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FSNA Ottawa Valley Branch
Board of Directors Meeting, 27 April 2010
Valley Heartland, Smiths Falls

1. CALL TO ORDER
   Jim Piché called the meeting to order at 1:15 p.m.
   

2. RECORDING OF MEMBERS PRESENT
   Jim Piché, Doug Schoular, Ed Rockburne, Bill Irwin, Chuck Parent, Judy Buehler, Steve Fahie, Larry Palmer, Len Johnston
   Regrets: Lynda Smith, Larry Gray
   

3. APPROVAL OF AGENDA
   Motion to approve agenda by Ed Rockburne, seconded by Doug Schoular.
   

4. APPROVAL OF MINUTES
   Motion to approve minutes of March 15, 2010 by Len Johnston, seconded by Judy Buehler.
   

5. BUSINESS ARISING FROM THE MINUTES
   a) Newsletter – President's Report for next issue -
   Judy said the deadline for items to be included for the next On Guard issue is May 7. It was decided we need at least a one-page Branch Report that would include the preliminary details of the Annual General Meeting in September. It could also include some details about the upcoming Congress in Halifax, and an update on the court case now in the Ontario Appeal Court process. Jim said he would try to provide a short President's Report for the issue.
   
   b) Recruitment – re campaign to recruit area members who belong to other FSNA branches:
   An attempt to recruit members who live in the OV region but are members of the Ottawa branch has been done before, and the letter of recruitment should be on file.
   To proceed with this, Steve will contact Camille Guérin of the Ottawa Branch to ensure they have no objections.
   

6. REPORTS OF OFFICER
   President:
   Jim distributed copies of the Bulletin for Branches from National for the months of November 2009 through March 2010. He also provided 2 cheques to Doug, one from National for non-DDS dues received, and one from an individual member.
   Jim circulated a copy of the insurance policy with Lombard Canada that is in force to cover liability for Branch Directors. This policy is provided through the National Association.
   He also thanked the group for handling the meeting last month, in his absence.
   Treasurer:
   Doug said he did not have a formal treasurer's report, but that we currently have about $5000 in our current account, plus the $2200 cheque just received from National, and that we owe about $1400 to National for the non-DDS dues received. The ING account also has a balance of around $18,000. Doug was provided with the password to access the ING account online by Jim
   Membership:
   Larry said there are 34 unpaid members, and emails have been sent to 17, with 3 resignations resulting. The other 17 will be sent notices by regular mail.
   Larry explained that he will be unable to fulfil his Membership Chairman duties due to his extensive travel plans. Steve has agreed to assume the Membership Chairman role since the web site workload is now minimal. Larry will remain as backup for Membership Chair duties.
   PSHCP:
   Ed reported he has dealt with about 5 enquiries over the last few months, and that they were pretty well resolved at this time. There was some discussion about what is covered by Medoc insurance while outside of Canada. Len suggested we have someone from Medoc address the membership at the next AGM.
   Newsletter:
   Judy reported a May 7 deadline for Branch Report items, which can include items on our Fall AGM, the National Congress, the court case appeal, and a call for Branch volunteers.
   Steve suggested we have a Post Office Box as our Branch address.
   Motion by Judy Buehler to establish a PO Box as the Branch address, seconded by Larry Palmer, carried. Steve will look into costs and provide the new mailing address to Judy before the Branch Report deadline.
   Website:
   Steve reported little activity with the website, a notice regarding Sun Life's email to those who have a Sun Life signon has been added to the News page.
   

7. CORRESPONDENCE:
   None.
   

8. OLD BUSINESS:
   a) OVB FALL AGM 2010
   The following was determined:
   Date: September 15
   Place: Perth Legion (Lynda to confirm)
   Announcement timing: 30 days notice to members if possible, but minimum of 14 days is required.
   Reports: All Directors should supply a Director's Report to Jim 2 weeks prior to the AGM, so he can include them in the AGM Agenda.
   Food: Bill and Judy will coordinate. A guideline of $12/person was suggested, including morning coffee/snacks and lunch.
   Judy reported that a projector can be rented locally at a reasonable cost.
   Businesses: (Static Displays): Lynda was suggested as the coordinator for static displays.
   Guest Speaker: Either a MEDOC representative or the new Executive Director for FSNA, or both, were suggested as keynote speakers.
   

9. New Business:

• Ottawa Branch AGM: Jim reported that he and Steve attended the Ottawa Branch AGM on April 19. Sylvia Ceacero, the new Executive Director for FSNA, provided the keynote speech. MEDOC, among others, had very informative displays.

• Branch Bylaws: Jim reported that it will be necessary to align our bylaws with the new National Bylaws, which will be presented for approval at the National Congress in Halifax.

• FSNA Congress: Jim will be attending the National Congress in Halifax, with Regional meetings being planned in advance.
  Motion by Larry Palmer that the Branch approve funding to share in the cost of a common hospitality room at the Congress for our Region, seconded by Chuck Parent, carried.
  Jim will review some of the resolutions that will be presented at the Congress, and discuss them at our next Directors Meeting in May.

• Regional Meeting May 27: Jim will attend with thoughts on the Congress resolutions, Chuck will attend also.

• Other Business: Jim thanked Larry for all his work on the membership since taking over, and for leaving the Membership in such good shape at this point. Agreement by all.
  

10. Next Meeting:
    The next BOD meeting for the OV Branch will be in Carleton Place on Monday May 17, with lunch at the Thruway Restaurant. Doug will coordinate.
    Future meetings not determined.
    

11. Adjournment:
    Motion by Chuck Parent to adjourn, seconded by Ed Rockburne, carried.

(Minutes prepared by Steve Fahie)