OTTAWA VALLEY BRANCH
BOARD OF DIRECTORS’ MEETING

19 July 2010
Zion Memorial Church, Carleton Place

1. CALL TO ORDER
   Chuck Parent called the meeting to order at 1:25 p.m.

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

3. APPROVAL OF AGENDA
   Motion to approve Agenda for 19 July by Ed, seconded by Judy. Passed
   
   
4. MINUTES OF LAST MEETING
   Motion to approve Minutes of 21 June 2010 by Ed; seconded by Doug. Passed.
   
   
5. BUSINESS ARISING FROM MINUTES
   a) Donation in memory of Claude Edwards: Branch agreed National Office should provide a donation on behalf of all Branches, as motioned by Lynda, seconded by Steve. Passed.
   b) Branch By-Laws (to coincide with National Office): Exec. agreed this should be handled after AGM.
   c) Shoppers’ Drug Static Display: No update. Consensus was there are already sufficient displays for AGM.
   d) AGM Update:
   • Food: being handled by Judy & Bill (est. is $12-$14/person; ~ 100 attendees)
   • Agenda: Judy to prepare agenda for mailing (9:00 a.m. open; 10:00 a.m. start)
   • Poster Mailing: ARC Industries will handle mailing in Early Aug. (Jim; Judy). Steve is to provide labels/return labels for mailing (Steve). ~1000 legal size envelopes required (Jim).
     Notification via current email addresses will also be done (Steve).
   • Hall Arrangement: Chevron table arrangement for meeting; head table on floor; side tables for static displays; podium – Lynda.
     PowerPoint setup available for rent (from Computer Plus) – Judy to handle.
   • Speaker: Jim confirmed Richard Poersch, Ntl. Board Ont. Director, will speak for about ½ hour. Judy to also follow up with Perth/Smiths Falls Hospital Speaker Bureau, esp. on seniors’ post hospital homecare.
   • AGM Handouts: Agenda; Branch Report; 2009 AGM Minutes; 2009 Audited Financial Report. Jim will handle collation and printing of same (once Exec. reports have been received: 1 Sept. deadline).
   • AGM Posters: Judy to have 75 posters advertising meeting printed. Bill will handle general distribution, with Steve posting in Almonte area. Poster to include invitation to all receiving superannuation, as a recipient or survivor.
     
     
6. REPORTS FROM OFFICERS
   President – Although National Office has advised reports are due annually by May 15, Jim has again notified Ntl. (Paula Gilmour) that our AGMs are held in the fall (rather than Spring) to capitalize on attendance of our numerous Snowbirds. [Steve requested a copy of same be sent to Exec.]. Ntl’s request for membership update in calendar year will be looked into by Steve, based on files transferred from Larry Palmer. Lost members (dropped from Br.) needs to be included in report to Ntl. (Steve & Doug to coordinate.)
   
   Jim has requested that Ntl. send out a political affiliation list for: Branches to have contact info & to have a database established by Govt. Relations Director, Vera Yuzyk.
   
   Newsletter: Judy advised previous one was already mailed with last On Guard issue. Sept. issue is not done, as news can be included in AGM notification.
   
   PSHCP: Jim advised Health Benefits Office are setting up a website for healthcare research and advocacy: ongoing support and communications.
   
   ByLaws: Chuck advised ByLaws are in abeyance until after AGM.
   
   Treasurer: Doug distributed Financial Report dated to 30 June 2010. Activity for membership has been negligible. He advised 1st quarterly report has been sent to Ntl., and Exec. agreed 2nd one to be mailed after the AGM. Internet access costs of $780.78 include: Larry’s costs of $400.00 and Steve’s 3 year contract with RipNet ($230.00).
   
   With amendment to date change on balance line to 30 June, motion to approve by Doug, seconded by Chuck. Passed.
   
   Membership: Steve advised: total active members has decreased from 1463 (June) to 1457 (July); total regular households has dropped from 980 to 976; total non DDS households has increased from 122 to 129; DDS households has gone from 871 to 860; non DDS unpaid households has gone from 28 to 34. Steve will follow up with Ntl. to explain these discrepancies.
   
   Re: Membership Drive: Ottawa Branch will revise draft letter and mail to their 223 members living in our Branch area by 3rd week of July. Because we also have their mailing addresses, Steve will prepare a draft letter inviting these individuals to our AGM
   
   Prizes for AGM: Jim has: hats; pins and some T-shirts. Prizes to be discussed further in August.
   
   
7. INTERMISSION - none.
   
   
8. CORRESPONDENCE
   Bulletin 2010-06 distributed.
   
   
9. OLD BUSINESS
   a) Chairs for Branch Committees – pending.
   b) Membership Recruitment from Ottawa Branch: dealt with under ‘Membership’ Report.
   
   
10. NEW BUSINESS
    a) Recruitment to Br. Executive: Consensus was personal contact was most effective form of recruitment.
    b) Next Meeting: Steve will confirm whether Valley Heartland is available for 16 Aug.
    
    Future Meetings: Monday , 6 or 13 Sept. 2010
    AGM – Wed. 15 Sept. 2010 (Perth Legion)
    Br. Exec Meeting – Wed. 15 Sept. 2010 (following AGM)
    Monday, 18 Oct. 2010
    
    
11. ADJOURNMENT
    Meeting adjourned at 2:50 p.m.

(Minutes prepared by Lynda Smith)