on their Newsletter mailings also.
Website Chair: Joe advised he now has full access to the Branch website. He has some trouble with graphics, and he asked Exec. to forward suggestions to him. Jim requested that Joe print out full accessibility documentation, should Joe be unable to maintain the site in the future.
7. INTERMISSION
8. REGIONAL MEETING – 7 Jan. 2005
Branch attendees are: Len, Anita, Joe and Arthur (in place of Jim)
Marketing & Recruitment Initiatives Committee: Although Larry Gray has agreed to be the Branch rep on this committee, Anita will pick up the info, and pass on to Larry upon his return. Funding for Committee is coming from National Office, with concentration on Associate members, and also retired members who have never joined fsna.
National Resolution & Governance Committee: Arthur and Len’s names were put forward for handling of resolutions. Some concerns mentioned by President Jim were: Committee should be mandated by National Board; Presidents’ Conference needs to have some authority (change of ByLaws) in order to make them beneficial. Arthur’s name was put forward to Bob Gaynor for Governance, but no feedback to date.
9. NEW BUSINESS
1. Future Meeting Dates & Locations: next meeting is 7 Feb. in Smiths Falls. Len to confirm availability of Legion.
2. Draft of Members’ Expenses: Draft, as presented by Gerry, was amended to read: “Board members will be reimbursed at a rate of 37.5 cents per kilometer when using personal vehicles to conduct FSNA business (over 20 kilometers). Payment shall be made quarterly: namely January, April, July and October upon submission of expense claim.” Motion to accept by Judy, seconded by Bill. Passed.
3. 2005 AGM: Anita is to confirm availability and logistics of a. Almonte Civitan Hall or b. Almonte Curling Club for 18 May.
4. Donation to East Asian Charity: After discussion, it was decided to ask at the Regional Meeting re: a coordinated effort at National level to assist with the disaster fund.
10. ADJOURNMENT
Meeting was adjourned at 3:25 p.m.
(Minutes prepared by Lynda Smith)
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