OTTAWA VALLEY BRANCH
BOARD OF DIRECTORS’ MEETING

16 May 2006
Perth, Ontario

1.                   CALL TO ORDER   
President Jim Piché called the meeting to order at 1:27 p.m.

2.                   RECORDING OF MEMBERS PRESENT
Jim Pichẻ - President                                            Anita Stang – Vice President, Membership Chair          Len  Johnston – Past President/Treasurer     Lynda Smith – Secretary                                    
Judy Buehler – Newsletter Chair                       Bill Irwin – Director
Arthur Etkin – ByLaws                                       Gerry Stang
Larry Gray – Marketing Director

Moved by Anita, seconded by Len that Larry Palmer rejoin the Board of Directors.  Passed.

3.     APPROVAL OF AGENDA
Additions to Agenda included: a) software for Joe Zarb; b) Branch Donation Policy; c) Canadian Heartland Fund donation; d) Replacement of Anita as Membership Director.  Motion to approve agenda, as amended,  by Judy, seconded by Larry Gray.  Passed.

4. APPROVAL OF MINUTES
Corrections/changes included: 4.  “July” corrected to ‘Judy’; 6. Marketing: Larry confirmed date is May 18 – not May 19; 6. Under President’s Report, Jim inserted the words “Triennial Convention” in line 2, after the number 2007 on the emailed version; 7. line 2 – Jim requested removal of word “heated”; 7.  line 9 – Jim requested wording to be changed to include the word ‘of’ (Due to non-activity of …)   Approval to accept the amended minutes was made by Larry Palmer, seconded by Bill.  Passed.

5. BUSINESS ARISING FROM MINUTES

1. Fall AGM 13 Sept. 2006: to be held at Smiths Falls Civitan Club, beginning at 10:00 a.m.  Anita will provide estimate of costs for June meeting.  Judy and Bill have volunteered to assist Anita with arrangements.
2. Presidents’ Conference Report: Jim will provide hard copies of official report to Exec. for June meeting.  Anita will also provide her report on same.
3. Jan. 2006 Minutes: are unavailable.

6.       REPORTS

President:  Jim briefed the Exec. re: meeting with Bob Gayner prior to the Excom retreat, and attached a message from the Ntl. President on the meeting.  Exec. are to forward comments on governance to Jim.  Jim attended the Ottawa Branch AGM, where a speaker from  Medoc provided an informative session.

 Treasurer: Len tabled Br. Financial Report, dated 16 May 2006, showing a balance of $22,589.67  Motion for approval by Len, seconded by Bill.  Passed.  Len pointed out low interest accumulated on  BofM account, and advised funds will be taken from the Support Fund to cover per capita costs.  A thank you card was received from McMartin House for the Branch’s donation. 

Membership:  Anita advised membership currently stands at 1234.  Anita will be sending letters to members who have not yet renewed their memberships. 

 Newsletter: Judy circulated a draft of the Br. Newsletter to be sent out in June.  Bill requested correction to his phone number.

7.       INTERMISSION

8.       CORRESPONDENCE    Bulletin 2006-04 distributed.

9.       NEW BUSINESS

1. Director Recruitment:  Jim requested that Exec. actively seek out members for recruitment.   A new Membership Chair will be required as soon as possible to replace Anita.  Equipment and a brief review of the current program could be provided. 
2. Software for Joe Zarb: Jim will contact Joe directly to discuss means of monitoring website hits.

3. Branch Donation Policy: Lynda brought forth a number of questions to clarify the current policy
   . ·         SCOPE: Moved by Bill, seconded by Arthur, that donations must be of benefit to Ottawa Valley area members and seniors.  Passed.
   ·         Moved by Arthur, seconded by Anita that a Committee be established to: handle donation requests; ensure conformance with Branch Policy guidelines and present the requests to a Board meeting for approval.  Passed. ·         Moved by Arthur, seconded by Larry Palmer that the Branch NOT establish an annual amount of funds available for donations.  Passed.
   ·         Moved by Larry Gray, seconded by Anita that donation funds DO NOT need to be made more ‘visible’ to members.  Passed.
   ·               As a result of the above motions, a Committee was established, consisting of : Judy Buehler (Chair); Bill Irwin and Larry Palmer.  Alternate Committee member is Larry Gray
   ·               Jim will draft an amended Branch Donation Policy for next meeting.
   
   
4. Canadian Heartland Fund Donation Request: Moved by Judy, seconded by Larry Gray, that a donation of $500.00 be made to the Canadian Heartland Rural Emergency Health Care Fund Golf Tournament.  Passed.  

  10.    NEXT MEETING             

Next meeting is to be held Mon., June 12 in Smiths Falls.

  11.    ADJOURNMENT

Meeting was adjourned at 3:35 p.m.

(Minutes prepared by Lynda Smith)