OTTAWA VALLEY BRANCH
BOARD OF DIRECTORS’ MEETING
20 July 2009
Perth Restaurant, Perth, Ont.
- CALL TO ORDER
Jim Piche called the meeting to order at 1:30 p.m.
- RECORDING OF MEMBERS PRESENT
Jim Piche, Bill Irwin; Ed Rockburne; Lynda Smith; Larry Palmer; Doug Schoular; Chuck Parent; Arthur Etkin; Steve Fahie; Len Johnston; Judy Buehler
Regrets: Larry Gray
- APPROVAL OF AGENDA
Agenda approved by Judy, seconded by Ed. Passed.
- APPROVAL OF MINUTES
Motion for approval of amended minutes of June 15, 2009 (# formatting to be corrected) by Chuck; seconded by Len. Passed
- BUSINESS ARISING FROM MINUTES
- ING: Jim advised Ing was sending out account statements, which will need to be forwarded to Doug for previous years’ audits. New signing cards need to be updated also.
- LIMITED USAGE FOR DRUGS UNDER THE ONTARIO HEALTH CARE PLAN: Ed provided a report, which was forwarded to Judy for inclusion in next Branch Newsletter.
- AMENDMENTS TO BRANCH COMMITTEES’ DRAFTS: Jim advised drafts were sent 16 June. Jim was asked to resend to Steve for posting on the Branch website & also to Lynda. [Reminder: Jim requested these Branch Committees drafts be included for approval at the AGM. Copies of same are to be provided for all.
- AGM Update:
- Bill: Bill and Len are to coordinate to confirm availability of MOT rep for main speaker, and request CAA brochures.
- Jim: confirmed no wireless router is available at Civitan Club; advised 8 foot screen & projector are available.
- Lynda: advised staff from CCAC and Lanark County Mental Health Unit are willing to set up displays on 16 Sept., and also provide 15-30 minute presentations, if time permits. No response from the Alzheimers Society received to date.
- Steve: would like to show our website, giving a brief outline of same.
- REPORTS FROM OFFICERS
President: - Jim: provided an overview of Convention & background of new President: new Bylaws will be ready for next convention; supreme governing body issue was clarified; distributed Branch Benchmarking highlights collated by Ntl. Office for July 2009; and Jim expressed a need to look at having a Bereavement Committee within our Branch.
Jim also clarified that Ntl. Bd. has authority to carry out administration & management of the organization in between Congresses. Any deviation from policy must then be reported at next meeting to seek ratification.
Treasurer: Doug distributed Branch Income and Expense Statement covering Jan. 1/09June 30/09, showing a balance of $3498.65. Action will be taken to reimburse National’s portion of dues collected.
Doug moved adoption of report; seconded by Chuck. Passed.
Doug discussed having a professional audit completed. In a vote (6 for; 4 against), a professional audit will be actioned, once ING records to complete 2007 and 2008 financial statements have been received.
Website Manager: Steve advised ‘response form’ (allowing members to update: address; phone #; email address) has been put into place. Form also now allows for updates from outside Canada.
Membership: Steve gave a summary of WMS course he and Larry attended. He presented a Statistical Report, showing breakdown of Branch’s current 1478 members
- 856 DDS households & 156 NONDDS households;
- 466 double; 536 single & 10 Associate households;
- 117 NONDDS paid; 39 NONDDS unpaid for 2009 dues, as of 20 July 2009.
PSHCP: Ed advised of an inquiry received: member applied for and received Dental Plan coverage, only to be cancelled 4 months later as his govt. dept. had gone private. Member was advised to pursue this issue with National Office. Jim requested details of situation as he would like to follow up on this issue also.
Secretary: Confirmation verified that 2008 AGM Minutes & schedule for Election of Officers are to be resent to Jim for collation of AGM agenda paperwork.
Newsletter: Items to be included in next Newsletter: Jim’s notes to be forwarded to Judy; reminder to provide current email address and visit our website.
- INTERMISSION - none.
- CORRESPONDENCE – none.
- OLD BUSINESS
DUES STRUCTURE BREAKDOWN: Doug advised Branch’s net share of dues was incorrect for 2006 & 2007 – statement should have shown $11.76 remained with Branch (not $13.76, as he had been advised).
BMO STATEMENT: Doug advised $4.65 remains in the account. He then asked Len to close out the account.
- NEW BUSINESS
AGM:
1. Judy provided cost breakdown for: food ($12.00/person + taxes); projector/screen rental - $50.00; hall rental - $100.00. Motion to cover all costs was made by Ed; seconded by Bill. Passed.
2. Judy confirmed she hoped to have final numbers of attendees at least 1 week prior to AGM.
3. Judy confirmed dates for final AGM items to her is 5 Aug., + need for mailing labels from Larry Palmer by that date; finalization of Agenda by Aug. 7, with mailing to be completed by ARC Industries by Aug. 12.
4. Jim to follow up with arrangements for head table/chevron setup for AGM.
5. AGM Registration :Setup will be discussed at Aug. meeting.
6. AGM Doorprizes: FSNA golf shirts were presented to NATIONAL Convention participants.
Discussion ensued on whether to purchase same for Exec. to wear at AGM meeting (vote was: 5 for purchase; 4 against). Carried.
Motion to spend up to $750.00 made by Steve, seconded by Ed for: up to 24 golf shirts (~$30.00 each) for Exec. who do not have one, with remainder given as door prizes; as well as FSNA hats. Passed.
Doug also asked about purchasing Emergency car blankets from Medoc (~$12.00) using as door prizes or selling at AGM.
Aug. 17 Meeting Arrangements: Lunch is to be at Thruway Restaurant in Carleton Place, followed by meeting at Zion-Memorial Church. Jim will coordinate Agenda. Volunteer to take minutes was left unresolved.
2007 AGM Minutes: Doug asked whether these had been sent to National Office. Lynda confirmed she had not sent.
Future Meetings: 16 September 2009 – AGM
16 September 2009, immediately following AGM
?? 21 September 2009, ?? 19 October 2009
- ADJOURNMENT
Meeting adjourned at 3:25 p.m
(Minutes prepared by Lynda Smith)
