Annual General Meetings (AGMs) and Special General Meetings (SGMs)

Various documents for the Club's Annual General Meetings (AGMs) and Special General Meetings (SGMs) are available for these years:

1994 AGM - Wednesday, 28 September 1994

The following document related to the 1994 AGM is available:

  • Minutes (PDF)

1995 AGM - Monday, 18 September 1995

The following document related to the 1995 AGM is available:

  • Minutes (PDF)

1996 SGM - Monday, 22 July 1996

The following document related to the 22 July 1996 Special General Meeting (SGM) about the Constitution is available:

  • Minutes of SGM (PDF)

1996 AGM - Monday, 7 October 1996

The following documents related to the 1996 AGM are available:

  • Reports
    • President (PDF)
  • Minutes

1997 AGM - Wednesday, 1 October 1997

The following documents related to the 1997 AGM are available:

  • Agenda (PDF)
  • Reports
    • Membership Secretary (PDF) - John Galbraith
    • Equipment Officer (PDF) - Glen Marshall
    • Ski Coordinator (PDF) - Marie-Reine Jacques
  • Minutes (PDF)

1998 SGM - Thursday, 23 April 1998

The following documents related to the 23 April 1998 Special General Meeting (SGM) are available:

  • Agenda (PDF)
  • Formal notice of meeting (12 March 1998) (PDF)
  • Memorandum of understanding between OHOC and Ottawa Hostel (PDF)
  • Minutes of SGM (PDF)

1998 AGM - Thursday, 1 October 1998

The following documents related to the 1998 AGM are available:

  • Agenda (PDF)
  • Reports
    • President (PDF) - John Galbraith
    • Membership Secretary (PDF) - Rosemary Kinnis
    • Treasurer (PDF) - Monica Havelock
    • Snowshoeing Coordinator (PDF) - Brian Rochon
    • Skiing Coordinator (PDF) - Marie-Reine Jacques
    • Cycling Coordinator (PDF) - Louis Comtois
    • Canoeing Coordinator (PDF) - Gilles Charbonneau
  • Memorandum of Understanding (MOU) Between OHOC and the Ottawa Hostel (PDF)
  • Minutes (PDF)

1999 AGM - Thursday, 18 October 1999

The following documents related to the 1999 AGM are available:

  • Reports
    • President (PDF) - John Galbraith
    • Membership Secretary (PDF) - Rosemary Kinnis
    • Equipment Officer (PDF) - Thomas Geiger
    • Cycling Coordinator (PDF) - Robert Albota
    • Canoeing Coordinator (PDF) - Larry Brown
    • Treasurer (PDF) - Monica Havelock

2000 AGM - Tuesday, 17 October 2000

The following document related to the 2000 AGM is available:

  • Minutes

2001 AGM - Thursday, 22 October 2001

The following document related to the 2001 AGM is available:

  • Minutes (PDF)

Minutes - 2002 AGM - Wednesday, 9 October 2002

Wednesday, October 9, 2002
Ottawa Hostel Outdoor Club

Officers Present

Ken Zimmerman- President
Joan Ryan - Treasurer
Nancy Lee - Canoe Coordinator
Robert Albota - Vice-President
William Creelman - Snowshoe Coordinator
Erik Weibust - Hiking Coordinator
Ron McKinnon - Equipment Coordinator
Moira Duchesne - Secretary
Alison Jones-Seguin - Skiing Coordinator
Gerry Seguin - Cycling Coordinator

Regrets

Belinda Briones - Membership Secretary

Call to Order

Meeting call to order at 7:10 pm.

Acceptance of 2001 AGM Minutes. Motioned by Lorraine Parker, seconded by William Creelman. All in favour. Motion passed.

Reports

Membership Secretary - Report presented by Nancy Lee. OHOC has 285 members of those 145 are new members.

Equipment Coordinator - OHOC has a new storage room and an outdoor shed organized and built by OHOC members. The 9th floor storage will no longer be utilized to store equipment. There will be a new system to sign-out equipment. Action: New 2003 Executive to get ski equipment sorted out and get rid of old equipment as necessary. Ken to provide an email to members of all equipment available.

Treasurer's Report - Joan presented report.

Hiking Coordinator - Eric thanked all the Leaders who volunteered to lead day and week-end trips, special thanks to Treena Gravet who led 4 week-end trips.

Cycling Coordinator - Gerry presented report. Six was the average number of participants for day trips.

Canoeing Coordinator - New canoeing and camping equipment bought. Canoe Clinic was held in June and recommendation that 2 Clinics per season be held.

Skiing Coordinator - A 170 members participated in activities. It was a good skiing season with good participation.

Snow Shoeing Coordinator - Snow shoeing Clinic at beginning of the season was successful. OHOC bought 4 new snowshoes.

Social Coordinator - Various social activities were organized. Robert thanked all of those who participated.

President's Report - There was a 30% increase in membership, with 36 week-end trips, 2 leadership Training courses, the new shed was built, various Clinics offered to the members. Ken thanked all the Executive members for their involvement and participation. Nancy and Ken presented Certificates of Appreciation to outgoing Coordinators.

Ottawa Hostel - Wade Kirkpatrick spoke about the changes and growth within the Ottawa International Hostel. He thanked Ken and Nancy Young for work in spreading the news about the Hostel.

  • Memorandum of Understanding with Hostel - Copies of the agreement were distributed. Reduced parking fee is 5$. (Correction: 2nd page #5 should read…OHOC agrees to pay the OHI $4.00 for each OHOC Member).
  • Motion to accept MOU by Jim Fraser, seconded by Lorraine Parker. All in favour. Motion passed.

Budget - Joan presented 2002-2003 proposed budget.

  • Motion by Jim Burgess to accept budget, seconded by Jim Fraser. All in favour. Motion passed.
  • Canoe Rental Fees - Discussion around rationale behind no-rental fees versus re-instating rental fees. Members voted to have canoe rental fees for canoe trips except Evening Paddle.

Election of Officers

  • President - Ken Zimmerman. John Galbraith motioned, seconded by Lorraine Parker. Acclaimed.
  • Vice-President - Robert Albota. Ken Zimmerman motioned, seconded by Joan Ryan. Acclaimed.
  • Membership Secretary - Belinda Briones. Joan Ryan motioned, seconded by Ron McKinnon. Acclaimed.
  • Treasurer - Joan Ryan. Diane Vaillancourt motioned, seconded by Ken Zimmerman. Acclaimed.
  • Secretary - Moira Duchesne. Diane Vaillancourt motioned, seconded by Nancy Lee. Acclaimed.
  • Equipment Coordinator - Sue Bayly. Nancy Lee motioned, seconded by Ron McKinnon. Acclaimed.
  • Hiking Coordinator - Vacant.
  • Cycling Coordinator - Lorraine Parker. Joan Ryan motioned, seconded by Moira Duchesne.Acclaimed.
  • Canoeing Coordinator - Nancy Lee. Sue Bayly motioned, seconded by Diane Vaillancourt. Acclaimed.
  • Skiing Coordinator - Vacant. Allison will organize schedule until a new Coordinator is designated.
  • Snow Shoeing Coordinator - Danielle Bertrand. Joan Ryan motioned, seconded by Alison Jones-Seguin. Acclaimed.

Other Business

Constitution Amendment Number 1

CHANGE     BY-LAWS Article 3, Section 5 -Treasurer

From

(e) The Treasurer is authorized to advance a maximum of $200.00 for individual OHOC trips. However such advances may not exceed a total of $800.00 at any given time.

(e) The Treasurer is authorized to advance a maximum of $300.00 for individual OHOC trips. However such advances may not exceed a total of $1500.00 at any given time.  In addition, the Treasurer is authorized to advance a maximum of $200.00 to the Membership Secretary to cover mail out costs.

Rationale for the change

The current advance does not always cover the deposit required of the Trip Leaders. Increasing the advance will allow for a broader list of destinations. Increasing the total outstanding will allow for more concurrent trips during peak season.

Steve Jackson motioned to accept changes, seconded by Marie Reine Fournier. All in favour. Motion passed.

Amount for Canoe Rental Fees - Members voted to charge $3.00 for canoe rental fees per person per day.

Purchase of new canoe - Nancy Lee motioned that OHOC purchase a new Grumman canoe for a maximum of $1,000.00 to be taken from Reserve Fund. Sue Bayly seconded. Members voted to accept motion.

Motion to adjourn meeting by Jim Fraser, seconded by Gilles Charbonneau. Meeting adjourned at 9:10 pm.

2003 AGM - Monday, 6 October 2003

The following documents related to the 2003 AGM are available:

  • Agenda (PDF)
  • Reports
    • Membership Secretary (PDF)
    • Equipment Officer (PDF)
    • Equipment inventory (PDF)
    • Hiking Coordinator (PDF)
    • Cycling Coordinator (PDF)
    • President (PDF)
  • Memorandum of Understanding (MOU) between OHOC and Ottawa Hostel (PDF)
  • OHOC Communication Changes (PDF)

Minutes - 2003 AGM - Monday, 6 October 2003

Monday, October 6, 2003
Ottawa Hostel Outdoor Club

Officers Present

Ken Zimmerman- President
Joan Ryan - Treasurer
Nancy Lee - Canoe Coordinator
Robert Albota - Vice-President
Belinda Briones - Membership Secretary
Sue Bayly - Equipment Coordinator
Mag Carson - Hiking Coordinator
Moira Duchesne - Secretary
Lorraine England - Cycling Coordinator
Steve Jackson - Elections Coordinator

Regrets

Danielle Bertrand - Snowshoe Coordinator
Alison Jones-Seguin - Skiing Coordinator

Call to Order

Meeting call to order at 7:37 pm.

Acceptance of 2001 AGM Minutes. Motioned by Lorraine England, seconded by Sue Bayly. All in favour. Motion passed.

Reports

Membership Secretary

Report presented by Belinda Briones.

Equipment Coordinator

Sue Bayly presented her report.

Treasurer's Report

Joan Ryan presented her report.

Cycling Report

Lorraine England thanked all the leaders for organizing and leading day and week-end trips.

Hiking Coordinator

Mag Carson voiced her appreciation for all of the Leaders who have helped in making this season a success.

Canoe Coordinator

Nancy Lee presented her report and thanked all members who participated in the Spring Canoe Clean-up and all the leaders who led trips.

President's Report

  • Ken Zimmerman summarized coordinators report. See attached.  [Not available]
  • Memorandum of Understanding with Hostel – Copies of the agreement were distributed.
  • Motion to accept MOU by Sue Bayly, seconded by Leo Kerner. 1 abstained. Motion passed.

OHOC Communication changes

Ken presented proposed changes. A question and answer period followed.

Budget

  • Joan presented 2003-2004 proposed budget.
  • Motion by Chris MacDonald to accept budget, seconded by Lorraine England. 1 abstained, 2 against. All in favour. Motion passed.
  • See report. A question and answer period followed.

Election of Officers

President - Joan Ryan. Ken Zimmerman motioned, seconded by Belinda Briones. Acclaimed.

Vice-President - Ken Zimmerman. Sue Bayly motioned, seconded by Belinda Briones. Acclaimed.

Membership Secretary - Margo Gallant. Joan Ryan motioned, seconded by Belinda Briones. Acclaimed.

Treasurer - Annette O'Young. Mag Carson motioned, seconded by Ken Zimmerman. Acclaimed.

Secretary - Heather McQuarrie. Belinda Briones motioned, seconded by Nancy Parker. Acclaimed.

Equipment Coordinator - Sue Bayly. Ken Zimmerman motioned, seconded by Joan Ryan. Acclaimed.

Hiking Coordinator - Mag Carson. Nancy Lee motioned, seconded by Sue Bayly. Acclaimed.

Cycling Coordinator - Lorraine Parker. Chris McDonald motioned, seconded by Joan Ryan. Acclaimed.

Canoeing Coordinator - Kexing Lau. Nancy Lee motioned, seconded by Ken Zimmerman. Acclaimed.

Skiing Coordinator - Christopher Coupe. Mag Carson motioned, seconded by Lorraine England.

Snow Shoeing Coordinator - Danielle Bertrand. Belinda Briones motioned, seconded by Moira Duchesne. Acclaimed.

Service Recognition

Members leaving the Executive were presented with a framed recognition certificate.

Other Business

Some members requested that the weekly OHOC email updates is re-instated.

Hot Line - update the equipment.

Adjournment

Motion to adjourn meeting by Robert Albota, seconded by Belinda Briones. Meeting adjourned at 9:15 pm.

List of OHOC Members at AGM Meeting

See attached list.  [Not available]

2004 AGM - Monday, 5 October 2004

The following documents related to the 2004 AGM are available:

  • Reports
    • Membership Secretary (PDF)

Minutes - 2004 AGM - Tuesday, 5 October 2004

Tuesday, October 5, 2004
Ottawa Hostel Outdoor Club

Present

Joan Ryan - President
Ken Zimmerman - Vice-President
Annette O'Young - Treasurer
Heather Macquarrie - Secretary
Kexing Liu - Canoeing Coordinator
Christopher Coupe - Skiing Coordinator
Danielle Bertrand - Snowshoe Coordinator
Sue Bayly - Equipment Coordinator
Steve Jackson - Webpage Consultant
Margot Gallant - Membership Secretary

Call to Order

Meeting called to order at 7:12 PM.

Explanation of error in 2003 Account Balance Reports. (See attached Letter.)  [Not available]

Acceptance of 2003 AGM Minutes. Motioned by Tony Wellman, seconded by Danielle Bertrand. All in favour. Motion passed.

Reports

President's Report

In her report, Joan pointed out that it takes over 200 people to run a club, and this year there were over 200 separate incidents of people volunteering their time to get things done. Presidential "thank-yous" go out to the Hostel for taking all the queries and calls, for permitting our mailbox in the lobby and allowing us one common address, to all the leaders, to Steve Jackson for the website, Belinda Briones for the Hotline, Tony Wellman for the newsletter and advertising, Meg Carson for the info cards, hiking coord and certificates, Jim Burgess for hosting all the parties, John Galbraith, Jim Fraser, and Will Creelman for doing the leadership training.

Coordinators Reports

See the attached reports.  [Not available]

Budget

Annette presented 2004-2005 proposed budget for approval.

Note the budget is underspent $850 (lack of interest in leadership trg?) Discussion of $4 membership contribution to Hostel and value for money: storage for equipment, meeting space. There was discussion of return on investment re: info cards. The increased expense should be recouped in 2005-06 when we will not have to purchase more cards. This is a trial. The cards seem to go slowly now, this could be tracked better next year. Moved we adopt the budget as is, including fee increase. Rate hike next year considered unlikely, the variable is the insurance.

Motion by Jim Fraser to accept budget, seconded by Moira Duschesne. All in favour. Passed.

Election of Officers

President - Thomas Geiger. Joan Ryan motioned, seconded by Ken Zimmerman. Acclaimed.

Vice-President - Joan Ryan. Ken Zimmerman motioned, seconded Sue Bayly. Acclaimed.

Membership Secretary - Margot Gallant. Danielle Bertrand motioned, seconded Annette O'Young. Acclaimed.

Treasurer - Christina Delguste. Ken Zimmerman motioned, Kexing Liu seconded. Acclaimed.

Secretary - Position vacant.

Hiking Coordinator - Ken Zimmerman and Moira Duchesne. Danielle Bertrand motioned, seconded Margot Gallant.

Secretarial Note: As both cannot be members of the executive, it was thought one person could be the primary coordinator. This was put to vote. Ken Zimmerman is elected primary coord. John Galbraith motioned, seconded Chris Coupe. Acclaimed.

Skiing Coordinator - Chris Coupe. Shaelah Riddell motioned, seconded Joan Ryan. Acclaimed.

Equipment Coordinator - Sue Bayly. Moira Duschesne motioned, seconded Mark Hetherington. Acclaimed.

Cycling Coordinator - Raynald Charest. Joan Ryan motioned, seconded Kexing Liu. Acclaimed.

Snowshoe Coordinator - Position Vacant.

Non-Executive Members

Social Coordinator - Denise Cayer

Hostel Clean-Up Coord - Paula Tozier

Newsletter - Hard Copy Mail-Out - Shaelah Riddell

Newsletter Dist - Tony

Hotline - vacant

Secretary - vacant

? - Denis Garnier

Other Business

Constitutional Amendments

Amendment #1

There was discussion about the lack of drivers on short trips. There have been complaints about expenses charged for longer trips. The Assembly is asked to vote either for Option A or Option B. Option A acknowledges that the rate has been in effect since at least 1997 and proposes increases to the rate in line with cost increases over the last 4 years. Option B does not change the rate but allows for it to increase annually.

The vote on Option A is 18/26 in favour. Option A passed.

Amendments #2 - 9 were individually voted and passed.

Amendment #10

The interpretation is that past-President would be a non-voting position. Motion failed. For some, this amendment poses difficulties.

Amendments #11-13. Passed.

Adjournment

Attachments

OHOC AGM 2003

2004 AGM List of Attendees [Not available]

2004 AGM Coordinators Reports [Not available]

Letter Re: Error in Budget Items 2002-2003 AGM [Not available]

Minutes - 2005 AGM - Monday, 17 October 2005

Monday, October 17, 2005
Ottawa Hostel Outdoor Club

Executive Present

Thomas Geiger - President
Christina Delguste – Treasurer
Julia Buss - Secretary
Ken Zimmerman – Hiking Coordinator
Raynald Charest – Cycling Coordinator
Sue Bayly – Equipment Coordinator

Call to Order

Meeting called to order at 7:20 PM.

Agenda Amendment

The items Treasurer's Report and Approval of Budget were moved to the beginning of the agenda, directly after the Approval of Minutes from the 2004 AGM.

2004 AGM Minute Approval

Motion by Raynald Charest, seconded by Caroline Robitaille, to accept the 2004 AGM Minutes. All in favour. Motion passed.

Treasurer's Report and Approval of Budget

Christina Delguste presented for the Treasurer's Report for 2004-2005 and the proposed 2005-2006 budget. During the 2004-2005 fiscal year, the club had a deficit of $2133.55; however, the overall closing cash balance was $7611.72. The club spent 37.67% of the 2004 of revenue on insurance for the club.

Motion by Rob Burnfield, seconded by Raynald Charest, to accept the 2005-2006 budget with a correction to the "Overall Expenses" line from $7840 to $7850. All in favour. Passed.

Reports

President's Report

Tom Geiger reported that there were changes made to the hotline this year in order to streamline its use. Furthermore, there is a new editor for the newsletter and the website continues to be widely used. E-mail updates are being circulated at least biweekly to members.

Cycling

Raynald Charest reported that the cycling season was slightly shorter than last year. Also, in an attempt to increase participation, Sunday activities were held in July. This format may be tried again in 2005-2006. There was also a July 1st cycling trip and a safety workshop offered. Overall, 22 day trips (2 cancelled) and 5 weekend trips (1 cancelled) were offered during the year. There is a need for more cycling leaders.

Hiking Report

Ken Zimmerman stated that hiking was successful again this year. 63 day trips and 11 weekend trips were offered. A Leader Information Night was held this year as a new initiative to support leaders. 22 people attended. Ken thanked Moira and all leaders for their contributions.

Leadership Weekend Report

John Galbraith discussed the two Leadership Weekends held during the 2004-2005 year. New leaders attending the weekend are required to lead one activity during the following year. A leadership weekend is scheduled for November 2005 and tentatively for Spring 2006.

Equipment Report

Sue Bayly stated that all canoes have now been purchased from the hostel. OHOC now owns 10 canoes. Additionally, new equipment acquired includes waterproof flashlights, tarps, a bike pump and a bike rack. She suggests that next year OHOC purchases new snowshoes.

Social Coordinator

Denise Cayer mentioned that new guidelines for the Social Coordinator were put in place during 2004-2005. These rules mandated that there should be a maximum of three activities that are not associated with an outdoor activity per month and that social activities should not conflict with outdoor activities.

Denise also expressed concern that members who do not have e-mail access may not get information about social activities. It was suggested that members be encouraged to use the buddy system to obtain information if they do not have e-mail access.

Other Coordinators

The Snowshoeing, Skiing and Canoeing Leaders were not present to make reports.

Election of Officers

President – Thomas Geiger. Acclaimed.

Vice-President - Robert Albota. Acclaimed.

Membership Secretary – Julia Buss. Acclaimed.

Treasurer - Christina Delguste. Acclaimed.

Secretary – Jo Buss. Acclaimed.

Hiking Coordinator – Mariann Forro. Acclaimed.

Skiing Coordinator - Chris Coupe. Acclaimed.

Equipment Coordinator – Position Vacant.

Cycling Coordinator – Raynald Charest. Acclaimed.

Canoe Coordinator – Kexing Liu. Acclaimed.

Snowshoe Coordinator – Caroline Robitaille. Acclaimed.

Constitutional Amendments

A motion was made to amend the constitution. The following change to Article 5 was proposed:

CURRENT WORDING Constitution: Article 5 - Amending Formula

(1) Notification of the time and place of the meeting will be sent to all members at least three weeks prior to the meeting by pre-paid 1st class mail or email, including the purpose of the meeting and any proposed motions.

PROPOSED CHANGE Constitution: Article 5 - Amending Formula

(1) Notification of the time and place of the meeting will be sent to all members at least two weeks prior to the meeting by pre-paid 1st class mail or email, including the purpose of the meeting and any proposed motions.

Motion by Sue Bayly, seconded by Julia Buss to accept the above change to the constitution. All in favour. Passed.

Recognition Awards and Thank-you

Ken Zimmerman and Mag Carson were recognized as members who have contributed a great deal to the club over a long period of time.

Thomas Geiger thanked the outgoing executive and all other volunteers for their dedication to the club.

Door Prizes

John Bishop was awarded with a 2006 OHOC membership.

Meeting adjourned at 8:35pm.

Minutes - 2006 AGM - Tuesday, 17 October 2006

Tuesday, October 17, 2006
Ottawa Hostel Outdoor Club

Executive Present

Thomas Geiger - President
Jo Buss - Secretary
Raynald Charest - Cycling Coordinator
Kexing Liu - Canoeing Coordinator
Caroline Robitaille - Snowshoeing Coordinator

Members Present

Total members present (Including 5 executive members) = 26

Call to Order

Meeting called to order at 7:35 PM.

2005 AGM Minute Approval

Motion by Mark Hetherington, seconded by Lorraine England to accept the 2005 AGM Minutes. All in favour. Motion passed.

Reports

The President, Snowshoeing, Cycling and Canoeing Leaders were present to make reports.

Membership Report

230 members; no change in levels from previous year

Hiking Report

Tom Geiger advised that Mariann Forro, the hiking co-ordinator, had resigned but extended special thanks in her absence because she had been an excellent co-ordinator.

Skiing Report

Good ski season. Some weekend trips were cancelled due to bad weather.

Equipment Co-ordinator

Marie-Reine Fournier unable to attend meeting but submitted a report.

Cycling Report

Raynald Charest reported there were 21 day trips and 4 weekend trips; 5 cancellations due to weather. Weekend trips were very successful and daytrips much better than in 2005.

Snowshoeing Report

Caroline Robitaille reported it had been a very successful snowshoe season.

Canoeing Co-ordinator

Kexing reported a good canoe season with large turnouts and that the canoe clinic program (both Wednesday evenings and a one-day clinic) had been very successful. Barbara was an excellent trainer for the one-day clinic.

Treasurer's Report

Thomas Geiger advised that he had assumed responsibility as Treasurer one month ago because Christina Delguste was no longer able to continue in the position.

Thomas presented the 2006-2007 budget for approval. He recommended membership fees be reduced to $25/member in the new budget to avoid a surplus. Based on 230 members this would reduce 2007 revenues by $1150. Other expenses are not anticipated to increase in 2007. The constitution provides for $10,000 maximum to be held in the bank and current reserves are $11,800 so Club needs to either increase expenses or reduce revenues.

Motion by John Galbraith, seconded by Mark Hetherington, that membership fees remain at $30/member but miscellaneous expenditures be increased from $400 to $2400. 15 in favour, 3 against.

There was a general discussion regarding options and concerns with respect to budget surplus. Suggestions raised were:

  • Don't change membership fees but reduce non-member day fee
  • Increase the discretionary budget amounts that the new executive can spend
  • Do NOT increase permissible discretionary budget amounts; executive already can spend $1000 without going to membership
  • Reduce the difficulty level of activities to encourage a wider audience for club activities
  • Increase advertising
  • Have an option to purchase partial year memberships
  • Spend more money
  • Purchase a membership card laminator
  • Purchase a new Hotline answering machine

Motion by Kevin Woodley, seconded by Mark Hetherington, that day fees for non-members be reduced from $6 to $5. All in favour.

Motion by John Galbraith, seconded by Kexing Liu, to accept budget as amended. All in favour. The budget was accepted as amended.

Election of Officers

President - Kexing Liu. Acclaimed.

Vice-President - Mark Hetherington. Acclaimed.

Membership Secretary - Sherine El-Medani. Acclaimed.

Treasurer - Thomas Geiger. Acclaimed.

Secretary - Caroline Robitaille. Acclaimed.

Hiking Coordinator - Eddie Drueding. Acclaimed.

Skiing Coordinator - Sophie Gabard. Acclaimed.

Equipment Coordinator - Tim Crook. Acclaimed.

Cycling Coordinator - Raynald Charest. Acclaimed.

Canoe Coordinator - Position Vacant (there was a nomination but candidate declined)

Snowshoe Coordinator - Claire Dormann. Acclaimed.

New Business

Thomas advised that Treasury Board (TB) mileage rates had changed so new Exec would need to review the OHOC mileage rates which are linked to TB rates.

Thomas mentioned the equipment room doors had been left open on a few occasions in 2006. The Equipment Co-ordinator must ensure the doors are locked at the end of activities.

Non-Executive positions

Hotline Co-ordinator, Sandrine,and Steve Jackson, Website Co-ordinator, have agreed to continue with duties in 2007. Hilary Seddon is willing to take on duties as Social Co-ordinator duties. Paula Tozer, Hostel Cleanup Co-ordinator, wishes to relinquish this position. Duties include two times per year yard/garden cleanup at the Hostel. Let Thomas (or Kexing new president) know if interested.

Constitutional Amendments

There was a motion to amend OHOC By-law: Article 1, Section 2 - Membership Dues

From:

(e) Members have the option of receiving notification of meetings and other mailings by letter mail or email.

To:

(e) Members receive notification of meetings and other information by email. Only members in good standing as of October 1, 2006, who have chosen the mail option, may continue to receive notification of meetings and other information by regular mail (CANADA POST).

Rationale: We would like to reduce the work required to send these mailings out. A motion was made to amend the constitution to discontinue the option for mail-out of newsletters. The 10 existing members receiving mail-outs will be grandfathered as long as they wish to receive this service but it will not available to any new members.

Motion by Thomas Geiger, seconded by Mark Hetherington, to accept the above change to the constitution. All in favour. Passed.

Recognition Awards and Thank-you

Steve Jackson, Jim Burgess and Eddie Drueding were recognized as members who had contributed a great deal to the club.

Thomas Geiger thanked the outgoing executive and all other volunteers for their dedication to the club.

Door Prizes

Thomas Geiger was awarded with a 2007 OHOC membership.

Motion by Dave Houton to adjourn, seconded by Caroline Robitaille. Meeting adjourned at 9:15pm.

Minutes - 2007 AGM - Tuesday, 30 October 2007

7:30 pm, Tuesday, October 30, 2007
The Library at Arts Court, 2 Daly Avenue, Ottawa

Draft Minutes

Executive Present

President - Kexing Liu
Vice-President - Mark Hetherington
Membership Secretary - Sherine El-Medani
Treasurer - Thomas Geiger
Secretary - Judy Flavin
Hiking Coordinator - Eddie Drueding
Skiing Coordinator - Sophie Gabard
Equipment Coordinator - Tim Crook
Cycling Coordinator - Raynald Charest
Canoe Coordinator - Barbara Müller

Members Present (Including executive members)

29 members in total

Call to Order

7:40 pm Call to order

Adoption of the Agenda

Moved by Rob Burnfield and seconded by John Galbraith. Carried.

Approval of Minutes of AGM 2006

Moved by Eddie Drueding and seconded by Raynald Charest. Carried.

President's Report

The President thanked the members and trip leaders for their support, along with the volunteers who support other activities 2006 AGM created a mandate for this executive to spend club funds on equipment, publicity and training, and advances in these areas were made and are described in the reports to follow. The relationship with Hostelling International has been renewed. Recruiting trip leaders has been a challenge and the incoming executive need to make this a priority, along with faster issuance of membership cards and ongoing work on the website to make it more user-friendly.

Activity Reports

Brief activity reports were included in the meeting materials previously distributed.

Hiking Co-ordinator - Eddie Drueding reported a good season, with many new faces. Bobby Mont Sion was thanked for leading a hike almost every two weeks.

Skiing Co-ordinator - Sophie Gabard reported that the season began December 31, 2007 and included 22 day trips and 2 moonlight trips and three multi-day trips. John Galbraith was thanked for his efforts for trip organizing.

Snow-Shoeing Co-ordinator - Claire Dormann reported a successful season, noting snow-shoeing on weekend trips and a moonlight snow-shoe.

Canoeing Co-ordinator - Barbara Muller reported a good season from mid-May to mid-September, with Jawaid leading many of the outings. The season saw several canoe camping trips, courses, a full-moon paddle and a canoe meditation.

Cycling Co-ordinator - Raynald Charest reported a season from May 9 to September 29, with 20 day trips and two weekend trips, plus a safety clinic.

Equipment Co-ordinator - Tim Crook reported that new snowshoes and canoe equipment were acquired and provided a list of the club's equipment for canoes and winter activities.

Membership Secretary - Sherine El-Medani reported there were 237 members, about the same as last year, including about 100 new members and 15 Hostelling International members. Some discussion of whether the money spent on publicity has yielded a good return on new membership. A report on whether new membership has increased can be made in the spring 2008, when the advertising campaign will be nearing a one-year completion.

Vice-president and Publicity - Mark Hetherington described the work of the Marketing Committee, outreach to members for marketing ideas, and work on the OHOC bulletin.

Treasurer's Report

Thomas Geiger presented the 2007 budget. The 2007 budget reflected income of $7882 from all fees, and spending of $10,438. Arrears of $470 were reported, to reflect money owed to Harris Farm from the 2006 program. A deficit is also proposed for 2008 to lower the club's reserves, to a level more in keeping with the levels supported by the club's constitution. The 2008 budget proposed spending of $9,370 against income of $8000.

Approval of 2007 - 2008 Budget

Moved by David Houtman and seconded by Kwong So.Carried.

Approval of Membership and Activity Fees

A proposed 2008 fee schedule was presented. No change was proposed for the regular membership fee of $30 but a small reduction is proposed for Hostelling Internal Canada - Ontario East Region member fees ($22). Fees for evening activities were proposed to be waived because of the lack of time available in the evening to collect fees and multi-day trip fees changed to a flat rate per trip to make it clearer than a per-day fee.

Moved by Lorraine England and seconded by Raynald Charest. Carried.

Report by Hostelling International Ontario East Representative

Greg Brockmann, regional director of operations, said the hostel had changed and improved its product, resulting in an increase in overnight guests and longer stays. However, the hostel’s costs also are increasing. He encouraged club members to be positive in their relations with hostel staff, consider volunteering with the hostel or fundraising for a hostel project, and market the club's activities to hostel guests.

8:30pm - Break

Election of Officers

No nominations were received before the meeting or from the floor. The 2007 executive was returned by acclamation:

President - Kexing Liu
Vice-President - Mark Hetherington
Membership Secretary - Sherine El-Medani
Treasurer - Thomas Geiger
Secretary - Judy Flavin
Hiking Coordinator - Eddie Drueding
Skiing Coordinator - Sophie Gabard
Equipment Coordinator - Tim Crook
Cycling Coordinator - Raynald Charest
Canoe Coordinator - Barbara Müller
Snowshoe Coordinator - Claire Dormann

Constitution Amendments

Proposed Constitution Amendments

Three amendments were proposed.

Part 1

Including 5 places:

Constitution: Article 5- Amending Formula

(1)

Remove "pre-paid 1rst class mail or".

By-Laws: Article 1, Section 2- Membership Dues

(e)

Remove the second sentence; which states "Only members in good standing as of October 1, 2006, who have chosen the mail option, may continue to receive notification of meeting and other information by regular mail (CANADA POST)."

By-Laws: Article 2, Section 1- Annual General Meeting

a)

Remove "pre-paid 1rst class mail or".

By-Laws: Article 2, Section 2- Special Meetings

a)

Remove "pre-paid 1rst class mail or".

By-Laws: Article 3, Section 7- Membership Secretary

d)

Remove the word "mailing" and replace it with "sending".

Rationale: minor 'house keeping' changes to reflect the fact that no OHOC member uses snail mail any more.

Motion to adopt the amendment moved by Sophie Gabard and seconded by Shaelah Riddell. Carried.

Part 2

By-Laws: Article 6, Section 1- Conduct of trips

Create d) "Trip deposits are not normally refundable, however, the deposit amount and refund policy for each trip will be at the trip leader's discretion and will be stated in an announcement."

Rationale: This change would provide flexibility to trip leaders, make their job easier and provide clarity to everyone. It also reflects the reality better.

Discussion of the need to change the website, which now says refunds are available with sufficient notice. Also discussion of risk created by refund policy, to trip leaders who put $1500 to $2000 on their VISA to support a trip, and whether the constitution needs to address this subject at all. Proposal that the executive committee prepare a policy.

Motion to adopt the amendment moved by Lorraine England and seconded by Mark Hetherington. Lost on a 9 to 14 vote.

Part 3

By-Laws: Article 2, Section 1 - Annual General Meetings

(a) The Annual General Meeting shall … and any proposed motions. The agenda …

Add

(a) The Annual General Meeting shall … and any proposed motions. "The notice shall include the Treasurer's financial report and the proposed budget for the upcoming year and any other documentation pertinent to the meeting which is available." The agenda …

Rationale: The amendment proposes that the financial report and proposed budget would be included in the notice of the AGM that must be provided at least three weeks before the AGM to all members. The intent is to make sure all members receive the budget once per year.

Discussion of the difficulty adding the budget to the AGM notice when the financial year end is September 30 and the AGM is in October, creating only a one-week window. Executive could agree to mail out the budget a week ahead of the AGM, without requiring a constitutional change.

Motion to adopt the amendment moved by Kevin Woodley and seconded by Sophie Gabard. Lost on a 5 to 16 vote.

Other Business

The executive is to create a proposed amendment to increase the amount that can be advanced for a trip, from the current level of $300.

Recognition and Awards

$25 gift certificates from Bushtukah were provided to the following persons:

  • Denise Cayer, for organizing social activities
  • Sandrine Kerouault, for assisting with the hotline for several years
  • Paula Tozer, for past work in organizing the yard clean up for several years
  • Robert Rankin for maintaining the supply of signup sheets at the hostel for several years
  • Bobbie Montsion, for leading a large number of hiking trips in 2006-2007
  • Tony Wellman, for past work with the Infocards and their distribution

Door Prizes

The Hostel provided an overnight stay in a private room in a choice of several locations and Bushtukah provided six other prizes.

Adjourn

The meeting adjourned at 10:15 pm.

2008 AGM - Monday, 27 October 2008

The following documents related to the 2008 AGM are available:

President's Report: Kexing Liu - 2008 AGM

We have now completed another interesting, exciting and successful activity year.  On behalf of the executive committee, I sincerely thank those members that have put in their time and contributed to leading our trips; without them we would not have been where we are.  I would also like to acknowledge all volunteers whether you have helped hotline, hostel yard cleaning, supplying the trip forms, or distributing club bulletins, your help is highly appreciated.  They are essential to sustain the club operations.      

Trip leader recruitment is no doubt our constant challenge.  The executives took on the challenge and come up with leader’s recruitment and appreciation nights which has been on e of the most effective ways to sign up leaders so far.

In addition to facilitate our outdoor activities and trips, the executives have also worked on three areas identified and directed by the last AGM.  

  • Communications including publicity
    • Continued printed version of the club program as bulletin for the general public
    • Pubic announcements with Ottawa Outdoor Magazine and the Bytown Cinema
  • Membership Survey
    • Mark has taken the initiative with several other committee members and created an online membership survey to better understand and address member needs
  • Club Website
    • Steve has made major improvement on the activity listing section of the web

In the area of training and educational programs we have been working on the following:

  • Clinics and courses on canoeing and cycling
    • Evening canoe clinics, day course for beginners, and day course for canoe rescue
    • Cycling safety course
  • Leader information and recruitment with very good attendance
  • Wilderness First Aid provided by SWM and attended by 9 members
  • Background work with other organizations (not fully materialized)
    • Direct Bearing Corp
    • MEC

We have also reviewed, renewed and strengthened our relationship with the Hostelling International; with which we are associated.  We remain each other’s supporter and continue to benefit from each other’s activities.  

I would like to make the following recommendations to next year’s executive committee

  • Continue recruiting leaders vigorously
  • Continue working with the Hostel and enhance our relationship with them
  • Register and acquire not-for profit organization status
  • Establish a formal leadership training program and record keeping system for the trainees

Finally I would like to thank our members for the support and collaboration.  Most of all, I am greatly in debt to the executive team for their enthusiastic, productive and excellent work and their high team spirit.

Membership Report: Membership Secretary, Sherine El-Medani - 2008 AGM

As of Sept 15th, 2008 the club has 197 members of which 27 are HI-C OE members.

Minutes - 2008 Annual General Meeting (AGM)

7:00 pm, Tuesday, October 27, 2008
The Library at Arts Court, 2 Daly Avenue, Ottawa

Executive Present

Kexing Liu - President
Mark Hetherington - Vice-president
Thomas Geiger - Treasurer
Sherine El-Medani - Membership Secretary
Judy Flavin - Secretary
Raynald Charest - Cycling Co-ordinator
Claire Dormann - Snowshoe Co-ordinator
Tim Crook - Equipment Co-ordinator
Eddie Drueding - Hiking Co-ordinator
Sophie Gabard - Skiing co-ordinator

Members Present (including executive members)

27 members in total

Call to Order

7:08 pm Call to order

Adoption of the Agenda

Moved by Shaelah Riddell and seconded by Lorraine England. Carried.

Approval of Minutes of AGM 2007

Moved by Mark Hetherington and seconded by Ken Zimmerman. Carried.

President's Report

The President reported that all trips were successful, safe and without incident. The key accomplishments of the year were 1) the publicity program led by Mark Hetherington that included the bulletin, advertising, and the members' survey; ongoing improvement to the club website; and training and education sessions for members and leaders. The President's Report is attached.  [Not available]

Activity Reports

Brief activity reports are attached.

Vice-president and Publicity - Mark Hetherington
Hiking Co-ordinator - Eddie Drueding
Skiing Co-ordinator - Sophie Gabard
Snow-Shoeing Co-ordinator - Claire Dormann
Canoeing Co-ordinator - Barbara Muller
Cycling Co-ordinator - Raynald Charest
Equipment Co-ordinator - Tim Crook
Membership Secretary - Sherine El-Medani

Report by Hostelling International Ontario East Representative

Greg Brockmann, regional director of operations, thanked the members for better relations between hostel staff and club members. The hostel is having a better financial year than before, although it is considering other revenue-generating activities, such as holding events in the parking lot. Other storage for the OHOC canoes would be found, if necessary.

Treasurer's Report

Thomas Geiger presented the Treasurer's Report (attached). [Not available]  The 2009 budget is proposed to be much the same as 2008, with the exception of an increase in the budget for training.

Approval of 2008 - 2009 Budget

Moved by Marie-Reine Fournier and seconded by Raynald Charest.  Carried.

Approval of Membership and Activity Fees

No changes were proposed in the membership and activity fees for 2009:

  • $30 general membership fee; $22 membership fee for Hostelling International Canada members
  • $5 activity fee for non-members, $4 activity fee for Hostelling International Canada members
  • $3 canoe fee
  • $8.00 fee for multi-day trips, non-members

Discussion of whether mileage rates are sufficient, given gasoline prices; note made that the club's constitution sets the rate as a percentage of the federal rate. Members requested that the club's fees all be listed in one place on the web site and that the incoming executive consider whether a family rate could be developed for travel.

Break

Election of Officers

Nominations were taken from the floor for each position.

President - Mark Hetherington - acclaimed
Vice-President - Tim Crook - acclaimed
Treasurer - Raynald Charest - acclaimed
Secretary - Judy Flavin - acclaimed
Membership Secretary - John Galbraith - acclaimed
Canoe Coordinator - Paul Moses - acclaimed
Cycling Coordinator - Hilary Seddon - elected
Hiking Coordinator - Eddie Drueding - acclaimed
Skiing Coordinator - Sophie Gabard - acclaimed
Snowshoe Coordinator - Claire Dormann - acclaimed
Equipment Coordinator - Greg Griffith - acclaimed

Proposed Constitutional Amendments

Members requested that at the next AGM, that the executive propose an amendment that would permit minor constitutional changes to be approved at the AGM without the advance notice now required in the constitution, or to amend the constitution to delete the notice requirement.

Other Business

The meeting discussed the question of start times for weekend trips, which had been included in a members' poll.  Some members supported later start times and others supported no change in start times.  No motion from the floor.

The email newsletter was praised.  The frequency of the newsletter - weekly or biweekly - was proposed as a subject of a second members - poll.

Recognition and Awards

Gift certificates were provided to the following persons:

  • Kevin Woodley, for marketing and advertising
  • Jessica Thomson, for leading the Thanksgiving trip to Stowe for so many years
  • Steve Jackson, for web support for the OHOC site
  • Rob Burnfield, for organizing the night skiing trips in 2008
  • Mary-Anne Olivares, for leading the Mont David trip
  • Kexing Liu, for serving two years as President

Door Prizes

Draws were held for prizes donated by Bushtukah and MEC, and a gift basket from the hostel.

Adjourn

The meeting adjourned at 9:35 pm.

2009 AGM - Tuesday, 5 October 2009

The following documents related to the 2009 AGM are available:

President's Report: Mark Hetherington - 2009 AGM

It has been my pleasure to serve as OHOC President this past year and as Vice President in the previous 2 years. Please rest assured that your club has been well-run, by volunteers who care genuinely about the club as well as about your input. Some highlights this year include:

  • The new start-time is quite popular with most people.
  • We now obtain a 10% discount at the Expedition Shoppe upon presentation of a membership card. This complements our existing Bushtukah discount.
  • Our 'give back to the membership' Summer BBQ Bash was a load of laughs and was enjoyed by a lot of us. Ask Jim Burgess what creature's life he saved.
  • Our membership numbers are up this year for the first time in 5 years.
  • In response to member concerns, we have both updated and created policy for OHOC and we are now in a stronger position to meet the challenges of the future.
  • I am just finishing the task of putting the OHOC archive on disk. This will help future Executives research both challenges and opportunities. Paul Moses has helped significantly with scanning.

I am particularly impressed by recent research by Tim Crook to determine whether or not official Not-for-Profit Status would be good for our club (it wouldn't) and ongoing research by Sophie Gabard about how and whether we should advertise on Facebook.com. Impressive too, have been the efforts of Paul Moses, Hilary Seddon, and others to develop new Leadership Training materials and the efforts of John Galbraith in diligently updating and administering our database. We owe him a lot. Just a few of the actions I have taken this year are as follows:

  • had the Hostel correct inaccurate information about OHOC on its website.
  • have begun advertising us on Craig?s List, which has brought in new members.
  • phoned 109 non-renewing 2008 members and got some positive feedback. The bus strike, December to February, did impact willingness to renew.
  • co-ordinated and participated in mailings to around 104 non-renewing 2007 members and an equal number of 2008 members. I designed a letter and we included it and a Bulletin. Volunteers were: John Galbraith, Greg Griffith, Shaelah Riddell, Tony Wellman, Min Lin, William Creelman and Jawaid Ismail. Hey, who says volunteering can't be fun?
  • phoned all but 2 members in March to inform about the new outing start time.
  • sent 70 individual emails to members with instructions about how to prevent their email services from viewing our Update emails as spam.
  • discovered it's too expensive to list our Hotline in the phone book.
  • spoke with a reporter from Centretown News about environmentalism and outdoor recreation. Of course, I talked about how great our club is.
  • have created a document entitled Tips for Co-ordinators which I hope will help new co-ordinators in the future.
  • have continued placing advertisements in the ByTowne Cinema Guide.
  • have continued to take Bulletins to the printer and to be the main distributor.
  • and, finally, I researched whether we should obtain professionally created Leadership Training materials. We decided against this mainly due to cost.

Activity Report: Hiking Co-ordinator, Eddie Drueding - 2009 AGM

To date the hiking year has seen 40 hikes, with 17 total leaders, including 3 first-time leaders. I look forward to leading my 80th hike for the club next week. Most of the trails and destinations were ones that have been established over the past few years, although a new series of trails has been discovered NE of Lac Richard. This year, Tim led a trip to Franconia Notch State Park in New Hampshire's White Mountains, and Lorraine inaugurated an annual Adirondack weekend trip at the Rock and River Lodge, which offers the ambitious hiker L4 and L5 hikes.

Activity Report: Cycling Co-ordinator, Hilary Seddon - 2009 AGM

I would like to thank all the leaders who volunteered their time to lead bike trips this year. I am extremely grateful to all those who volunteered and participated in the cycling program. We had a variety of fun and interesting bike trips led by our leaders in both the spring and summer seasons, with good member turnouts despite the rainy summer.

Destinations were chosen from all around the Ottawa/Gatineau area. The spring season started out with a ride to Manotick led by John Galbraith on April 4th and ended with the last summer cycling trip from Bells Corners to Ashton Pub led by Lorraine England on September 26th. Other trips throughout the spring and summer included Meech Lake, the Aylmer Marina and Petrie Island to name a few.

There were two weekend cycling trips, and I would like to thank all those who volunteered and participated in these trips. The first cycling trip was organized and led by Sophie Gabard to the Eastern Townships and wine routes the weekend of August 14th, camping at Yamaska national park. I led the Labour Day weekend camping / cycling trip to Sandbanks, which was a success in terms of activities offered / available, and we had great weather throughout the weekend. Should I be elected to continue in this position, I would be keen to offer the Sandbanks trip once again.

I have found this experience to be very rewarding. It has at times been challenging getting members to volunteer to lead cycling day trips, but I accept this challenge as part of the position and am passionate about the programs that OHOC offers to its members. I encourage people to lead day trips, as we are indeed a volunteer organization that depends on you, the members.

We had a successful cycling year, and in the capacity of cycling coordinator I would like to continue my efforts to increase participation in the cycling program. I'd like to develop training rides early in the season for new members or for those new to cycling. I would also like to include a bicycle maintenance workshop early in the season. Some suggestions to increase cycling turnout have included providing members with a short post-written description of each cycling day trip written by the leader, so as to entice members to come out and enjoy the outdoors while cycling. I welcome any other suggestions for next year's program that anyone may have.

Activity Report: Canoeing Co-ordinator, Paul Moses - 2009 AGM

The Year in Review

Despite the dreary weather for a good part of the summer, we had an excellent year of canoeing. Many new people got their feet wet, and many existing members enjoyed reconnecting with nature and with friends, new and old.

A big thank you to all of our volunteer leaders who volunteered to lead trips this year: Eden Bromfield, Teresa Burke, Raynald Charest, Tara Conroy, Jim Fraser, John Galbraith, Susan Gardiner, Greg Griffith, Mark Hetherington, Jawaid Ismail, Kevin Laflèche, Barbara Mueller, Annette O'Young, Xuan Qi, Hilary Seddon, Han (Adam) Song, Heather Wiggs, and John Wolczanski. My apologies if I left anyone out.

The late start time (9:45 a.m. ) that was instituted in the spring received mixed reviews from members. Some hate it, some love it, with most people in the middle.

Leadership and Safety

There is always room for improvement in any organization, which is why we held an OHOC leadership brainstorm July 3, 2009. While the discussion was not specific to OHOC canoe activities, the main issues discussed were especially relevant to the canoeists in the club. The main points discussed were:

  1. Recruitment / Renewal of the membership: increasing the number of participants and especially the Leaders of the trips and outings; and
  2. Creating a culture of safety and accountability.

I would like to address these points as they relate to OHOC canoe activities. Regarding leaders and leadership, we were able to fill most of the summer canoeing schedule of Wednesdays and Sundays with leaders, although I ended up filling in more than I was intending to. There were two Sundays in which we had no leader for a trip. Also, there were fewer multi-day trips than have occurred in years past; several trips that were scheduled were cancelled due to lack of interest and/or weather conditions. A major reason for the decrease in multi-day trips is because the people who had organized these trips in the past have migrated away from the club.

Regarding canoeing safety, I think that safety awareness in the clubs is generally low. Barbara Mueller and I led one "official" canoe rescue course, and I led 5 or 6 ad-hoc canoe rescue demonstrations during regular OHOC outings. Despite this, the number of people who actually practiced canoe rescue techniques barely reaches the fingers on my second hand, which is somewhat disappointing. I would like to extend special thanks to Jawaid Ismail, who eagerly joined in the demonstrations.

Incidents

There was one incident of an overly-enthusiastic participant destabilizing a canoe while it was being mounted on a member's car, which resulted in some damage to the roof of the car. I followed up with all the leaders, asking them to monitor the mounting and removal of canoes, and to ensure that there is good communication between people who are lifting the canoes.

There was an incident of a canoe tipping while people were entering the canoe in waist-level water, resulting in a soggy cell phone.

Equipment

I purchased 10 extra foam blocks for mounting canoes on peoples cars so that all the canoes could be taken out at once. I also purchased 9 wind-up waterproof floatable flashlights ? this reduces playing around with batteries, and if there is an emergency, the batteries in the flashlight will never run out.

We have sufficient lifejackets, straps and paddles, thanks to the comprehensive resupplying done in 2008 by the previous canoe coordinator, Barbara Mueller.

We also have one extra canoe (10 in total); a canoe that previously was stored with the OHOC canoes has become an official OHOC canoe.

Transition

I look forward to congratulating the 2010 Canoe Coordinator on his or her election. Due to other commitments in my life, I was not able to commit the time and energy as OHOC canoe coordinator that I would have liked to drum up more volunteers, encourage people to get trained, and so on. The Canoe Meditation day was cancelled because I dropped the ball in following up with the meditation instructor. I hope the next canoe coordinator has the time and energy to make leadership, safety, and fun the top priorities, and I will assist in those ends where I can.

Activity Report: Snowshoeing Co-ordinator, Claire Dormann - 2009 AGM

We had again a wonderful season stretching from early December to March, with a variety of snowshoe outings, from gentle level-ones to more challenging off-trail outings. We had a successful beginner snowshoe run by Dave Houtman. We experienced a variety of destinations in the Gatineau and outside of the Park: Forêt Blanche, Mer Bleu, and Stoney Swamp. Special events included full-moon pot lucks and a weekend at Harris Farm. Highlights included sunny days, hot chocolates at Jim B.'s, and a Dim Sum following the Mer Bleu outing. The program would not have been possible without the dedication of the many leaders and the enthusiasm of all the participants. Thank you all for making this possible and enjoy the next season.

Activity Report: Skiing Co-ordinator, Sophie Gabard - 2009 AGM

We had 27 day trips from December 7, 2008 to March 29, 2009. Most trips were L1 and L2 although 5 day trips were level 2.5. Many people participated in the 3 moonlight cross country trips.

X-country skiers and snow shoeing participants on a Friday night were rewarded by a cheese fondue meal prepared by Rob Burnfield, making it a great sport and culinary experience. As well, the Wednesday night ski trips organised by Rob Burnfield and Paul Moses were well attended.

We had also a ski clinic on January 11 for beginners who received practical information on X-country gear and techniques. One injury was reported during a day trip at the end of the season when snow conditions were fair to poor.

Four multi-day trips were well-attended and well organized: the first weekend trip at Papineau-Labelle led by Marie-Reine; the traditional Harry's Farm trip at Mont St-Marie; the Chalet Beaumont trip at Val David; and the Mont Tremblant weekend (and a very good Raclette supper).

Equipment Report: Equipment Co-ordinator, Greg Griffith - 2009 AGM

This year OHOC was able to acquire one canoe at no cost. It has been on the canoe rack for several years. The executive attempted to contact the owner (previous OHOC member Paul Davis) but he has been out of province for several years. Executive was unable to get in contact with him, so a decision was made to acquire the canoe since it appears the original owner is no longer interested in keeping it.

A section of the outdoor equipment shed has been allocated as place for members to leave broken equipment. Most items broken this year were canoe straps (usually burnt due to closeness to muffler). When tying down a canoe to a car, please ensure the canoe straps are well away from a muffler.

Other equipment changes this year are as follows:

  • Five canoe straps were repaired at local shoe repair store.
  • A canoe paddle was broken.
  • One tie-down anchor bolt on a canoe was replaced for safety's sake.
  • Two pairs of snowshoes were purchased in December last year from Bushtukah. Ten foam cushions to transport canoes were also purchased.
  • Six old life jackets were destroyed due to their age and condition.
  • Two individuals each donated a set of X-country skis and boots to the club.

Leaders are asked to sign out equipment they're taking for overnight trips using "OHOC Equipment Loan" sheets in each equipment room. This gives us a sense of where the equipment is when it's not in the equipment room, and how frequently various equipment is used—useful information to guide future purchases. Someone has borrowed a cooking pot without signing it out and has not returned it. Please ensure items borrowed are clearly identified on this sign-out sheet and additionally indicate when returned.

Membership Report: Membership Secretary, John Galbraith - 2009 AGM

"By-Laws: Article 3, Section 7 - Membership Secretary

  1. The Membership Secretary shall keep the database of membership up-to-date and shall mail membership cards.
  2. The Membership Secretary shall handle the advertising and promotion for OHOC and its activities.
  3. The Membership Secretary shall deal with the problems and concerns of the membership.
  4. The Membership Secretary shall be responsible for the quarterly sending of the following items to OHOC members: the activities calendar, membership lists, and member's news."

a. The database of membership and mailing of membership cards.

Database of membership

The club membership database is being maintained in Microsoft Access. All information provided on the Membership Application form is entered into this database. My successor will need to have Microsoft Access, or the club may need to purchase a licensed version of it. The database dates back to 1994. We ended the year with membership number 1480. Theoretically, this is the number of people who have joined the club at some point since 1994. About 244 records of past members were purged or lost from the database at some time in the past. The database has gone through a series of custodians in the past, and I do not know when this may have occurred. The club ended the sale of 2009 memberships on Sept 30, 2009 pending the introduction of 2010 memberships. The 2009 portion of the database is up to date and shows:

  • 262 members
  • 87 first-time, new members
  • 175 returning members
  • 13 members without email

The number of returning members as well as the total number of members appears to be healthy but not a record.

Mailing of membership cards

The submission of membership applications was streamlined this year with applicants being asked to mail their application directly to the membership secretary. This resulted in every member being mailed a card as well as a letter acknowledging receipt of their membership, normally within one week, as well as receiving the next club news in a timely fashion. All problems arising with respect to addresses or returning mail were resolved except one.

b. Advertising and promotion for OHOC and its activities.

My efforts were limited in this category. The President, Mark Hetherington, did an excellent job of a placing a number of advertisements for the club in local media with a limited budget. I organized a mailing campaign to past members encouraging them to rejoin the club. This resulted in very positive response, as is reflected in the statistics above. I also maintained the club phone line. I responded to many calls from the public inquiring about OHOC and how to join.

c. Problems and concerns of the membership

I responded to a high volume of concerns and requests from members. The most common issues were requests for phone numbers and complaints about trips being cancelled.

d. Sending OHOC members the activities calendar, membership lists, and members' news.

The members without email were mailed the above items at least 4 times during the year.

Notice of the AGM was mailed to members about a week late, but did reach them before the meeting date. The members' news was mailed out every second week and included, at a minimum, a link to the web calendar. Kristin Hope did an excellent job of compiling a "Club News" for me to distribute every second week.

Other notes

Additional comments:

  • Most people have either a current membership or pay the day fee. However, I noticed about 5 people on club outings who did not have current membership status. Some of the excuses I encountered were: "The cheque is in the mail," "I have a life membership," and "I bought my membership in 2007." I followed up on the cases that I observed.
  • Membership forms are not always legible. The resolution and correction of mailing addresses, phone numbers, and email addresses takes considerable time and delays new members' receipt of club information.
  • I would say that the position takes about 2 to 3 hours of volunteer time per week or approximately 150 hours per year. The greatest portion of this time is spent typing into the database. The executive approved the contracting of 6 hours of contract data entry as an experiment.

I have found my time very well spent and rewarding. I have worked in customer service all my working life and I hope that I have succeeded in providing good customer service to OHOC members. It is quite interesting getting to know members a little bit better by serving in this position.

I knew that the time in this position would be considerable, and I it has been rewarding for me. However I cannot afford the required time to do this work properly next year. So it is with regret that I will be unable to run for the position of 2010 Membership Secretary. I wish my successor good luck and will assist that person in whatever way I can.

Most of all I want to thank our outgoing President Mark Hetherington. His encouragement was always appreciated. I am sure that his hours of dedication to the club far exceeded mine, and his attention and dedication to the club last year were truly remarkable.

Treasurer's Report: Raynald Charest - 2009 AGM

The Treasurer's report is available (attached [PDF ]).

Minutes - 2009 AGM

7:00 pm, Tuesday, October 5, 2009
The Library at Arts Court, 2 Daly Avenue, Ottawa

Executive Present

Mark Hetherington - President
Raynald Charest - Treasurer
John Galbraith - Membership Secretary
Greg Griffith - Equipment Co-ordinator
Eddie Drueding - Hiking Co-ordinator
Hilary Seddon - Cycling Co-ordinator

Members Present Including Executive

16 members in total

Call to Order

7:20 pm Call to order

Approval of Minutes of AGM 2008

Moved by Tony Wellman and seconded by Henry Nur.

President's Report

The President reported that all trips were successful and that the executive and club members worked to provide effective service and programs; new changes and policies include: 1) a popular new 9:30 am start time for activities, 2) a summer BBQ for the club members, 3) an increase in membership numbers, and 4) archiving previous years' OHOC information on disk. OHOC was also advertised in the Bytowne cinema guide and on Craig's list, and the president made phone calls to all members and non-renewing members. In addition, he spoke with a reporter about outdoor recreation and created a document entitled "Tips for Leaders". OHOC will continue to develop leadership training material in the coming year.

Research initiatives conducted by the executive include: 1) research by Tim Crook to inquire about not-for-profit status for the club (we cannot be declared as not-for-profit), 2) Facebook research by Sophie Gabard.

Activity Reports

Brief activity reports are attached:

Treasurer's Report

Raynald Charest presented the Treasurer's Report (attached [PDF Adobe Acrobat PDF document icon for visual understanding]). The 2010 budget will have a membership fee increase of $5.00 for a total of $35, and a mileage fee increase of 1 cent per kilometer (vote was carried). This year's budget will also include a $3.00 snowshoe rental fee for participants and a $5.00 bike rack fee. Vote on the snowshoe rental fee was carried - 11 in favour, 4 opposed and 1 abstained. The $3.00 canoe rental fee and $5.00 non-member activity fee remain the same.

Discussion took place on the usage of the extra membership fees and much debate ensued about maintaining a zero balance in the OHOC account; it was agreed that the executive would do their best to maintain a zero dollar balance.

Election of Officers

Nominations were taken from the floor for each position:

  • President - OHOC is currently without a President.
  • Vice-President - Tim Crook - acclaimed.
  • Treasurer - Raynald Charest - acclaimed.
  • Membership Secretary - Denise Cayer - acclaimed
  • Executive Secretary - Jivka Kirilova - acclaimed
  • Equipment Coordinator - Kevin Marshall Laflèche - acclaimed.
  • Hiking Coordinator - Eddie Drueding - acclaimed
  • Cycling Coordinator - Hilary Seddon - elected
  • Canoeing Coordinator - vacant
  • Skiing Coordinator - Sophie Gabard - acclaimed
  • Snowshoeing Coordinator - Bobby Montsion - acclaimed
  • Non-executive position (Social Co-ordinator) - vacant

Recognition Awards

Gift certificates were provided to the following persons:

  • Kristen Hope - for OHOC email newsletter
  • Thomas Geiger - for OHOC Friday skating and years of service
  • Jawaid Ismail - for contributions to OHOC canoeing

Door Prizes

Draws were held for prizes donated by Bushtukah and Bridgehead.

Adjournment

The meeting adjourned at 9:47 pm.

2010 SGM - Tuesday, 7 September 2010

7:00 pm, Tuesday, September 7, 2010
Arts Court, 2 Daly Avenue, Ottawa

Special General Meeting

This page is a placeholder until the documents associated with this Special General Meeting are added.  The SGM was held to bring the membership up to date regarding why the executive proposed terminating the Club's MOU with the Ottawa Hostel.

Minutes - 2010 AGM - Tuesday, 9 November 2010

7:00 pm, Tuesday, November 9, 2010
The Library at Arts Court, 2 Daly Avenue, Ottawa

Executive Present

Valerie Heaman – President
Tim Crook - Vice-president and Publicity
Raynald Charest - Treasurer
Jivka Kirilova - Secretary
Christa Ross - Membership Secretary
Marshall-Laflèche - Equipment Coordinator
Eddie Drueding - Hiking Coordinator
Hilary Seddon - Cycling Coordinator
Sophie Gabard - Skiing Coordinator

Members Present

20 members present in total including the executives

Call to Order

Meeting called to order at 7h05 PM.

2009 AGM Minute Approval

Motion by Lorraine England, seconded by Rob Burnfield to accept the 2009 AGM minutes. Carried.

President's Report

The President's Report covered the following topics:

  • Move to Trailhead:  Leaving the hostel and finding another suitable location was a time consuming task for the Executive over the past year.  Leaving the hostel was not a forecast activity until it became apparent in March that we would be unable to afford the rent increase that they were requesting at the end of our past MOU (Sept 2010).  The Executive investigated a number of possible locations and were very pleased to move our location to Trailhead effective September 2010.  We think that this arrangement will be mutually beneficial and will be a good arrangement for the Ottawa Outdoor Club for years to come. 
  • A number of members of the Executive and other individuals devoted a significant amount of time to investigating possible locations and making the move to Trailhead a reality.  In particular, on behalf of the Executive and members, I would like to publicly thank Jim Burgess for his efforts in acting as a liaison between the club Executive and Trailhead management and negotiating the terms and conditions of our new arrangement.
  • Last year, the club invested in subsidizing a couple of members to participate in First Aid for the Outdoors training.  We plan to subsidize a few more members for First Aid for the Outdoors training in the coming year as well as well as to offer some form of Leadership training for trip leaders.  We hope that this will help us to develop more trip leaders for day and weekend trips.

Activity Reports

Brief activity reports were presented as follows:

  • Vice-president and Publicity - Tim Crook [Not available]
  • Hiking Coordinator - Eddie Drueding [Not available]
  • Cycling Coordinator - Hilary Seddon. In her report [not available] she stated that the club had a variety of fun and interesting bike trips led by its leaders in both the spring and summer seasons. She mentioned that the season started with the trip to Petrie Island led by Alain Leury on May 1st, and ended with the last summer cycling trip from Bells Corners to Ahston Pub led by Lorraine England on September 25th.  Other trips throughout the spring and summer included Mackenzie King Estate, Aylmer Marina and the well attended Open Doors Ottawa cycle led by Valerie Heaman. The one weekend cycling trip to Sandbanks Provincial Park was led by Kevin Marhsall-Lafleche and Sophie Gabard on the July 23rd weekend and it was a success.
  • Canoeing Coordinator – Tara Conroy. Due to family duties, she was absent from the meeting. Her report [not available] was read by the president of the club.
  • Snow-Shoeing Coordinator - vacant
  • Skiing Coordinator - Sophie Gabard [Not available]
  • Equipment Coordinator - Kevin Marshall-Laflèche [Not available]
  • Membership Secretary - Christa Ross. She reported there were 215 members of the club. [Not available]

Treasurer’s report:

Here is what was covered by the treasurer in his report [not available]:

  • This past year, we expected a small deficit, but we ended up with a small surplus.
  • Revenues: We have 208 members instead of 236.  Last year, in 2008-09, non-renewals received a phone call.  This allowed us to keep most of the people who had forgotten to renew or were thinking of leaving the club.  This explains the lower revenues from membership.
  • Overall, expenses were lower than expected.  We spent Nil on equipment and training. We advertized only through the Bytowne and our insurance policy costs did not increase – it was expected to increase a bit.  There are two parts to insurance: protection of participants, and liability for executive members.
  • A correction will be made as web hosting costs will increase this year. $210 should be earmarked instead of $125. 
  • Proposal in 2010-11 for a one-time expenditure: online application tool would cost $1,100 to develop, plus $2.50 per transaction. The on-line application tool would reduce errors and membership secretary workload, and to a lesser extent, the treasurer’s workload.
  • If the 'On-Line Project' is accepted, the projected deficit is $1,650. Therefore, the treasurer proposes a $5 increase in membership fees.  Membership cost would be $40 and would include the transaction fee. The projected deficit would still be $500.

Approval of 2011 Budget

Motion by David Houtman, seconded by Mark Hetherington to approve the 2011 budget. Carried.

Approval of allocation of a fee for the “Online registration tool” project

Motion by Dave Houtman, seconded by Tim Crook to allocate $1100 for development of an online registration tool which will enable the next executives to go ahead with the project. Carried.

Approval of the New Membership Fee

Motion by Lorraine England, seconded by Sarah H., to increase the membership fee to $40 regardless of the payment method. Carried.

Note: The treasurer suggested an increase of the membership fee to $40 for the next year in order to be able to collect enough money to decrease the deficit. The fee for online payment method will be included in this $40.

Election of Officers

Nominations were taken from the floor for each position:

  • President – Valerie Heaman - acclaimed.
  • Vice-President - Raynald Charest - acclaimed.
  • Treasurer - Adam Han - acclaimed.
  • Membership Secretary - Christa Ross - acclaimed
  • Executive Secretary - Jivka Kirilova - acclaimed
  • Equipment Coordinator - Kevin Marshall Laflèche - acclaimed.
  • Hiking Coordinator - Eddie Drueding - acclaimed
  • Cycling Coordinator - Paula Tozer - acclaimed
  • Canoeing Coordinator – Tara Conroy - acclaimed
  • Skiing Coordinator - Sophie Gabard - acclaimed
  • Snowshoeing Coordinator – Jim Burgess - acclaimed
  • Social Coordinator - Theresa McGann - acclaimed

Constitution Amendments

All the motions to amend the constitution were read by Lorraine England.

#1: Motion by Dave Houtman, seconded by Rob Burnfield to sever ties with the Hostelling International Ottawa Jail Hostel and Hostelling International Ontario East, and affiliate the club with Trailhead. Carried.

#1.1: Motion by Rob Burnfield, seconded by Mark Hetherington to require from the executives to find a better word to replace the “affiliation” word in the previous motion.  Carried.

#2: Motion by Tomas Geiger, seconded by Mark Hetherington amends the constitution to remove all references to the Ottawa Hostel and the Ottawa Hostel Outdoor Club (OHOC) as appropriate. Carried.

#3: Motion by Mark Hetherington, seconded by Raynald Charest to change the name of the club in the constitution (Article 1) from OHOC to the club’s new name which is OOC.Carried.

#4: Motion by Dave Houtman, seconded by Sophie Gabard to adopt Robert’s Rules of Order for use at Club meetings, thus formalizing the informal rules used to date. Carried.

#5: Motion by Dave Houtman, seconded by Michel Bourassa to introduce changes so that petitioners of special meetings pay all costs incurred.  Currently petitioners are only required to pay the cost of giving notice of the meeting.  There are costs for meeting accommodations, but no costs for notices by email. Carried.

#6: Motion by Valerie Heaman, seconded by Dave Houtman to tighten up, with better language, the responsibilities of the Executive and their requirement to report to the membership changes in club policy, procedures, and now, guidelines. Carried.

#7: Motion by Tim Crook, seconded by Dave Houtman to allow two people, by mutual agreement, to work together in an activity coordinator role. Allowing coordinator positions to be shared should increase the number of volunteers stepping forward. Carried.

#8: Motion by Dave Houtman, seconded by Valerie Heaman to adds a minimum set of responsibilities for all activity coordinators. Not carried.

Note: The main argument was that this motion doesn’t belong to the constitution.

#8.1: Motion by Michel Bourassa, seconded by Sarah H. to request from the executives to establish a policy based on the failure of motion #8. Carried.

#9: Motion by Dave Houtman, seconded by Sophie Gabard to add the role of Social Coordinator as a legitimate position on par with the activity coordinators. Carried.

#10: Motion by Dave Houtman, seconded by Valerie Heaman to clarify the steps that the Executive can take when there is suspicion of inappropriate behavior by a member. Carried.

#11: Motion by Michel Bourassa, seconded by Rob Burnfield to read the 2 amendments of the constitution suggested by Leo Kerner. Carried.  

No motion was made on the first of the two suggestions. It died.

#12 Motion by Michel Bourassa, seconded by Rob Burnfield to insure that the membership can introduce Constitutional Amendments in a timely fashion before a membership meeting. Carried. 

Note: It’s an amendment to Article 5 of the constitution of the club.

#13: Motion by Michel Bourassa, seconded by Rob Burnfield to thank the executives for making arrangements with Trailhead and request the executives to see this thru to completion. Carried.

The governance committee will be responsible for giving the constitution amendments passed to the executives and the webmaster.

A suggestion from the floor made by Mark Hetherington to open a discussion at the next executive meeting about giving members access to the club’s equipment (ex. canoes) in order to encourage exploring trips (non-OOC scheduled trips) .

Recognition Awards

  • Jim Burgess

Adjournment

The meeting adjourned at 10h45 PM.

2011 AGM - Tuesday, 1 November 2011

The following documents related to the 2011 AGM are available:

Proposed Amendments to Constitution & Bylaws - 2011 AGM

Motion 1: Special Meetings

Rationale: This motion addresses concerns discussed at the 2010 AGM regarding the cost incurred by members who hold a special meeting. As was the case with the 2010 motion, this motion is a consequence of the move from the hostel. Previously, petitioners were responsible for incurring the cost of advertising a special meeting (i.e. a mail out), while the cost of holding meetings at the hostel was free. This situation has now been reversed. The wording of the original motion was considered to be too broad; this motion addresses those concerns while preserving the intent of the 2010 motion.

Motion: To change the last sentence in the Bylaws, Article 2 Section 2 (Special Meetings) from

"The petitioners shall pay the cost of giving notice unless reimbursement is approved by a majority of annual members at the meeting."

to:

"The petitioner shall pay any cost incurred for holding the special meeting. If they wish to be reimbursed by the Club, they should, at that meeting, present proof of expenses incurred for all reasonable costs up to a total of $100. Approval shall be granted subject to a majority vote of the quorum present."

Motion 2: Denial of Proxy Votes

Rationale: Currently, there are no provisions in the OOC Constitution/Bylaws to allow for proxy voting at the AGM. At present, nothing prevents an attendee from claiming to carry the proxy vote of one or more members who are not actually in attendance. The lack of any ruling specifically addressing this subject has allowed for some latitude in the interpretation of whether proxy voting should be permitted or not, some arguing that anything not explicitly denied by the Constitution/Bylaws must ipso facto be allowed. This motion closes that loophole.

A proxy voting system works best when simple issues are involved, such as the election of an executive, which is usually a straight-forward process. For most other issues, proxy voting is problematic for a variety of reasons. First, proxies are difficult to validate; at very least they would need to be submitted in writing several days prior to the AGM so that a voter's membership could be validated and their opinion registered. Simply allowing one member to cast a ballot on behalf of another according to some prearranged verbal agreement leaves the system open to both misunderstanding and abuse. Second, non-constitutional motions may be amended at the AGM, but proxy votes are cast for motions announced to the membership weeks in advance of the meeting; an amendment made to a motion at the AGM would presumably invalidate any proxy votes cast on behalf of the original motion. The alternative would be to allow proxy votes to stand despite emendation, even though they were cast for motions that were perhaps substantially different in content. Third, proxy voting may undermine the Club's ability to achieve quorum at the AGM, since members who vote by proxy will presumably not be in attendance at the meeting. Finally, and most importantly: opinions on the subject of a vote often change at the AGM exactly because of the arguments made and the issues raised by attendees; a proxy vote locks a member not directly involved in the debate into a position which may not reflect their final opinion had they actually been in attendance at the meeting.

In short, far from enhancing the democratic process within the Club, proxy voting may very well stifle it.

Motion: To add the following to Article 2 Section 4

"(c) Members must be present in order to vote."

Motion 3: Change to Membership Coordinator's Responsibilities

Rationale: In "Article 3, Section 7 - Membership Secretary" the list of duties assigned to the membership secretary is given as:

"(a) The Membership Secretary shall keep the database of membership up-to-date and shall mail membership cards.

(b) The Membership Secretary shall handle the advertising and promotion for the Club and its activities.

(c) The Membership Secretary shall deal with the problems and concerns of the membership.

(d) The Membership Secretary shall be responsible for the quarterly sending of the following items to Club members: the activities calendar, membership lists, and member's news. "

The membership secretary's job is widely regarded as the busiest position on the executive. Since, in actual practice, advertising is now done by appointing someone on the executive to the task (or the job is split amongst members of the executive) it was felt that item (b) could be removed from the list. Similarly, bi-weekly emails to members have now been off-loaded to other members of the executive, or to volunteers appointed by the executive. Therefore, item (d) should also be modified to reflect this change.

Motion: To remove (b), and in (d) make the membership coordinator responsible only for the quarterly mail-out of the membership list. Article 3, Section 7 would therefore be changed to read:

"(a) The Membership Secretary shall keep the database of membership up-to-date and shall mail membership cards.

(b) The Membership Secretary shall deal with the problems and concerns of the membership.

(c) The Membership Secretary shall be responsible for the quarterly sending of membership lists"

Motion 4: Bylaws, Article 3, Section 2 (Rewording for clarification)

Rationale: Article 3, Section 2 currently states that:

"The President, Vice-President, Treasurer, Secretary, Membership Secretary, Equipment Officer, and any activity coordinator who opts to be on the executive shall be elected at the AGM by those annual members attending the meeting."

An unintentional consequence of this article is that it seems to imply that coordinators who do not opt to be on the executive do not need to be elected at the AGM.

Motion: To remove "who opts to be on the executive" in Article 3, Section 2.

Motion 5: Bylaws, Article 5 Section 2(b) (Rewording for Clarification)

Rationale: Article 5 Section 2(b) currently states that

"All decisions made the executive and the results of any votes by the executive concerning club policy, procedures and guidelines shall be included in the next distribution of club news to members, by email and on the Club website."

Not only is the wording incomplete (it should be "All decisions made by the executive...") but the original intent of the article, that all the decisions made by the executive... concerning club policy, etc. be brought to the attention of the members, has been made ambiguous by the wording. It is neither necessary nor desirable that all of the executive's decisions be made public, only those directly concerning Club policy, etc. It was therefore felt that the best way to disambiguate this sentence and restore the article to its original intent was to simply drop the leading half of the sentence and make a small wording change to the remaining part of the sentence.

Motion: To replace the current Article 5 Section 2(b) with:

"The result of any vote made by the executive that changes Club policy, procedures or guidelines shall be included in the next distribution of club news to members, by email and on the Club website. "

Motion 6: Removal of the terms 'Annual Member' and `Annual Membership'

Rationale: The terms of membership are clearly defined in the Bylaws. Membership in the Club is for one year plus a grace period between the AGM and the New Year. The terms 'annual member' and 'annual membership' are therefore somewhat confusing, since they seem to imply that a separate class of membership exists, when in fact no such category is defined anywhere in the Constitution/Bylaws. This may deter new members from joining the executive, especially since the term 'annual member' would seem to imply that someone had been a member for one complete year, or had signed up prior to Jan. 1, or had returned to the Club annually, i.e. every year. At any rate, the term 'annual member' is confusing and, lacking any proper definition elsewhere, should be dropped.

Motion: To drop all references to the term 'annual' when used in conjunction with 'member' and 'membership'. This occurs at the following locations in the Constitution/Bylaws as of Sept. 1, 2011:

Constitution, Article 5: "A quorum of least 8 members or 5% of the annual membership, whichever is greater, must be present for the membership meeting to consider an amendment to the Constitution."

Bylaws, Article 1, Section 1(a): "Annual membership shall be open to any person 18 or more years of age with a sincere interest in outdoor recreational activities."

Bylaws, Article 1, Section 2(a): "Annual membership fees and day fees will be decided by a quorum at the Annual General Meeting."

Bylaws, Article 1, Section 2(b): "Annual membership fees shall be payable to the Club by cheque after being set at the AGM in October and sent to the current treasurer. Annual membership paid between the AGM and December 31 will be effective from the date of payment until December 31 of the following year."

Bylaws, Article 2, Section 2: "The petitioners shall pay the cost of giving notice unless reimbursement is approved by a majority of annual members at the meeting."

Bylaws, Article 2, Section 4(a): "Voting is restricted to annual members in good standing as of 7 days before the meeting."

Bylaws, Article 3, Section 1: "All offices shall be open to any annual member"

Bylaws, Article 3, Section 2: "The President, Vice-President, Treasurer, Secretary, Membership Secretary, Equipment Officer, and any activity coordinator who opts to be on the executive shall be elected at the AGM by those annual members attending the meeting."

Minutes - 2011 AGM - Tuesday, 1 November 2011

7:00 pm, Tuesday, November 1, 2011
Arts Court, 2 Daly Avenue, Ottawa—Second Floor

Executives Present

Raynald Charest - President
Jim Burgess - Vice-president
Adam Han - Treasurer
Jivka Kirilova - Executive Secretary
Christa Ross - Membership Secretary
Kevin Marshall-Lafleche - Equipment Coordinator
Eddie Drueding - Hiking Coordinator
Paula Tozer - Cycling Coordinator
Sophie Gabard - Skiing Coordinator

Members Present

25 members present in total including the executives

Call to Order

Meeting called to order at 7h15 PM.

2010 AGM Minutes Approval

Motion by David Houtman to approve the AGM 2010 minutes with an amendment applied to the outcome to Motion #5 from the 2010 AGM. The motion #5 from 2010 AGM should read: "Failed". The motion to approve the 2010 AGM with the amendment was seconded by Sophie Gabard. Carried.

President's Report

A brief report provided by the President:

  • Move to Trailhead: Leaving the hostel and finding another suitable location was a time consuming task for the Executive over the past year. Leaving the hostel was not a forecast activity until it became apparent in March that we would be unable to afford the rent increase that they were requesting at the end of our past MOU (Sept 2010). The Executive investigated a number of possible locations and were very pleased to move our location to Trailhead effective September 2010. We think that this arrangement will be mutually beneficial and will be a good arrangement for the Ottawa Outdoor Club for years to come.
  • A number of members of the Executive and other individuals devoted a significant amount of time to investigating possible locations and making the move to Trailhead a reality. In particular, on behalf of the Executive and members, I would like to publicly thank Jim Burgess for his efforts in acting as a liaison between the club Executive and Trailhead management and negotiating the terms and conditions of our new arrangement.
  • Last year, the club invested in subsidizing a couple of members to participate in First Aid for the Outdoors training. We plan to subsidize a few more members for First Aid for the Outdoors training in the coming year as well as well as to offer some form of Leadership training for trip leaders. We hope that this will help us to develop more trip leaders for day and weekend trips.

Treasurer's report:

  • This past year, we expected a small deficit, but we ended up with a small surplus.
  • Revenues: We have 208 members instead of 236. Last year, in 2008-09, non-renewals received a phone call. This allowed us to keep most of the people who had forgotten to renew or were thinking of leaving the club. This explains the lower revenues from membership.
  • Overall, expenses were lower than expected. We spent Nil on equipment and training. We advertized only through the Bytowne and our insurance policy costs did not increase — it was expected to increase a bit. There are two parts to insurance: protection of participants, and liability for executive members.
  • A correction will be made as web hosting costs will increase this year. $210 should be earmarked instead of $125.
  • Proposal in 2010-11 for a one-time expenditure: online application tool would cost $1,100 to develop, plus $2.50 per transaction. The on-line application tool would reduce errors and membership secretary workload, and to a lesser extent, the treasurer's workload.
  • If the 'On-Line Project' is accepted, the projected deficit is $1,650. Therefore, the treasurer proposes a $5 increase in membership fees. Membership cost would be $40 and would include the transaction fee. The projected deficit would still be $500.

Activity Reports

Brief activity reports were presented as follows:

  • Vice-president and Snowshoeing Coordinator — Jim Burgess
  • Hiking Coordinator - Eddie Drueding
  • Cycling Coordinator — Paula Tozer
  • Canoeing Coordinator — Tara Conroy. Due to family duties, she was absent from the meeting. Her report was read by the president of the club.
  • Skiing Coordinator - Sophie Gabard
  • Equipment Coordinator - Kevin Marshall-Laflèche
  • Membership Secretary - Christa Ross. She reported there were 186 members of the club.

Approval of 2012 Budget

Motion by Ken Zimmerman to approve the budget with the following amendment: an agreement to allocate $750 from the budget to pay a rental fee to Jim Burgess for hosting the canoes and equipment at his property. The motion was seconded by Jim Fraser. Carried.

Motion by Eddie Drueding with an amendment to the budget that reads as follows: decrease the annual membership fee to $35. Seconded by Shirley Nelson. Failed.

Constitutional Amendments

All the motions to amend the constitution were read by David Houtman.

#1: Motion by Ken Zimmerman, seconded by Tim Crook reads: Carried.
  "The petitioner shall pay any cost incurred for holding the special meeting.  If they wish to be reimbursed by the Club, they should, at that meeting, present proof of expenses incurred for all reasonable costs up to a total of $100. Approval shall be granted subject to a majority vote of the quorum present."
#2: Motion by Raynald Charest, seconded by Rob Burnfield reads: Carried.
 

"To add the following to Article 2 Section 4

(c) Members must be present in order to vote."

#3: Motion by Rob Burnfield, seconded by Jim Fraser reads: Carried.
  "To remove (b), and in (d) make the membership coordinator responsible only for the quarterly mail-out of the membership list. Article 3, Section 7 would therefore be changed to read:

(a) The Membership Secretary shall keep the database of membership up-to-date and shall mail membership cards.

(b) The Membership Secretary shall deal with the problems and concerns of the membership.

(c) The Membership Secretary shall be responsible for the quarterly sending of membership lists"

#4: Motion by Mary Hicks, seconded by Eddie Drueding reads: Carried.
  "To remove "who opts to be on the executive" in Article 3, Section 2."
#5: Motion by Ken Zimmerman, seconded by Jim Burgess reads: Carried.
  "To replace the current Article 5 Section 2(b) with:

"The result of any decision made by the executive, or subcommittees thereof, that changes Club policy, procedures or guidelines shall be reported in the next distribution of club news to members, by email and on the Club website."

#6: Motion by Rob Burnfield, seconded by Tim Crook reads: Carried.
 

"To drop all references to the term 'annual' when used in conjunction with 'member' and 'membership'. This occurs at the following locations in the Constitution/Bylaws as of Sept. 1, 2011:

  • Constitution, Article 5: "A quorum of least 8 members or 5% of the annual membership, whichever is greater. must be present for the membership meeting to consider an amendment to the Constitution."
  • Bylaws, Article 1, Section 1(a): "Annual membership shall be open to any person 18 or more years of age with a sincere interest in outdoor recreational activities."
  • Bylaws, Article 1, Section 2(a): "Annual membership fees and day fees will be decided by a quorum at the Annual General Meeting."
  • Bylaws, Article 1, Section 2(b): "Annual membership fees shall be payable to the Club by cheque after being set at the AGM in October and sent to the current treasurer. Annual membership paid between the AGM and December 31 will be effective from the date of payment until December 31 of the following year."
  • Bylaws, Article 2, Section 2: "The petitioners shall pay the cost of giving notice unless reimbursement is approved by a majority of annual members at the meeting."
  • Bylaws, Article 2, Section 4(a): "Voting is restricted to annual members in good standing as of 7 days before the meeting."
  • Bylaws, Article 3, Section 1: "All offices shall be open to any annual member"
  • Bylaws, Article 3, Section 2: "The President, Vice-President, Treasurer, Secretary, Membership Secretary, Equipment Officer, and any activity coordinator who opts to be on the executive shall be elected at the AGM by those annual members attending the meeting."
#7: Motion read by David Houtman on behalf of Leo Kerner: Failed.
  By-law Section 1(b) subsection (B) and (C) are changed from their current text:

(A) Investigation of the matter including verification of the details related to the accusations made;

(B) Communicating to the accused member the allegations against him/her; and

(C) By a majority of the voting members of the executive, take an appropriate response, which may include, but is not limited to: warning, reprimand, limiting access to equipment, or outright expulsion with return of membership fees.

To

(A) Investigation of the matter including verification of the details related to the accusations made;

(B) Communicating to the accused member the allegations against him/her and the results of the investigation referred to in (A) above. The accused member can then request. within seven days, a hearing before the executive, which will seat in public session, where he can question the five petitioners and present up to five witnesses of his choosing; such hearing will take place no earlier then seven days after the membership has been informed of the petition, including its full text, and the place and time of the hearing has been communicated by email.

(C) By a majority of the voting members of the executive, in a recorded vote, may take an appropriate response, limited to: warning, reprimand, limiting access to equipment, suspension, or expulsion with return of membership fees. All decisions made the executive and the results of any votes taken shall be included in the next distribution of club news to members, by email and on the Club website.

The executive may choose not to hold the hearing referred to in section (B), in which case it cannot impose the suspension or expulsion penalties.

Remark: The motion failed due to a lack of support from the members who attended the meeting.

#8: Motion by David Houtman, seconded by Mary-Anne Olivares reads: Carried.
  "Move the motion which dealt with a cancellation of an activity to the next AGM."

The governance committee will be responsible for passing the constitution amendments to the executives and the webmaster.

Election of Officers

Nominations were taken from the floor for each position:

  • President - Raynald Charest - acclaimed
  • Vice-President - Jim Burgess - acclaimed
  • Treasurer - Adam Han - acclaimed
  • Membership Secretary - vacant
  • Executive Secretary - David Gillies - acclaimed
  • Equipment Coordinator - Kevin Marshall Lafleche - acclaimed
  • Hiking Coordinator - Eddie Drueding - acclaimed
  • Cycling Coordinator - Paula Tozer - acclaimed
  • Canoeing Coordinator - vacant
  • Skiing Coordinator - Mary Anne Olivares - acclaimed
  • Snowshoeing Coordinator - Tim Crook - acclaimed
  • Social Coordinator - Anna Gopenko - acclaimed

Recognition Awards (3 of $25(each) gift certificates from Bushtakah)

  • Jim Burgess
  • Valerie Heaman
  • Rob Burnfield

Door prizes (5 of $10(each) and 1 of $25 gift certificates from Bushtakah)

  • Won by 5 club members present at the meeting

Adjournment

The meeting adjourned at 10h00 PM.

2012 AGM - Tuesday, 23 October 2012

The following documents related to the 2012 AGM are available:

Agenda - 2012 AGM

AGENDA

OOC 2012 Annual General Meeting
7:00 pm, Tuesday, October 23, 2012
Sandy Hill Community Centre

  1. Approval of 2011 AGM Minutes
  2. President's Report - Raynald Charest (3 minutes)
  3. Activity Reports (2 minutes each)
Hiking Coordinator: Eddie Drueding
Cycling Coordinator: Paula Tozer
Canoeing Coordinator: Mark Glaisher
Snow-Shoeing Coordinator: Tim Crook
Skiing Coordinator: Mary-Anne Olivares
Equipment Coordinator: Kevin Marshall-Laflèche
Membership Secretary: Jim Fraser
  1. Treasurer's Report and budget:  Louise Hale

BREAK

  1. Election of Officers:  Thomas Geiger

Nominations for each position:

President: Open
Vice-President: Open
Treasurer: Open
Membership Secretary: Jim Fraser
Executive Secretary: Shahram Lotfi
Equipment Coordinator: Kevin Marshall-Laflèche
Hiking Coordinator: Eddie Drueding
Cycling Coordinator: Open
Canoeing Coordinator: Mark Glaisher
Skiing Coordinator: Mary-Anne Olivares
Snowshoeing Coordinator: Open
Social Coordinator: Anna Gopenko
  1. Motions for Constitution Amendments:  Dave Houtman
  2. Recognition Awards:  Raynald Charest
  3. Hotline (keep or cancel):  Raynald Charest

Activity Report: Cycling Co-ordinator, Paula Tozer - 2012 AGM

Season: April 14, 2012 to September 29, 2012.

Day trips:  19

Weekend trips:  2 - Sandbanks and Kingston (Wolfe Island)

Number of Participants: Between 3 – 10, average of 5- 8

Overview:

OOC had a successful cycling season with day trips scheduled most Saturdays and two weekend trips. The weather cooperated for the most part. There were no participants for the first day trip on April 14 and the day trip September 22 had to be postponed due to poor weather.

Finding leaders continues to be a challenge.  I was able to fill gaps in the schedule myself by leading 7 day trips and co-leading the day trip to Morrisburg.

I am pleased that the traditional cycling trip to Prince Edward County was offered Labour Day weekend and was well attended.

A copy of season trip schedule is attached.  [Not available]

Issues/Concerns

The early spring in 2012 prompted some pressure to begin the cycling season early.  However while I was able to schedule a trip for April 14, but there were no participants.  I would not recommend to start the cycling season before early May.

Acknowledgements:

I would like to thank all of the leaders who volunteered their time to lead cycling activities. However special thanks to Hilary Seddon and Helen Apouchtine who each lead a weekend trip and a day trip. Also, special thanks to Raynald Charest who along with his duties as Club President led 4 day trips.  

Also, a big thanks to Rob Burnfield for keeping the web site up to date.

Prepared by:

Paula Tozer
OOC Cycling Coordinator (October 18, 2012)

Activity Report: Skiing Co-ordinator, Mary-Anne Olivares - 2012 AGM

Season:  January 2, 2012  to March 11, 2012

Weeks:  11 (7 of which had two ski trips per Sunday)

Trips:  Total of 18 day trips

Moonlight:  3 Saturday evenings combined with snowshoing

Weekend trips:  3

Participation:  Well attended

Overview:

OOC had a successful, albeit shortened ski season for the 2011/12 winter season.  Unfortunately, we did not have sufficient snow for skiing until after Christmas, and the snow quickly departed in March.

As the new ski coordinator, I made a concerted effort to have a fullsome schedule with a variety of levels and trails to appeal to a wide variety of participants.  Specifically, we had two special introductory ski day trips in January for novice skiers which were extremely well attended.  As a result, the ski outings were a great success. 

Again, we had the traditional weekend trips to Harris Farm in January, Val David in late February and Tremblant in early February with a new location at the Auberge du Coq.  I am glad to report that everyone survived and is doing well following the Tremblant trip as there was a ski  accident and a few other unfortunate personal mishaps.  Let’s hope this will not happen in the new season!

There were three Saturday evening combined ski/snowshoe moonlight outings and potluck.  They were as popular as ever, with food and fun which made for three wonderful evenings.

Acknowledgements:

I would like to thank all the leaders who supported the program and lead outings.  The response was well appreciated.  In particular, I would like to thank John Galbraith and Helen Apouchtine for leading the weekend trips, and to Marie-Reine Fournier in leading one of the introductory ski trips.

Also, many thanks to Rob Burnfield for updating the website, filling in many blanks, and making useful suggestions to the trip descriptions.

Prepared by:

Mary-Anne Olivares, OOC Ski Coordinator, October 2012

Activity Report: Equipment Officer, Kevin Marshall Laflèche - 2012 AGM

Inventory as of 30 September 2012

  Number 2011 oct 2012 oct
       
Canoes and Canoe Equipment
Canoes  10 10 10
Canoe racks 2 2 2
Boat bumper   1 0
       
Paddles (mostly wood)      
Extra long (red) 4 4 4
Long (blue) 11 10 10
Medium (green) 16 16 16
Yellow  5 5 5
Short (White) 2 2 2
Extra short (red & white) 2 2 2
Yokes   5 5
       
Ropes      
Throw bags with flashlight in box 8 7 8
Regular ropes with flashlight in box     2
Large throw bags 2 2 1
Misc. length ropes 19 19 18
       
Misc. Canoe Shed Items      
Misc. bailers 22 11 10
Canoe equipment bags 8 8 8
Power cord 1 1 1
Multi pronged power outlet 1 1 1
Floating safety rope 1 1 1
bag of AA batteries 1 1 1
Food barrel 1 0 1
Flashlights (regular) 3 5 5
Flashlights (wind-up) 7 1 1
Backpack (large-red/black colour) 1 1 1
Canoe transport foam cushions (Large) 47 5 5
Canoe transport foam cushions (Small)   44 44
Canoe knee pads     2
Tarp 1 5 4
Mesh Bags   6 6
Dry bag   1 1
Work light for canoe shed     2
Bowl of Carabeners & whistles     1
Padlocks     4
Bag of Ropes     1
Sanitizing kit     1
Canoe seats     3
       
Life Jackets      
Fluid brand- Extra large 3 3 3
Fluid brand- Medium 5 5 5
Fluid brand- Small 7 7 6
Endurance- Large 1 1 1
Endurance- Medium 3 3 3
Endurance- Small 1 1 1
Buoy-o-buoy jackets-adults 6 6 4
Buoy-o-buoy jackets-youth 1 1 0
Buoy-o-buoy life preservers (ties around neck) 3 3 3
Buoy-o-buoy jackets-small     3
Mustang Jacket - youth 1 1 1
Stearns- Medium 1 1 1
Keep a float(brand)-Medium 1 1 1
Trekk Marine -XXL 1 1 1
ExtraSport-XL     1
       
Canoe Accessories      
Canoe Tie Down straps 29 24 26
Canoe - top straps 14 14 19
       
Misc. and cleaning supplies
Rake 1 1 0
Broom 1 1 0
Push broom 1 1 0
Bag of garden mulch 1 0 0
       
Equipment Room Inside the Hostel
Walkie-talkies (should be 5 total)-- 2 Cobra Brand missing 3 3 3
Walkie talkie charger -Missing 0 0 0
First Aid Kits- (should be 5 total)--2 missing 3 4.5 3
Water filter kits 2 2 2
BBQ Grill- missing 0 0 0
Projector screen 1 1 0
Tripod 1 1 0
Wax kit 1 1 1
Small Bicycle panniers 2 0 0
Bicycle racks- 1 missing  3 0 0
Bicyle pump 1 1 0
Green tarps 2 noted above 4
Laundry basket     2
       
Camping Equipment
Foamy mattress 1 1 1
Therma -rest chair support- ( to attach to a mattress) 1 0 0
Plastic water jugs 2 0 0
Pots- 4 missing 1 1 1
Pans- 1 missing 1 2 2
Ladel-1 missing 0 1 1
Spatulas- 2 missing 0 2 2
Spoon (strainer)   1 1
Kitchen hand mop   1 1
Pot holder   2 1
Canoe Roof rack     2
Canoe DVD     1
       
Snowshoes
Plastic pair- Small 3 0 0
Wooden pairs-small (more like medium) 3 0 3
Wooden pairs-large 3 3 2
Metal pair 1 1 1
Plastic Pair- Large 3 0 0
Tubbs pair- Small 4 4 4
Tubbs pair- Large 1 1 1
Atlas pair-Small 4 4 4
Atlas -Large 1 1 1
Snow & Mountain pair- Large 3 2 2
Yuba pair-large 1 1 1
       
Skis
Skis (pairs) and poles
Fischer- no binding 1 0  
SNS binding type 2 0  
NNN binding type 3 0  
Fischer- skate ski-partially delaminated 1 0  
Salomon binding Elan 1 0  
3-pin binding style 12 0  
Ski poles (pairs) 14 0  
Walking poles 3 0  
       
Ski boots
Alpina brand XL 1 0  
Rossignol-L 1 0  
Saloman 411- L 1 0  
Adidas -size 11-3 pin 1 0  
Northstar- XS-3 pin 1 0  
Fels- Size 8 1 0  
Telemark-M -3 pin 1 0  
Size 42 no -name 1 0  
Size 40-no-name 1 0  
No-name -blue-approx size 5 1 0  
No-name -blue-approx size 5 1 0  
Skilom-Large- 3 pin 1 0  
       
Skates
Skates- figure- white 1 0 0
       
Administrative items
Stencil set   1 0
Locker (5x4x2)   1 1
3-Drawer plastic shelving unit   1 1
Bins   3 3

Proposed Amendments to Constitution and Bylaws - 2012 AGM

The amendments to the Club Bylaws that are contained in this PDF document are proposed for acceptance at the 2012 AGM.  There are no proposed amendments to the Club Constitution.

Treasurer's Report: Louise Hale - 2012 AGM

  1. The budget for 2012 and proposed budget for 2013 was presented. This past year we expected a surplus as we have been accumulating funds toward the Online Payment project and we ended up with a surplus. A great deal of discussion at executive meetings about advertising initiatives has gone on but no money has been spent this financial year. The new business cards and the ‘T’ shirts will be paid for out of the 2013 budget. There was no demand for training & development in 2012 which is why only $80 of the budgeted $600 was spent.
  2. The current bank balance for the club is $13,571.80.
  3. It was noted that there is a charge made by PayPal on each transaction and this needs to be added to the budget (? under ON-Line Membership project-200 members*(2.9%*$40) =200*$1.16=$232) and then can be shown as an expense on the spreadsheet. The new treasurer will implement this change.
  4. It is proposed that there be no change to the annual membership fee of $40.00.
  5. Many thanks to Adam Han for all his work as treasurer between October 2011 and July 2012 and to Raynald Charest for his assistance with Excel!!!

 

Louise Hale

Minutes - 2012 Annual General Meeting

Date & Venue: 23rd October 2012 at SHCC

Presents: 39 members, including outgoing executives

Item

Topic

Description

Action

Deadline / Responsible

1

2011 AGM minutes

After correcting number of members to 186, the minutes of last year’s AGM was approved by Leo Kerner and seconded by Rob Burnfield

No

-

2

President report

No action. Report can be accessed by members on the new website

No

NA / Raynald Charest

3

Activity Reports

All the activity reports were presented by coordinators, reports will be accessible by members on the new website:

   

Snow shoeing and Equipment reports were presented by Raynald Charest

   

Inventory audit report was requested by John Galbraith if done. Answer is yes, Raynald Charest to ensure it is filed

Yes
Done

NA / Raynald Charest

4

Hotline

Whether keeping or cancelling the hotline was discussed. Agreed to leave the investigation of the topic to a committee nominated by new executives Jean-François would coordinate with John Galbraith

Yes

NA / New Exec.s

5

Club finance

Surplus of the club bank account was discussed. Expenses like T-shirt, business card and new website and online membership payment will reduce this.

Following actions to be followed:

   
  • Spending on specialized trainings and general seminars to be investigated by new executives, a seminar is held on 23rd Nov at Gatineau park convention center but cost not covered by Club, Eddie Drueding and Mark Glaisher may be contacted if they want coordinating the research. Message in newsletter to ask for volunteers to do the evaluation ► JF to contact Rob Burnfield
Yes New Executives
  • Coverage, policies and cost of the clubs insurances to be investigated. J-F to read the existing insurance policy and give feedback to next meeting, afterwards decision is made what to do next. Question asked by JF if the insurance covers trips outside Canada.
Yes
  • Online membership charges (2.5% of membership payment) to be added to budget overview table ► Done
Yes
2012 budget overview was approved by Jim Fraser and seconded by Mary Hicks    

6

New Executives Election

Following new executives were elected:

  • President:  Jim Fraser
  • Vice president: Jean-François Lauzon
  • Treasurer:  Mary Hicks
  • Membership secretary:  Ken Zimmermann
  • Executive secretary:  Shahram Lotfi
  • Equipment coordinator:  Kevin Marshall- Laflèche
  • Hiking coordinator:  Eddie Drueding
  • Cycling coordinator:  Sue Andrews
  • Canoeing coordinator:  Mark Glaisher
  • Skiing coordinator:  Mary-Anne Olivares
  • Snowshoeing coordinator:  No nominees
  • Social coordinator:  Anna Gopenko

No

NA

7

Constitution amendment

Motion 1: voted by majority; approved by Lorraine England, seconded by Leo Kerner

Motion 2: voted by majority; approved by Lorraine England, seconded by Leo Kerner

Motion 3: Voted for by 29, against by 6 and abstention by 3; approved by Raynald Charest, seconded by Jim Fraser

Motion 4: approved by Louise Hale, seconded by Lorraine England

No

NA

8

Recognition awards

Following members were awarded for their efforts and contribution to the club’s improvement

  • Rob Burnfield for managing the website
  • Dave Houton for coordinating and leading the Thursday walks
  • Mark Glaisher and Mike McCurrie for canoeing coordination

No

NA

9

Additional topics

Arranging an award for Eddie Drueding for his great effort in coordinating the hikes ► To be followed by JF

Yes

New Executive

Social night suggested by Anna Gopenko: reiterated that Anna, as social event coordinator, has the authority to decide on organizing the events, including monthly pub nights. She should also coordinate with other activity coordinators, like Thursday evening walks to combine activities together ► Closed

Yes

Anna Gopenko

2013 AGM - Wednesday, 23 October 2013

The following documents related to the 2013 AGM are available:

Agenda - 2013 AGM

  1. Approval of agenda
  2. Approval of Minutes of 2012 AGM
  3. President’s Report
  4. Vice-president’s commentary
  5. Coordinators’ Reports
    • Canoeing
    • Cycling
    • Hiking
    • Skiing
    • Social
    • Snowshoeing
  6. Equipment Officer’s Report
  7. Membership Secretary’s Report
  8. Webmaster’s report
  9. Treasurer’s Report
  10. 2013-2014 Budget
  11. Election of OOC Executive

Break

  1. Amendments to the OOC Constitution and Bylaws
  2. End of Meeting

President's Report: Jim Fraser - 2013 AGM

I’d like to thank everyone for showing up for this year’s Annual General Meeting of the Ottawa Outdoor Club.  We have had a year full of activities, and are looking forward to another year of many trips for our regular outdoor and social activities.  I’d also like to thank the activity coordinators for organizing, and often leading, trips of many kinds to many places.  I’m sure that most if not all who participated in these trips enjoyed the activities, and the social aspects that go with doing things as a group.

If you are interested in what is involved in leading a trip, talk with some of the leaders, with one of the coordinators, or with anyone on the executive.  Certainly, we’ll be interested in having you as a leader; but we can also give some tips and insights on why people leader, and what leaders do.

We chose to provide more training for our trip leaders this past year (a Wilderness First Aid course), and are looking to do even more in the next year, as will be outlined in the Treasurer’s Report and the proposed budget for next year.

We looked at new ways to advertise the club, such as going to the Ottawa Ski and Snowboard Show last October, and are planning to do this again on October 26 and 27, plus have a booth at Mountain Equipment Coop’s Snowfest day on Saturday, November 23.  Both of these events will need volunteers to attend, to greet people who pass by our booth, and to provide information on the activities we offer throughout the year, not just in the winter.  We will also advertise our Winter Information Night in the local media.

We have printed up business cards with a quick list of our activities and our web site URL.  If you would like to hand out some of these, or post them on bulletin boards at work and in local shops, with the owners’ permission, please tell us.

I don’t want to steal any news from our coordinators, so I’ll let them each present their reports.  I’ll speak for some of the coordinators who are not here this evening.

Jim F.

Treasurer's Report: Mary Hicks - 2013 AGM

Our revenues for the year were very close to the budgeted amount of $9600.00 at an actual amount of $9660.00.

Our expenditures were under-budget with a total of $8805.00.  Individual budget areas varied from the budgeted amounts as shown on the attached financial statement.

One great variation was that the Club Executive made a decision to sponsor Wilderness First Aid training for 6 club members who frequently lead trips, as a valuable investment in the development of leaders in our club.  Funds for this were authorized as an addition to the budget from reserve funds.

Another large discrepancy with the projected budget was that the online membership and payment project was not invoiced for this year.  The same amount was projected into the 2014 budget.  Because of this, we did not actually have to draw on reserve funds in this budget year.

Online payments for membership and day trip fees have streamlined our deposits, beginning at the end of April 2013.  This year 52 members paid membership fees using PayPal since April.  It is anticipated that more members will use PayPal in the coming year, so the projected revenue has been decreased accordingly.

The projected 2014 budget was set as shown with changes to reflect amounts where we varied from the 2013 budget. 

Of note is that the executive recommends we budget $3000.00 for training and development to be funded from reserve funds for the coming year.  It has been several years since we have conducted leadership training, and it has been noted by several co-ordinators that it is difficult now to find trip leaders.  Hopefully an investment in training will help members feel more confident to take on these roles.

Our reserve fund as of September 30, 2013 was $14,753.39.  Funds for training would have us needing to draw $2875.00 from this fund for the 2014 budget year.

It has been my pleasure to serve as treasurer this year.  I have learned much and will again let my name stand for treasurer.

Activity Report: Canoeing Co-ordinator, Mark Glaisher - 2013 AGM

The canoe season got off to a slow start due to poor weather at the beginning of the year. Thunderstorms and high winds meant a number of trips were canceled for safety reasons.

 The activities on offer were also reduced due to your coordinator suffering a back injury which meant I was unable to lead trips this summer.

The canoe program continues to suffer from a lack of volunteer leaders. This year just one volunteer came forward to lead trips. A big thanks to Mike McCurrie for keeping the program going during my injury.

Changes to ownership of land on the Gatineau River, and availability of public boat launches in Wakefield, has made running early & late season evening canoe trips problematic. Most Wednesday outings were done on Meech Lake.

There were a total of 25 outings which included 4 weekend camping trips which enjoyed full attendance.

We also offered a canoe skills training day, which was unfortunately not of interest to the membership and was hence canceled.

I have decided to step down as coordinator because the lack of volunteers puts too much responsibility on the role to run all trips for the club. Without volunteer leaders there cannot be an effective canoe program.

Activity Report: Cycling Co-ordinator, Sue Andrews - 2013 AGM

This year the bicycle season lasted from May to mid October.

These were Saturday cycles using bike paths in the Ottawa/Gatineau area.  Some involved car pooling with bike racks, driving to a different location in or outside of Ottawa, and biking on country roads.  There were also day trips to Merrickville, Brockville and Ingleside.

The trips were level one and two and averaged around six participants.

These bike rides could not have happened without the eleven people who volunteered to lead one or several trips.  I am especially grateful that they shared their diverse personal knowledge of biking options.

Activity Report: Hiking Co-ordinator, Eddie Drueding - 2013 AGM

This year to date has seen 40 day hikes totaling approximately 370 km.  There were 3 multi-day hiking trips led by Jim Fraser, Mary-Anne Olivares, and Margaret McKay.  We would like to thank Margaret for organizing the popular trip to Stowe, Vermont for the third consecutive year.  This year a potential record of 40 people visited the Round Hearth Lodge for Thanksgiving.

Eddie celebrated leading his 150th hike on May 2 with a 3-hour bushwhack in the Meech Lake valley.

Alain Leury led 3 popular day trips that combined hiking with photography instruction.

Next year the hiking program looks forward to exploring the Almonte Burnt Lands alvar and searching for fossils and rare plants and butterflies.

Activity Report: Skiing Co-ordinator, Mary-Anne Olivares - 2013 AGM

The 2012/13 winter ski program had a slow start until it began with a bang on December 21 with a snowfall of 34 cm which kick-started the season.  Unfortunately, the large amount of heavy wet snow caused extensive damage to many trees and it took the better part of the ski season for Gatineau Park to clear the majority of trails of tree branches and debris.  Then, in mid January the winter thaw and rain set in resulting in cancellation of the regular day ski and the first introduction to ski offering on January 13.

There were a total of 18 day ski outings which included the second offering of Intro to Skiing on January 20, 4 combined moonlight snowshoe/ski pot lucks and 4 weekend trips:  Val David, Algonquin Park Winter Camping, Tremblant and Harris Farm.  All events were well attended.  There were a couple of unfortunate injuries which occurred during the season, however, assistance was provided and help sought for the injured.  Everyone survived!  Thank you to all those who assisted.

I wish to thank all those who volunteered to lead a ski outing last season, and a special thanks to those who lead the moonlight skiis:  Greg Griffiths and Hayley Price, and the weekend trips:  Xuan Qi, Helen Apouchtine and John Galbraith.

I look forward to the upcoming ski season.  Again, my goal is to provide two ski offerings every Sunday and will be counting on all the skiers in OOC to make the program a success!

Activity Report: Snowshoeing Co-ordinator, Mike Brown - 2013 AGM

The 2012-2013 snowshoe season got off to a start before there was even snow – on 15 December. By the next week there was almost too much, after the storm of 21 December.

While a welcome start to the season, this snowfall unfortunately caused the season long closure of major snowshoeing trails in Gatineau Park – including the Wolf Trail and shorter closures of other trails.

We were able to offer regular Saturday outings every weekend from mid-December to 23 March, with participation ranging from 3 to over 30 in several cases. As well, there were monthly “full moon” trips - usually in conjunction with skiers if snow conditions allowed – each month from December to March.

There were several special weekend trips as well – Val David and Harris Lodge Farm (again with the skiers) and the Algonquin Eco-Lodge just outside Maynooth. All events had a full complement of participants. It was our first trip to the Eco-lodge since it was taken over by new management and re-named, and there was a strong interest by participants in returning again next season. This area boasts good skiing and dog-sledding as well as snowshoeing.

I would like to thank all those who volunteered to lead a trip, with special thanks to those who organized a weekend trip. Without volunteers none of this would be possible.

I am looking forward to the up-coming season, and am willing to serve another year as coordinator.

OOC Snowshoe Inventory Oct 2013

We have eight pairs of snowshoes. Unfortunately, three are damaged to some extent

  1. OHOC A1 medium, blue Atlas brand with a soft vinyl bed, missing front toe crampons (both feet), fair condition, these ones are tied together with a cable tie and were not used in the 2013 season
  2. OHOC A2 like A1 above, but in good condition with crampons
  3. OHOC A3 like A2 above, but one foot has a broken crampon (broken in the 2013 season)
  4. OHOC A4 very large, blue Atlas brand with a soft vinyl bed, binding on one foot was broken this year (2013 season). The binding is not currently functional, but could potentially be replaced (?)
  5. Unlabeled Yura brand, large good condition, with a hard nylon bed
  6. Unlabeled Black Atlas “825” brand, medium/small in good condition with nylon bed
  7. OHOC C1 Snow Mountain – large in good condition, soft plastic bed, with a modernish binding
  8. OHOC C2 -same as C1 above, these two are the best of the lot

These snowshoes are currently in my (MHB) basement, and I am willing to keep them as long as I am snowshoe coordinator.

Activity Report: Social Co-ordinator, Anna Gopenko - 2013 AGM

This year I still tried to figure out the reason for low attendance and lack of interest for social activities. I came up with a few ideas:

  1. Activities likes dances (with the exception of social dances, like the traditional Irish dance) are not popular.
  2. Belly dancing, karaoke bar, softball, piano bar are not interesting enough.
  3. Movies are only interesting in conjunction with a restaurant, but the event was a big success.

Therefore, the decision was taken to continue with the last activity, and also try out a social event that would involve people from other outdoor or sport clubs to spark the mingling fun and to add diversity to the human contingent. Instead of the ballroom and Latin dances I would like to try out a contra-dance in the next year.

I am very grateful to the OOC members who offered their ideas and made an effort to organize an event of their own, Theresa M., Tony W., Mary-Lynn S. and some others.

Equipment Report: Equipment Officer, Kevin Marshall Laflèche - 2013 AGM

Inventory as of 20 October 2013

  Number 2011 Oct 2012 Oct 2013 Oct
         
Canoes and Canoe Equipment
Canoes 10 10 10 10
Canoe racks 2 2 2 2
Boat bumper   1 0 1
         
Paddles (mostly wood)        
Extra long (red) 4 4 4 4
Long (blue) 11 10 10 9
Medium (green) 16 16 16 16
Yellow 5 5 5 5
Short (White) 2 2 2 2
Extra short (red & white) 2 2 2 2
Yokes   5 5 5
         
Ropes        
Throw bags with flashlight in box 8 7 8 8
Regular ropes with flashlight in box     2 2
Large throw bags 2 2 1 1
Misc. length ropes 19 19 18 17
         
Misc. Canoe Shed Items        
Misc. bailers 22 11 10 8
Canoe equipment bags 8 8 8 13
Power cord 1 1 1 1
Multi pronged power outlet 1 1 1 1
Floating safety rope 1 1 1 1
bag of AA batteries 1 1 1 1
Food barrel 1 0 1 1
Flashlights (regular) 3 5 5 4
Flashlights (wind-up) 7 1 1 1
Backpack (large-red/black colour) 1 1 1 1
Canoe transport foam cushions (Large) 47 5 5 2
Canoe transport foam cushions (Small)   44 44 47
Canoe knee pads     2 2
Tarps (Green and Blue) 1 5 4 4
Carry Bags (mesh and dry)   6 6 7
Work light for canoe shed     2 2
Bowl of Carabeners     1 1
Padlocks     4 4
Bag of Ropes     1 1
Sanitizing kit     1 1
Canoe seats     3 3
Whistles       24
         
         
Life Jackets        
Fluid brand- Extra large 3 3 3 3
Fluid brand- Medium 5 5 5 5
Fluid brand- Small 7 7 6 6
Endurance- Large 1 1 1 1
Endurance- Medium 3 3 3 3
Endurance- Small 1 1 1 1
Buoy-o-buoy jackets-adults 6 6 4 4
Buoy-o-buoy jackets-youth 1 1 0 0
Buoy-o-buoy life preservers (ties around neck) 3 3 3 3
Buoy-o-buoy jackets-small     3 3
Mustang Jacket - youth 1 1 1 1
Stearns- Medium 1 1 1 1
Keep a float(brand)-Medium 1 1 1 1
Trekk Marine -XXL 1 1 1 1
ExtraSport-XL     1 1
         
Canoe Accessories        
Canoe Tie Down straps 29 24 26 26
Canoe - top straps 14 14 19 19
         
Misc. and cleaning supplies
Rake 1 1 0 0
Broom 1 1 0 0
Push broom 1 1 0 0
Bag of garden mulch 1 0 0 0
         
Equipment Room Inside the Hostel
Walkie-talkies( should be 5 total)-- 2 Cobra Brand missing 3 3 3 3
Walkie talkie charger -Missing 0 0 0 0
First Aid Kits- (should be 5 total)--2 missing 3 4.5 3 3
Water filter kits 2 2 2 1
BBQ Grill- missing 0 0 0 0
Projector screen 1 1 0 0
Tripod 1 1 0 0
Wax kit 1 1 1 1
Small Bicycle panniers 2 0 0 0
Bicycle racks- 1 missing 3 0 0 0
Bicyle pump 1 1 0 0
Laundry basket     2 2
         
Camping Equipment
Foamy mattress 1 1 1 1
Therma -rest chair support- ( to attach to a mattress) 1 0 0 0
Plastic water jugs 2 0 0 0
Pots- 4 missing 1 1 1 1
Pans- 1 missing 1 2 2 2
Ladel-1 missing 0 1 1 1
Spatulas- 2 missing 0 2 2 2
Spoon (strainer)   1 1 1
Kitchen hand mop   1 1 0
Pot holder   2 1 1
Canoe Roof rack (pair)     1 1
Canoe DVD     1 1
         
Snowshoes
Plastic pair- Small 3 0 0 0
Wooden pairs-small (more like medium) 3 0 3 2
Wooden pairs-large 3 3 2 2
Metal pair 1 1 1 1
Plastic Pair- Large 3 0 0 0
Tubbs pair- Small 4 4 4 4
Tubbs pair- Large 1 1 1 0
Atlas pair-Small 4 4 4 4
Atlas -Large 1 1 1 1
Snow & Mountain pair- Large 3 2 2 2
Yuba pair-large 1 1 1 1
         
Skis
Skis (pairs) and poles
Fischer- no binding 1 0   0
SNS binding type 2 0   0
NNN binding type 3 0   0
Fischer- skate ski-partially delaminated 1 0   0
Salomon binding Elan 1 0   0
3-pin binding style 12 0   0
Ski poles (pairs) 14 0   0
Walking poles 3 0   0
         
Ski boots        
Alpina brand XL 1 0   0
Rossignol-L 1 0   0
Saloman 411- L 1 0   0
Adidas -size 11-3 pin 1 0   0
Northstar- XS-3 pin 1 0   0
Fels- Size 8 1 0   0
Telemark-M -3 pin 1 0   0
Size 42 no -name 1 0   0
Size 40-no-name 1 0   0
No-name -blue-approx size 5 1 0   0
No-name -blue-approx size 5 1 0   0
Skilom-Large- 3 pin 1 0   0
         
Skates
Skates- figure- white 1 0 0 0
         
Administrative items
Stencil set   1 0 0
Locker (5x4x2)   1 1 1
3-Drawer plastic shelving unit   1 1 1
Bins   3 3 3

Website & Newsletter Report: Webmaster & Newsletter Editor, Rob Burnfield - 2013 AGM

The roles of webmaster and newsletter editor are complementary roles, since each, at its core, is responsible for letting Club members and others know what is happening with the Club. These roles also require working with most of the members of the executive and other Club members to communicate their information to both the Club membership and the world.  I enjoy these roles, since one of their many benefits is that they help keep me in touch with many of the Club members.

Website

This past year, the following enhancements were made to the website:

  • Online membership registration has been available since May.  Since then, there was a steady stream of membership registrations that tapered off during the fall as the new membership year drew closer.  It is now much faster and easier for people to register and pay for their memberships.  Hopefully, this has encouraged more people to become members.

I had the pleasure of working closely at times with Ken Zimmerman, our membership secretary, in the lead-up to the introduction of the online membership registration.  Ken and other members of the executive provided many useful comments that hopefully made the online membership registration process easier to use for all.

  • Since September of 2012, it has been possible for day trip leaders to forward various fee payments to the treasurer by PayPal, saving them and the treasurer time.  In December 2012 or January 2013, after a trial period, this was publicized to trip leaders and is now included in the information on the back of the sign-up forms.
  • The text on the home page, schedule page, and activity description page was updated based on comments from Club participants to hopefully better describe the Club and to place useful information where it might be most seen.
  • The number of unique visitors to the website has increased over the past year compared to the year before, as shown in the following graph.  (For a few months in the spring of 2012, data was not collected.  The month data for October 2013 is not yet available.)

Graph of visitors over past two years

Newsletter

The newsletter is sent weekly, with every attempt made to ensure all of the week’s activities are covered.  Sometimes, unfortunately, due to time constraints, this has not always happened.

I try to have the newsletter cover the basics of the outdoor activities that will be happening each week, along with any Club announcements, upcoming social activities, and weekend trips.  As time permits, information and photos about past activities are included.

Both a draft and a final version of the newsletter are created.  The draft is sent to anyone mentioned in the newsletter, along with all executive members, for approval and changes.  The final version is sent the next day to all Club members.  This process has worked well, since it provides for feedback from many people.

Proposed Amendments to Constitution & Bylaws - 2013 AGM

The following amendments to the Club Constitution and Bylaws are proposed for 2013:

Leaders of Multi-day Trips of 10+ Go Free

From John Galbraith:

ADD in Article 6 - Trips and Use of Equipment / Section 1 - Conduct of Trips

(d) The trip leader of a multi-day trip of 10 participants or more (including himself / herself) is entitled to attend the trip at no charge. All of the normal per-participant costs for the trip leader (including transportation) shall be absorbed by the rest of the trippers.

RATIONALE

This is a small way of thanking a weekend trip leader who organizes a large group and who spends much of the week preparing and then working on the trip to ensure that it runs. It does not constitute paying the leader, because the leader is still volunteering all of his / her time. The leader is simply not being charged. This formula will raise the cost of the trip by perhaps 5% but never more than 10% to the other participants.

0% BAC for Drivers of OOC Activities

From Jim Burgess:          

ADD in Article 1 - Members / Section 7 – Responsibility of Members

All members who drive and provide a ride for participants on any and all OOC events and trips shall be sober (0% blood level of alcohol).

RATIONALE

Every member should be entitled to a sober driver, just as when they take public transportation.  If this rule applies to these highly-skilled professional drivers, it surely should apply to amateur drivers who are often tired after an activity.

Insurance agents have advised us that the home owner is responsible if a car accident occurs after the driver has been drinking at the home of the host for a OOC social event.  This is a risk that none of us can afford to take.

Change Amending Formula

From Leo Kerner:

I wish to submit a Motion to Amend Article 5 of the Club Constitution, entitled Amending formula.

I note that a current version of this article is not available, as the changes approved in the 2012 AGM are not reflected in the Constitution published in the Club website or otherwise distributed to the membership. Note that parts of Article 5 might have been moved in 2012 to Bylaw Article 2 Section 1(a).

RATIONALE

To allow the membership, prior to an AGM or SGM [Special General Meeting], to offer amendments to Motions to Amend the Constitution submitted by the executive or a member, as no time window is currently provided in the case of member Motions.

MOTION:  The first paragraph of Article 5 or Bylaw Article 2 Section 1(a) as the case may be, as Amended by the 2012 AGM currently reading

"The date of the Annual General Meeting (AGM) must be announced not less than five weeks prior to that event. Not less than four weeks prior to the AGM, the Executive shall distribute to the membership, via email, any proposed motions to amend the Constitution and/or Bylaws for the AGM along with a call for submissions from the membership for additional motions or amendments to the proposed motions. This submission period shall last for ten days only, and no other submissions will be accepted from the membership thereafter. The time and location of the AGM must be announced to the membership not less than two weeks prior to the event, along with the final version of all motions and amendments to be presented at the AGM in their final wording, as well as a statement clearly indicating the intent to amend the Constitution and/or Bylaws at that meeting. The agenda for the meeting shall include:"

is amended to read (suggested changes are underlined):

"The date of the Annual General Meeting (AGM) must be announced by means of a special email not less than five weeks prior to that event. At this time, the Executive shall distribute to the membership a call for submissions of additional motions to amend the Constitution. This submission period shall last for ten days only, and the Motions of members and those of the Executive shall be distributed to the membership. In the next ten days, members can submit amendments to the Motions offered by the executive and the members but can offer no unrelated motions. The time and location of the AGM must be announced to the membership not less than ten days prior to the event, along with the final version of all motions and amendments to be presented at the AGM in their final wording, as well as a statement clearly indicating the intent to amend the Constitution and/or Bylaws at that meeting. The agenda for the meeting shall include:"

Limit Disciplinary Authority Of Executive

From Leo Kerner:

This is to submit a Motion to amend Bylaw Article 1, Section 1(b), modified in the 2012 AGM to grant Authority of the Executive to Discipline Members for Lesser Infractions of Safety or Civility, in Lieu of any Signed Petition.

RATIONALE

The authority granted to the executive is too vague and establishes no bounds, even though it is meant for lesser infractions of safety or civility.  This proposed Amendment limits that authority both in the severity of the disciplinary action and its timespan.

MOTION: The last paragraph of Bylaw Article 1, Section 1(b) which currently reads

This in no way limits the Executive from addressing lesser transgressions of safety or civility which have been reasonably proven

is amended to read:

The executive can discipline members for lesser transgressions of safety or civility which have been reasonably proven.  Such action requires affirmative vote of a majority of the voting members of the executive, is limited to warning, reprimand, suspension of selected activities or access to equipment.  It shall not extend for more than one month and cannot be renewed.

Send Separate Email About AGM

From Leo Kerner:

RATIONALE

In order to make clear that an AGM has been called, I propose that members be informed by a special communication via email, in addition to the inclusion in the weekly newsletter.

MOTION:  Article 4 of the OOC Constitution currently reading

Executive meetings shall be held in Ottawa or vicinity, as directed in the By-laws, not less than once in every three-month period.  The Annual General Meeting shall be held during the month of October each year.

is amended to read (suggested changes are underlined):

Executive meetings shall be held in Ottawa or vicinity, as directed in the By-laws, not less than once in every three-month period.  The Annual General Meeting shall be held during the month of October each year.  The Annual General Meeting and any Special General Meeting shall be communicated to members by means of a special email in addition to any inclusion by other means.  The subject line of the email shall contain the term AGM.

Promptly Disseminate Results Of AGM

From Leo Kerner:

RATIONALE

To assure prompt dissemination of constitutional amendments and other decisions of the AGM.

MOTION:  The following text is added between the fourth and fifth paragraphs of Article 4.

The Secretary, within 30 days of an AGM or Special General Meeting, will distribute to the membership by email the text of all decision taken at such meeting.  Within the same timeframe, the Secretary will update the text of the Constitution available in the club's website.  The Executive may authorize an extension of an additional 30 days, but no more.

Ensure The Authority Of The AGM

From Leo Kerner:

RATIONALE

To ensure the authority of the AGM.

MOTION:  The last paragraph of article 4, currently reading

Appendices may be added or amended by Executive resolution, and must be presented for approval at the following AGM or Special General Meeting as described above.  Any appendix not approved by such meeting will revert to its previous text

is amended to read (suggested changes are underlined):         

Appendices may be added or amended by Executive resolution, and must be presented for approval at the following AGM or Special General Meeting as described above. Any appendix not approved by such meeting will revert to its previous text or to such text as the AGM or SGM might decide, and the Executive cannot add or amend the appendices on the same or related matter.  The approval or amendment of Appendices by the executive will be communicated to the membership by email within 15 days, and it will not be binding till such communication occurs.

Minutes - 2013 AGM

Date & Venue: 23rd October 2013 at SHCC

Present: 29 members, including outgoing executives

Item

Topic

Description

Action

Deadline / Responsible

1

2012 AGM minutes

The minutes of last year’s AGM was approved by Navid Foroudi and seconded by Susan Andrews.

No

N/A

Whether the new exec in AGM 2012 was elected or claimed to be added to the minutes

Yes Immed./ Shahram Lotfi

Jim Fraser to send Rob Burnfield all reports from coordinators to post on OOC web site

Yes 11.31.13/ Jim Fraser

2

President’s report

No action. Report can be accessed by members on the new website.

No

NA / Jim Fraser

Availability of other reports to all members was requested. It is a valid request, however the means (posted online, e.mail, etc.) to provide members with such reports to be discussed by new executives. Yes Next Meeting/ Exec.

3

 

Activity Reports

 

Canoe

  • Comments: Paula Tozer commented that the efforts of Mark Glaisher to be acknowledge / recognized.

Yes

Next Meeting/ Exec.

Hike
  • More difficult hikes are not held as often (Anna Gopenko). The issue was discussed and suggestion was given that in newsletter request to be made to invite more hiking coordinators. John Galbraith suggested leaving the topic due to the absence of hiking coordinator.
Yes Next Meeting/ Exec.
  • Anna G. also suggests that the names on the sign-up sheet of activities to be read aloud before the activity starts to ensure all participants have filled out the sign-up form.
Yes Next Meeting/ Exec.
Snowshoe
  • John G. asked if a trip leader needs snowshoes how they will be provided. Mike Brown offers that he brings them to activity leader’s place or the assembly location at SHCC.

No

N/A
Inventory list
  • John G. suggests to put the list of the equipment inventory on the web site. No action yet, to be discussed at next exec meeting

No

N/A
Membership
  • 212 members this year compared to 203 last year.

No

N/A
Web master
  • Navid suggests that web master position be added to exec positions. To be suggested as an amendment at next year’s AGM
Yes AGM2014/ Exec.
Budget
  • The budget overview to be accessible to all members as suggested by John Galbraith. Jim Fraser suggests that the decision on how to send it out to be taken by new executives.
Yes Next Meeting/ Exec.
Jim Burgess suggests that the finance report be sent to all members a week or two ahead of next AGM. Yes Next Meeting/ Exec.
4 Club finance Motion to approve the suggested 3000 $ for training: Rob Burnfield moved and Leo Kerner seconded. Passed by participants vote.   No
5 New Executives Election Following new executives were elected:    
  • President: Jean-Francois Lauzon
  Acclaimed
  • VP: No nominations ► John Galbraith was suggested by Navid Foroudi
  Acclaimed
  • Treasurer: Mary Hicks
  Acclaimed
  • Membership secretary: Ken Zimmerman
  Acclaimed
  • Executive secretary: Shahram Lotfi
  Acclaimed
  • Equipment coordinator: No nomination ► Tracey Vansickle was suggested
  Acclaimed
  • Hiking coordinator: Eddie Drueding
  Acclaimed
  • Cycling coordinator: Sue Andrews
  Acclaimed
  • Canoeing coordinator: No nominations ► Navid Foroudi was suggested
  Acclaimed
  • Skiing coordinator: Mary-Anne Olivares
  Acclaimed
  • Snowshoeing coordinator Mike Brown
  Acclaimed
  • Social coordinator: Anna Gopenko
  Acclaimed

7

Constitution amendment

  • Motion 1: moved John Galbraith by, seconded by Susan Andrews ► voted by majority.
  Passed
  • Motion 2: moved by Jim Burgess, seconded by Carolyn Glover ► For:11; Against: 8; Abstention:4
  Passed
  • Motion 3: moved by Leo Kerner, seconded by Lorraine England ► For:8; Against:11; Abstention:3
  Rejected
  • Motion 4: moved by Leo Kerner, seconded by Tracey Vansickle ► Rejected by majority
  Rejected
  • Motion 5: moved by Leo Kerner, seconded by Tracey Vansickle ► Rejected by majority
  Rejected
  • Motion 6: moved by Leo Kerner, seconded by Navid Foroudi ► For:7; Against:11; Abstention:3
  Rejected
  • Motion 7: moved by Leo Kerner, seconded by Tracey Vansickle ► For:4; Against:15
  Rejected
8 Meeting adjourned at 10:00 PM by outgoing president Jim Fraser    

2014 AGM - Tuesday, 4 November 2014

The following documents related to the 2014 AGM are available:

Agenda - 2014 AGM

Ottawa Outdoor Club
Tuesday, 4 November 2014

  1. Quorum verification
  2. Approval of agenda [D]
  3. Approval of minutes of 2013 AGM [D]
  4. President’s report [D]
  5. Vice-president’s commentary [D]
  6. Coordinators’ reports
    • Canoeing [D]
    • Cycling [D]
    • Hiking [D]
    • Skiing [D]
    • Snowshoeing [D]
    • Social [D]
  7. Equipment Officer’s report [D]
  8. Membership Secretary’s report [D]
  9. Webmaster’s report [D]
  10. Treasurer’s report [D]
  11. Presentation of 2014-2015 budget [D]
  12. Vote on 2014-2015 budget
  13. Presentation and vote on Canoe and equipment rental fees
  14. Presentation and vote on member and non-member fees
  15. Presentation of car-pooling fees
  16. Election of OOC executive
    • There are currently no candidates for the following positions:
      • Vice-president
      • Membership secretary
      • Cycling coordinator

Break

  1. Amendments to the OOC Constitution and Bylaws [D]
    • Permit membership fee payment by electronic means
    • Clarification to the restrictions on drivers regarding BAC 
    • Add position of Webmaster as full executive position
  2. Other items
  3. End of meeting

[D] indicates that a related document is available.

President's Report: Jean-François Lauzon - 2014 AGM

I’d like to take this opportunity to thank everyone for showing up for the 2014 Annual General Meeting of the Ottawa Outdoor Club, a Club based on the hard work of our many volunteers.  The Club had a year full of activities, and is looking forward to another year of many trips / outings for our regular and social activities.  In addition to saying thank-you to the activity coordinators for organizing, and often leading, outings of many kinds to many places, I would also like to say thanks to all members who participated in the outings and made these a pleasant experience.  I’m sure that most, if not all, who participated in these outings enjoyed themselves and the social aspects of doing outings as a group.

If you are interested in leading an outing, talk with some of the leaders, with one of the coordinators, or with anyone on the executive.  Certainly, we’ll be interested in having you as a leader; but we can also give some tips and insights on outings and what leaders do.

Our intention was to provide leadership training to our coordinators and leaders this year. However,  5 members of the executive had an opportunity to discuss the topic of leader training with an outside consultant, free of charge. Based on this discussion, it was decided to focus our energies towards volunteer recognition and giving back to the membership.

To this end, the O.O.C. hosted a summer BBQ at Britannia which was attended by about 35 members and the event benefited from the surprize visit of Marjorie Harris, a founding member of both the Ottawa Youth Hostel and the predecessor of the Ottawa Outdoor Club. Marjorie regaled us all with a narrative of past events, and her vitality was an inspiration to all of us. She is an advanced octogenarian full of energy and leadership.

The O.O.C. anticipates hosting a recognition dinner for its volunteers later in the autumn or in the early part of winter as a means of saying thank-you for volunteering.

In addition, the Club benefited from the constitutional experience of John Galbraith, Jim Fraser and Ken Zimmerman in reviewing the wording of proposed constitutional amendments. The only purpose of the committee was to ensure that the proposals did not conflict with other existing elements of the constitution or regulations and to ensure they were clearly written. The originator of the amendment had the final say on the proposed amendment.  

In summary, the coordinators and leaders did an excellent job hosting outings and events, and our membership (attendees) made these outings enjoyable. I am certain this contributed to the O.O.C. maintaining its membership levels.

I don’t want to steal any news from our coordinators, so I’ll let them each present their reports.  I’ll speak for some of the coordinators who are not here this evening.

Again, thanks for attending the AGM and being participating members of the O.O.C.

J.F. Lauzon

Vice President's Commentary: John Galbraith - 2014 AGM

October 30, 2014

Duties

The Vice-President’s responsibilities read as follows:

Under “Article 3, Section 4 - Vice-President
The Vice-President shall have and exercise the duties and powers of the President in his/her absence.”

As the vice president, I was only asked to act on one occasion for the president. The president asked me to inform the membership via this news letter that he will soon be announcing the time date and location of the club’s Annual General Meeting. And that it is expected to be held in late October. And also in order to comply with “Article 2, Section 1:  invite members who want to make changes or addition to the constitution to do so for a 10 day period. This was done on August 12. Subsequently the executive decided to open up another 10 day window for submissions in October.


Additional Assignments

Constitutional Amendments

I served on a subcommittee with Jim Fraser and Ken Zimmerman to review the wording of proposed constitutional amendments. The only purpose of the committee was to ensure that the proposals did not conflict with other existing clauses. I emailed out the final draft of the three proposed changes to all members.

Leadership Training

After seeking professional advice, it was determined that the club should address other priorities before leadership training is required.

The executive asked me to look into conducting a leadership training program, as $3,000 had been budgeted for leader training by last year’s AGM and executive. In the 90s and in to the early part of the 2000s I volunteered to run a full weekend Leadership Training program. I organized and ran this program with the help of other members for 14 years. I got a lot out of doing that in those years. It helped me gather ideas for my professional development as I was technical trainer at a local cable televsion company at the time.

I no longer feel that I would realize much personal reward if I was to resurrect this program. Although I was offered money to do so, I felt that this could be viewed negatively by some. Rather than try to resurrect this program I looked to external training possibilities.

After making contact with Linda Vanderlee of “Living Aligned”, I set up a meeting with Linda, myself, the president, and each of the 5 activity coordinators. We met for about 2 hours. The conclusion reached was; that at this time, the club is not ready for Leadership Training. When I later contacted the membership secretary, he informed me that only one member signed up this year indicating that he wanted “Leadership Training”.

My thoughts were to spend the entire amount of this budget item on advertizing and other club development items. But that was not in my mandate.


The Club Phone

I continued to maintain the club phone line and directory listing at 613-230-6703. Executive members are reluctant to post their phone number on the club web site. Callers to the club phone receive a recorded message informing them that “the office is closed”, and instructs them how to reach the appropriate person in the club by phone. This has served us well in allowing members of the press working on tight deadlines to contact club personnel on several occasions this year.

On occasion I will pick up the phone when I hear it ringing in my basement and answer it as “Ottawa Outdoor Club”. People call with questions about joining the club, what the age range is, and is the club appropriate to them?, and a wide range of questions that they can’t find on the web site.

The club has received a very favorable rate from Bell Canada for the last few years for this number, as Bell Canada offers me a second line in my house at no charge. Only the additional features on the line incur charges. Since I have no need for a second line for myself, I am able to pass this savings on to the club for about the last 10 years. I am changing my personal telephone carrier this month to save money on my phone bill. Unfortunately that means that the club may incur a slightly higher phone bill next year as we will have to pay the true cost of a phone line. Having a phone number is a requirement of PayPal.


The Need for a VP

I will not be offering my candidacy for the executive this year. Working with a group to achieve a consensus can be very rewarding work. After 8 years of owning and running my own business, I realize that working towards compromises is no longer my forté.

Some positions in the club require that a lot of information and skills be transferred from one person to the next when the position changes hands. In these cases it is useful if the departing official recruits and assists his successor. In the case of a vice president stepping down however, I think that it is more useful if the next president chooses someone that he feels he can work closely with, to be the vice president. Otherwise I see no problem with leaving this position vacant. There are more than enough people serving on the executive.

John Galbraith
OOC Vice President

Activity Report: Canoeing Co-ordinator, Joanna Sarnecka - 2014 AGM

As the new canoe coordinator I do not have comparisons to previous canoe seasons, though I would say that this year the canoeing seemed good. There were day-long outings about three times per month and Wednesday evening outings about three times per month as well. One day-outing was cancelled due to difficult weather. There were two scheduled canoeing / camping trips and one of them was cancelled due to difficult weather. Most of the outings were led by Mike McCurrie who should be rewarded for his efforts by the club, since he led most of the outings!

There was a good variety of outings thanks to different leaders: there was a canoe teaching clinic (given by John Galbraith and Jim Burgess), there was a day of canoeing and sailing (led by Mike McCurrie and Jim Burgess), the club participated in part of the Gatineau River run and festival even though the turn-out of participants was low that day – the participants who did come out had a great time from what I heard (led by Mike McCurrie and Jim Burgess); there was the day of canoeing in rented canoes on Lac La Peche (led by Navid Faroudi), there was the camping trip to Lac Poisson Blanc (by Mike McCurrie); there was a canoe outing with nature observation (led by Eden Bromfield), and there were a couple of canoeing / potluck outings (led by Mike McCurrie).

I wish I had done more as coordinator though I had injured my foot in the middle of the season and couldn’t continue coming out to the outings. If next season can resemble this season in the number and variety of outings, then I think that it would be great!

Some equipment deficiencies were spotted at the beginning of the season but because the turn-outs of participants per outing were not that high the equipment was adequate per outing. Due to safety reasons and for future seasons though, I feel that the equipment should be inspected.

Activity Report: Cycling Co-ordinator, Sue Andrews - 2014 AGM

This year the bicycle season lasted from May to mid-October.

Most were Saturday cycles using bike paths in the Ottawa / Gatineau area.  There were also four day-trips where we car-pooled to another location.  Trips were mostly Level 1 or 2 and averaged five participants.

This year, Lorraine England led Level 3 training trips in May from the Gamelin parking lot to the Champlain Lookout in Gatineau Park.

These bike rides could not have happened without the eight people who volunteered to lead one or more trips.  The best part of a club like ours is having people share their favourite routes.

Activity Report: Hiking Co-ordinator, Eddie Drueding - 2014 AGM

The 2014 hiking season was marked by the year's unpredictable weather. The long winter delayed the start of the season until April 13 and heavy rains caused the loss of three summer hikes. The rest of the season had lovely weather and made for enjoyable hikes.

On June 16 I attended a special discussion session called by the NCC on responsible trail management. The NCC, the body governing the use of Gatineau Park, was concerned about the impact of hiking and other activities on the park's backwoods, unofficial trail system. One of the club's late-summer hikes had to be rerouted when a sign informed us the original trail was blocked off due to Peregrine Falcon hatching and fledgling in the area.

I feel it important to respect the ecologically sensitive areas of the park and I hope to work with the NCC in redirecting our hiking activities to less sensitive areas.

A decline in attendance was noted compared to previous years, with weekend trips also struggling to make their numbers.

For the fifteen hikes that I personally led in the spring and summer seasons, I counted 54 brand new people who had come out to the club for their first time. At the end of the summer, I tracked that the vast majority of these people, about 40 or 75%, had never come back after that first experience.

If we extrapolate those numbers to 100 new attendees per year to the club overall, it represents a significant loss of return traffic. Perhaps a study should be undertaken to learn why the club has such a poor retention rate.

Activity Report: Skiing Co-ordinator, Mary-Anne Olivares - 2014 AGM

OOC had a relatively good 2013/14 winter ski season, with the usual mix of snow, rain and cold temperatures.

There were a total of 22 ski outings which included an Intro to Skiing session in January which was very well attended, and two moonlight ski pot lucks. There were three weekend trips: Val David, Algonquin Park Winter Camping and Tremblant. In addition, John Galbraith offered his weekend trips to Harris Farm which were primarily an external non-club offering. All events were reasonably well attended. Unfortunately, several outings were cancelled during the season due to rain and poor conditions.

I wish to thank all those who volunteered to lead a ski outing last season, and a special thanks to those who lead the moonlight skiis and weekend trips.

My goal next season is to offer more novice ski outings (level 0.5 and level 1), in addition to the intermediate outings, in order to have a program of interest to more club members.

I look forward to the upcoming ski season. I will be counting on all the skiers in OOC to make the program a success!

Mary-Anne Olivares
Ski Coordinator

Activity Report: Snowshoeing Co-ordinator, Mike Brown - 2014 AGM

The 2013-2014 snowshoe season got off to a good start – our first outing was on 01 December 2013.

It was a good start to a long and cold season, with lots of snow.  We were able to continue until 05 April 2014 with a  trek down Meech Valley from P16 – and snowshoes were still needed!

In all there were 23 trips scheduled, including moonlight outings with the skiers and weekend outings to Harris Farm Lodge and the Algonquin Eco-lodge.  There was something offered each weekend, with participation ranging from 2 to the mid-twenties.

I would like to thank all the volunteers who led regular Saturday outings – especially Jean-François and Pete Volney.  And I would like to especially thank John Galbraith and Marilyn Miller for organizing the weekend lodge trips. 

I am looking forward to the up-coming season and am willing to serve another year as co-ordinator; however, more volunteers for leading weekend trips would be welcome.

With the introduction of daily use fees for snowshoeing in Gatineau Park it would be nice to start moving off their established trails and into either other areas or more unmarked trails – for this we will need some ideas and support from the membership.  

Mike Brown
Snowshoe Coordinator

Activity Report: Social Co-ordinator, Anna Gopenko - 2014 AGM

This year was slow due to my full-time occupation as a student and absence during the summer vacation. We had a couple of dance events and a well-attended party at my house in May. Judging that the members attending the social events know each other quite well, it was decided that a mingling party uniting members from other outdoor clubs of the area would be a nice distraction. The party is planned for November this year.

Equipment Report: Equipment Officer, Tracey Vansickle - 2014 AGM

An updated equipment inventory was completed in September 2014.

Although there are a small number of OOC-owned snowshoes available for rent (stored in the basement of the current snowshoe coordinator), most of the activities of the club require people to have their own equipment (e.g., biking or cross-country skiing) or do not require specialized equipment (e.g., hiking). Therefore, the vast majority of club equipment is related to the canoe program.  The canoes and related gear are stored in a rented private property just south of Wakefield, which allows convenient access for Gatineau River and some Gatineau Park outings.  The majority of the equipment is dated and showing noticeable wear, and, as mentioned in the canoe coordinator’s report, some must be replaced.  The most notable deficiencies are in accessories related to transport (such as tie-downs).  While there was a sufficient volume of usable equipment for outings this year (given that the demand was limited), I recommend that the canoe coordinator and new executive continue recent discussions regarding the desired future state of the canoe program and possible alternative equipment options (both rental and replacement).  If the intention is to have the program continue at its current size or grow using OOC equipment, the club will need to consider how much it wishes to invest in replacement equipment.

During the past year, a decision was made by the executive that the snowshoe coordinator, who has the necessary program expertise, would determine whether and what replacement equipment to purchase (ultimately, none was required as there was no demand for snowshoe rentals).  A similar agreement would be logical for the canoe program.  Therefore, I recommend that the equipment coordinator not be replaced this coming year and/or that consideration be given to a future constitutional amendment to eliminate this position from the Executive Committee, given that the duties are minimal and can be subsumed by the canoe and snowshoe coordinators in consultation with the Treasurer and with the support of the Executive Committee and the annual budget exercise.

Tracey Vansickle
Equipment Coordinator
October 2014

Equipment Report: Inventory - 2014 AGM

Excel spreadsheet from which tables below are derived.

Existing Inventory

EQUIPMENT Number 2011 Oct 2012 Oct 2013 Oct 2014 Oct
Canoes, Storage and Transport
Canoes (#4 with stern dent @ flotation) 10 10 10 10 10
Canoe racks 2 2 2 2 2
Boat bumper   1 0 1 0
Canoe transport tie down straps 29 24 26 26 20
Canoe transport top overstraps 14 14 19 19 14
Canoe transport foam blocks (large) 47 5 5 2 2
Canoe transport foam blocks (small)   44 44 47 43
Canoe roof rack (pair) - wood with metal rings     1 1 1
Canoe DVD     1 1 0
Laundry basket (for foam blocks)     2 2 2
Yokes (wooden, for portaging canoes)   5 5 5 5
           
Canoe Paddles (mostly wood)
Extra long (red) 4 4 4 4 4
Long (blue) 11 10 10 9 10
Medium (green) 16 16 16 16 16
Short to medium (yellow)  5 5 5 5 5
Short (White) 2 2 2 2 2
Extra short (red & white) - one split & repaired 2 2 2 2 2
           
Ropes
Throw bags with flashlight in plastic tub 8 7 8 8 6
Regular ropes with flashlight in plastic tub     2 2 2
Large throw bags 2 2 1 1 2
Floating safety rope 1 1 1 1 1
Misc. length ropes (in plastic bag) 19 19 18 17 17
           
Canoe Accessories
Canoe seats (hanging canvas)     3 3 3
Canoe knee pads (4 lg, 8 sm. flat foam cushions)     2 2 10
Misc. bailers (child's buckets, cut juice containers) 22 11 10 8 8
Canoeing portage pack (large - red/black colour) 1 1 1 1 1
Canoe equipment bags (red laundry-type) 8 8 8 8 8
Carry bags (mesh)   6 6 5 5
Dry bag, 30L         1
           
Canoe Shed Items, Miscellaneous
Work light for canoe shed     2 2 2
Power extension cord 1 1 1 1 1
Multi-pronged power outlet 1 1 1 1 1
Flashlights (regular) 3 5 5 4 0
Flashlights (wind-up) 7 1 1 1 0
Bag of AA batteries - in storage drawers 1 1 1 1 1
Tarps (green and blue) + 1 tarp strap 1 5 4 4 5
Padlocks (same key opens 3 Masterlocks) in storage drawers     4 4 4
Stencils (1 package) in storage drawers   1 0 0 1
Multi-purpose plastic ties, 11" (1 bag)         1
Locker (5x4x2)   1 1 1 ?
3-drawer plastic shelving unit   1 1 1 1
Bins (1 large - no lid; 2 medium + lids)   3 3 3 3
           
Life Jackets
Fluid brand - XXL 2 2 2 2 2
Fluid brand - Extra large 1 1 1 1 1
Fluid brand - Medium 5 5 5 5 5
Fluid brand - Small 7 7 6 6 6
Endurance - Large 1 1 1 1 1
Endurance - Medium 3 3 3 3 3
Endurance - Small 1 1 1 1 1
Buoy-o-buoy jackets - Adults 6 6 4 4 6
Buoy-o-buoy jackets - Youth 1 1 0 0 1
Buoy-o-buoy jackets - Small     3 3 0
Buoy-o-buoy life preservers (ties around neck) 3 3 3 3 3
Mustang jacket - Youth 1 1 1 1 1
Stearns - Medium 1 1 1 1 1
Keep a float - Medium 1 1 1 1 1
Trekk Marine - XXL 1 1 1 1 1
ExtraSport - XL     1 1 1
Rain jacket and pants (PIM) - Large         1
           
Safety Equipment, General, in plastic drawer unit
Walkie-talkies (should be 5 total) - 2 Cobra Brand missing 3 3 3 3 3
Walkie-talkie charger - missing 0 0 0 0 0
First Aid kits (should be 5 total) - 2 in kitchen baggies 3 4.5 3 3 4
Whistles       24 28
Sanitizing kit     1 1 0
Carabiners, small     7 7 7
Water filter kits (in dry barrel) 2 2 2 1 1
Wax kit for skis (in plastic drawer unit) 1 1 1 1 1
           
Camping Equipment
Foam mattress 1 1 1 1 1
Food / dry barrel with carry strap 1 0 1 1 1
Plastic water jugs 2 0 0 0 0
BBQ grill 0 0 0 0 0
Pots + 1 lid 1 1 1 1 1
Pans 1 2 2 2 3
Ladles 0 1 1 1 1
Baking sheet (poor condition)         1
Spatulas 0 2 2 2 2
Spoon (strainer)   1 1 1 1
Kitchen hand mop   1 1 0 0
Pot holders/lifters (metal)   2 1 1 2
Scissor/knife/opener tool         1
Corkscrew         1
           
Snowshoes (stored by Snowshoe Coordinator)
Wooden pairs - Small (more like medium) 3 0 3 2 2
Wooden pairs - Large 3 3 2 2 2
Metal pair 1 1 1 1 1
Tubbs pair - Small 4 4 4 4 4
Tubbs pair - Large 1 1 1 0 0
Atlas pair - Small 4 4 4 4 4
Atlas pair - Large 1 1 1 1 1
Snow & Mountain pair - Large 3 2 2 2 2
Yuba pair - Large 1 1 1 1 1

Items Deleted From Active Inventory

ITEMS DELETED FROM ACTIVE INVENTORY Number 2011 Oct 2012 Oct 2013 Oct 2014 Oct
           
Therm-a-Rest chair kit (converts mattress to chair) 1 0 0 0 0
Projector screen 1 1 0 0 0
Tripod 1 1 0 0 0
           
Snowshoes          
Plastic pair - Large 3 0 0 0 0
Plastic pair - Small 3 0 0 0 0
           
Skis (pairs) and poles          
Fischer - no binding 1 0   0 0
SNS binding type 2 0   0 0
NNN binding type 3 0   0 0
Fischer - skate ski-partially delaminated 1 0   0 0
Salomon binding Elan 1 0   0 0
3-pin binding style 12 0   0 0
Ski poles (pairs) 14 0   0 0
Walking poles 3 0   0 0
           
Ski boots          
Alpina brand XL 1 0   0 0
Rossignol-L 1 0   0 0
Saloman 411- L 1 0   0 0
Adidas - size 11-3 pin 1 0   0 0
Northstar - XS-3 pin 1 0   0 0
Fels - size 8 1 0   0 0
Telemark-M -3 pin 1 0   0 0
Size 42 no -name 1 0   0 0
Size 40 no-name 1 0   0 0
No-name - blue - approx size 5 1 0   0 0
No-name - blue - approx size 5 1 0   0 0
Skilom-Large - 3 pin 1 0   0 0
           
Skates - figure - white 1 0 0 0 0
           
Bicycle Equipment          
Bicycle panniers - small 2 0 0 0 0
Bicycle racks 3 0 0 0 0
Bicycle pump 1 1 0 0 0

Membership Report: Membership Secretary, Ken Zimmerman - 2014 AGM

2014 Memberships

In 2014 a total of 209 memberships were sold. For previous years, the total number of memberships were 212 in 2013 and 203 in 2012.

Payment Method

The following table shows the breakdown of payment methods used (PayPal or cheque).

Number of members paying by cheque 45
Number of members paying with PayPal 164

On-Line Membership System

This was the first full year using the on-line membership registration system developed by Rob Burnfield. The on-line membership registration system has greatly reduced the workload for the membership secretary. 

Thanks to Rob for his continued support given to the Membership Secretary.  A few issues have been identified and workarounds put in place.

I have thoroughly enjoyed being the club's Membership Secretary these past two years and look forward to handing this over to the club's new Membership Secretary.

Cheers,
Ken Zimmerman
OOC Membership Secretary

Website Report: Webmaster, Rob Burnfield - 2014 AGM

At the beginning of the Club year (November 2013), I had the roles of both webmaster and newsletter editor.

I happily passed on the role of newsletter editor to Sam Ludmer in February of this year.  I enjoyed writing and editing the newsletter during the 2-1/3 years that I had that role, and I thank everyone for their suggestions and material during that time.

As webmaster, this past year has generally been one of continuity with little apparent change.  My priorities have been

  • to ensure that the activity schedule is updated in a timely manner
  • to work with our membership secretary, Ken Zimmerman, to ensure that he has access to the latest membership registrations that come in from the website, and to ensure that the email list used for the newsletter is up to date
  • to work with our newsletter editor, Sam Ludmer, when any issues have arisen regarding the process of creating or sending the newsletter
  • to work with members of the executive as required when they have had issues related to our Internet presence
  • since part of our website uses a content management system (CMS, specifically, Drupal) for the website content, to ensure that the CMS components are kept up to date when updates are provided
  • to work with our web hosting provider as required

As time permits, I am working toward providing some degree of interactivity with the website.  To do this, I have been converting the website from its original format of static web pages to using CMS that will permit more capabilities to be more easily added.  The membership registration added in 2013 was the first step.  The website is now nearly completely converted to the CMS format, after which I hope to be able to concentrate on adding more content and functionality to the website.

Website statistics for the past year

We have had a lower number of visitors to the website this past year compared to the previous year.  The first graph below is for the past two years, so you can compare the two years.  The second is for the past year, providing more detail.  (The drop to zero from about June 4 to July 15 of this year is due to the visitor data not being collected for that period; the actual numbers were very likely similar to other times.)

Line graph of two years of # of visits to the website

Line graph of one year of # of visits to the website

We generally have about 50 - 80 visits per day.  This chart shows the numbers of visits categorized by their lengths (in seconds or minutes) over the past year.  This suggests that about half of the people entered the website, realized that it was not where they wanted to be, and moved on.

Pie chart of length of visits to the website

People usually enter the website via the home page; it's the second most-popular page.  The most popular page is the schedule page.  As a result, I try to put as much information related to immediate activity needs as possible in these two pages, trying to balance the needs of new and potentially new Club members vs. the needs of experienced Club members.  Some of the changes that I've made to these pages have come from listening to and talking with people while I've been taking part in our activities, so that I can learn how people use the website:  what works and what doesn't work for them.

Not surprisingly, the majority of our website visitors are from the Ottawa-Gatineau area.  This list shows the top 25 communities for visitors to the OOC website, with "Unknown" used to aggregate visitor IP addresses that could not be related to communities.

List of top 25 cities of visitors to the website

Financial Report: Treasurer, Mary Hicks - 2014 AGM

Ottawa Outdoor Club Budget Report for 2013-2014

Our revenues for the year were $9067.00, which is just $133 short of the projected $9200. Our day fees were down, but memberships increased.

The expenditures came in under-budget again with a net profit of $1406.00, while we had budgeted using $2875.00 of our reserve fund.

This was mainly because we did not use the total amount we had budgeted for Training and Development.  In consulting with a membership training specialist, members of the executive came to the realization that really no one was asking for leadership training and that for a time our focus needs to be more on developing club spirit. Thus we sponsored the First Annual Membership Bar-B-Q to help encourage members.

The other large discrepancy was because the president was able to negotiate a considerable discount to our Insurance policy...a saving of $1327.00.

Our bank balance as of September 30, 2014 is 15,642.22, and when adjusted to reflect outstanding cheques and amounts owing leaves us a reserve of 15,909.60.

The average of our income over the past 3 years is $9410. Our reserve funds should be between 80% to 160% of this average, or between $7528.00 and $15057.00. Thus we need to reduce our reserve and to facilitate this I am suggesting a reduction of membership fees to $30 for the 2014-2015 budget year.

The proposed budget for 2014-2015 as attached here (PDF Adobe Acrobat PDF document icon for visual understanding) and below has been set using a $30 membership fee and reflects the variances mentioned above, and aims to reduce our reserve by $3259.00.  New items included under club development are the Annual Bar-B-Q, a Recognition dinner for our volunteers, and a group travel subsidy.

I have continued to learn in my position as treasurer this year and am willing to let my name stand for Treasurer again.

I move the acceptance of this budget report and of the proposed 2014-2015 budget.

OTTAWA OUTDOOR CLUB
Financial Statements and Budget
Oct 1 2013 to Sept 30 2014
             
      FY2014 FY2015
Category Budgeted Actual Variance Budget
Receipts - Excluding trip deposits        
  Non-Member / Day fees $1,500 $1,102 -$398 $1,500
  Membership Fees $7,700 $7,964 $264 $5,766
    Total $9,200 $9,067 -$133 $7,266
             
Expenditures - excluding payments towards trips
  Administration        
    Office Supplies $400 $449 -$49 $500
    Post Office Box       $200
  Publicity        
    Information line $250 $228 $22 $300
    Web Hosting $125 $161 -$36 $125
    Advertising/Printing $300 $205 $95 $300
  Equipment & Storage        
    Canoes $100 $34 $66 $100
    Other $100 $0 $100 $100
    Rent for canoe storage $1,800 $1,800 $0 $1,800
  Training & Development $3,000 $737 $2,263 $1,000
    Annual Bar-B-Q       $1,000
    Recognition Dinner       $1,000
    Group Travel Subsidy       $500
  Insurance $4,000 $2,673 $1,327 $2,700
  Exec & AGM $450 $184 $266 $500
  On-line payment project $1,150 $1,130 $20 $0
  Other/Misc $400 $61 $339 $400
    Total $12,075 $7,661 $4,414 $10,525
             
Change in Retained Funds -$2,875 $1,406 $4,281 -$3,259

Proposed Amendments to Constitution & Bylaws - 2014 AGM

The three amendments to the Club Constitution and Bylaws that are listed below were accepted at the 2014 AGM:

Amendment 1: Permit membership fee payment by electronic means

Proposers

Mary Hicks (Treasurer), John Galbraith, Rob Burnfield

Proposal

That the membership fee can be paid by electronic means as well as by cheque.

Rationale

We added the PayPal option for payment of fees in the recent past, and this general payment mechanism needs to be reflected in our bylaws.  The wording should give the executive enough flexibility to choose to make available other mechanisms, such as Interac email transfer, should it seem reasonable, yet should also prevent the arbitrary selection of lesser-used methods.

The phrase "After being set at the AGM in October" should be moved to the beginning of the sentence to improve its readability due to the addition of the lengthy second phrase.  As a result of the addition of the second phrase, "shall be" should be added to keep the sentence clear.

The phrase "in October" referring to the AGM should be removed, since it is redundant.  The Constitution, Article 4 (Meeting) already says that the AGM will be in October.

Proposed change

The proposed addition is underlined and in green.  The proposed removal is crossed out and in red.  The sentence structural changes are italicized and in green.

Bylaws, Article 1 (Membership), Section 2 - Membership Dues

Current wording

(b) Membership fees shall be payable to the Club by cheque after being set at the AGM in October and sent to the current treasurer...

Proposed change

(b) After being set at the AGM in October, membership fees shall be payable to the Club by cheque or an electronic means acceptable to the executive and shall be sent to the current treasurer...

Amendment 2: Clarification to the restrictions on drivers regarding BAC

Proposers

Rob Burnfield, Margaret McKay, Valerie Heaman

Proposal

Clarification regarding the intent of restrictions on drivers pertaining to alcohol consumption incidental to Club activities.

Rationale

By implying that the Club insists that its drivers maintain 0% BAC, the Club could be interpreted to be assuming responsibility for or a capacity to measure BAC.  Is the Club incurring liability to having a rule like this?  The Club does wish to restate its commitment to respect all legal restrictions related to drunk driving and the authority of any and all tenants and home owners to place restrictions on individuals on their property.

Proposed changes

Article 1, Section 6 - Responsibility of Members

Current wording

(c) All members who drive and provide a ride for participants on any and all OOC events and trips shall be sober (0% blood level of alcohol).

Proposed clarification

(c) All members who drive and provide a ride for participants on any and all OOC events and trips shall be sober (0% blood level of alcohol) comply with all legal restrictions and constraints related to the operation of their motor vehicle and class of licence insofar as these restrictions and constraints pertain to blood alcohol content.

(d) A host is at liberty to place any additional restriction(s) regarding alcohol consumption or impairment for drivers attending an event at their home.

Amendment 3: Add position of Webmaster as full executive position

Proposers

John Galbraith, Navid Faroudi

Proposal

The executive proposes that the bylaws be modified to add the position of "Website Administrator" to the Executive. 

Rationale

The Web has evolved greatly since our club started and its constitution was first established.  Many find out about our club by searching the Web and finding our website.  Our website is the face of our club.  It serves to communicate our schedule of activities with both members and non-members.

Today, our website is extremely critical to the success and survival of our club.  We need it to portray our mission, to attract fresh blood, and to serve our membership.

Therefore, it is reasonable to include the position of the website administrator as one of the main Executive positions. 

The following amendments to the bylaws address this objective.

Proposed changes

Proposed additions are underlined and in green.  (This includes some minor grammatical corrections - extra commas.)

Article 3 (Officers), Section 1 - Executive

This section shall be changed to add a new position to the Executive:

The Club Executive shall consist of the following elected officers: President, Vice-President, Treasurer, Secretary, Membership Secretary, Equipment Officer, Website Administrator and, optionally, the volunteer activity coordinators of canoeing, cycling, hiking, skiing, snowshoeing, and social events.

Article 3 (Officers), Section 2 - Election of Officers

This section shall be changed to include the new position as one of the Executive members that must be elected.

The President, Vice-President, Secretary, Membership Secretary, Equipment Officer, Website Administrator, and any activity coordinator shall be elected at the AGM by those members attending the meeting.

Article 3 (Officers), Section 11 - Website Administrator

This section shall be added to the bylaws to enumerate the duties and responsibilities of the website administrator.

(a) The Website Administrator shall be responsible for the content of the Club website.

(b) The Website Administrator shall make necessary updates to the website identified by the Executive in collaboration with the Website Administrator.

(c) The Website Administrator shall maintain the Web pages to represent the Club.

(d) The Website Administrator shall provide support to the activity coordinators to maintain and update the schedule of events on the website.

(e) The Website Administrator shall provide support to the Membership Secretary and Treasurer for maintaining the online membership application page.

Minutes - 2014 AGM

Date & Venue: 4th November 2014 at SHCC

Present: 20 members plus 1 non-member

Item

Topic

Description

Action

Deadline / Responsible / Result

1

Quorum, Agenda

Meeting started at 7:05
Quorum was met (at least 5% of club members)
Approval of agenda: Moved by Tracey Vansickle, seconded by Mary-Anne Olivares

No

N/A

2

2013 AGM minutes

The minutes of last year’s AGM were approved by Jean-François Lauzon and seconded by Marilyn Miller.  Voted by all members present at AGM as approved.

No

N/A

3

President and VP reports

Jean-François Lauzon read his President's Report and the report of outgoing Vice-President, John Galbraith, who was absent.

No

N/A

4

 

Activity Reports

Canoe

 

 

  • Report was presented by coordinator, Joanna Sarnecka.

No

N/A

Cycling

   
  • Report was presented by coordinator, Susan Andrews.

No

N/A

Hike

   
  • Report was read by president on behalf of coordinator, Eddie Drueding, who was absent.

No

N/A

Ski

   
  • Report was presented by Mary-Anne Olivares.

No

N/A

Snowshoe

   
  • Report was presented by Mike Brown.

No

N/A

Social

   
  • Report was presented by president on behalf of coordinator, Anna Gopenko.

No

N/A

Equipment

 

 
  • Report was presented by coordinator, Tracey Vansickle.

No

N/A
  • Sam Ludmer questioned if canoeing is a self-sustaining activity to pay for replacing its old / out-of-order equipment. Topic to be discussed at next executive meeting.

Yes Next Meeting / Exec.
  • News by outgoing president:  Three life jackets will be provided to OOC by the president of Petrie Island Outdoor Club (club no longer exists).

No

N/A

Membership

   
  • Report was presented by president in the absence of Ken Zimmermann.

No

N/A
  • 203 members this year compared to 212 last year.

No

N/A

Web master

 

 
  • Report was presented by Rob Burnfield.

No

N/A

Budget

 

 
  • Financial statement of OOC in 2014 and proposed budget overview for upcoming year 2015 was presented by Mary Hicks.

No

N/A
  • New membership fee proposed at $30/year was moved by Mary Hicks and seconded by Sam Ludmer.

No

Immediate

  • Budget proposal for next year was moved by Mary Hicks and seconded by Jim Fraser.

No

Immediate

5 Approval of new fees
  • Item 13 of AGM agenda: Fees for canoe rental will remain as last year: Moved by Rob Burnfield, Seconded by Katie Lunn.

No

Immediate

  • Review the canoe rental fees in next exec meeting to be done, suggested by Sam Ludmer.

Yes

Next Meeting / Exec.

  • Item 14 of AGM agenda: Non-members fees remain the same as last year. Moved by Brenda Cardinal and seconded by Carolyn Glover.

No

N/A
6 Election of New Executive Following executive members were elected / acclaimed:    
  • President:  Jean-François Lauzon
  Acclaimed
  • VP:  Katie Lunn
  Acclaimed
  • Treasurer:  Mary Hicks
  Acclaimed
  • Membership secretary:  Marion Perry.  Nominated by Mary-Anne Olivares; Moved by Jim Fraser and seconded by Tracey Vansickle
  Voted by 19
  • Executive secretary:  Shahram Lotfi
  Acclaimed
  • Equipment coordinator:  No candidate (Vacant)
  N/A
  • Hiking coordinator:  Eddie Drueding
  Acclaimed
  • Cycling coordinator:  No candidate (Vacant)
  N/A
  • Canoeing coordinator:  Joanna Sarnecka.  Nominated by Mary-Ann, seconded by Brenda Cardinal
  Voted by 19, Abstention:  1
  • Skiing coordinator:  Mary-Anne Olivares
  Acclaimed
  • Snowshoeing coordinator:  Mike Brown
  Acclaimed
  • Social coordinator:  Anna Gopenko
  Acclaimed
  • Web admin:  Rob Burnfield.  Nominated by Mary-Anne Olivares, seconded by Carolyn Glover; Voted after amendment approvals
  Voted by 19, Abstention:  1

7

Constitutional amendments

  • Motion 1 (details):  moved by Mary-Anne Olivares, seconded by Marilyn Miller ► For:20; Against: 0; Abstention:  0
  Passed
  • Motion 2 (details):  moved by Rob Burnfield, seconded by Sam Ludmer ► For:19; Against: 0; Abstention:  1
  Passed
  • Motion 3 (details):  moved by Susan Andrews, seconded by Joanna Sarnecka ► For:19; Against:0; Abstention:  1
  Passed
8

President suggested that for next AGM no printed documents be present,except the financial and agenda. All in favour.

Yes Next AGM
9

Meeting adjourned at 9:30 PM by president, Jean-François Lauzon; Moved by Rob Burnfield and seconded by Jim Fraser.

   

2015 AGM - Thursday, 22 October 2015

The following documents related to the 2015 AGM are available:

Agenda - 2015 AGM

Ottawa Outdoor Club
Thursday, 22 October 2015

  1. Quorum verification
  2. Approval of agenda
  3. Approval of minutes of 2014 AGM [D]
  4. President’s report [D]
  5. Coordinators’ reports
    • Canoeing [D]
    • Cycling [D]
    • Hiking [D]
    • Skiing [D]
    • Snowshoeing [D]
    • Social
  6. Equipment report
  7. Membership Secretary’s report [D]
  8. Webmaster’s report [D]
  9. Treasurer’s report [D]
  10. Presentation of 2015-2016 budget [D]
  11. Vote on 2015-2016 budget
  12. Presentation and vote on canoe and equipment rental fees [D]
  13. Presentation and vote on member and non-member fees [D]
  14. Presentation of car-pooling fees [D]
  15. Election of OOC executive
  16. Amendment to the OOC Constitution and Bylaws
    • Increase amount that Club can advance to trip leader for single weekend trip to $2500 from $500 [D]
  17. Other items
  18. End of meeting

[D] indicates that a related document is available.

President's Report: Jean-François Lauzon - 2015 AGM

I’d like to take this opportunity to thank everyone for attending the 2015 Annual General Meeting of the Ottawa Outdoor Club, a Club based on the hard work of our many volunteers and member participation. 

Remarkable events happen in the life of a Club and these events provide us with positive scope:

  1. An appreciation dinner attended by approximately 20 to 25 members. The Club has about 50 volunteer leaders out of a membership of 225. This is quite remarkable;
  2. An annual BBQ attended by approximately 50 members. This is about 25% of the membership;
  3. A Facebook page with numerous participants, I say numerous as it seems somebody always wants to join;
  4. A Facebook page with over 800 photos;
  5. A Twitter account;
  6. Numerous outings where volunteers give 4 to 6 hours of their time to do an outing;
  7. Weekend activities where leaders give a lot more of their time;
  8. Promotional events where members give their time to promote the Club (e.g., MEC Snowfest).      

The Club had a year full of activities and is looking forward to another year of trips / outings for our regular and social activities.  In addition to saying thank-you to the coordinators and leaders, I would also like to say thanks to all members who participated in the outings and made these a pleasant experience.

Last year, I forgot to mention the tasks carried out by other dedicated members: Treasurer, Membership Secretary, Webmaster, and Corporate Secretary, event helpers …. Without their help the Club would not stand up.

In summary, all volunteers did an excellent job and our membership made the Club enjoyable.

I don’t want to steal any news from our coordinators and our corporate volunteers, so I’ll let them each present their reports.  I’ll speak for some of the coordinators who are not here this evening.

Again, thanks for attending the AGM and being participating members of the O.O.C.

J.F. Lauzon

Activity Report: Canoeing Co-ordinator, Joanna Sarnecka - 2015 AGM

To All Exec Members and Members of OOC,
 
(This is a draft of the OOC Canoeing Report for 2015.)

This year the canoeing program did okay!  As the Canoeing Coordinator, I was away studying for an important exam most of the time, in relation to my work and, thankfully, I did well, though I just managed to keep the canoeing program afloat.  However, I had the following people helping me:  A Great Thanks to Mr. Mike McCurrie, Mr. Rob Burnfield, Mr. Mike Brown, Mr. Jim Fraser, and Ms. Katie Lunn for leading some canoe trips, and, of course, thanks to Mr. Jim Burgess for keeping the equipment and his wonderful hospitality!

Next spring, I will be in a similar situation, that is I will be tied up in studying as I will have another exam to prepare for and do in early June of next year (so a little bit earlier this time).  The canoeing is less busy in spring anyways and starts more in the summer, so I will be free to do the coordinating then (as after June 4th I will be done my last exam) – Hurray!  It’s just that right before then I will be studying, so I will have very limited time to organize the spring canoeing - Maybe somebody would like to help me out in the spring?  I would like to also Thank Ms. Carolyn Glover for organizing the Paddlefest at MEC for our club last spring because this was wonderful!

 

by Joanna Sarnecka – Canoeing Coordinator

Activity Report: Cycling Co-ordinator, Sue Andrews - 2015 AGM

Most rides this year were Level 1 or 1.5 in the Ottawa-Gatineau area from May to October.  

We did a workshop with Can-Bike.  Members of the OOC could take this for free because the City of Ottawa paid for 50% of the cost and the Ottawa Outdoor Club paid the other 50%.  The City of Ottawa indicated that they would be willing to continue this partnership.

There was also a wine-tasting biking weekend in Brome-Missisquoi in the Eastern Townships and two non-club week-long events, one to Florida in March and one to Îles de la Madeleine in August.

A special thank you to the volunteers who led one or more of these bike rides.  The best part of a club like ours is having people share their favourite routes.

Activity Report: Hiking Co-ordinator, Eddie Drueding - 2015 AGM

In 2015, over 200 people joined, coming just once or multiple times, on hikes led by 14 leaders from April to October.

Record-breaking warm temperatures made for a long hiking season with swimming hikes becoming the most popular activity, particularly when jumping rocks were involved.

Innovations:

  • The club began its use of Twitter as a useful tool for last-minute trip changes and cancellations.
  • Facebook became a popular venue for post-activity photo-sharing, with over 800 photos posted in 2015. Congratulations to Annie for being the most-photographed OOC personage.
  • Saturday hike/swims were started but stopped due to lack of interest.
  • Special scouting hikes with George Bailey, former ACC Hiking Coordinator, opened up new trails for discovery that will become part of the 2016 Hiking Program.

Special Thanks:

  • Eddie celebrated 10 years of leading hikes and led his 200th hike on September 9.
  • Thanks to Mary-Anne for organizing a leader training session.
  • Thanks to Alain and Eden for continuing the popular Photography Instruction hikes.
  • Thanks to Margaret and Lorraine for organizing the club’s two biggest weekend trips.
  • Thanks to Anna for starting up slower, child-friendly hikes.

Activity Report: Skiing Co-ordinator, Mary-Anne Olivares - 2015 AGM

OOC had a relatively good  2014/15 winter ski season from December to mid March.  Outings were, for the most part, well-attended.  Unfortunately, there were a number of cancellations due to poor conditions.

There was a total of 23 daytime ski outings, led by various volunteer leaders.  Lorraine England led Tuesday-evening ski outings from January to early March, which was much appreciated and added variety to the program.  Due to poor conditions, there was only one moonlight-ski pot luck this season, which was poorly attended.  There were two weekend trips:  Val David and Tremblant, which were a great success.  Unfortunately, the backcountry trip to Algonquin Park was cancelled due to lack of interest.  I would like to thank Navid for leading the Tremblant trip and Xuan for offering the Algonquin trip.

I wish to thank all those who volunteered to lead a ski outing last season.  Without you, we would not have a great program and a great club.

As I have been the ski coordinator for a number of years now, I’ve decided not to run again.  I wish the next coordinator all the best.  I know the club will be able to count on great leaders again for the upcoming season.

Mary-Anne Olivares

Ski Coordinator

Activity Report: Snowshoeing Co-ordinator, Mike Brown - 2015 AGM

The 2014-2015 snowshoe season got off to a snowless start – our first outing, on 30 November  2014, was a hike, and snow conditions were poor until January.

But once we got started there was good snow and we were able to continue until 21 March 2015 with a trek down Meech Valley from P16 – and snowshoes were still of some use.

In all there were 21 trips scheduled, including moonlight outings with the skiiers and weekend outings to the Algonquin Eco-lodge.  There was something offered each weekend, with participation ranging from 2 to the mid-twenties.

I would like to thank all the volunteers who led regular Saturday outings – especially Jean-François, Mike McCurrie and Carolyn Glover.  And I would like to especially thank Marilyn Miller for organizing the weekend lodge trip.  

The big change this past year was the introduction of daily user fees (or a season pass) for snowshoeing on the trails of Gatineau Park.  We were able to mitigate this to some extent by using unmarked trails, but for the most part this was not a serious deterrent to participation. 

I am looking forward to the up-coming season, and am willing to serve another year as co-ordinator; however, more volunteers for leading weekend trips would be welcome, as would any ideas for our trips.

Mike Brown
Snowshoe Coordinator

Membership Report: Membership Secretary, Marion Perry - 2015 AGM

The membership year of the Ottawa Outdoor Club begins at the Annual General Meeting in October and concludes December 31st of the following year. Membership increased in 2014-2015, and most members chose to use the website and Paypal to join.

Memberships 2014-2015 2013-2014
New 117 82
Renewing 108 124
Total 225 209*
Membership Method
Canada Post 20 41
Web Form 205 168
Payment Method
Cheque 37 45
PayPal 188 164

I would like to thank the Executive for their support during the year, especially Rob Burnfield, OOC Webmaster, for importing all the records and problem solving.

Marion Perry
September 30, 2015

 

*According to the 2014 Annual Report, there were 209 members; however, the database counts 206. I believe the discrepancy is due to my overwriting 3 records when I first became membership secretary.

Website Report: Webmaster, Rob Burnfield - 2015 AGM

As webmaster, this past year has generally been one of continuity with little apparent change.  My priorities have been

  • to work with our activity coordinators to ensure that the activity schedule is updated in a timely manner
  • to work with our membership secretary, Marion Perry, to ensure that she has access to the latest membership registrations that come in from the website, and to ensure that the email list used for the newsletter is up to date
  • to work with our newsletter editor, Sam Ludmer, when any issues have arisen regarding the process of creating or sending the newsletter
  • to work with members of the executive as required when they have had issues related to our Internet presence
  • since part of our website uses a content management system (CMS, specifically, Drupal) for the website content, to ensure that the CMS components are kept up to date when updates are provided
  • to work with our web hosting provider as required

I added a Twitter feed to the front page of our website that can be used by trip leaders to post last-minute changes and by all Club members and guests to comment on hikes, using the has tag #ottawaoutdoorclub.  I encourage all activity coordinators to inform or remind your trip leaders of this possibility.

Although not necessarily strictly under the role of the webmaster, earlier in the year, we (the executive) decided to open up our Facebook group to commentary again after a number of years of not permitting group members to comment.  It has been very successful, with many Club members posting photos and comments.  This has very likely helped foster a greater sense of cameraderie in the Club and, since both Club members and non-members can be part of the Facebook group, has advertised the Club to others.  Some leaders have posted their activities, which has likely increased participation in some of those events.  (The Facebook group provides additional information; the Club's website is the definitive information source, since not all Club members are on Facebook.)  A big thanks to our hiking coordinator, Eddie Drueding, for quickly accepting new requests for membership in our Facebook group.

Website statistics for the past year

We had  about the same number of visitors to the website this past year compared to the previous year.  The first graph below is for the past year (October - September) and the second is for the previous year.  (The drop to zero in the second graph from about June 4 to July 15 of last year is due to the visitor data not being collected for that period; the actual numbers were likely similar to other times.)

Line graph of two years of # of visits to the website

Line graph of one year of # of visits to the website

We generally have about 40 - 80 visits per day.  This chart shows the numbers of visits categorized by their lengths (in seconds or minutes) over the past year.  This suggests that about half of the people entered the website, realized that it was not where they wanted to be, and moved on.

Pie chart of length of visits to the website

About 65% of the time, people enter the website via the home page, and about 25% of the time, people enter via the schedule page.  As a result, I try to put as much information related to immediate activity needs as possible in these two pages, trying to balance the needs of new and potentially new Club members vs. the needs of experienced Club members.  Some of the changes that I've made to these pages have come from listening to and talking with people while I've been taking part in our activities, so that I can learn how people use the website:  what works and what doesn't work for them.  Many people do not click on links, so there's the constant challenge of ensuring that people see the content vs. putting too much information on the page.

About 60 - 70% of our website visitors are from the Ottawa-Gatineau area, as shown in this document (PDFPDF document).

Financial Report: Treasurer, Mary Hicks - 2015 AGM

Ottawa Outdoor Club Budget Report for 2014-2015

Our total revenues for the year were $7946, which was over the projected revenues by $680.  This was due to an increase in memberships this year.

Expenditures came in under-budget with $2063 of our projected expenditures not made.  This was mainly in the area of Training and Development, a group travel subsidy which was not used, only a small expenditure for our Recognition Dinner, and no need to use our Miscellaneous fund. Also we had no equipment expenditures, although there are a number of canoe related supplies which will need replacing at the beginning of the next canoe season, and will be reflected in the new budget.

Our only significant over-budget item was the telephone hotline. The subsidized rate we had been receiving was no longer available. The executive deliberated changing phone lines and in the end decided that there was very little use of the telephone line, and it is no longer a requirement of PayPal that we have a telephone line. Thus the decision was made to drop the line altogether. The budget amount quoted for the 2015-2016 year is to deal with any termination expenses on the former phone line.

Our bank balance as of September 30 was $16,336.89. With adjustments to reflect outstanding cheques and deposits, our final reserve amount is $15,973.99.

The average of our income over the past 3 years is $8891.00. Our reserve fund should be between 80% and 160% of this average, or between $7112.00 and $14198.00. We are again proposing a deficit budget in order to reduce our reserve funds, and will continue our membership fees at $30 for the year.

The proposed budget for 2015-2016 as attached here (PDF Adobe Acrobat PDF document icon for visual understanding) aims to reduce our reserve amount by $4674.00. We are anticipating larger expenditures for advertising, canoe equipment, the annual Bar-B-Q, and a slight increase in cost for executive meetings.

I move the acceptance of this budget report and of the proposed 2015-2016 budget.

Post-AGM note:

The financial information shown below includes the following adjustments made during the AGM:

  • 2015 - 2016 budget:  advertising / printing increased from $1000 to $3000, with dependent entries adjusted accordingly
  • bank balance added (the amount is in the text above)
  • rolling $US500.00 deposit for the annual September trip to the Rock and River Lodge in Keene, NY, added
OTTAWA OUTDOOR CLUB
2014-2015 Income Statement and 2015-2016 Budget
October 1 to September 30
             
      FY2014-15 FY2015-16
Category Budgeted Actual Variance Budget
Receipts - Excluding trip deposits        
  Non-Member / Day fees $1,500 $1,355 -$145 $1,500
  Membership Fees $5,766 $6,592 $826 $5,766
    Total $7,266 $7,946 $680 $7,266
             
Expenditures - excluding payments towards trips
  Administration        
    Office Supplies $500 $384 $116 $500
    Post Office Box $200 $211 -$11 $250
  Publicity        
    Information line $300 $625 -$325 $100
    Web Hosting $125 $175 -$50 $190
    Advertising/Printing $300 $217 $83 $1000
$3000
  Equipment & Storage        
    Canoes $100 $0 $100 $500
    Other $100 $0 $100 $100
    Rent for canoe storage $1,800 $1,800 $0 $1,800
  Training & Development $1,000 $287 $713 $1,000
    Annual Bar-B-Q $1,000 $1,000 $0 $1,200
    Recognition Dinner $1,000 $581 $419 $1,000
    Group Travel Subsidy $500 $0 $500 $500
  Insurance $2,700 $2,714 -$14 $2,800
  Exec & AGM $500 $471 $29 $600
  Other/Misc $400 $0 $400 $400
    Total $10,525 $8,464 $2,061 $11,940
$13,940
             
Change in Retained Funds -$3,259 -$518 $2,741 -$4,674
-$6,674

 

Balance Sheet September 30, 2015
Bank balance, September 30, 2015 $16,336.89
+ Adjustments for outstanding cheques and deposits -$362.90
+ $US500.00 deposit paid by OOC to be recovered from participants of September 2016 trip to Rock and River $500.00
+ Exchange on $US500.00 on September 30, 2015 $166.45
Adjusted balance, September 30, 2015 $16,640.44

Proposed Amendment to Constitution & Bylaws - 2015 AGM

The following amendment to the Club Constitution and Bylaws is proposed for acceptance at the 2015 AGM.  Additional amendments may be submitted by any Club member until Sunday, October 4, 2015.

Amendment 1: Increase amount of single-trip advance to $2500

Proposers

Eddie Drueding (Hiking Coordinator), Rob Burnfield (Webmaster)

Proposal

That the Club Executive is authorized to advance a maximum of $2500.00 for individual Club trips.

Rationale

Some of the popular weekend trips, such as the October trip to Stowe VT, require a large down-payment earlier than many people are willing to pay a large deposit to commit to the trip. The down payment paid by the trip coordinator comes from the deposits paid by the trip participants and the advance that the Club makes available to the trip coordinator.  The existing $500 individual-trip advance limit is not always enough to cover the down payment for the expected number of trip participants.  Thus, the deposit required from trip participants can be high at an early stage.  As a perceived result, the number of people attending has declined.

The overall total limit of $2500.00 for advances forwarded at any given time remains the same.  For instance, an advance of $2000.00 could be given in January for a May trip.  If that advance is reimbursed by trip participants by March 31, the full $2500.00 would be available to advance for one or more other trips as of April 1.  Only $500.00 would be available until April 1.

Proposed change

The proposed addition is underlined and in green.

Bylaws, Article 3 (Officers), Section 5 - Treasurer

Current wording

(e) The Treasurer is authorized to advance a maximum of $500.00 for individual Club trips. However such advances may not exceed a total of $2500.00 at any given time.  In addition, the Treasurer is authorized to advance a maximum of $200.00 to the Membership Secretary to cover mail out costs.

Proposed wording

(e) The Treasurer is authorized to advance a maximum of $500.00 for individual Club trips. The Executive is authorized to advance a maximum of $2500.00 for individual Club trips. However such advances may not exceed a total of $2500.00 at any given time.  In addition, the Treasurer is authorized to advance a maximum of $200.00 to the Membership Secretary to cover mail out costs.

Additional information

This amendment was added temporarily by the Ottawa Outdoor Club Executive at the 14 April 2015 executive meeting under the authority provided by the third paragraph of "Article 5 - Amending Formula" of the Constitution. This is valid until the 2015 AGM. As described by the same paragraph, if the vote for this amendment passes, this amendment shall be made permanent; if not, it shall be rescinded. 

Minutes - 2015 AGM

(These minutes were formally accepted by the membership at the 2016 AGM on 18 October 2016.)

Date & Venue:  October 22, 2015 at Sandy Hill Community Centre

Present: 20 members plus 4 non-members

Item

Topic

Description

Action

Deadline / Responsible / Result

1

Quorum Verification

Meeting opened at 7:04 pm.
Quorum met (requires 5% of members)

No

N/A

2

Approval of agenda

Moved by Carolyn Glover, seconded by Marion Perry, approved unanimously.

No

N/A

3

Approval of 2014 AGM Minutes

Membership secretary Marion Perry advised that last year’s membership report required a correction from 203 to 209 memberships issued during the 2013-2014 fiscal year.

No

N/A

Approval of 2014 AGM minutes as amended: moved by Marion Perry, seconded by Rosanne Iland, approved unanimously. No N/A

4

President's report

Provided by outgoing president Jean-François Lauzon.

No

N/A

5

Coordinators’ Reports

(all but social coordinator’s available on the OOC website)

Canoeing

 

 

Report was presented by Jean-François Lauzon in the absence of coordinator Joanna Sarnecka.

No

N/A

Cycling

   

Report was presented by coordinator Susan Andrews.

No

N/A

Hiking

   

Report was presented by Jean-François Lauzon in the absence of coordinator Eddie Drueding.

No

N/A

Skiing

   

Report was presented by coordinator Mary-Anne Olivares.

No

N/A

Snowshoeing

   

Report was presented by coordinator Mike Brown.

No

N/A

Social

   

Report was presented by coordinator Anna Gopenko.

Anna said that she is learning something new every year about the interests of club members. In addition to the past traditional social events such as movies and restaurants, she has recently found that sports activities (e.g. contra dancing in winter and cycling in summer) combined with social events are popular. Anna plans to organize another wine tasting biking tour in the spring and is considering the Niagara Falls area next year.

No

N/A

6

Equipment Report

This position has been left vacant on the recommendation of the executive. Individual coordinators have assumed responsibility for the equipment related to their activities, the vast majority of which is related to canoeing.

Yes

ASAP.

Joanna Sarnecka will provide an online report soon.

7

Membership Secretary’s Report

Report was presented by membership secretary Marion Perry. Membership increased from 209 to 225 this past year.

No

N/A

The president thanked Marion for her initiative in presenting at each executive meeting the statistical comparison between the current and previous year and for designing the membership card last year.  He also noted that he appreciates members using the online registration and payment options which reduce the burden for executives doing administration.

No

N/A

8

Webmaster's Report

Presented by webmaster Rob Burnfield.

No

N/A

Responding to a question from the President, Rob confirmed that the club has over 400 Facebook members, and Jean-François Lauzon mentioned that people have posted over 800 photos from club activities.

No

N/A

9

Treasurer’s Report

Presented by treasurer Mary Hicks.

 

 

Ron Pringle suggested that the report reflect reserve funds so that it does not appear that we are in a deficit position each year in the budget rather than that we are currently running a deficit budget to try to get the reserve funds down to the amount legally required by the constitution. All agreed.

Yes

Immediate

Mary will modify the report accordingly

10

Presentation of 2015-2016 Budget

Presented by treasurer Mary Hicks.

No

N/A

Anna Gopenko suggested that the executive ensure that there are plans to have sufficient funds to continue activities in the future once the reserve funds have been depleted. Rob Burnfield indicated that the intent of the executive is to keep within the high end of the reserve funds, not to spend until the bank accounts are in a deficit position. Jean-François Lauzon indicated that the intent is to use the current excess funds to invest in the club and its members, including trying to attract more members and volunteers.

No

N/A

Carolyn Glover proposed that the notional advertising/printing budget be increased from $1,000 to $3,000 to fund products (e.g., sign boards, banners and handouts) for use at external events such as Snowfest and Paddlefest. Others expressed concern that that would put the budget near lower end of the required reserve funds. Rob Burnfield said that he would be supportive of increasing the budget but it needs to be recognized that developing membership requires more than just money and that this entire amount may not be expended, depending on the new executive’s decisions and priorities.

   

Moved by Carolyn Glover, seconded by Rob Burnfield, 11 in favour, none against, 8 abstentions (one member had departed). Motion carried.

Yes

Next Exec. Mtg.

Mary to modify budget accordingly.

Carolyn Glover asked if the $500 budget estimate was adequate to purchase the required replacement canoe equipment. Rob Burnfield confirmed that it was anticipated that that amount should be sufficient to cover the necessary costs.

No

N/A

11

Vote on 2015-2016 Budget

Mary Hicks moved that the 2015-2016 budget be adopted with the above proposed change in the advertising/ printing budget. Seconded by Ron Pringle, unanimously approved.

No

N/A

12

Presentation and vote on canoe and equipment rental fees

Rob Burnfield advised that no changes are proposed to the $5/day and $15/multi-day non-member canoe rental [no cost for members] or to the snowshoe rental fee of $3 for members and non-members alike. None opposed.

No

NA

13

Presentation and vote on member and non-member fees

Rob Burnfield advised that no changes are proposed to the non-member activity fees of $5 per daily activity and $10 per multi-day trip. None opposed.

No

N/A

14

Presentation of car-pooling fees

Rob Burnfield presented the updated car-pooling fees. Jean-François Lauzon explained that fees are tied to Treasury Board reimbursement rates to government employees, not just linked to the cost of gas, and that the per person rate is rounded off after calculating mileage.

No

N/A

Anna Gopenko questioned why, if there are separate rates for carpooling with canoes and without, there are not different rates for cars carrying bikes on racks since they also affect fuel consumption and could potentially damage the vehicle? Rob agreed that it makes sense and Jean-François suggested that the next executive committee look into this issue to try to determine potential drag and impact on fuel costs.

Yes

Next Executive Meeting

15

Election of OOC Executive

Outgoing president Jean-François Lauzon offered the incoming executive committee four words of wisdom for building a resilient organization, summarized by the acronym SWOT:  make sure that you identify your strengths and weaknesses, the opportunities that are available, and the threats to your environment and livelihood. Jean-François concluded by saying that you are only as good as the people that you can recruit as members and leaders and that the OOC has been very fortunate in that regard.

No

N/A

The following members were elected to the new executive committee:

 

 

President:  Jean-François Lauzon nominated Rob Burnfield with the restriction that he only holds one vote on the executive committee if he also is the webmaster this year; seconded by Liza Zaslavsky.

 

Acclaimed

Vice-President: Mary Hicks nominated Ron Pringle; seconded by Liza Zaslavsky.

 

Acclaimed

Treasurer: Jim Fraser nominated Mary Hicks; seconded by Mike Brown.

 

Acclaimed

Secretary: Joanne Bertrand nominated Tracey Vansickle; seconded by Anna Gopenko.

 

Acclaimed

Membership Secretary: Rob Burnfield nominated Marion Perry; seconded by Carolyn Glover.

 

Acclaimed

Canoeing Coordinator: Anna Gopenko nominated Joanna Sarnecka; seconded by Rosanne Iland.

 

Acclaimed

Hiking Coordinator: Rob Burnfield nominated Eddie Drueding; seconded by Joanne Sarnecka.

 

Acclaimed

Snowshoeing Coordinator: Carolyn Glover nominated Mike Brown; seconded by Jim Fraser.

 

Acclaimed

Social Coordinator: Carolyn Glover nominated Anna Gopenko; seconded by Sue Andrews.

 

Acclaimed

Skiing coordinator – no  nominations

 

Vacant

Cycling coordinator – no nominations

 

Vacant

Webmaster – Mike nominated Rob Burnfield as acting webmaster with a non-voting role; seconded by Jim Fraser.

 

Acclaimed

Equipment coordinator – no nominations

 

Vacant

Sue Andrews moved that the Equipment Coordinator position be left vacant and reviewed prior to next year’s AGM to consider whether there should be a constitutional amendment proposed to eliminate the position; seconded by Mike Brown. Unanimous; carried.

Yes

Prior to 2016 AGM constitutional amendment period.

Executive

16

Amendment to the OOC Constitution and Bylaws (see details on website)

Proposed amendment to the bylaws, Article 3, Section 5(e), to increase the amount that the club executive can advance to a trip leader for a single trip to $2500 from $500. This amendment was added temporarily at the April 14, 2015 executive meeting under the authority provided by "Article 5 - Amending Formula" of the constitution, and was valid only until a membership vote at the AGM.

 

 

Discussion: Rob Burnfield explained that this proposal arose from ongoing issues with securing hard-to-get accommodation at The Round Hearth for the annual trip to Stowe, Vermont which requires large advance deposits before enough people have signed up (usually in July and September). These advances are refunded to the club when the participants pay the trip leader. The constitution allows $2500 to be loaned out in total but at a maximum of $500 for each individual trip. The treasurer cannot approve going above the $500 limit so it was proposed that the executive committee have the authority to do this.

The Rock and River Lodge in Keene, New York, has a rolling USD 500 deposit that is paid at the end of each trip to secure reservations for the following year. Also, it is possible that winter trips where desirable accommodation is limited may require an advance deposit at some point.

Jean-François Lauzon added that the executive ensured that the entire deposit to The Round Hearth at Stowe is refundable up to a certain date so the trip organizer and executive committee have the option of choosing to cancel prior to that date if it is not anticipated that there will be sufficient trip participation.

 

 

Mike Brown moved that the bylaw amendment be adopted; seconded by Marion Perry. 1 abstention; carried.

Yes

Immediate.

Webmaster to amend the website.

17 Other Items Tracey Vansickle thanked departing executive members for their tremendous contributions to the club. No N/A
18 End of Meeting Jean-François Lauzon proposed that the meeting be adjourned at 9:12pm. Moved by Jim Fraser; seconded by Sumiko Mori. Unanimous; carried. No N/A

2016 AGM - Tuesday, 18 October 2016

The following documents related to the 2016 AGM are available:

Agenda - 2016 AGM

Ottawa Outdoor Club
Tuesday, 18 October 2016

  1. Quorum verification
  2. Approval of agenda
  3. Approval of minutes of 2015 AGM [D]
  4. President’s report [D]
  5. Coordinators’ reports
    • Canoeing [D]
    • Cycling [D]
    • Hiking [D]
    • Skiing [D]
    • Snowshoeing [D]
    • Social [D]
  6. Equipment report
  7. Membership Secretary’s report [D]
  8. Webmaster’s report [D]
  9. Treasurer’s report [D]
  10. Presentation of 2016-2017 budget [D]
  11. Vote on 2016-2017 budget
  12. Presentation and vote on member and non-member fees (Bylaws Article 1, Section 2 (a) [D]
  13. Presentation of equipment rental fees [D]
  14. Presentation of carpooling fees [D]
  15. Election of OOC executive
  16. Amendments to the OOC Constitution and Bylaws [D]
  17. Talk by John Harrison about the geology of the Ottawa Valley
  18. Other items
  19. End of meeting

[D] indicates that a related document is available.

President's Report: Rob Burnfield - 2016 AGM

I would like to thank you for joining us tonight at the Annual General Meeting of the Ottawa Outdoor Club.  AGMs aren't always the most exciting events on the calendar.  They do fulfill an important role in the life of the Ottawa Outdoor Club.  They're one of the few opportunities where we can look back at the year that was and peer a little into our future.

Fundamentally, the Club is about people:  participants in our activities, leaders, co-ordinators, and those handling the very important, and many times nearly invisible, administration of the Club, the glue that keeps it going.  I'll leave it to the other members of the executive to talk about their areas.  I do want to mention two people whose roles are such that they don't provide reports.  Ron Pringle, with his official role of vice president being non-specific, has provided very important support across many areas of the Club, such as leading a series of Tuesday walks to compliment Carol Hobden's Thursday walks, leading a series of evening bicycle rides, and using his financial background to work with Mary Hicks, our Treasurer.  Secondly, Tracey Vansickle, our Secretary, produces comprehensive minutes of our executive meetings and, as important, provides thoughtful feedback during discussions.

My predecessor, Jean-François Lauzon, initiated two very important activities that contribute greatly to the life of the Club.  He initiated a Volunter Appreciation Evening that we hold in the early months of the winter every year.  Everyone who has led an outing or has volunteered in other ways for the Club is invited to a dinner, where we can revisit what happened over the past year.  This year, our Secretary, Tracey Vansickle, introduced us to a new caterer that has provided excellent food and has been very generous.  Tracey later hosted the end-of-summer barbecue, where the Club again enjoyed the food from this caterer.

Jean-François's second initiative was to rent a bus for a trip to a destination farther from our usual outing range.  Just a few weeks ago, we did the first of these trips; this will be mentioned later in the Hiking Coordinator's report.

I would like to thank Jean-François for both of these initiatives.  It is clear that they contribute greatly to the life of the OOC.

On the administrative side, we formed two committees this year:  a marketing committee and a governance committee.

The marketing committee is responsible for letting others know about the Club.  Carol Lau, John Galbraith, and I had a number of fruitful meetings and email discussions.  We created the vertical banner here in this room, something first proposed by Carol Lau and Carolyn Glover during a presentation that they gave to the executive last year.  We had it with us at MEC's SnowFest in Novermber and then their PaddleFest in May.  After discussing various ideas, we decided to buy a supply of carabiners with the Club's website address inscribed on them.  If you didn't pick one up on your way in, please feel free to take one as you head out.  We've been presented with other marketing opportunities, not all of which we've followed through on.  If you're interested in helping us let others know about the Club, here's your opportunity!

The governance committee is responsible for (1) ensuring that the Club's Constitution and Bylaws are current and (2) handling nominations to the executive.  Marion Perry, Ron Pringle, and I spent two solid afternoons reviewing our Constitution and Bylaws, coming up with a number of amendments that we'll consider later this evening.

I've enjoyed working with all of the executive members:  Mary, Marion, Ron, Eddie, Neil, Mike, Xuan, Anna, and Tracey.  I have learned from you, and you have enriched my life in ways small and large.  Thank you.

In summary, I would like to say thank you to everyone who has been involved with the Club.  It's a wonderful group of people!

Rob Burnfield

Activity Report: Canoeing Co-ordinator, Neil Qian - 2016 AGM

Canoeing enjoyed a successful year in 2016. We had 11 evening-trips on Wednesday evenings, 4 day-trips on Sundays, and 2 day-trips on Saturdays. In addition, 3 multi-day canoe and camping trips were held between May and July. In total, we had 20 successful outings and 4 cancellations due to poor weather.

16 new life-jackets, 8 paddles, and 8 safety buckets were purchased and added to the canoe inventory in October.

Special thanks to Rob Burnfield, Xuan Qi, Anna Gopenko, and especially Mike McCurrie for volunteering to lead the trips. We encourage more volunteers to come forward and lead trips.

Activity Report: Acting Cycling Co-ordinator, Ron Pringle - 2016 AGM

Note from Acting Biking Coordinator

This year, we were without a bike coordinator.  I was asked to step in to act as Coordinator.  Starting in July, I introduced a Tuesday-night Casual Biking Ride.  Each of this rides brought out a good number of our bikers.  These were one-hour to one-and-half-hour rides.

I also had a late summer Saturday Bike Ride to Gatineau Park; this drew a small number of bikers out.

To help us rebuild our biking group, I will be putting a motion forward that, next year, we expand our Tuesday night Casual Biking to run from mid-May to mid-August.  To help bring out non-members we waive the $5.00 fee similar to our walking night.  We adjust our start time so we can insure that the return to Sandy Hill Community Hall is in daylight with enough daylight to allow member to safely return home before dark.

As we rebuild our bike group, then we can look at adding weekend rides.

Ron Pringle, Acting Bike Coordinator

 

 

Activity Report: Hiking Co-ordinator, Eddie Drueding - 2016 AGM

OTTAWA OUTDOOR CLUB – HIKING (MARCH 20 – OCTOBER 16, 2016)
 
TOTAL HIKES
Regular Sunday hikes 33 Hikes
Photography hikes 1 Hike
Map, Compass, and GPS hikes 1 Hike
Bus trips 1 Trip
Weekend trips 3 Trips
 
HIKE LEADERS
Regular Sunday hikes  
Eddie Drueding 19 Hikes
Greg Griffith 3 Hikes
Rosanne 3 Hikes
Navid Foroudi 2 Hikes
Richard Fernandez 2 Hikes
Annie Joannette 1 Hike
Jean-François Lauzon 1 Hike
Rob Burnfield 1 Hike
Tony Wellman 1 Hike
 
Photography hikes  
Eden Bromfeld 1 Hike
 
Map, Compass, and GPS hikes  
Ron Pringle 1 Hike
 
Bus trips
Eddie Drueding Mt. Tremblant, 45 people
 
Weekend trips  
Anna Gopenko Adirondacks (camping)
Jennifer Jackson and John Galbraith Adirondacks (Rock and River)
Margaret McKay Stowe, Vermont
   
Cancelled hikes 2 Hikes
   
TOTAL ATTENDANCE (REGULAR SUNDAY HIKES ONLY) 230 different people came out Sundays from March 20 – October 16
 
NUMBER OF PARTICIPANTS (REGULAR SUNDAY HIKES ONLY) NUMBER OF HIKES
125 people Attended one hike only
38 people Attended 2 hikes
16 people Attended 3 hikes
11 people Attended 4 hikes
8 people Attended 5 hikes
5 people Attended 6 hikes
4 people Attended 7 hikes
4 people Attended 8 hikes
5 people Attended 9 hikes
1 person Attended 10 hikes
2 people Attended 11 hikes
3 people Attended 12 hikes
2 people Attended 13 hikes
3 people Attended 14 hikes
2 people Attended 16 hikes
One person (Hiker Of The Year 2016, Judith Parker) Attended 19 hikes

Activity Report: Skiing Co-ordinator, Xuan Qi - 2016 AGM

Despite often unstable snow conditions, the OOC 2015-16 XC skiing program was a success.  14 day ski outings as well as 3 hikes at the beginning of the season were organized.  Also there was one weekend trip to Val David where the participants had a very nice experience at the Auberge du Vieux Foyer.  I would like to thank all volunteers who led an outing or offered to lead an outing but had to cancel due to bad weather.  Their effort made the success of the XC skiing program possible.

Activity Report: Snowshoeing Co-ordinator, Mike Brown - 2016 AGM

OOC SNOWSHOE COODINATOR REPORT – WINTER 2015-2016

The 2015-2016 snowshoe season got off to a late start – our first outing was on 26 December 2015, and it was in reality a beautiful fall hike.  As we have been seeing for a few years now, significant snowfall is rare until early January.

But once we got started, there was good snow, and we were able to continue until 12 March 2016 with two treks at opposite ends of Gatineau Park.

In all there were 14 trips scheduled, something was offered each weekend, with participation ranging from 2 to the mid-teens.

I would like to thank all the volunteers who led regular Saturday outings – especially Jean-François, Mike McCurrie, and Jennifer Jackson.  

The requirement to pay a daily user fee (or a season pass) for snowshoeing on the marked trails of Gatineau Park continues.  We were able to mitigate this to some extent by using unmarked trails, but for the most part this was not a serious deterrent to participation.  As well, last year was the first year for sharing snowshoe trails with snow-bikers.  Given the conditions, there were very few bikers encountered so we do not know how this will affect snowshoeing in the future.

I am looking forward to the upcoming season, and am willing to serve for one more year as co-ordinator; however, more volunteers for leading weekend trips would be welcome, as would any ideas for trips.

Mike Brown
Snowshoe Coordinator

 

Activity Report: Social Co-ordinator, Anna Gopenko - 2016 AGM

This year started with an Army Officer Mess Tour, led by Larry Lomas, an event that followed a traditional New Year’s Eve dinner at the Colonnade restaurant, traditionally organized by Theresa.

Volunteer Recognition dinner took place in February and was put together by Tracey and Rob.

2016 Reel Paddling Film Festival was suggested by Rob in April. Unfortunately, it did not attract a lot of interested people, same goes for a Nowruz event in March.

Cineplex Odeon ballet event wasn’t popular either, although I personally enjoyed it greatly.

Big thanks to Tracey for organising and offering her house for an OOC BBQ Party, who took over my responsibilities while I was away for two months. A traditional now Greek fest attracted three times more people than last year.

A promising event at St. Albert's cheese factory/restaurant, suggested by Eddie, has been moved to October 15th, everyone is welcome.

And finally, big thanks to Ronalee for organising and hosting an upcoming s'mores event.  (I personally haven’t tried this).  Ronalee offers her fireplace that can be used to roast marshmallows.  The event will take place some time in January.

Big thanks to all volunteers!

 

Membership Report: Membership Secretary, Marion Perry - 2016 AGM

2016 was a year of growth for the Ottawa Outdoor Club.  The year ended with 265 members.

Forty members chose to pay by cheque, and 225 used PayPal while 34 used the paper membership form and 231 used the webform.

The following tables show the numbers of new and renewing members compared with the two previous years and the age range of members who completed the age field on the membership form.

Memberships 2013-2014 2014-2015 2015-2016
New 83 117 136
Renewing 126 108 129
Total 209 225 265
% increase over end of year related to current year 26.8% 17.8%  
Membership Method
Paper Form 41 20 34
Web Form 168 205 231
Payment Method
Cheque 45 37 40
PayPal 164 188 225
# of Members By Age Range
  2014 2015 2016
18 to 24 6 9 9
25 to 32 29 25 32
33 to 40 30 34 39
41 to 48 29 32 39
49 to 56 46 45 50
57 to 64 30 40 40
65 or older 13 17 21
Grand total 183 202 230
% of Members By Age Range
  2014 2015 2016
18 to 24 3.3% 4.5% 3.9%
25 to 32 15.8% 12.4% 13.9%
33 to 40 16.4% 16.8% 17.0%
41 to 48 15.8% 15.8% 17.0%
49 to 56 25.1% 22.3% 21.7%
57 to 64 16.4% 19.8% 17.4%
65 or older 7.1% 8.4% 9.1%
Cumulative % of Members By Age Range
  2014 2015 2016
18 to 24 3.3% 4.5% 3.9%
18 to 32 19.1% 16.8% 17.8%
18 to 40 35.5% 33.7% 34.8%
18 to 48 51.4% 49.5% 51.7%
18 to 56 76.5% 71.8% 73.5%
18 to 64 92.9% 91.6% 90.9%
18+ 100.0% 100.0% 100.0%

Website Report: Webmaster, Rob Burnfield - 2016 AGM

As webmaster, this past year has generally been one of continuity with the only apparent change being on the front page.  My priorities have been

  • to work with our activity coordinators to ensure that the activity schedule is updated in a timely manner
  • to work with our membership secretary, Marion Perry, to ensure that she has access to the latest membership registrations that come in from the website, and to ensure that the email list used for the newsletter is up to date
  • to work with our newsletter editor, Sam Ludmer, when any issues have arisen regarding the process of creating or sending the newsletter
  • to work with OOC members and members of the executive as required when they have had issues related to our Internet presence
  • since part of our website uses a content management system (CMS, specifically, Drupal) for the website content, to ensure that the CMS components are kept up to date when updates are provided
  • to work with our web hosting provider as required

I added a photo gallery to our front page.  It randomly cycles through a set of over 100 photos from OOC activities.  If you have any photos that you think would be appropriate for this gallery, please contact me.

Twitter

The Twitter feed added last year is gradually being used a little more.  Anyone can post to it by including the hashtag #ottawaoutdoorclub.  It's been used by leaders to post last-minute issues (such as those related to weather) and to post photos of recent outings, for example.  I encourage all activity coordinators to inform or remind your trip leaders of this possibility.

Facebook

Since last year's decision by the executive to open up our Facebook group to commentary again after a number of years of not permitting group members to comment, our Facebook group has become very popular.  As of late evening of Monday, October 17, our Facebook group has 1275 members; as of September 30, it had 1245 members.  A year ago, at the end of September, 2015, we had about 340 Facebook group members.

It has continued to be very successful, with many Club members posting photos and comments.  In addition, people have been posting questions and Club members have been answering many of them.  All of this has very likely helped foster a greater sense of camaraderie in the Club and, since both Club members and non-members can be part of the Facebook group, has advertised the Club to others.  As the numbers have increased, we've started seeing wider conversations on the group.  We've had discussions in the executive as to how free-ranging to let it be.  Initially, it was just to be related directly to the OOC.  Most of the non-OOC discussions that have appeared have been related to activities that we could consider doing, and it seems that we are starting to become a source of information for Ottawa outdoor activities.  I think that we're very much in a transition phase.

Some leaders have posted their activities, which has likely increased participation in some of those events.  From my own experience of posting the hiking and canoeing events that I've led, I very strongly suspect that I have had larger turn-outs due to my event postings.  Notice of an event shows up in a person's Facebook feed, thus increasing that person's awareness of the event.  Since many (most) people are on Facebook off an on throughout the day, there's a greater chance of seeing the information there vs. on our own site.  In addition, many people use the "event" to ask questions.  The Club's website is always the definitive information source, since not all Club members are on Facebook.

I want to extend a big thanks to our hiking coordinator, Eddie Drueding, for quickly accepting new requests for membership in our Facebook group, posting enticing banner pictures, and just all-around keeping on top of the group.

Occasionally, we have a few people post information completely unrelated to what we do or might do.  In these cases, I've sent the posters a Facebook text message telling them that their post was being deleted.  For some cases, it was just a misunderstanding of the limits of our group.  In other cases, a person would join and would, within minutes or a day, post what is clearly advertising.  In these cases, I would remove the posting and remove the person from our group, along with informing the person of such.  Only about 5 or 6 people have been informed, with a subset of that number removed.

Website statistics for the past year

We had about the same number of visitors to the website this past year compared to the previous year.  The first graph below is for the past year (October - September) and the second is for the previous year.

Line graph of two years of # of visits to the website

 

We generally have about 35 - 80 visits per day.  This chart shows the numbers of visits categorized by their lengths (in seconds or minutes) over the past year. This is little-changed from last year.  It suggests that about half of the people entered the website, realized that it was not where they wanted to be, and moved on.

People entered the website via these two pages most of the time:

  • home page:  58% of the time (65% last year)
  • schedule page:  29% of the time (25%)

As a result, I try to put as much information related to immediate activity needs as possible in these two pages, trying to balance the needs of new and potentially-new Club members vs. the needs of experienced Club members.

About 85% of our website visitors are from the Ottawa-Gatineau area, as shown in this document (PDFPDF document).

Financial Report: Treasurer, Mary Hicks - 2016 AGM

Post-AGM note:

The financial information shown below includes the following adjustments made during the AGM:

  • At the AGM, $1000 was added in Equipment & Storage / Other:
    • $500 for GPS device(s)
    • $400 for additional snowshoes
    • $100 for buffer for the above
OTTAWA OUTDOOR CLUB
Income and Expense Statement and Budget
October 1, 2015, to September 30, 2016
             
      FY2015-16 FY2016-17
  Category Budgeted Actual Variance Budget
         
Receipts - Excluding trip deposits        
  Non-Member / Day fees 1,500 1,455 46 1,500
  Membership Fees 5,766 7,382 -1,616 6,631
    Total 7,266 8,836 -1,570 8,131
             
Expenditures - excluding payments towards trips  
  Administration        
    Office Supplies 500 561 -61 600
    Post Office Box 200 202 48 215
  Publicity        
    Information line 100 0 100 0
    Web Hosting 190 186 4 200
    Advertising/Printing 3,000 804 2,196 2,000
  Equipment & Storage        
    Canoes 500 498 2 1,000
    Other * 100 6 94 200
1200
    Rent for canoe storage 1,800 1,800 0 1,800
  Training & Development 1,000 291 709 3,000
  Annual Bar-B-Q 1,200 1,030 170 1,500
  Recognition Dinner 1,000 746 254 1,000
  Group Travel Subsidy 500 500 0 1,500
  Insurance 2,800 2,764 36 2,900
  Exec Meetings & AGM 600 481 119 600
  Other/Misc 400 57 343 400
    Total 13,940 9,926 4,014 16,915
17,915
             
Change in Retained Funds -6,674 -1,090 2,444 -8,784
-9,784

 

Bank balance as of Sept. 30, 2016 $13,685.39
- Outstanding cheques $282.97
  $153.50
  $31.20
  $6.00
Total $473.67
+ Owing from Stowe trip participants $2,025.02
Adjusted balance, September 30, 2016 (1) $15,236.74
$US deposit for Rock and River (2) $US500.00

Notes:

  1. Reserves:  According to the bylaws, we use a 3-year average of income, which is $8616 to date.  Our reserve needs to be between 80% and 160% of this average, i.e., $6893 - $13,786 this year.
  2. $US deposit for Rock and River.  This was paid by the OOC at the end of the September 2016 trip to Rock and River for the 2017 trip.  It will be recovered from participants of the September 2017 trip.  This has been rolled over in US $ for many years; as such, no exchange rate is attached to it, and it is tracked separately from our Canadian funds.  When we stop doing this weekend trip, we will then receive the deposit back and it will be converted into Canadian $, at which time it will be added to the balance.

Proposed Amendments to Constitution & Bylaws - 2016 AGM

The following amendments to the Club Constitution and Bylaws are proposed for acceptance at the 2016 AGM.

Note 19 October 2016:  All of the amendments presented below were accepted at the AGM.

Substantive amendments

These amendments materially change what we do or add direction for some decisions.

Amendment 01: Use gender-neutral terminology

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That gender-neutral terminology (singular "their", "the person", "the leader", etc.) be fully used throughout the Constitution and Bylaws.

Rationale

Different types of gender-binary terminology are currently used throughout the Constitution and Bylaws:  "his/her", "her/his", "his or her", "him/her", "himself/herself".  In addition, one instance of the singular gender-neutral term "their" is used.  To be more inclusive and to be less grammatically awkward, it is proposed that gender-neutral terminology be used throughout the document.

Proposed changes

The following changes to the Bylaws are proposed.  There are no gender references in the Constitution.  Each of these proposed changes shall be a separate motion, if it is considered necessary.

  1. Article 1, Section 1  - Membership Requirements
    • (a) (B):  Replace "Communicating to the accused member the allegations against him/her,..." with "Communicating to the accused member the allegations against the person,...".
  2. Article 1, Section 6 - Responsibility of Members
    • (a):  Replace "Each member will assume his or her share of responsibility..." with "Each member will assume their share of responsibility...".
    • (b):  Replace "A member who brings a child under the age of 18 is responsible for her/his conduct..." with "A member who brings a child under the age of 18 is responsible for the chid's conduct...".
  3. Article 3, Section 4 - Vice President
    • Replace "The Vice-President shall have and exercise the duties and powers of the President in his/her absence." with "The Vice-President shall have and exercise the duties and powers of the President in their absence."
  4. Article 3, Section 6 - Secretary
    • (d):  Replace "The Secretary shall have charge of all the Club's records, with the exception of those necessary to the Treasurer to carry out his/her duties." with "The Secretary shall have charge of all the Club's records, with the exception of those necessary to the Treasurer to carry out their duties."
  5. Article 6, Section 1 - Conduct of Trips
    • (d):  Replace "The trip leader of a multi-day trip of 10 participants or more (including himself / herself) is entitled to attend the trip at no charge." with "The trip leader of a multi-day trip of 10 participants or more (including the leader) is entitled to attend the trip at no charge."
  6. Article 6, Section 4 - Care of Equipment
    • Replace "In order to use Club equipment...members must obtain the prior approval of the Equipment Officer or her/his delegate..." with "In order to use Club equipment...members must obtain the prior approval of the Equipment Officer or their delegate...".

Additional information

None.

Amendment 02: Children who are guests of non-members should not pay day fees

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Note that children who are under the age of 18 who are guests of non-members shall not have to pay activity fees.

Rationale

As written, in Bylaws Article 1, Section 2 - Membership Dues, children under the age of 18 who are guests of members don't have to pay the non-member activity fees.  However, if a child is the guest of a non-member, it could be interpreted that this child would have to pay the activity fee.  This change clarifies that any child under the age of 18 does not have to pay non-member activity fees.  The intent is to encourage non-members to try some OOC activities with their children.

Proposed change

Proposed additions to the text are italicized and in green.

Bylaws, Article 1, Section 2 - Membership Dues, (d)

Current wording

(d) Children under the age of 18 who are guests of members will not be required to pay day fees.

Proposed change

(d) Children under the age of 18 who are guests of members or non-members will not be required to pay day fees.

Additional information

None.

Amendment 03: Children should not pay any activity fees

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Regarding children, the phrase "day fees" should be replaced by "non-member activity fees" to include evening and multi-day activities.

Rationale

As written, in Bylaws Article 1, Section 2 - Membership Dues, children under the age of 18 might have to pay fees for evening activities or multi-day activities, since the phrase "day fees" is used.  The phrase "non-member activity fees" should be used to clarify that children don't have to pay any non-member activity fees.

Proposed change

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 1, Section 2 - Membership Dues, (d)

Current wording

(d) Children under the age of 18 who are guests of members will not be required to pay day fees.

Proposed change

(d) Children under the age of 18 who are guests of members will not be required to pay day non-member activity fees.

Additional information

None.

Amendment 04: Define quorum for decisions made by the executive

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Define quorum for decisions made by the executive.

Rationale

Quorum is defined for General Meetings.  It is not defined for decisions made by the executive, whether at a meeting or by an email vote.  As such, it is currently technically possible for only one member of the executive to show up for an executive meeting and to pass one or more motions.  Defining quorum for executive decisions ensures that a decision has reasonable support among members of the executive.

It is recognized that not all positions on the executive are always filled, so this proposal bases quorum on the number of filled positions.  Also, it is possible for two people to fill one role, and it is possible for one person to fill more than one role, so this proposal ensures that no single person is considered to occupy more than one position for quorum, and multiple people filling one role shall be counted no more than once.

Proposed changes

Proposed additions to the text are italicized and in green.

Bylaws, Article 2, Section 6 - Quorum for Decisions of the Executive

Current wording

This proposed section is new and does not exist.

Proposed change

Bylaws, Article 2, Section 6 - Quorum for Decisions of the Executive

For the purpose of executive meetings and email votes outside of an executive meeting, a quorum shall consist of not less than half of the number of filled roles on the executive rounded down plus one, where no person shall be counted more than once and no role (as defined in Bylaws Article 3, Section 1 - Executive) shall be counted more than once.

Additional information

None.

Amendment 05: Separate minutes of executive and committee meetings from General Meeting minutes

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

For consistency, place the minutes of executive and committee meetings in a section of the Bylaws separate from General Meeting minutes.

Rationale

With sections of the Bylaws being proposed clarifying actions of the executive and committee meetings vs. meetings of the general membership, the Bylaws would be easier to understand if actions of the executive and committee meetings are in separate sections from meetings of the general membership.

Bylaws Article 2, Section 5 - Minutes, currently describes how to publicize minutes of executive and committee meetings and votes of the executive that change Club policy, along with the minutes of General Meetings.  This proposed amendment moves the statements of executive and committee publicity into their own section.

Note that the word "made" in the first sentence is missing from the original text and is added in the proposed text.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 2, Section 5 - Minutes

Current wording

(a) The minutes of the AGM and any Special Meetings shall be recorded and sent to all members prior to the start of the next Meeting. Minutes of all Executive and committee meetings shall be recorded and available to all members.

(b) The result of any vote made by the executive that changes Club policy, procedures or guidelines shall be included in the next distribution of Club news to members, by email and on the Club website.

Proposed change

(a) The minutes of the AGM and any Special Meetings shall be recorded and sent to all members prior to the start of the next Meeting. Minutes of all Executive and committee meetings shall be recorded and available to all members.

(b) The result of any vote made by the executive that changes Club policy, procedures or guidelines shall be included in the next distribution of Club news to members, by email and on the Club website.

Bylaws, Article 2, Section 8 - Minutes and Voting Results of Executive and Committee Meetings

Current wording

This proposed section is new and does not exist.

Proposed change

Bylaws, Article 2, Section 8 - Minutes and Voting Results of Executive and Committee Meetings

(a) Minutes of all Executive and committee meetings shall be recorded and made available to all members.

(b) The result of any vote made by the executive that changes Club policy, procedures or guidelines shall be included in the next distribution of Club news to members, by email and on the Club website.

Additional information

None.

Amendment 06: Clearly identify general meetings to differentiate from executive meetings

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Change the headings of Article 2, Sections 3, 4, and 5 to indicate that these sections refer to General Meetings, i.e., meetings of the whole membership.

Rationale

The Bylaws aren't always clear whether a statement or section relates to a general meeting of the whole membership, i.e., the Annual General Meeting or a Special General Meeting, or whether it relates to a meeting of the executive.  Meetings of the executive are generally not covered in the Bylaws, so bylaws need to be added to fully cover executive meetings (see other proposed amendments).  To help add these, the bylaws related to General Meetings need to be clearly identified.

Proposed changes

Proposed additions to the text are italicized and in green.

Bylaws, Article 2, Section 3 - Quorum

Current wording

Article 2, Section 3 - Quorum

Proposed change

Article 2, Section 3 - Quorum for General Meetings

Bylaws, Article 2, Section 4 - Voting

Current wording

Article 2, Section 4 - Voting

Proposed change

Article 2, Section 4 - Voting at General Meetings

Bylaws, Article 2, Section 5 - Minutes

Current wording

Article 2, Section 5 - Minutes

Proposed change

Article 2, Section 5 - Minutes of General Meetings

Additional information

None.

Amendment 07: Email motions for executive decisions between meetings

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Permit the executive to make decisions by email vote between in-person meetings, and describe a process to follow for the email decision-making.

Rationale

Sometimes, unexpected decisions are required from the executive in a relatively short time, and it is not feasible to call a meeting of the executive.  Instead, email can be used to make these decisions.

The proposal below lays out steps to follow to publicize and hold such a vote.

The following notes provide the rationale for some of the steps:

  • (b) (i):  it's important to have a clear question
  • (b) (ii):  where funding is requested, requiring an immediate seconder to the motion increases the probability that some consideration has already been given to the motion before presenting it to the entire executive
  • (d) (ii):  the same rules for quorum apply for an email vote as for a vote that occurs during a meeting of the executive
  • (d) (iv):  a person not voting is analogous to a person not attending the meeting and so does not count toward quorum
  • (e):  to avoid a different result and to ensure that the vote is part of the permanent record, the results of the email vote shall be read into the minutes of the meeting

Proposed changes

Proposed additions to the text are italicized and in green.

Bylaws, Article 2, Section 7 - Email Motions for Executive Decisions Between Meetings

Current wording

This proposed section is new and does not exist.

Proposed change

Bylaws, Article 2, Section 7 - Email Motions for Executive Decisions Between Meetings

When a decision must be made by the executive before the next executive meeting, the motion, second, and vote shall be done by email as follows:

  1. An email message shall be sent by any executive member to the whole executive, indicating that a vote is requested.
  2. This email message shall
    1. Provide a clear “in favour” or “opposed” question.
    2. If the motion requires funding, the motion shall include the name of the seconder.
    3. State the timeframe within which to respond, with a minimum 24-hour timeframe.
    4. Ask for confirmation that the email message has been received.
    5. Include the email address of the originator.
  3. Responses to the motion can be either to elicit further discussion or a vote.
  4. The voting process shall be as follows:
    1. The person sending the initial request shall be considered to have voted in favour of the motion, unless that person specifically changes their vote.
    2. A quorum of the executive must vote for the voting process to be considered valid.
    3. Responders shall state clearly whether they vote in favour of the motion, against the motion, or whether they abstain.  An abstention shall count towards quorum.
    4. When a person does not vote, no vote shall be recorded for that person.  It shall not be considered an abstention.
    5. The first person to respond with a vote in favour of the motion shall be considered to have seconded the motion, unless the motion requires funding.
  5. At the next executive meeting, the motion, mover, seconder, the names of the other participants in the vote, the number of votes for, the number of votes against, and the number of abstentions shall be read into the minutes.  The vote shall not be redone.

Additional information

None.

Amendment 08: Increase maximum total outstanding advance from $2500 to $3500

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the Club executive be authorized to have up to $3500 outstanding in advances at any one time, instead of $2500.

Rationale

The September weekend trip to Rock 'n River in the Adirondacks and the October weekend trip to Stowe VT require large advances at the same time, before participant trip deposits have been received.  In practice, due to the current exchange rate, more than $2500 has been advanced at one time to cover these trips. 

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 5 - Treasurer

Current wording

(e) The Treasurer is authorized to advance a maximum of $500.00 for individual Club trips. The Executive is authorized to advance a maximum of $2500.00 for individual Club trips.  However, such advances may not exceed a total of $2500.00 at any given time. ...

Proposed change

(e) The Treasurer is authorized to advance a maximum of $500.00 for individual Club trips. The Executive is authorized to advance a maximum of $2500.00 for individual Club trips.  However, such advances may not exceed a total of $23500.00 at any given time. ...

Additional information

At the Club executive meeting on 25 August 2016, when it was recognized that over $2500 was already advanced, this amendment was added temporarily under the authority provided by the third paragraph of "Article 5 - Amending Formula" of the Constitution. This is valid until the 2016 AGM.  As described by the same paragraph, if the vote for this amendment passes, this amendment shall be made permanent; if not, it shall be rescinded.  If it is rescinded, participants may have to pay trip deposits much earlier to secure the necessary accommodation at venues that require early deposits.  This, in turn, might cause some popular trips not to reach the desired numbers by the deposit deadline and thus be canceled.

Amendment 09: Minutes of in-camera sessions not available to Club members

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That minutes of in-camera sessions of the executive not be available to Club members.

Rationale

In general, minutes of all meetings are to be made available to any Club member upon request.  However, occasionally, it may be necessary to meeting "in camera".  This typically would occur when an issue has arisen with a person or people.  In these cases, confidentiality concerns might be more important than disclosure, and it would be appropriate that the discussions would not be made available to the general Club membership.

Proposed changes

Proposed additions to the text are italicized and in green.

Bylaws, Article 3, Section 6 - Secretary

Current wording

(e) The Secretary will make available minutes of any meeting, Executive or other, to any Club member upon request.

Proposed change

(e) The Secretary will make available minutes of any meeting, Executive or other, with the exception of in-camera sessions, to any Club member upon request.

Additional information

None.

Amendment 10: Voting rights for executive members

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

"Bylaws Article 3, Section 10 - Co-coordinators" describes what happens with respect to voting when two people hold a single position.  There is no corresponding description for the case where one person holds two executive positions.  This proposal ensures that no person can vote more than once and no position can have more than one vote.  It is also proposed that, along with the coordinator roles, it is possible to share the workload for the roles of Secretary, Website Administrator, and Membership Secretary.

Rationale

The Club permits two people to share any of the coordinator roles.  When both people vote, the vote is equally split between them.  When one person votes, the person has the whole vote.

When one person holds two roles on the board, that person should have no more than one vote.  It's also possible for a person to share one role and to have another complete role.  Again, the person should have no more than one vote.

This originally was introduced into the Bylaws to handle the concept of co-coordinators, i.e., two people sharing one role.  It is being expanded here into more generic voting rights.  As a result, it is proposed that the title be changed.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 10 - Co-coordinators

Current wording

Bylaws, Article 3, Section 10 - Co-coordinators

By mutual agreement, two members may act as co-coordinators in one executive position, with the exception of President, Vice President and Treasurer.  They will function together as one unit to fulfill the requirements of that position.  The position maintains the weight of one vote. In the case when both co-coordinators participate at a meeting, they each have one half vote. Otherwise, the one co-coordinator participating has one vote.

Proposed change

Bylaws, Article 3, Section 10 - Co-coordinatorsVoting Rights

(a) By mutual agreement, two members may act as co-coordinators in one executive position, with the exception of President, Vice President and Treasurer.  They will function together as one unit to fulfill the requirements of that position.  The position maintains the weight of one vote. In the case when both co-coordinators participate at a meeting, they each have one half vote. Otherwise, the person one co-coordinator participating has one vote.

(b) When one member holds more than one role on the executive, the member shall be entitled to no more than one vote.

Additional information

None.

Amendment 11: Executive roles permitting two people to hold the role

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That, along with the coordinator roles, it is possible to share the workload and voting rights for the roles of Secretary, Membership Secretary, Equipment Officer, and Website Administrator.

Rationale

The bylaws explicitly state that it is permitted that two people can share any of the coordinator roles.  It also separately says that the roles of President, Vice President and Treasurer cannot be shared.  Nothing is said about the roles of Secretary, Membership Secretary, Equipment Officer, and Website Administrator.

This amendment proposes that the roles of Secretary, Membership Secretary, Equipment Officer, and Website Administrator (along with any future roles not explicitly excluded) can also be shared roles.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 10 - Co-coordinatorsVoting Rights

Current wording

By mutual agreement, two members may act as co-coordinators in one executive position, with the exception of President, Vice President and Treasurer.  They will function together as one unit to fulfill the requirements of that position.  The position maintains the weight of one vote. In the case when both co-coordinators participate at a meeting, they each have one half vote. Otherwise, the one co-coordinator participating has one vote.

Proposed change

By mutual agreement, two members may act as co-coordinators in one executive position, with the exception of President, Vice President and Treasurer.  They will function together as one unit to fulfill the requirements of that position.  The position maintains the weight of one vote. In the case when both co-coordinators participate at a meeting, they each have one half vote. Otherwise, the one co-coordinatorperson participating has one vote.

Additional information

None.

Amendment 12: Use of "shall" instead of "will"

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the word "shall" shall be used instead of "will" in most places, since the Bylaws are generally directive, not suggestive.

Rationale

"Shall" denotes an explicit obligation, whereas "will" is not as explicit.

Proposed changes

"Shall" shall be used instead of "will" in most places, since the Constitution and Bylaws describe obligations and are not suggestions.  All of these proposed changes shall be decided by a single vote for the entire set.  Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

  • Constitution
    • Article 5 - Amending Formula
      • "...not approved at such a meeting willshall revert..."
    • Article 6 - Rules of Order (note only)
      • "The conduct of the Club's meetings will follow Robert's Rules of Order...":  this is kept at "will", since the next sentence says, "In practice, a more informal application of the rules may be adopted by the executive."
  • Bylaws
    • Article 1, Section 2 - Membership Dues
      • (a):  "Membership fees and day fees willshall be decided by a quorum..."
      • (b):  "... Annual membership paid between the AGM and December 31 willshall be effective from the date of payment..."
      • (c):  "The club membership year willshall be from January to December 31, inclusive."
      • (d):  "Children under the age of 18 who are guests of members willshall not be required to pay day fees."
    • Article 1, Section 4 - Arrears
      • "A person who has monies...in arrears willshall no longer be entitled to club privileges. ..."
      • "... All amounts willshall be considered to be in arrears 30 days after the end of the trip in question..."
    • Article 1, Section 5 - Applications for Membership
      • "... This fee willshall be returned in the event of an application being rejected. ..."
    • Article 1, Section 6 - Responsibility of Members (note only)
      • (a) "... Each member will assume his or her share of responsibility...":  this is kept at "will", since the concept is vague
    • Article 2, Section 1 - Annual General Meetings
      • (a):  "... This submission period shall last for ten days only, and no other submissions willshall be accepted from the membership thereafter. ..."
    • Article 3, Section 5 - Treasurer
      • (f):  "The Treasurer willshall present the members of the Executive with a financial report,..."
      • (g):  "The Treasurer willshall prepare a Treasurer's report and budget..."
    • Article 3, Section 6 - Secretary
      • (e):  "The Secretary willshall make available minutes of any meeting,..."
    • Article 3, Section 10 - Co-coordinators
      • (note only):  "They will function together as one unit...":  this is kept at "will", since how they specifically function together will be up to the participants
    • Article 5, Section 4 - Equipment Rental
      • "The rental fees...willshall be posted as required following the AGM."
    • Article 5, Section 5 - Program Fees
      • "Program fees willshall be decided by a quorum at the AGM. ..."
    • Article 6, Section 3 - Car Pool
      • (note only):  "The Club will normally facilitate transport...":  this statement is just an informative statement.
      • "... Costs willshall be shared equally among all participants..."
    • Article 6, Section 4 - Care of Equipment
      • "... Participants on any organized activity...willshall be responsible to the Club for damage or loss..."
    • Article 6, Section 5 - Assessed Cost of Damages or Loss of Club Canoes and Equipment
      • (a):  "...the Club willshall not be responsible for damage or loss..."
      • (b):  "Any loss in value plus the cost of the repair willshall be assessed to the person who caused the damage. ..."
      • (c):  "... Adjustments willshall be made after the damage or loss is finally assessed..."
    • Article 7, Section 1 - Wind-up Clause
      • "If the Club disbands, the club's remaining assets willshall be donated to an organization with a similar function..."
      • "...The choice of recipient willshall be decided..."

Additional information

None.

Amendments that reflect current practice

These amendments reflect current practice in the Club, such as that the Secretary no longer is responsible for all correspondence.

Amendment 13: Clarify what can be amended in the Constitution and Bylaws

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Clarify that not just appendices can be amended by executive resolution but also the main body of the Constitution and the Bylaws.

Rationale

As written, only appendices to the Constitution and Bylaws may be temporarily added or amended by the executive between General Meetings.  There have been no appendices for over ten years, if ever.  Being able to add an appendix lets the executive make any temporary changes it deems necessary.  However, not being able to temporarily amend the Constitution and Bylaws directly means that some wording could be convoluted and extra work would be required to duplicate the same meaning as a proper change to the Constitution and Bylaws at the time of a general meeting.

Proposed change

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Constitution, Article 5 - Amending Formula

Current wording

Amendments to the Constitution and/or Bylaws can be proposed by any member in advance of the Annual General Meeting or a Special General Meeting called for that purpose, as directed in the Bylaws.

...

Appendices may be added or amended by Executive resolution, and must be presented for approval at the following AGM or Special General Meeting.  Any Appendix not approved at such a meeting will revert to its previous text.

Proposed change

Amendments to the Constitution and/or Bylaws can be proposed by any member in advance of the Annual General Meeting or a Special General Meeting called for that purpose, as directed in the Bylaws.

...

Appendices may be added or amendedAmendments can be proposed and adopted by Executive resolution between general meetings, and must be presented for approval at the following AGM or Special General Meeting.  Any Appendix amendment not approved at such a meeting will revert to its previous text.

Additional information

None.

Amendment 14: Use most recent edition of Robert's Rules of Order

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Use the most recent edition of Robert's Rules of Order instead of specifically the 10th edition.

Rationale

The final phrase of the Constitution, Article 6 - Rules of Order, regarding the use of the rules of order says, "In practice, a more informal application of the rules may be adopted by the executive."  As a result, it is reasonable that the executive have access to the most recent changes made to the Rules.

Proposed change

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Constitution, Article 6 - Rules of Order

Current wording

The conduct of the Club’s meetings will follow Robert’s Rules of Order, 10th edition.

Proposed change

The conduct of the Club’s meetings will follow the most recent edition of Robert’s Rules of Order, 10th edition.

Additional information

None.

Amendment 15: Correct terminology from "officers" to "directors" for executive members

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Correct the terminology to say that all members of the executive are directors instead of officers.

Rationale

The executive is properly a set of directors, not a set of officers.  The officers typically are either a subset of the directors or are appointed by the directors to carry out specific duties.  In one section, to avoid confusion, the word "offices" should be replaced by "positions".

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 2, Section 1 - Annual General Meetings

Current wording

(a) 4.  Nomination and elections of Officers for the following year.

Proposed change

(a) 4.  Nomination and elections of OfficerDirectors for the following year.

Bylaws, Article 3 - Officers

Current wording

Bylaws, Article 3 - Officers

Proposed change

Bylaws, Article 3 - OfficerDirectors

Bylaws, Article 3, Section 1 - Executive

Current wording

The Club Executive shall consist of the following elected officers:  President, Vice President, ... All offices shall be open to any member.

Executive officers may strike a committee to assist them in their duties.

Proposed change

The Club Executive shall consist of the following elected officerdirectors:  President, Vice President, ... All officepositions shall be open to any member.

Executive officerdirectors may strike a committee to assist them in their duties

Bylaws, Article 3, Section 2 - Election of Officers

Current wording

Bylaws, Article 3, Section 2 - Election of Officers

The officers President, Vice President, ... shall be elected at the AGM...

The duration of the terms for elected officers shall be...

Proposed change

Bylaws, Article 3, Section 2 - Election of OfficerDirectors

The officerdirectors President, Vice President, ... shall be elected at the AGM...

The duration of the terms for elected officerdirectors shall be...

Additional information

None.

Amendment 16: Post minutes of General Meetings to website

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Post the minutes of all General Meetings to the public part of the Club website so that they are more publicly available.

Rationale

With the widespread use of the Web, it's useful to have the minutes of Annual General Meetings and Special General Meetings available on the Club's website for both current and historical purposes.  Posting them on the public part of the Club's website, as opposed to the members'-only part, means that they would be more widely available.

Proposed changes

Proposed additions to the text are italicized and in green.

Bylaws, Article 2, Section 5 - Minutes

Current wording

The minutes of the AGM and any Special Meetings shall be recorded and sent to all members prior to the start of the next Meeting. Minutes of all Executive and committee meetings shall be recorded and available to all members.

Proposed change

The minutes of the AGM and any Special Meetings shall be recorded, posted to the public portion of the Club's website, and sent to all members prior to the start of the next Meeting. Minutes of all Executive and committee meetings shall be recorded and available to all members.

Additional information

None.

Amendment 17: Members of executive may be elected or appointed; clarify term duration

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Clarify that members of the executive may be either elected or appointed.

The Bylaws indicate that the Executive can remove a board member but doesn`t say how.  Clarify that a member of the Executive is removed by a resolution of the Executive.

The list of executive positions is enumerated both in Bylaws Article 3, Section 1 - Executive, and Bylaws Article 3, Section 2 - Election of Officers.  This opens the possibility of a mistake being made in the future should a position be added to or removed from the executive.  It is proposed that the second list be removed so that only the executive as a group is referenced.

Rationale

Bylaws Article 3, Section 1 - Executive, says that the "...executive shall consist of the following elected officers..." and then lists all of the possible members of the executive.  Later in the section, it says that "the Executive may appoint a member to fill a vacant position."  These two statements are in conflict, since the first says that the executive shall consist of people who are elected, and the second says that some of the positions may consist of people who are appointed.

Limit Bylaws Article 3, Section 1 - Executive to describing who is in the executive, their required qualifications, and that executive members may create committees.  Gather the disparate parts describing how one joins the executive (by vote or by appointment) into Bylaws Article 3, Section 2 - Election of Officers, expanding it to include appointment.

In addition, the Bylaw states that, "The duration of the terms for elected officers is one year," but the next Bylaw section states that, "The new Executive shall take office immediately after the meeting at which it is elected."  Consecutive AGMs are rarely on the same date, so there is a conflict here.  Practice has been that the second statement takes precedence, so that the duration of the term is from the time elected (at the AGM) or appointed (by the executive) to the next AGM.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 1 - Executive

Current wording

The Club Executive shall consist of the following elected officers:  President, Vice-President, Treasurer, Secretary, Membership Secretary, Equipment Officer, Website Administrator and, optionally, the volunteer activity coordinators of canoeing, cycling, hiking, skiing, snowshoeing, and social events.  The duration of the terms for elected officers is one year.  All offices shall be open to any member.

Executive officers may strike a committee to assist them in their duties.

All members must be a paid up current member to either run, be appointed to the Executive or to retain their position.

The Executive may appoint a member to fill a vacant position. This person shall have the same rights, obligations, and responsibilities as if elected at an AGM. The Executive also has the right to remove any members of the board who do not fulfil their duties.

Proposed change

The Club Executive shall consist of the following elected officers:  President, Vice-President, Treasurer, Secretary, Membership Secretary, Equipment Officer, Website Administrator and, optionally, the volunteer activity coordinators of canoeing, cycling, hiking, skiing, snowshoeing, and social events.  The duration of the terms for elected officers is one year.  All offices shall be open to any member.

Executive officers may strike a committee to assist them in their duties.

All members must be a paid up current member to either run, be appointed to the Executive or to retain their position.

The Executive may appoint a member to fill a vacant position. This person shall have the same rights, obligations, and responsibilities as if elected at an AGM. The Executive also has the right to remove any members of the board who do not fulfil their duties.

Bylaws, Article 3, Section 2 - Election of Officers

Current wording

Bylaws, Article 3, Section 2 - Election of Officers

The President, Vice-President, Treasurer, Secretary, Membership Secretary, Equipment Officer, Website Administrator, and any activity coordinator shall be elected at the AGM by those members attending the meeting.  The new Executive shall take office immediately after the meeting at which it is elected.

Proposed change

Bylaws, Article 3, Section 2 - Election, Appointment, and Removal of Officers

The officers President, Vice-President, Treasurer, Secretary, Membership Secretary, Equipment Officer, Website Administrator, and any activity coordinator shall be elected at the AGM by those members attending the meeting. The new Executive shall take office immediately after the meeting at which it is elected.

The Executive may appoint a member to fill a vacant position. This person shall have the same rights, obligations, and responsibilities as if elected at an AGM.

The duration of the term for each officer shall be from the time elected or appointed to the subsequent AGM.

The Executive has the right to remove any member of the board, by executive resolution, who does not fulfill the duties of the position.

Additional information

None.

Amendment 18: Transfer responsibility for meeting notice from Secretary to President

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the responsibility to notify people of the AGM and executive meetings be transferred from the Secretary to the President.

Rationale

With the advent of the Internet, in recent years the President, instead of the Secretary, has been responsible for notifying the membership of the AGM and the executive of executive meetings.  This amendment proposal formalizes this process.  In addition, nobody was responsible for giving notice of Special General Meetings, so this responsibility is also given to the President.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 3 - President

Current wording

This proposed section is new and does not exist.

Proposed change

(f) The President shall be responsible for giving notice of the AGM, SGMs, and of the executive meetings.

Bylaws, Article 3, Section 6 - Secretary

Current wording

(b) The Secretary shall give notice of the AGM and of the Executive meetings and record the minutes of the AGM, Executive meetings and special meetings.

Proposed change

(b) The Secretary shall give notice of the AGM and of the Executive meetings and record the minutes of the AGM, Executive meetings and special meetings.

Additional information

None.

Amendment 19: Generalize Treasurer's recurring payment capabilities

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the Treasurer be able to make payments using various mechanisms instead of just by cheque.

Rationale

This proposed amendment brings the bylaws up to date with banking capabilities.  If electronic means are available to make payment, e.g., Interac email transfer, it would reduce the Treasurer's workload.  This proposed amendment also removes examples that no longer apply.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 5 - Treasurer

Current wording

(d) The Treasurer is authorized to write cheques for recurring expenditures such as the Club newsletter and telephone bills. ...

Proposed change

(d) The Treasurer is authorized to write chequesmake payment for recurring expenditures such as the Club newsletter and telephone bills. ...

Additional information

None.

Amendment 20: Secretary no longer reponsible for all correspondence

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the Secretary be relieved of the responsibility to deal with all Club correspondence.

Rationale

With the advent of the Internet, in recent years, correspondence has been handled by the person directly related to the activity requiring correspondence.  It is no longer funneled through the Secretary.  This amendment proposal formalizes this process.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 6 - Secretary

Current wording

(a) The Secretary shall deal with all correspondence necessary for carrying on the Club's activities.

(b) The Secretary shall give notice of the AGM and of the Executive meetings and record the minutes of the AGM, Executive meetings and special meetings.

(c) The Secretary shall also have available at any meeting the minutes of all meetings in the previous 12 months, including Executive meetings.

(d) The Secretary shall have charge of all the Club's records, with the exception of those necessary to the Treasurer to carry out his/her duties.

(e) The Secretary will make available minutes of any meeting, Executive or other, to any Club member upon request.

Proposed change

(a) The Secretary shall deal with all correspondence necessary for carrying on the Club's activities.

(ba) The Secretary shall give notice of the AGM and of the Executive meetings and record the minutes of the AGM, Executive meetings and special meetings.

(cb) The Secretary shall also have available at any meeting the minutes of all meetings in the previous 12 months, including Executive meetings.

(dc) The Secretary shall have charge of all the Club's records, with the exception of those necessary to the Treasurer to carry out his/her duties.

(ed) The Secretary will make available minutes of any meeting, Executive or other, to any Club member upon request.

Additional information

None.

Amendment 21: Activity coordinators responsible for related outings for any time

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the activity coordinators be responsible for coordinating outings at all times of the day and weekend.

Rationale

According to the Bylaws, the Canoeing Coordinator is currently responsible for coordinating all "...day, evening, and weekend canoe outings...".  The other activity coordinators are just responsible for coordinating all "...day and weekend ... outings...", suggesting that they are not responsible for coordinating evening outings.  Realistically, all of the activity coordinators are responsible for coordinating their respective outings at any time.  In addition, the use of the word "weekend" is rather specific.

Proposed changes

Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 9 - Coordinators

Current wording

(a) Hiking Coordinator:  Shall be responsible for coordinating all day and weekend hiking outings and for preparing a schedule of these outings for the Club newsletter.

(b) Skiing Coordinator:  Shall be responsible for coordinating all day and weekend ski outings and for preparing a schedule of these outings for the Club newsletter.

(c) Snowshoeing Coordinator:  Shall be responsible for coordinating all day and weekend snowshoe outings and for preparing a schedule of these outings for the Club newsletter.

(d) Canoeing Coordinator:  Shall be responsible for coordinating all day, evening and weekend canoe outings and for preparing a schedule of these outings for the Club newsletter.

(e) Cycling Coordinator:  Shall be responsible for coordinating all day and weekend cycling outings and for preparing a schedule of these outings for the Club newsletter.

Proposed change

(a) Hiking Coordinator:  Shall be responsible for coordinating all day and weekend hiking outings and for preparing a schedule of these outings for the Club newsletter.

(b) Skiing Coordinator:  Shall be responsible for coordinating all day and weekend ski outings and for preparing a schedule of these outings for the Club newsletter.

(c) Snowshoeing Coordinator:  Shall be responsible for coordinating all day and weekend snowshoe outings and for preparing a schedule of these outings for the Club newsletter.

(d) Canoeing Coordinator:  Shall be responsible for coordinating all day, evening and weekend canoe outings and for preparing a schedule of these outings for the Club newsletter.

(e) Cycling Coordinator:  Shall be responsible for coordinating all day and weekend cycling outings and for preparing a schedule of these outings for the Club newsletter.

Additional information

None.

Amendment 22: Activity coordinators responsible for preparing schedule info, not its presentation

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the activity coordinators be responsible for preparing their schedule information, not its presentation.

Rationale

According to the Bylaws, the activity coordinators are to prepare a schedule of their outings "...for the Club newsletter."  From the activity coordinators' perspective, it's immaterial where their schedule information will be presented, especially since the schedule is now presented on multiple platforms (website and newsletter).

Proposed changes

Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 9 - Coordinators

Current wording

(a) Hiking Coordinator:  Shall be responsible for coordinating all day and weekend hiking outings and for preparing a schedule of these outings for the Club newsletter.

(b) Skiing Coordinator:  Shall be responsible for coordinating all day and weekend ski outings and for preparing a schedule of these outings for the Club newsletter.

(c) Snowshoeing Coordinator:  Shall be responsible for coordinating all day and weekend snowshoe outings and for preparing a schedule of these outings for the Club newsletter.

(d) Canoeing Coordinator:  Shall be responsible for coordinating all day, evening and weekend canoe outings and for preparing a schedule of these outings for the Club newsletter.

(e) Cycling Coordinator:  Shall be responsible for coordinating all day and weekend cycling outings and for preparing a schedule of these outings for the Club newsletter.

Proposed change

(a) Hiking Coordinator:  Shall be responsible for coordinating all day and weekend hiking outings and for preparing a schedule of these outings for the Club newsletter.

(b) Skiing Coordinator:  Shall be responsible for coordinating all day and weekend ski outings and for preparing a schedule of these outings for the Club newsletter.

(c) Snowshoeing Coordinator:  Shall be responsible for coordinating all day and weekend snowshoe outings and for preparing a schedule of these outings for the Club newsletter.

(d) Canoeing Coordinator:  Shall be responsible for coordinating all day, evening and weekend canoe outings and for preparing a schedule of these outings for the Club newsletter.

(e) Cycling Coordinator:  Shall be responsible for coordinating all day and weekend cycling outings and for preparing a schedule of these outings for the Club newsletter.

Additional information

None.

Housekeeping amendments

These amendments fix small details in the Constitution and Bylaws, such as grammar and capitalization, and remove areas where an element is defined more than once in different parts of the document, such as the definition of quorum.

Amendment 23: Grammar and spelling changes

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Make the Constitution and Bylaws more grammatically consistent and use current spellings and terminology.  Each of the five proposals listed below shall be voted upon separately, so that, if chosen by the membership, some proposals may pass and some may fail.

In summary, the following changes are proposed:

  • The words "executive" and "resolution" shall each start with a lowercase letter, except where standard rules for capitalization apply.
  • The word "Club" shall start with an uppercase letter.
  • The word "Bylaws" shall be spelled without a hyphen, and it and "Constitution" shall start with an uppercase letter.
  • Punctuation shall be adjusted in a number of places.
  • More consistent use of abbreviations (e.g, AGM for Annual General Meeting) and terms shall be made.

Rationale

Over the years, as various changes have been made to the constitution and bylaws by different people, small grammatical and spelling inconsistencies have crept into the document.  These changes are not meant to affect the meaning of the document and are meant only to improve its consistency.

Proposed changes

  1. The words "executive" and "resolution" shall each start with a lowercase letter, except where standard rules for capitalization apply.  All of these changes shall be covered by a single motion, not separate individual motions.
    • Constitution
      • Article 5 - Amending Formula
        • "...added or amended by executive..."
    • Bylaws:
      • Article 1, Section 1 - Membership Requirements
        • (b):  "...limits the executive from addressing..."
        • (d):  "The executive reserves..."
        • (e):  "The executive may be directed..."
      • Article 1, Section 4 - Arrears
        • "...Club executive before..."
      • Article 2, Section 1 - Annual General Meetings
        • (a):  "...AGM, the executive shall distribute..."
          • 1.:  "...each member of the executive."
      • Article 2, Section 2 - Special Meetings
        • "...majority of the executive..."
      • Article 2, Section 5 - Minutes:
        • (a):  "Minutes of all executive and ..."
      • Article 3, Section 1 - Executive
        • "The Club executive shall consist of..."
        • "...appointed to the executive or..."
        • "The executive may appoint a member..."
        • "The executive also has the right..."
      • Article 3, Section 2 - Election of Officers
        • "The new executive shall take..."
      • Article 3, Section 3 - President
        • (a):  "...call meetings of the executive..."
        • (e):  "...and the Club executive."
      • Article 3, Section 5 - Treasurer
        • (d):  "However executive committee approval..."
        • (e):  "The executive ia authorized..."
        • (f):  "The Treasurer will present the members of the executive with..."
      • Article 3, Section 6 - Secretary
        • (b):  "...and of the executive meetings..."
        • (b):  "...minutes of the AGM, executive meetings..."
        • (c):  "...including executive meetings."
        • (e):  "...any meeting, executive or other, ..."
      • Article 3, Section 11 - Website Administrator
        • (b):  "...by the executive in collaboration..."
      • Article 4, Section 1 - Standing Committees
        • (a):  "The executive may appoint..."
        • (b):  "Members of the executive may form..."
      • Article 4, Section 2 - Responsibility of Committee Chairpersons
        • "...shall be responsible to the executive for..."
        • "...meetings to the executive."
      • Article 5, Section 3 - Expenditure of Funds
        • (a):  "...authorized by executive resolution."
        • (a):  "...The executive has the authority..."
        • (b):  "The Club executive shall not,..."
      • Article 6, Section 5 - Assessed Cost of Damages or Loss of Club Canoes and Equipment
        • (e):  "...can appeal to the executive if..."
  2. The word "Club" shall start with an uppercase letter.  All of these changes shall be covered by a single motion, not separate individual motions.
    • Bylaws
      • Article 1, Section 1 - Membership Requirements
        • (e):  "...total number of Club memberships..."
      • Article 1, Section 2 - Membership Dues
        • (c):  "The Club membership year..."
        • (f):  "...sign the Standard Club waiver..."
      • Article 1, Section 4 - Arrears
        • "...entitled to Club privileges."
        • "...have their Club privileges removed."
      • Article 1, Section 6 - Responsibility of Members
        • (b):  "...child to Club equipment."
      • Article 4, Section 1 - Standing Committees
        • (a):  "...appoint Club members as required..."
      • Article 6, Section 3 - Car Pool
        • "...transport to Club activities..."
      • Article 7, Section 1 - Wind-up Clause
        • "If the Club disbands,..."
        • "...the Club's remaining assets..."
        • "...final Annual General Meeting or Special meeting of the Club."
  3. The word "Bylaws" shall be spelled without a hyphen, and it and "Constitution" shall start with an uppercase letter.  All of these changes shall be covered by a single motion, not separate individual motions.
    • Constitution
      • Article 3 - Membership
        • "...as directed in the Bylaws."
      • Article 4 - Meeting
        • "...as directed in the Bylaws..." (Note that a separate amendment proposition recommends removing this phrase in this context.)
    • Bylaws
      • the main "Bylaws" title itself
      • Article 2, Section 1 - Annual General Meetings
        • (a) 5.:  "...Club`s Constitution and Bylaws."
      • Article 2, Section 3 - Quorum
        • "...the Constitution and Bylaws..."
      • Article 5, Section 6 - Reserve Funds
        • "...as defined in Bylaws, Article 2..." (Note that a separate amendment proposition recommends removing this phrase in this context.)
      • Article 6, Section 5 - Assessed Cost of Damages or Loss of Club Canoes and Equipment
        • (a):  "In accordance with Bylaws..."
  4. Punctuation shall be adjusted.  All of these changes shall be covered by a single motion, not separate individual motions.
    • Constitution
      • Article 5 - Amending Formula
        • Remove comma between "resolution" and "and must be presented":  "Appendices may be added...by...resolution and must be presented for approval..."
    • Bylaws
      • Article 3, Section 5 - Treasurer
        • (d):  Add comma after "However":  "However, Executive committee approval..."
      • Article 5, Section 2 - Budget
        • Replace "...previous 3 year's actual income." with "...previous 3 years' actual income."  It should be the plural instead of the singular possessive form.
      • Article 6, Section 3 - Car Pool
        • Replace "Participants may choose to car-pool..." with "Participants may choose to carpool...".  "Carpool" is the verb form.
      • Article 6, Section 4 - Care of Equipment
        • Add a comma between "activity" and "members" to separate the two phrases:  "In order to use Club equipment for a non-scheduled activity, members must obtain the prior approval..."
  5. Terms shall be used consistently.  The abbreviation shall be supplied immediately after the first use of the full term, unless it is in a title.  "Annual General Meeting" shall be abbreviated to "AGM".  "Special Meeting" shall be expanded to "Special General Meeting" and shall be abbreviated to "SGM".  The expanded terms shall not be repeated unless the article or section is specifically about the term.  All of these changes shall be covered by a single motion, not separate individual motions.
    • Constitution
      • Article 4 - Meeting
        • "The Annual General Meeting shall be held..." shall be changed to "The Annual General Meeting (AGM) shall be held...".
      • Article 5 - Amending Formula
        • "...in advance of the Annual General Meeting or a Special General Meeting..." shall be changed to "...in advance of the AGM or a Special General Meeting (SGM)...".
        • "A quorum...must be present at the Annual General Meeting (AGM) to consider an amendment..." shall be changed to "A quorum...must be present at the AGM to consider an amendment..."
        • "Appendices may be added or amended...and must be presented for approval at the following AGM or Special General Meeting." shall be changed to "Appendices may be added or amended...and must be presented for approval at the following AGM or SGM."
    • Bylaws
      • Article 1, Section 2 - Membership Dues
        • (a):  "Membership fees...will be decided...at the Annual General Meeting." shall be changed to "Membership fees...will be decided...at the AGM."
      • Article 2, Section 1 - Annual General Meetings
        • (a):  "The date of the Annual General Meeting must be announced..." shall be changed to "The date of the Annual General Meeting (AGM) must be announced...".
      • Article 2, Section 2 - Special Meetings
        • The title shall be changed from "Article 2, Section 2 - Special Meetings" to "Article 2, Section 2 - Special General Meetings".
        • "Special General Meetings to amend..." shall be changed to "Special General Meetings (SGMs) to amend...".
      • Article 2, Section 5 - Minutes
        • (a):  "The minutes of the AGM and any Special Meetings shall be recorded..." to "The minutes of the AGM and any SGMs shall be recorded..."
      • Article 3, Section 6 - Secretary
        • (b):  "The Secretary shall...record the minutes of the AGM, Executive meetings and special meetings." shall be changed to "The Secretary shall...record the minutes of the AGM, SGMs, and Executive meetings."
      • Article 5, Section 6 - Reserve Funds
        • "...authorization...must be obtained at a Special Meeting..." shall be changed to "...authorization...must be obtained at an SGM...".

Additional information

None.

Amendment 24: Remove redundant and extraneous text

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

Remove redundant and extraneous text from the Constitution and Bylaws.

Rationale

Over the years, as various changes have been made to the constitution and bylaws by different people, some parts of the text have become redundant or have referenced other parts of the document without meaning.  The changes proposed here are not meant to affect the meaning of the document and are meant only to improve its consistency.  Each proposal listed below shall be voted upon separately, so that, if chosen by the membership, some proposals may pass and some may fail.

Proposed changes

Constitution

  1. Article 4 - Meeting
    • Change "Executive meetings shall be held in Ottawa or vicinity, as directed in the By-Laws, not less than once..." to "Executive meetings shall be held in Ottawa or vicinity, not less than once..."

Bylaws

  1. Article 5, Section 6 - Reserve Funds
    • Change "If over $1,000, authorization to use the reserve fund must be obtained at a Special Meeting (as defined in By-Laws, Article 2, Section 2)." to "If over $1,000, authorization to use the reserve fund must be obtained at a Special Meeting."  It doesn't matter where "Special Meeting" is defined in the document.  Also, if we reference the definition of "Special Meeting", then, for consistency, we should be referencing many other definitions throughout the document.

Amendment 25: Remove quorum definition from amending formula in the Constitution

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the definition of quorum be removed from the Constitution, Article 5 - Amending Formula.

Rationale

"Quorum" is unnecessarily defined twice in the Constitution and Bylaws.  It is not related to the amending formula (its definition in the Constitution, Article 5 - Amending Formula), and it is defined in more detail in the Bylaws, Article 2, Section 3 - Quorum, as follows:

For the purpose of handling the Club's business, including amendments to the Constitution and By-laws, a quorum shall consist of not less than 8 members or 5% of the membership in good standing as of 7 days before the meeting, whichever is greater.

If it should it be decided in the future to change the definition of quorum, removing this duplicate definition removes the possibility of it being changed in one location and, inadvertently, not the other.

Proposed changes

Proposed removals from the text are crossed out and in red.

Constitution, Article 5 - Amending Formula

Current wording

Amendments to the Constitution and/or Bylaws can be proposed by any member in advance of the Annual General Meeting or a Special General Meeting called for that purpose, as directed in the Bylaws.

A quorum of at least 8 members or 5% of the membership, whichever is greater, must be present at the Annual General Meeting (AGM) to consider an amendment to the Constitution.

Appendices may be added or amended by Executive resolution, and must be presented for approval at the following AGM or Special General Meeting.  Any Appendix not approved at such a meeting will revert to its previous text.

Proposed change

Amendments to the Constitution and/or Bylaws can be proposed by any member in advance of the Annual General Meeting or a Special General Meeting called for that purpose, as directed in the Bylaws.

A quorum of at least 8 members or 5% of the membership, whichever is greater, must be present at the Annual General Meeting (AGM) to consider an amendment to the Constitution.

Appendices may be added or amended by Executive resolution, and must be presented for approval at the following AGM or Special General Meeting.  Any Appendix not approved at such a meeting will revert to its previous text.

Additional information

None.

Amendment 26: Correct quorum definition in the Bylaws

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the definition of quorum in the Bylaws, Article 2, Section 3 - Quorum, be corrected.

Rationale

Quorum is defined in the Bylaws, Article 2, Section 3 - Quorum, as follows:

For the purpose of handling the Club's business, including amendments to the Constitution and By-laws, a quorum shall consist of not less than 8 members or 5% of the membership in good standing as of 7 days before the meeting, whichever is greater.

The phrase "whichever is greater" is meant to apply to the membership.  As written, it applies to the number of days before the meeting.  The phrase should be moved to so that it relates to the membership.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 2, Section 3 - Quorum

Current wording

For the purpose of handling the Club's business, including amendments to the Constitution and By-laws, a quorum shall consist of not less than 8 members or 5% of the membership in good standing as of 7 days before the meeting, whichever is greater.

Proposed change

For the purpose of handling the Club's business, including amendments to the Constitution and By-laws, a quorum shall consist of not less than 8 members or 5% of the membership in good standing, whichever is greater, as of 7 days before the meeting, whichever is greater.

Additional information

None.

Amendment 27: Use proper names for the reports that the Treasurer is to provide

Proposers

Governance committee:  Marion Perry, Ron Pringle, Rob Burnfield

Proposal

That the proper names be used for the reports that the Treasurer is to provide at the AGM.

Rationale

The Bylaws currently indicate the financial reports expected from the Treasurer at the executive meetings and the AGM.  There are more commonly-accepted names for the various reports, so these should be used instead.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 5 - Treasurer

Current wording

(f) The Treasurer will present the members of the Executive with a financial report, cash statement and balance sheet, at each meeting.

(g) The Treasurer will prepare a Treasurer's report and budget for the upcoming year and present it at the AGM.

Proposed change

(f) The Treasurer will present the members of the Executive with an financial income and expense report, cashand a bank reconciliation statement and balance sheet, at each meeting.

(g) The Treasurer will prepare a Treasurer's report annual financial statements and a budget for the upcoming year and present itthem at the AGM.

Additional information

None.

Minutes - 2016 Annual General Meeting (AGM)

Minutes - Annual General Meeting (AGM)

Tuesday, 18 October 2016
Sandy Hill Community Centre

Executive present:

  • President Rob Burnfield
  • Vice-President Ron Pringle
  • Treasurer Mary Hicks
  • Secretary Tracey Vansickle
  • Membership Secretary Marion Perry
  • Snowshoeing Coordinator Mike Brown
  • Webmaster Rob Burnfield [non-voting]

Absent:

  • Canoeing Coordinator Neil Qian
  • Hiking Coordinator Eddie Drueding
  • Skiing Coordinator Xuan Qi
  • Social Coordinator Anna Gopenko

Vacant positions: 

  • Cycling Coordinator
  • Equipment Coordinator

​[D] indicates that a related document is available.

The AGM was opened at 7:15 pm by President Rob Burnfield, who introduced the members of the current executive who were in attendance; the most recent past president, Jean-François Lauzon; the leader of Thursday evening walks, Carol Hobden; Mike McCurrie, the leader who has conducted the vast majority of canoeing activities in recent years; Sam Ludmer, the OOC newsletter editor; and guest presenter for the evening, OOC member John Harrison.

  1. Quorum verification – Quorum for 265 members = 14. In attendance were 24 members (followed by 2 later arrivals)

  2. Approval of agenda – Sam Ludmer moved that the agenda be adopted; seconded by Jean-François Lauzon; unanimous approval. The proposed meeting agenda was adopted.

  3. Approval of minutes of 2015 AGM [D] – Rob Burnfield reviewed for attendees the minutes of last year’s meeting (verbally and on screen). Marion Perry moved that the minutes of the 2015 AGM be adopted; seconded by Mike Brown; unanimous approval. The 2015 minutes are now considered final.

  4. President’s report [D] – President Rob Burnfield advised members that all of the AGM executive reports [marked (with a hyperlink) as [D] on the (electronic) agenda], including past AGM minutes, are posted on the OOC website. Rob thanked attendees and expressed appreciation to former President Jean-François Lauzon for the previous initiatives that were introduced during his tenure, including an annual volunteer appreciation evening (since 2014) and setting aside fixed funding to subsidize bus excursions (e.g., the very successful October 2, 2016 Mt. Tremblant trip). Rob noted that Tracey Vansickle had hosted the well-attended (more than 50 people, in spite of the rainy weather) August 21, 2016 end of summer BBQ at her home using the same excellent company (The Leather Works) that had catered the 2016 volunteer appreciation evening.

    Rob indicated that two new committees had been formed this past year: a marketing committee (members were Carol Lau, John Galbraith and Rob Burnfield) based on the previous year’s presentation to the executive from members Carol Lau and Carolyn Glover on possible club marketing/advertising options; and a governance committee (members were Marion Perry, Ron Pringle and Rob Burnfield) which reviewed the club’s bylaws and Constitution in detail, resulting in tonight’s amendment proposals [see item 16 below].

    Rob encouraged members to volunteer to represent the club at events which showcase outdoor clubs (such as the annual Mountain Equipment Co-op Bike-, Paddle- and Snow-fests). Finally, he noted how much he has enjoyed working with the current OOC executive.

  5. Coordinators’ reports ([D] = available on the OOC website):
    • Canoeing [D] – Rob presented on behalf of absent canoeing coordinator Neil Qian. Among the 20 canoe outings in 2016, including regular Wednesday evening paddles and weekend single and multi-day trips, 3 included camping. The club is in the process of replacing damaged or missing equipment. After conducting extensive research, Neil purchased much-needed replacement paddles and safety supplies (new life jackets and bailing buckets). Rob lauded Neil for being superb at purchasing equipment at excellent prices.
    • Cycling [D] – Ron Pringle noted that the club did not have a cycling coordinator this year so Ron stepped in for part of the summer and started a casual evening bike ride (60-90 minutes). He also led a day-long Sandy Hill Community Centre - Gatineau Park return biking trip in September 2016. Ron recommended that consideration be given to cancelling the non-member fee for evening cycling (similar to Thursday evening walks), given that the outings are shorter than regular ones. He also suggested extending casual/evening biking to cover from May to September.

    • Hiking [D] – Rob presented on behalf of absent hiking coordinator Eddie Drueding. Eddie’s report is in a helpful new format this year, with charts of the type and number of hikes (including weekend trips) and volume of participants, including a breakdown of repeat attendance. Eddie anointed Judith Parker as the “hiker of the year” for having attended 19 regular Sunday hikes in 2016. Rob noted one statistic of concern that may need to be further explored: 125 people have attended just one hike, while only 4 or 5 have attended a large number of hikes.

      Rob expressed gratitude to Margaret McKay, who has organized the annual Stowe, Vermont (Canadian) Thanksgiving weekend hiking trip for the past 5 years. Margaret will not be available for the October 2017 trip so volunteer(s) are being asked to step forward to keep this extremely popular trip running.

      Question: A member asked Rob if more financial assistance needs to be provided to the leaders of multi-day trips given that a lot of organization and financial planning is required. She had noticed that there had been a lot of “back and forth” about funds on a recent trip and was concerned that the leader may have been missing money or that exchange rate fluctuations may have impacted the trip cost. Rob clarified that the annual September Rock and River trip has a revolving one-year USD advance paid to the lodge to secure the accommodation on an ongoing basis, and that an advance had been provided to the leader of the October 2016 Stowe trip to pay a similar deposit. He explained that the executive had passed a special resolution during the year to increase the total amount of funds available for advances to ensure that trip leaders would not be out of pocket. One of the proposed bylaw changes to be voted on during the AGM [see item 16 below] is to allow those funds to be available going forward.

      Question: The same member asked if it would be possible to have a direct deposit payment option because participants can only be registered for trips once they have paid the initial trip deposit and mailing a cheque takes time. Treasurer Mary Hicks confirmed that direct deposit via an e-transfer is available. Rob acknowledged that PayPal transfers are accepted for payment of annual membership fees, and the club absorbs the PayPal fee within the cost of the membership. He explained that PayPal is not used for weekend trips, however, because we would also have to pay a fixed percentage of the amount in fees to PayPal, resulting in money losses to the club for each participant’s payment. Rob noted that there is no information about this on the website at the moment but that trip leaders can provide guidance about direct deposit when they are announcing the trip or providing instructions to participants.

    • Skiing [D] – Rob presented on behalf of absent skiing coordinator Xuan Qi. Skiing got off to a late start in winter 2015-2016 due to the weather but picked up once the conditions improved. Xuan had selected different accommodation (Auberge du Vieux Foyer) than in past years for the Val David weekend trip and it was well-liked by participants so it may be used for future trips.

    • Snowshoeing [D] – Coordinator Mike Brown noted that the snowshoeing season also got off to a late start due to the weather but continued to mid-March 2016, so it was a decent length. Mike expressed his thanks for the regular volunteers who led outings, and especially Jean-François Lauzon, Mike McCurrie and Jennifer Jackson for their assistance in the past winter.

      Question: A member asked why no evening snowshoeing activities took place last winter. Mike explained that initially none were scheduled because no volunteers offered to lead them, and later, when several full-moon snowshoeing events were planned, the weather was not appropriate and they had to be cancelled.

    • Social [D] – Rob presented on behalf of absent social coordinator Anna Gopenko. Activities included dinners, movie nights, cultural events and an interesting army officer mess tour. There are several events planned for upcoming months.

  6. Equipment report – Rob noted that a decision was made at the 2015 AGM to continue to leave the equipment coordinator position vacant to determine whether it remains of use. If it is decided that there is no benefit to keeping it, a proposal can be put forward prior to a future AGM to amend the Constitution to eliminate this position from the executive. Rob indicated that, apart from a limited number of snowshoes that are maintained by the snowshoeing coordinator, club equipment is almost exclusively limited to canoeing equipment. As noted in item 5 above, the canoeing coordinator has been adding new items to the canoeing inventory.

  7. Membership Secretary’s report [D] – Membership secretary Marion Perry reported that the club had 265 members this year, which is approximately 18% more than last year, and that that there is a very broad spectrum of participants’ ages in the club. Member comment suggests that the increase in membership is likely due to efforts such as active use of the club’s Facebook page as a promotion tool (including members highlighting club activities by posting photos); Rob Burnfield creating the rotating photo montage on the home page of the club’s website; and Rob’s frequent pins about upcoming activities.

    Question: A member asked about the nature of spam on the OOC Facebook page. Rob indicated that problematic posts are mostly non-members selling items or advertising non-club-related trips; even, in one case, someone looking for a job for a friend. Some of these people have joined the OOC Facebook group just prior to posting while others have been members for a few months before posting. A member suggested that a banner be added noting the rules for our Facebook site. Rob explained that, while that would be ideal, he is limited to only one pin at the top of the page and that is what he uses for the schedule summary, so there is no evident mechanism for flagging our rules to people. A member asked if there have been postings critical of the club. Rob said no, although he noted that, about 9 years ago, there were negative discussions when OOC first began using Facebook, so it was shut down. Since it has been reintroduced in the past 1.5 years, there have been no negative comments or negative or inappropriate discussions.

    Marion noted that there are still a number of members completing the annual membership application form on paper – which is time-consuming to process (the information must all be entered into the membership database manually) – and paying by cheque, which requires a physical bank deposit. She encouraged members to consider using the online web membership form and PayPal for expediency (for the member and the membership secretary).

  8. Webmaster’s report [D] – Webmaster Rob Burnfield noted that he works closely with the membership secretary on importing and analyzing membership data for the website. He also works with newsletter editor Sam Ludmer by providing input to the schedule and software assistance for the (e-mail) newsletter. Sam pulls the weekly newsletter information from the online schedule, so Rob ensures that the latter is kept up-to-date as Sam is very good at getting the newsletter out on time.

    Comment: A member said that the details of social activities can be unclear or hard to find because they are in a separate section of the website and not part of the schedule (unless they are directly linked to an outdoor activity). Rob explained that the Constitution focusses on the outdoors nature of the club and that it specifies that social activities are not available to non-members; therefore, we can’t post them on Facebook or on the website schedule that is available to the general public. This is why the website often notes that further details may be found in the newsletter, which is sent to members only. Sam (the newsletter editor) added that members who are hosting social events at their residences don’t want their personal addresses and directions to their home available on a public website.

    Comment: A member indicated that he is having difficulty getting the newsletter. Marion noted that, because of Canada’s anti-spam legislation, people have to consciously check the box on the membership form each year confirming that they wish to receive emails from the club. She also indicated that the letter sent from the Membership Secretary to confirm annual membership does specifically remind those who have not signed up for the newsletter that they will not receive it unless they advise in writing that they wish to do so.

    Question: A member asked if the order of the newsletter items could be changed to put social events above the activity schedule because many people know the weekly schedule of outdoor activities by heart and only check the newsletter for the social activities. Rob explained that it is a challenge to satisfy everyone because other members might only be looking for the outdoor activity schedule and some people only check the newsletter and don’t use the schedule on the website. Sam noted that he had modified the newsletter to put a numbered list at the top indicating what items have been included, so that if people are interested in only one topic, they can go directly to that numbered section.

    Question: A member asked if the newsletter could have a larger font because it’s hard to read the schedule entries, especially on a smartphone. Rob explained that the schedule entries are copied and pasted directly from the website and the software program (Thunderbird) used for the newsletter has very limited options for transferring data. Sam noted also that the details of each schedule item have to fit into one long row, so making the font larger might be an issue for readability from that perspective. Rob said that he will take a look at it to see if formatting improvements are possible.

    Question: A member asked about the programs used for the website and whether there might be better alternatives. Rob noted that he has long been interested in implementing a new system for capturing and presenting member and club information. However, he noted that that is a long term objective because of the amount of work that it will entail when ongoing website maintenance and updates preoccupy a great deal of his time on a continuing basis.

    Rob noted that he added a Twitter feed last year and hiking coordinator Eddie Drueding has been making a lot of posts. Twitter is also used for trip leaders to highlight last-minute changes of plan/schedules because it is not always possible to have the website schedule updated that quickly.

    Rob noted that the OOC Facebook page had about 340 members a year ago, 1245 at the end of September 2016, and 1275 as of a few days ago, and that often 6-7 members join per day. Rob noted that some club members have started responding to others’ questions and sharing their experiences, and he strongly encouraged such active participation. He noted that some interesting “free-ranging” conversations have developed.

    Question: A member asked whether posting pictures that are taken during non-club activities is allowed. Rob noted that there is a small notice on the Facebook page indicating that postings and photos must be related to club activities. Other members suggested that non-OOC-related photos and posts might erroneously lead people to believe that the club offers some activities that it does not. During an ensuing discussion of posting photos of individuals (who can be identified) without their permission, Rob clarified that it is permissible to post photos of identifiable people on the OOC Facebook page because it is a closed site, but that pictures must not be submitted for inclusion on the OOC website unless the identifiable people in them agree, because the site is available to the general public – which is why so many of the OOC website photos show groups from the back.

    Question: A member asked if people are allowed to create photo albums on the Facebook page. Rob confirmed that it is allowed.

    Rob summed up by indicating that there is much more activity on our Facebook page than on the general website, so it appears that the introduction of a Facebook page is really attracting people.

  9. Treasurer’s report [D] – Treasurer Mary Hicks presented the most recent financial statements and the anticipated budget for the coming (2016-2017) year. She noted that most of last year’s (2015-2016) forecasts had been very accurate, although the club made $1570 more than anticipated. The biggest underspending was for advertising: $3,000 was budgeted but only $804 was spent.

    Mary explained that, according to club bylaws, the club’s reserve fund should be no less than 80% and no more than 160% of our last 3 years’ average income. For the past fiscal year, the reserve was about $2,000 above this. A member asked why, in that case, the executive had not proposed another membership fee reduction, from $30 to $25. Mary explained that it had been considered, but the executive felt that there was a greater need to start investing in the members (e.g., by offering training) to encourage people to become leaders, because a lot of new members have joined but have not been volunteering to lead outings.

    Mary noted that the executive has tripled the training and development budget for the upcoming year to include more courses such as Hike Ontario’s Certified Hike Leader training. Rob asked member Lana Doss, who is trained to be a trainer, to provide an overview of this type of training, which includes role playing. Lana indicated that she believes that Hike Ontario’s leader training is a great program which would be very beneficial to the OOC in terms of giving members more confidence to lead trips.

    Comment: A member noted that when they and several others rented snowshoes last year, they were all different models and some of them fell off their feet, causing people to fall into the snow. The member recommended that the club buy some new and better quality snowshoes so as not to deter potential members who rent snowshoes to try the activity out.

    Comment: A member recommended that the club offer wilderness first aid training for leaders. She explained that she has not volunteered to lead outings specifically because she lacks this training, and that she is especially reluctant because she primarily does canoeing, where the group may be very isolated. Rob advised that the club does pay for or subsidize members to attend such training, although there is an expectation that people who receive it commit to leading outings. He also noted that the club has allocated money to create first aid kits. A member recommended that leaders ask participants to join their hike who have first aid or hike leader experience.

    Comment: A member recommended that leaders be provided with a Garmin GPS because Rogers has terrible coverage in Gatineau Park and cell phones don’t often work. Another member recommended the purchase of Ride, a biking program with GPS that shows the elevation. Marion Perry noted that there is a very limited free program available, but also individual and club memberships for a fee; the individual membership is approximately $10 per month. Ron Pringle noted that All Trails is 29 USD per year for unlimited access and it is possible to preprogram hikes and biking routes and download them to a website, or people can download them from the website to their phone (it works on phones, tablets and computers).

    Mary advised that the club’s insurance policy was on a 3-year term which just ended, so the cost has gone up by approximately $100 per year. The policy covers trip insurance for group leaders and the executive. Past club president Jean-François Lauzon emphasized to members that this is negligence insurance, not health insurance for participants.

  10. Presentation of 2016-2017 budget [D] Mary Hicks presented the proposed budget for the upcoming financial year.

  11. Vote on 2016-2017 budget – Peter DeRosenroll proposed that $1000 be added to the budget under the “other” category to allow for the purchase of a Garmin GPS and maps (approximately $500) and additional snowshoes (approximately $400) to bring the total budget for “other” to $1200. The motion was seconded by Annie Joannette. One member opposed, the rest voted in favour, and the motion passed. Mary Hicks moved for acceptance of the 2016-2017 budget as amended; Jean-François Lauzon seconded the motion, which was passed by unanimous vote.

  12. Presentation and vote on member and non-member activity fees (Bylaws Article 1, Section 2 (a) [D] Rob Burnfield presented the current activity fees and noted that no changes have been proposed. There were no objections or questions so no vote was required.

  13. Presentation of equipment rental fees [D] – Rob Burnfield presented the current fees and noted that no changes have been proposed. There were no objections or questions so no vote was required.

  14. Presentation of carpooling fees [D] – Rob Burnfield presented the current fees and noted that there has been a slight reduction in carpooling fees for vehicles not carrying a canoe due to rounding related to reduced gas prices. There were no objections or questions so no vote was held.

  15. Election of OOC executive

    President: Jean-François Lauzon nominated incumbent Rob Burnfield; seconded by Bonnie Lalonde. No other nominations were put forward. The vote was unanimous. Rob accepted the position.

    Vice-President: Rob Burnfield nominated incumbent Ron Pringle; seconded by Tracey Vansickle. No other nominations were put forward. The vote was unanimous. Ron accepted the position.

    Secretary: Rob Burnfield nominated incumbent Tracey Vansickle; seconded by Bonnie Lalonde. No other nominations were put forward. The vote was unanimous. Tracey accepted the position.

    Treasurer: Rob Burnfield nominated Jane Jiang; seconded by Mary Hicks (incumbent). No other nominations were put forward. The vote was unanimous. Jane accepted the position.

    Membership Secretary: Mary Hicks nominated incumbent Marion Perry; seconded by Bonnie Lalonde. No other nominations were put forward. The vote was unanimous. Marion accepted the position.

    Election of Activity Coordinators:

    Canoeing: Incumbent Neil Qian was not present but had previously indicated to the President that he wished to stand for nomination. Rob Burnfield nominated Neil Qian; seconded by Ron Pringle. Bonnie Lalonde nominated Mike McCurrie; Mike accepted to have his name put forward; seconded by Stephanie Rattelade. Mike indicated that he would be open to being a co- coordinator with Neil as allowed by the bylaws. However, because Neil had not previously agreed to this and was not present, any such arrangement would have to await a future executive meeting and the vote this evening had to select only one coordinator. A vote was held of the members present, resulting in 8 votes for Neil Qian and 13 for Mike McCurrie. Several attendees did not vote but also did not abstain. Mike accepted the position.

    Cycling: Bonnie Lalonde nominated Ron Pringle; seconded by Rob Burnfield. No other nominations were put forward. The vote was unanimous. Ron accepted the position.

    Hiking: Rob Burnfield nominated incumbent Eddie Drueding, noting that while Eddie was not present, he had previously indicated that he would accept. Tracey Vansickle seconded. No other nominations were put forward. The vote was unanimous.

    Skiing: There were no nominations. Ron Pringle agreed to act as skiing coordinator unless and until another person steps forward for the position, but noted that he will be calling on members to lead outings.

    Snowshoeing: Mary Hicks nominated Mike Brown; seconded by Rob Burnfield. No other nominations were put forward. The vote was unanimous. Mike accepted the position.

    Social: Bonnie Lalonde nominated incumbent Anna Gopenko; seconded by John Harrison. No other nominations were put forward. The vote was unanimous. Anna had previously indicated that she would accept the position.

    Webmaster: Marion Perry nominated incumbent Rob Burnfield; seconded by Mary Hicks. No other nominations were put forward. The vote was unanimous. Rob accepted the position.

    Equipment Coordinator: There were no volunteers or nominations. This position will remain vacant for the third year. Consideration may be given to a proposed constitutional amendment to eliminate this position at next year’s AGM.

  16. Amendments to the OOC Constitution and Bylaws [D] (Moved forward from initial agenda schedule) Rob Burnfield led a review of the proposed amendments. All were passed unanimously. One typographical error was identified that will need to be corrected through an amendment at next year’s AGM:

    Amendment 01: Use gender-neutral terminology

    b. Article 1, Section 6 - Responsibility of Members

    (b): Replace "A member who brings a child under the age of 18 is responsible for her/his conduct..." with "A member who brings a child under the age of 18 is responsible for the chid's conduct...".

  17. Talk by John Harrison about the geology of the Ottawa Valley – An excellent and highly interesting talk with slides and maps was given by member John Harrison. Because of the lateness of the hour, John was required to condense his presentation, and members present suggested that a separate event be organized in upcoming months solely for John to give a more in-depth presentation.

  18. Other items – No other items for discussion were put forward.

  19. End of meeting – Peter Furesz moved that the meeting be closed at 10:22pm; Jane Jiang seconded the motion. Voting was unanimous and the motion was carried.

2017 AGM - Thursday, 9 November 2017

The following documents related to the 2017 AGM are available:

Agenda - 2017 AGM

Ottawa Outdoor Club
Thursday, 9 November 2017
7:00 - 9:30 PM

  1. Quorum verification (Tracey Vansickle)
  2. Approval of agenda (Rob Burnfield)
  3. Approval of minutes of 2016 AGM (Tracey Vansickle) [D]
  4. President’s report (Rob Burnfield) [D]
  5. Coordinators’ reports
    • Canoeing (Mike McCurrie) [D]
    • Cycling (Anna Gopenko) [D]
    • Hiking (Eddie Drueding) [D]
    • Skiing (Rob Burnfield) [D]
    • Snowshoeing (Lana Doss) [D], inventory [D]
    • Social (Anna Gopenko) [D]
  6. Equipment officer's report (none)
  7. Membership Secretary’s report (Marion Perry) [D]
  8. Webmaster’s report (Rob Burnfield) [D]
  9. Training report (Lana Doss) [D]
  10. Financial statement (Jane Jiang) [D]
  11. Presentation of and vote on 2017-2018 budget (Rob Burnfield) [D]
  12. Presentation and vote on membership fee and non-member activity fees (Bylaws Article 1, Section 2 (a)) (Rob Burnfield) [D]
  13. Election of OOC executive (John Galbraith)
  14. Amendments to the OOC Constitution and Bylaws (Rob Burnfield) [D]
  15. Other items
  16. End of meeting

[D] indicates that a related document is available.

President's Report: Rob Burnfield - 2017 AGM

I would like to thank you for joining us tonight at the Annual General Meeting of the Ottawa Outdoor Club.  AGMs aren't always the most exciting events on the calendar.  They do fulfill an important role in the life of the Ottawa Outdoor Club.  They're one of the few opportunities where we can look back at the year that was and peer a little into our future.

Fundamentally, the Club is about people:  participants in our activities, leaders, co-ordinators, and those handling the very important, and many times nearly invisible, administration of the Club, the glue that keeps it going.  I'll leave it to the other members of the executive to talk about their areas.

I do want to mention two people whose roles with the Club are such that they don't provide reports.

Carol Hobden, our Walking Coordinator, has been leading the Thursday walks nearly continuously now for five years.  She has rarely missed a walk, and has had a substitute leader available the few times that she could not make it.

Tracey Vansickle, our Secretary, produces comprehensive minutes of our executive meetings.  She is nearing the end of her fourth term, having joined the executive at the 2013 AGM, first as our Equipment Officer and then as Secretary.  She has decided not to put her name forth for a post on the executive for this coming year; I will miss her thoughtful perspectives and feedback during our executive discussions and meetings   In addition, as many of you know, she has organized and has been strongly responsible for our end-of-season BBQ for the past two years.

Marion Perry, our Membership Secretary, has also decided not to put her name forth for a post on the executive for this coming year.  She has been on the executive for three years, since the 2014 AGM.  I will also miss her guidance and feedback, some of which comes from her past involvement on other boards.

We have continued with and expanded the initiative of Jean-François, my predecessor, in renting a coach bus to take us to an outing far away.  Last year, we had a very successful trip to and hike on Mt. Tremblant.  This year, we repeated it with another full bus, led by John Galbraith and Bonnie Lalonde.  In addition, our Hiking Coordinator, Eddie Drueding, led a second trip to Calabogie, this time with a full half-bus.

There are a couple of smaller, more behind-the scenes initiatives that we've started.

Nearly two years ago, I reached out to the Ottawa Community Immigrant Services Organization (OCISO) to see if we might be able do something with the influx of Syrian refugees that we knew would be arriving.  They had received similar queries from many groups across the city.  After much internal discussion on their part, we communicated a little more in the spring (2016).  By this time, there was agreement between them and us that we would reach out to all recent immigrants that they and other similar organizations reach and provide an OOC voucher available through these other organizations that would waive our rental and non-member activity fees for someone presenting the voucher to an outing leader.  It slipped down on my priority list, however.  I'm now happy to say that Rabab Gomaa, one of our members for a number of years and who is connected with OCISO, has volunteered to take this on and make it a reality.  Once this is in place, we'll be in touch with our outing leaders so that they know what to do when someone presents them with the voucher.  If you're interested in helping Rabab with this venture, please contact her or me.

Secondly, an interest has been expressed by a number of people that we have more multi-day outings in Canada.  We used to have more in the past.  A few people have agreed to look into what opportunities might exist.  If you're interested in participating in this, or if you have specific ideas, please contact me or the appropriate coordinator.

I've learned over the past couple of years that at least half of the time that I spend in this role, I am talking with people:  executive members, outing leaders, general Club members, and members from other organizations (such as the NCC in relation to Gatineau Park or members of similar organizations to the OOC).  Most of the conversations are truly enjoyable.  As with any organization, occasionally "issues" come up.  If you're ever in one of these "issue" situations, I invite you to reach out to an executive member, remember that we're all volunteers, and that we want the best.  I will always do what I can to help facilitate resolution of the "issue".

Every three years, late in the year, we take a serious look at our insurance policy.  Insurance, you say?  We have (and have had for many years) two types of insurance:  directors' and officers' (D & O) liability insurance, and general liability insurance.  Last fall was the time to visit that three-year cycle.  Through many conversations over a couple of months with our insurance broker, we renwed our existing D & O policy and, taking most of the time, put together a new general liability insurance policy.  The general liability insurance covers everyone who is on an outing with us, both members and non-members.  (Signing the sign-up sheet is important, due to its waiver!)  This new policy provides much better coverage than before.  We increased our general liability coverage from $1,000,000 to $2,000,000, and we improved our medical accident insurance.  There's up to $25,000 coverage if you're injured on an outing...but it's broken into parts, so many of the individual limits are not that high, and there's a $1500 deductible.  I'm working with our insurance broker to put together a reasonably simple explanation of our coverage, so stay tuned for that.  If you're injured on one of our outings, please let your leader know so that they can begin the claim process.

We have a new page on our website that lists news and updates from the executive.  We started working with it recently, so expect more information to appear on it over time.

I've enjoyed working with all of the executive members over this year:  Marion, Ron, Eddie, Mike M., Mike B., Anna, Lana, Tracey, and Jane.  I have learned from you, and you have enriched my life in ways small and large.  Thank you.

In summary, I would like to say thank you to everyone who has been involved with the Club.  It's a wonderful group of people!

Rob Burnfield

Activity Report: Canoeing Co-ordinator, Mike McCurrie - 2017 AGM

Excursion Dates and Locations: 18 trips, May 28th – September 24th,  2017.

Gatineau Park:  Meech Lake, Lake La Pêche; Farm Point on the Gatineau River; overnight at Vérendrye

Excursion Leaders: Mike McCurrie, Rob Burnfield, Subs – Sharon Costey and Kayla Macintosh

Number of People on Excursions:

Average - 10
Minimum - 3
Maximum - 32

Budget Expenditures (by Mike McCurrie):

*Some not spent, $230 spent approx.

  • Straps
  • Whistles
  • Batteries
  • Gravity filtration system for water
  • Large dry bag

Equipment and Facilities:

  • Canoes status quo except for #7 that still has a cracked rib.
  • Paddles, life jackets and bailing kits replaced by Neil.
  • Storage shed was in need of organization and protocols for maintenance – enforced by Jim.

Activity Report: Cycling Co-ordinator, Anna Gopenko - 2017 AGM

Cycling Coordinator Report

A lot of effort was put to resuscitate the cycling program, but with little success. After a few outings in the spring, which weren’t well attended, we had several volunteers whom I would like to thank greatly: Marion Perry, Tim Crook, John Galbraith (nr 61), Peter Bradley, and Brian Pitman. Quite a few people who expressed their willingness to volunteer with cycling at the time of membership registration didn’t feel like committing, unfortunately, but can you blame them – with so much Ottawa has to offer in terms of cycling by other clubs.

I would like to offer someone else the opportunity to continue to invest in OOC’s cycling program, as this activity used to be very popular among the club members and it took years of inactivity for it to be so neglected. I am sure with a lot of enthusiasm and persistence this program could see a revival, but I don’t have the time or energy to invest in it myself.

 

 

Activity Report: Hiking Co-ordinator, Eddie Drueding - 2017 AGM

OTTAWA OUTDOOR CLUB – HIKING (APRIL 9 – OCTOBER 29, 2017)
 
TOTAL HIKES
Regular Sunday hikes 34 hikes
Photography hikes 1 hike
Map, Compass, and GPS hikes 0
Bus trips 2 trips
Weekend trips 4 trips
 
HIKE LEADERS
Regular Sunday hikes  
Eddie Drueding 23 hikes
Greg Griffith 3 hikes
Navid Foroudi 2 hikes
Richard Fernandez 2 hikes
Anna Gopenko 1 hike
Susan Gardiner 1 hike
John Bishop 1 hike
Rob Burnfield 1 hike
 
Photography hikes  
Eden Bromfeld 1 hike
 
Bus trips
Eddie Drueding Calabogie, 26 people
Bonnie Lalonde / John Galbraith Mt. Tremblant, 51 people
 
Weekend trips  
Anna Gopenko Adirondacks (camping)
Ron Pringle Algonquin Radio Observatory
Jennifer Jackson Adirondacks (Rock and River)
Jennifer Jackson Stowe, Vermont
   
Cancelled hikes 0
   
TOTAL ATTENDANCE (REGULAR SUNDAY HIKES ONLY) 181 different people came out Sundays from April 9 – October 29
Includes 100 people who did not hike in 2016
68 people (30%) who hiked in 2016 did not return in 2017
 
NUMBER OF PARTICIPANTS (REGULAR SUNDAY HIKES ONLY) NUMBER OF HIKES
95 people Attended one hike only
34 people Attended 2 hikes
18 people Attended 3 hikes
3 people Attended 4 hikes
7 people Attended 5 hikes
One person Attended 6 hikes
3 people Attended 7 hikes
7 people Attended 8 hikes
One person Attended 9 hikes
3 people Attended 10 hikes
2 people Attended 11 hikes
One person Attended 12 hikes
One person Attended 14 hikes
2 people Attended 15 hikes
One person Attended 18 hikes
One person (Hiker Of The Year 2017, Bonnie Lalonde) Attended 20 hikes

Activity Report: Acting Skiing Co-ordinator, Rob Burnfield - 2017 AGM

For the ten Sundays from December 11 to February 26 for which we considered planning trips (Christmas Day and New Year's Day were skipped), outings were planned for nine of the Sundays (with one of those Sundays having two outings planned), along with one outing planned for a Sunday in mid-March.  However, weather conditions generally did not favour skiers this past year.  The leaders chose to cancel five of the planned outings ranging over four Sundays due to poor conditions.

The skiers joined the snowshoers for two Saturday-evening outings to Herridge Shelter in Gatineau Park, where all shared in our usual potluck feast.

For the second year in a row, Xuan Qi led a weekend trip to Val David in the Laurentians, where they again stayed at the Auberge du Vieux Foyer.

We were without a ski coordinator for most of last winter, so there was less active outreach to find individuals to lead cross-country ski outings.  I reached out to some people, but to fewer than someone who would be focused on the role.

I would like to thank all those who volunteered to lead outings.  As a result, we had outings planned for most Sundays and, given the weather conditions, had a reasonably successful cross-country ski program.

Activity Report: Snowshoeing Co-ordinator, Lana Doss - 2017 AGM

OOC SNOWSHOE COORDINATOR REPORT – WINTER 2016-2017

I took over for Mike Brown as snowshoe coordinator early this year.

The 2016-2017 snowshoe season got off to an early start with the first one being Nov. 26, exactly a month earlier than last year.  We had a huge range of extreme weather from ice storms to -40 degree temperatures to significant rain.

We had 14 single-day events, including 2 Full-Moon outings, both of which were well attended. Of these 14, John Galbraith organized a “skate through the forest” outing with optional snowshoe in Lac-des-Loups, which also had good attendance. In addition, there were 2 weekend events. Xuan Qi organized a XC ski trip in the Laurentians with self-organized snowshoe and Mike McCurrie organized a trip to Algonquin Eco-Lodge.

There was an event planned for every weekend except one from the beginning of Jan until the 1st week of April, with 2 cancelled due to heavy rain and extreme cold.

I have a few people to thank for their contributions toward the program this past year. First, Mike Brown for his time and patience in helping me learn about the winter trails and the role I stepped into. Both he & John Galbraith lead the most snowshoe outings last year. I’d like to thank John for all his time and support as well, from housing snowshoes to leading snow hikes to tons and tons of valuable “solicited” opinions.

Including Mike and John we had a total of 11 people step forward to lead outings. Some of them were very last minute, for some of them it was their first leading experience with the club, so we are very grateful for everyone’s support in this winter program. I would like to take a minute here to thank them: Mike McCurrie, Stephanie Rattledale, Jim Burgess, Eddie Drueding, Jean Francois Lauzon, Richard Fernandez and Ronalee Carey.

This coming winter the intention is to have a planned outing for at least every Saturday, a few intro-to-snowshoeing sessions, as well as 2 weekend trips. Having a good number of leaders available to support the program will be key to a successful season.

Lana Doss                                        
Snowshoe Coordinator

Snowshoe Inventory: Snowshoeing Co-ordinator, Lana Doss - 2017 AGM

Document from which information below is taken.

We have seven pairs of good snowshoes and one bad pair.

Last year, Mike Brown purchased 3 new pairs from CostCo & we disposed of 3 old broken-beyond-repair pairs.

Identifier Status / Condition Description
     
Working snowshoes
OHOC A2/A3 Good Combined the two functional units from A2 and A3 (see below) to make a pair that is fully functional
Unlabeled Good Yura brand, large, with a hard nylon bed (no change since 2013)
Unlabeled Good Black Atlas “825” brand, medium/small with nylon bed (no change since 2013)
OHOC C1 Good Snow Mountain – large, soft plastic bed, with a modernish binding (no change since 2013)
OHOC C2 Good Same as C1 above, these two are the best of the old series (no change since 2013)
OOC-16-2 New Snowmountain 826 series, bought in 2016.  Medium size, blue, with poles and a carrying bag (flimsy – will not last long).
OOC-16-3 New Snowmountain 821 series, bought in 2016.  Small size, red, with poles and a carrying bag (flimsy – will not last long).
Broken snowshoes
OOC-16-1 New / Broken

Snowmountain 826 series, bought in 2016.  Medium size, blue, with poles and a carrying bag (flimsy – will not last a season).

Update Nov, 2017 - They did break & need to be returned; the plan is to replace them.

Retired snowshoes
OHOC A1 Retired March 2017 Medium, blue Atlas brand with a soft vinyl bed, missing front toe crampons (both feet)
OHOC A2/A3 (bad) Retired March 2017 / Bad Remaining bad parts from OHOC A2 and OHOC A3.  Combined the two cramponless units from A2 and A3, to make a pair that is at least matching
OHOC A4 Retired March 2017 Very large, blue Atlas brand with a soft vinyl bed, binding on one foot was broken 2013 season.  The binding is not currently functional.

Prepared by Mike Brown, Dec. 2016.
Updated by Lana Doss, Nov. 2017.

Activity Report: Social Co-ordinator, Anna Gopenko - 2017 AGM

This year we had a great many events: a Ten-pin Bowling Night organized by Tony Wellman, a Movie and a Restaurant night in May, a Social Hike with Potluck Lunch, and a Social Visit to the Mackenzie King Estate Flower show in June.  We also had a new volunteer, Wahid, who organized a Badminton outing and a BBQ & Beach Volleyball outing, the latter which, unfortunately, was cancelled due to absence of RSVP. Rabab Gomaa took us out to an Egyptian restaurant for breakfast one sunny Saturday morning.

The issue of low attendance was raised at the July Executive meeting. It was suggested that the social events be treated as promotional activities for the club’s new-members' recruitment. A decision was taken to advertise the club’s social events through the web-site and social media (FB).  By executive resolution, a temporary amendment was added to the bylaws to permit the club’s social events to be advertised publicly; this amendment will be presented at the AGM for permanent ratification or rejection.

 

 

Membership Report: Membership Secretary, Marion Perry - 2017 AGM

This year we have 240 members, an increase over both 2014 and 2015 but a decline of 10% over 2016.  The largest cohort of members is the 49-to-56-years age group with 48% of members younger and 31% older. The majority of members (94%) registered online and 90% paid via PayPal. A complete breakdown of membership statistics from 2014 to 2017 is found in the tables below.
    
This is my last report as Membership Secretary and I would like to thank everyone who has assisted me over the past three years, particularly Rob Burnfield for importing database records and problem solving, and Ronalee Carey who for the past year completed and mailed the membership cards.  Thanks as well to my fellow board members and activity leaders who make all the activities of the Ottawa Outdoor Club possible.

Enjoy the outdoors!
Marion Perry
 

Memberships 2013-2014 2014-2015 2015-2016 2016-2017
New 83 117 136 103
Renewing 126 108 129 137
Total 209 225 265 240
% change end of year related to 2017 26.8% 17.8% -10.4%  
Membership Method
paper 41 20 34 15
% paper 19.6% 8.9% 12.8% 6.3%
web form 168 205 231 225
% webform 80.4% 91.1% 87.2% 93.8%
Payment Method
cheque 45 37 40 25
% cheque 21.5% 16.4% 15.1% 10.5%
PayPal 164 188 225 215
% PayPal 78.5% 84.6% 84.9% 89.5%
# of Members By Age Range
  2014 2015 2016 2017
18 to 24 6 9 9 16
25 to 32 29 25 32 27
33 to 40 30 34 39 30
41 to 48 29 32 39 27
49 to 56 46 45 50 44
57 to 64 30 40 40 31
65 or older 13 17 21 34
Grand total 183 202 230 209

Note: Not all members provide their age range. 

% of Members By Age Range
  2014 2015 2016 2017
18 to 24 3.3% 4.5% 3.9% 7.7%
25 to 32 15.8% 12.4% 13.9% 12.9%
33 to 40 16.4% 16.8% 17.0% 14.4%
41 to 48 15.8% 15.8% 17.0% 12.9%
49 to 56 25.1% 22.3% 21.7% 21.1%
57 to 64 16.4% 19.8% 17.4% 14.8%
65 or older 7.1% 8.4% 9.1% 16.3%
Cumulative % of Members By Age Range
  2014 2015 2016 2017
18 to 24 3.3% 4.5% 3.9% 7.7%
18 to 32 19.1% 16.8% 17.8% 20.6%
18 to 40 35.5% 33.7% 34.8% 34.9%
18 to 48 51.4% 49.5% 51.7% 47.8%
18 to 56 76.5% 71.8% 73.5% 68.9%
18 to 64 92.9% 91.6% 90.9% 83.7%
18+ 100.0% 100.0% 100.0% 100.0%

Website Report: Webmaster, Rob Burnfield - 2017 AGM

As webmaster, this past year has generally been one of continuity.  My priorities have been

  • to work with our activity coordinators to ensure that the activity schedule is updated in a timely manner
  • to work with our membership secretary, Marion Perry, to ensure that she has access to the latest membership registrations that come in from the website, and to ensure that the email list used for the newsletter is up to date
  • to work with our newsletter editor, Sam Ludmer, and his vacation substitute, John Galbraith. when any issues have arisen regarding the process of creating or sending the newsletter
  • to work with OOC members and members of the executive as required when they have had issues related to our Internet presence
  • since part of our website uses a content management system (CMS, specifically, Drupal) for the website content, to ensure that the CMS components are kept up to date when updates are provided
  • to work with our web hosting provider as required

Website enhancements

Along with the usual schedule and front-page updates, the following content enhancements were made to the website:

  • Trip fees:  I enumerated all of the  Gatineau Park parking lots, determined the distance to each, and calculated the car-pooling rates for each.  (This is handled by a spreadsheet, so the annual updates will take little time.)  This will be of special interest for those outings that start at close locations such as P1 and P2, where the car-pooling rates are now set at $1 and $2, respectively.  Previously, the rate for P16 at Pine Road ($4) was used for the close locations.
  • Club updates:  The website has had a page containing updates from the executive for many years, but it's not been updated for many years.  I reconfigured it to make it much easier to provide executive updates.  In my role as president I plan to publish news and policy updates here.

Twitter

The Twitter feed that was added a couple of years ago is used occasionally.  Anyone can post to it by including the hashtag #ottawaoutdoorclub.  It's been used by leaders to post last-minute issues (such as those related to weather) and by others to post photos of recent outings.  I encourage all activity coordinators to inform or remind your trip leaders of this possibility.

Facebook

Since the decision a couple of years ago by the executive to open up our Facebook group to commentary again after a number of years of not permitting group members to comment, the membership in our Facebook group has continued to grow, although at a slower rate over the past year compared with the year before that.  Here's the membership history over the past few years:

  • 30 September 2015:  about 340
  • 30 September 2016:  1245
  • 30 September 2017:  1563

It has continued to be very successful, with many Club members posting photos and comments.  In addition, people have been posting questions and Club members have been answering many of them.  All of this has very likely helped foster a greater sense of camaraderie in the Club and, since both Club members and non-members can be part of the Facebook group, has advertised the Club to others.  As the numbers have increased, we've started seeing wider conversations on the group.  We've had discussions in the executive as to how free-ranging to let it be.  Initially, it was just to be related directly to the OOC.  Most of the non-OOC discussions that have appeared have been related to activities that we could consider doing, and it seems that we are starting to become a source of information for Ottawa outdoor activities.  I think that we're very much in a transition phase.

Some leaders have posted their activities, which has likely increased participation in some of those events.  From my own experience of posting the hiking and canoeing events that I've led, I very strongly suspect that I have had larger turn-outs due to my event postings.  Notice of an event shows up in a person's Facebook feed, thus increasing that person's awareness of the event.  Since many (most) people are on Facebook off and on throughout the day, there's a greater chance of seeing the information there vs. on our own site.  In addition, many people use the "event" to ask questions.  The Club's website is always the definitive information source, since not all Club members are on Facebook.

I want to extend a big thanks to our hiking coordinator, Eddie Drueding, for quickly accepting new requests for membership in our Facebook group, posting enticing banner pictures, and just all-around keeping on top of the group.

Occasionally, we have a few people post information completely unrelated to what we do or might do.  In these cases, I've sent the posters a Facebook text message telling them that their post was being deleted.  For some cases, it was just a misunderstanding of the limits of our group.  In other cases, a person would join and would, within minutes or a day, post what is clearly advertising.  In these cases, I would remove the posting and remove the person from our group, along with informing the person of such.  14 people were informed over the past year, and one post was removed before I planned to remove it myself.  Of the 14 informed, 7 were removed and blocked (one due to a second post after being warned) and 5 were warned about future possible removal (including the person included in the 7 removed).

Website statistics for the past year

We had fewer visitors to the website this past year compared to the previous year, on the order of about 20 - 25%.  The numbers were consistently lower throughout the year.  The first graph below is for the past year (October - September) and the second is for the previous year.

 

 

We generally have about 35 - 70 visits per day.  This chart shows the numbers of visits categorized by their lengths (in seconds or minutes) over the past year. This is little-changed from last year.  It suggests that about half of the people entered the website, realized that it was not where they wanted to be, and moved on.

People accessed the website from the devices shown in the table below over the past year.  Of interest is the increase in the proportion of smartphone and tablet accesses (38.3%) over the previous year (34%).

People entered the website onto these two pages most of the time:

  • home page:  56% of the time (58% last year)
  • schedule page:  32% of the time (29%)

As a result, I try to put as much information related to immediate activity needs as possible in these two pages, trying to balance the needs of new and potentially-new Club members vs. the needs of experienced Club members.

People entered the website from the following sources:

  • directly:  39.5% of the time
  • search engines:  54.6% of the time
  • Facebook (likely from our Facebook group):  5.6% of the time
  • other websites, excluding Facebook:  0.2% of the time

About 31% of our website visitors are from the Ottawa-Gatineau area.

Finances - Financial Report: Treasurer, Jane Jiang - 2017 AGM

 Table 1:  Statement of Operations for the Year Ended September 30, 2017

Ottawa Outdoor Club Financial Reports
Statement of Operations for the Year Ended September 30, 2017
October 1, 2016, to September 30, 2017 ($)
     
  2017 2016
Income    
  Membership Fees   7,200.00 7,382
  Non-membership Fees (2016:  includes equipment rental income) 1,602.00 1,454
  Equipment Rental Income 423.00  
  Total $ 9,225.00 8,836
         
Expense  
  Administration Postage and Post Office Box 404.66 202
    Office Supplies 157.69 561
    Bank Fees 101.71  
    PayPal Fees 312.89  
  Insurance   4,272.48 2,764
  Publicity Web Hosting 233.12 186
    Advertising 0.00 804
  Hospitality Recognition Dinner 624.00 746
    Annual BBQ 903.53 1,030
  Group Travel Subsidies 1,101.11 500
  Training and Development 338.39 291
  Exec Meetings & AGM 478.78 481
  Equipment Canoes 0.00 498
    Equipment 775.84 63
    Canoe Storage 1,800.00 1,800
  Total $ 11,504.20 9,926
Net Income $ (2,279.20) (1,090)

Notes

  1. Total income is $9,225  and total expense is $11,504.20.
  2. Net loss is ($2,279.20) and is attributed to insurance, group travel subsidies, and equipment.
  3. Year-end cash balance is $11,626.62.
  4. 2017 income is the gross income for membership, non-membership activity fees, and equipment rental income. Related 2017 PayPal fees are under PayPal Fees in Expense:Administration, while 2016 income is net of PayPal fees.
  5. "Group Travel Subsidies" includes $549 for Calabogie trip, $557.11 for Mt. Tremblant trip, and $5 income from Algonquin Observatory trip.

Table 2:  Cash Balance at September 30, 2017

Bank balance as of September 30, 2017 10,284.25
PayPal balance as of September 30, 2017 2,814.88
Total 13,099.13
Total outstanding cheques (2,122.34)
Total outstanding deposits 645.00
Total 11,621.79
Post-date adjustments (4.83)
Total 11,626.62

Notes:

  1. $US500.00 deposit for annual September trip to Rock and River in the Adirondacks.  This was initially paid by the OOC many years ago and has been rolled over in US funds at the end of each trip for the next year since then.  As a result, no exchange rate is attached to it, and it is tracked separately from the OOC's Canadian funds.  When this trip is terminated some year in the future, the deposit will be returned, and it will be converted into Canadian $, at which time that amount will be added to the balance.

Finances - Income and Expense Statement (2017) vs. Budget (2018): President, Rob Burnfield - 2017 AGM

OTTAWA OUTDOOR CLUB
Income and Expense Statement (2017) / Budget (2018)
October 1 to September 30 ($)
                 
        FY2016-17 (1) FY2017-18
        Budget:
Original
Budget:
Re-ordered
Actual Variance Budget
Income                
  Membership Fees (2) 6,631 6,900 7,200.00 300 8,200
  Non-member Activity & Equipment Rental Fees (3) 1,500 1,500   -1,500  
    Non-member Activity Fees     1,602.00   1,350
    Equipment Rental Fees     423.00   350
  Total   $ 8,131 8,400 9,225.00 -1,200 9,900
                 
Expense              
  Administration            
    Post Office Box 215 215 202.27 13 210
    Postage, Office Supplies, & Bank Fees 600 600   138  
      Postage     202.39   200
      Office Supplies     157.69   200
      Chequing Account Fees (4)     101.71   30
    PayPal Fees (5)   269 312.89 -44 460
  Insurance (6)   2,900 2,900 4,272.48 -1,372 4,700
  Publicity            
    Web Hosting 200 200 233.12 -33 250
    Advertising / Printing 2,000 2,000 0.00 2,000 350
  Hospitality            
    Recognition Dinner 1,000 1,000 624.00 376 650
    Annual Bar-B-Q 1,500 1,500 903.53 596 1,200
  Group Travel Subsidies (7) 1,500 1,500 1,101.11 399 1,000
  Training & Development 3,000 3,000 338.39 2,662 1,250
  Exec Meetings & AGM 600 600 478.78 121 500
  Equipment & Storage          
    Canoes   1,000 1,000 0.00 1,000 800
    Other Equipment 1,200 1,200 775.84 424 350
    Rent for Canoe Storage 1,800 1,800 1,800.00 0 1,800
  Other / Misc   400 400 0.00 400 0
  Total   $ 17,915 18,184 11,504.20 7,142 13,950
                 
Net Income   $ -9,784 -9,784 -2,279.20 -8,342 -4,050

Notes

  1. 2016-17 only:  Budget:  Re-ordered contains minor re-orderings of a few values from Budget:  Original to match the way the values are separated out in the Actual amounts. For instance, PayPal fees were separated out of the membership fee ($6631) in the original budget item; in the adjusted budget item, the full membership fees are included, and there is a separate expense item to show the PayPal fees.  Variance is against Budget:  Re-ordered.
  2. Membership fees:  budget based on ~85% of previous year's membership numbers:
    • 2016-17 budget:  ~85% of a little less than 265 = 230@$30  (end-of-year membership count wasn't known when budget set)
    • 2017-18 budget:  ~85% of 240 = 205@$40

The original 2016-17 budgeted amount of $6631 is less PayPal fees.  The actuals for this year consider the PayPal fees as an expense, so the 2016-17 budget item shows an adjusted revenue of $6631 + $269 = $6900, with a new expense item of $269 to offset it.

  1. 2016-17:  non-membership fees include equipment rental income
  2. Chequing Account Fees:  2017-18 budget much less than 2016-17 actual due to purchase of new cheque book in 2017.
  3. PayPal Fees:
  • 2016-17 actual:  $312.89 = $269 (approx. for membership) + remainder for activity & rental fees for outings
  • 2016-17 budget:  estimated for membership fees, not estimated for non-member activity fees & equipment rentals
  • 2017-18 budget:  estimated for membership fees, non-member activity fees, equipment rentals
  1. Insurance cost substantially more than budgeted, as described in the President's Report.  The extra funds were approved by the executive under Bylaw Article 5 (Finances), Section 3 (Expenditure of Funds) (a), which permits the Executive to allocate up to $1000 outside of the budget.
  2. Group Travel Subsidies:  reducing subsidy, with an expected increase from $15 to $20 for the per-person fee.

Proposed Amendments to Constitution & Bylaws - 2017 AGM

The following amendments to the Club Constitution and Bylaws are proposed for acceptance at the 2017 AGM.

Note 10 November 2017:  All of the amendments presented below were accepted at the AGM.

Amendment 01: Correct spelling of "chid" to "child"

Proposer

Rob Burnfield

Proposal

That, in Bylaw Article 1, Section 6 - Responsibility of Members, the misspelled word "chid" be corrected to "child".

Rationale

When this bylaw was amended at last year's AGM, the word "child" was accidentally misspelled in the formal information provided to members.  Since, according to Bylaw Article 2, Section 1 - Annual General Meetings, proposed bylaw amendments cannot be changed within two weeks of the AGM and generally accepted practice with many organizations is that a spelling change is considered to be an amendment, this amendment is required to correct this mistake.

Proposed changes

The proposed addition to the text is italicized and in green.  The single word is bolded only for presentation here.

Bylaws, Article 1, Section 6 (b) - Responsibility of Members

Current wording

A member who brings a child under the age of 18 is responsible for the chid's conduct and safety and is responsible to the Club for any damage or loss caused by that child to Club equipment.

Proposed change

A member who brings a child under the age of 18 is responsible for the child's conduct and safety and is responsible to the Club for any damage or loss caused by that child to Club equipment.

Additional information

None.

Amendment 02: Permit social activities to be advertised to the public

Proposer

Anna Gopenko (Social Coordinator)

Proposal

That it be permitted for the Club to advertise its social activities to the public at large, not just the OOC membership.

Rationale

The current bylaw specifically prevents social activities from being advertised to non-members.  The earlier rationale was that the OOC's focus is outdoor activities, not social activities, and, as such, social activities should not be advertised to non-members.  It is now better-recognized that social activities help bring new members to our organization.  Thus, it's useful to be able to advertise them publicly.

The person or people proposing and / or hosting the social event would determine to whom the event is advertised:  Club members, the members of the Club's Facebook group, or the public at large.  For instance, most people who might want to host an event at their home might want to limit advertising to the OOC's newsletter, which goes out to members only.  A night at the movies or an evening of contra dancing at a public venue might be advertised to the Club's Facebook group or to the public ar large.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 9 (f) - Coordinators

Current wording

Social Coordinator:  Shall be responsible for coordinating all social events for Club members only, and for preparing a schedule of these outings, not to be advertised to non-members.

Proposed change

Social Coordinator:  Shall be responsible for coordinating all social events for Club members only, and for preparing a schedule of these outings, not to be advertised to non-members.

Additional information

This amendment was added temporarily by the Ottawa Outdoor Club Executive at the 25 July 2017 executive meeting under the authority provided by the second paragraph of "Article 5 - Amending Formula" of the Constitution. This is valid until the 2017 AGM. As described by the same paragraph, if the vote for this amendment passes, this amendment shall be made permanent; if not, it shall be rescinded.  This news update describes the executive resolution.

Minutes - 2017 Annual General Meeting (AGM)

Minutes - Annual General Meeting (AGM)

Thursday, 9 November 2017
Sandy Hill Community Centre

Executive present:

  • President Rob Burnfield
  • Treasurer Jane Jiang
  • Secretary Tracey Vansickle
  • Canoeing Coordinator Mike McCurrie
  • Snowshoeing Coordinator Lana Doss
  • Webmaster Rob Burnfield [non-voting]

Absent:

  • Membership Secretary Marion Perry
  • Hiking Coordinator Eddie Drueding
  • Cycling Coordinator Anna Gopenko
  • Social Coordinator Anna Gopenko

Vacant positions: 

  • Vice President
  • Skiing Coordinator
  • Equipment Officer

​[D] indicates that a related document is available.

The Annual General Meeting (AGM) was opened at 7:10pm by President Rob Burnfield, who introduced the members of the current executive who were present; Sam Ludmer, the OOC newsletter editor; past club president John Galbraith (who holds club membership card #1); and member John Harrison (who gave excellent presentations on the geology of this region at last year’s AGM and a follow-up event).

  1. Quorum verification (Tracey Vansickle) – Quorum for 240 members = 12. In attendance were 14 members and 3 non-members; 4 members arrived later.

  2. Approval of agenda [D] (Rob Burnfield) – Rob provided a quick on-screen overview of the proposed agenda. Mike McCurrie moved that the agenda be adopted; the motion was seconded by John Harrison and passed unanimously.

  3. Approval of minutes of 2016 AGM [D] (Tracey Vansickle) - Rob presented last year’s draft minutes on screen; Jennifer Jackson moved that the minutes be accepted; the motion was seconded by John Harrison and passed unanimously.

  4. President’s report [D] (Rob Burnfield) – Rob reminded everyone that the bedrock of the club is its people – volunteers who coordinate and lead activities; those who participate in them; and those responsible for the day-to-day administration that keeps the club functioning.

Rob highlighted several initiatives that the club has been undertaking: subsidized buses for long-distance day outings; a venture to introduce recent immigrants to the club’s activities; and planning an increased number of multi-day outings within Canada (at present, the two longstanding annual long-weekend hiking trips are to the USA). He asked that anyone who is interested in working on the latter two initiatives please contact him (president@ottawaoutdoorclub.ca). Rob also provided an overview of the club’s liability insurance policies, which cover both executive and activity participants.

  1. Coordinators’ reports

The full coordinators’ reports can be found on the OOC website together with the other AGM documents. Below are summaries.

  • Canoeing [D] (Mike McCurrie) – Due to the lengthy period of hot fall weather (and warm water), the canoe season was extended by several weeks, ending on September 24th after 18 outings, with an average of 10 participants. With temperatures in the low 30s Celsius, attendance that day was the highest of the year, with 32 persons, many of whom were first-timers who thoroughly enjoyed the outing and indicated an interest in trying the canoeing program next year. While day and evening canoeing took place in Gatineau Park lakes or on the Gatineau River at Farm Point in Wakefield, there was a four-day wilderness canoe-camping trip to La Vérendrye nature reserve in September. The club continues to replace missing or damaged equipment, including the purchase of a gravity filtration system for water and a second large dry bag. The canoes remain in good condition with the exception of one requiring repair for a cracked rib. Mike noted that Jim Burgess, whose storage shed the club rents, has asked that organization and maintenance protocols for the shed be enforced – some participants have been haphazardly dumping equipment into it at the end of canoe outings.
  • Cycling [D] (Anna Gopenko) – Rob reported on behalf of Anna, who was absent. Anna’s report indicated that quite a few people who had expressed a willingness to volunteer ultimately did not commit to leading biking trips, and attendance was low on the sporadic outings that occurred. She thanked the handful of people who did lead outings. Rob indicated that maintaining the cycling program has been a challenge the past couple of years so he appreciated that Anna had been willing to take this on. He noted that cycling used to be a very popular activity; however, when not offering outings consistently (e.g., on the same day every week), it is hard to sustain the momentum.
  • Hiking [D] (Eddie Drueding) – Rob presented on behalf of Eddie, who was absent. This year’s hiking season was lengthy, beginning in early April. As of October 29th, there had been 35 regular Sunday hikes, one of which focussed on photography. There were also two bus trips (to Calabogie and Mt. Tremblant) and four long-weekend trips (one each to the Algonquin Park Radio Observatory and Stowe, Vermont, and two to the Adirondacks). For the Sunday hikes, 181 different people attended, with participation ranging from 95 people who attended only one hike, to one person (Bonnie Lalonde), who attended 20. Rob noted that Eddie led the vast majority of these (23), and commended him for having led almost 25o hikes in total with the club.
  • Skiing [D] (Rob Burnfield) – Rob noted that, despite the lack of a coordinator for most of last winter, and therefore less active outreach to find individuals to lead Sunday cross-country ski outings, quite a few day excursions were planned initially. However, the cancellation of 5 scheduled outings due to unfavourable weather/snow conditions, coupled with both Christmas and New Year’s Day falling on Sundays, ultimately resulted in only six Sunday outings over the season. In addition, the skiers joined the snowshoers for two full-moon Saturday evening outings to Herridge Shelter in Gatineau Park for a shared potluck feast, and there was good participation in the annual weekend cross-country ski trip to Val David in the Laurentians.
  • Snowshoeing [D] (Lana Doss) – Lana thanked Mike Brown, with whom she had initially been program co-coordinator, for all of his assistance. The season got off to an early start on November 26th, exactly a month earlier than the previous year. Despite extreme weather, from ice storms to -40oC temperatures to significant rain, only 2 events were cancelled, and outings took place almost every weekend from January through early April, for a total of 14 single-day events, including 2 well-attended full-moon outings conducted jointly with skiers. For the first time, there was a “skate through the forest” outing with optional snowshoe in Lac-des-Loups, and there were 2 full-weekend events – a ski trip in the Laurentians with self-organized snowshoeing, and a trip to Algonquin Eco-Lodge. Lana hopes to arrange outings for at least every Saturday in the 2017-2018 season, including a few intro-to-snowshoeing sessions, as well as 2 weekend trips. In order to do so, a good number of leaders will be needed, and Lana encourages people to volunteer early to get their choice of dates. She encourages people to lead some easy activities as comments on the website indicate that numerous people are interested in basic outings.

Question: A member asked whether the OOC offers skating.
Answer: Rob confirmed that that club regularly arranges evening skating outings on the Rideau Canal, and will attempt to again organize a group skate at the residence of the Governor General (selection is by lottery so availability is not guaranteed). In addition, he indicated that use of the Ottawa City Hall outdoor rink is under consideration (in light of how briefly the canal was open last year) and that the availability of this year’s Canada 150 rink on Parliament Hill would be explored.

Question: A member asked whether the club does winter camping.
Answer: Rob indicated that it has been done in the distant past, although not recently, but noted that Xuan Qi had expressed interest in possibly organizing such an outing this coming winter.

  • Social [D] (Anna Gopenko) – Rob reported on behalf of Anna, who was absent. Quite a few social events were planned this past year, including bowling, movies, restaurant meals, a potluck lunch hike, the Mackenzie King Estate flower show, badminton, beach volleyball, and BBQs. In response to low attendance at social events, the Executive agreed to an interim proposal to treat social events as promotional activities for recruitment of new members to the club. A decision was taken to advertise the club’s social events through the OOC website and social media (Facebook); in the past, this was limited by bylaw to internal advertising such as the newsletter. By recent executive resolution, a temporary amendment was added to the bylaws to permit the club’s social events to be advertised publicly; this amendment was  presented later at the AGM for permanent ratification or rejection by the membership.
  1. Equipment Officer's report – This position remains vacant. Rob Burnfield indicated that a partial inventory of canoeing equipment was completed earlier this year but some additional work needs to be done. Lana recently updated the snowshoe inventory. [D] The coordinators of both of these programs continue to repair and replace equipment as required.

  2. Membership Secretary’s report [D] (Marion Perry) – Rob presented on behalf of Marion, who was absent. A complete breakdown of membership statistics from 2014 to 2017 is found in the tables contained in Marion’s report on the website. Following are some key numbers.

For the 2017 membership year, the club had 240 members, an increase over both 2014 and 2015 but a decline of 10% from 2016. Marion had earlier indicated to the executive that membership numbers were consistent with those of the previous year until spring, following which they failed to keep pace. Marion attributed this to the fact that the region saw little summer (i.e., neither dry nor warm) weather this year, which likely discouraged people from participating in outdoor activities during that period.

The largest cohort of members (21%) was the 49-to-56-years age group, with 48% of members younger and 31% older than that. The greatest increases were in the smaller 18-24 and 65-or-older brackets, both of which almost doubled in the past year.

The push to encourage people to use electronic means to apply for membership in order to reduce administrative costs and processing times seems successful. The majority of 2017 memberships (94%) were registered online and 90% were paid via PayPal. Marion’s report thanked Ronalee Carey for having volunteered to take on the duties of completing and mailing the membership cards for the past year.

Question: A member enquired about whether the club tracks the number of visitors who become members after participating in an outing.

Answer: Rob indicated that those numbers aren’t specifically tracked but that it is possible to extrapolate roughly through membership payments from which non-member activity fees that have been paid in the previous week have been deducted (non-member fees paid more than a week prior don’t impact membership fees).

  1. Webmaster’s report [D] (Rob Burnfield) – Rob emphasized how fundamental the webmaster’s role is to the functionality of other executive positions and to the membership – for instance, ensuring that activity schedules are updated in a timely manner; resolving technical issues with the newsletter; maintaining up-to-date membership email lists; managing and monitoring the club’s Internet presence, etc. Rob expressed particular gratitude for the supportive relationships that he has had with Marion Perry, the outgoing membership secretary; with Sam Ludmer, the newsletter editor; and with John Galbraith, who generously stepped in to replace Sam during his absences.

Rob provided an overview of OOC website usage statistics. He noted a decline in visitors to the website, but significant gains in people joining the OOC Facebook group in the past two years, as well as growing engagement between Facebook members. Advance Facebook posting of planned outings by leaders combined with follow-up photos and comments by participants seem to be increasing numbers in those activities.

Rob reminded members that the club also has a Twitter feed, to which anyone can post by including the hashtag #ottawaoutdoorclub. While Twitter has been employed by some leaders to post last-minute updates (such as those related to weather), and by a few to post photos of recent outings (he thanked Ronalee Carey for her numerous posts and photos related to recent trips), it is only being used occasionally, and Rob urged all activity coordinators to encourage trip leaders to take advantage of its existence.

For those leading trips, Rob indicated that shared car-pooling rates had been updated on the website to include all of the parking lots in Gatineau Park. He noted that calculating specific rates for lots closest to Ottawa (such as P1 and P2) means that participants will pay lower car-pooling fees (e.g., $1 and $2 respectively) than when one rate was used for a cluster of parking lots. He hopes to calculate standard rates for other areas of Ottawa, such as for outings in the Greenbelt.

Rob has reconfigured, and plans to use, the nearly dormant News and Policy Updates page on the website in order to provide members with key information from the executive.

  1. Training report (Lana Doss) – Lana, who is a certified instructor with Hike Ontario, provided a one-day Certified Hike Leader training course on September 23, 2017 for a mix of experienced and potential OOC leaders. The following week, past President John Galbraith presented a morning session, open to all members, on organizing and leading an OOC outing, geared specifically to the club’s procedures and policies. Good feedback was received from participants of both sessions, so it is anticipated that the program will be offered again, possibly next spring. For questions or to express interest, contact Lana by email at snowshoe@ottawaoutdoorclub.ca.

  2. Treasurer’s report [D] (Jane Jiang) – Jane explained that the format of the financial report was changed slightly this year. For example, several fees were broken out separately for transparency: PayPal fees were identified and included in administration costs; rental income for snowshoes and canoes were broken out from non-member fees.  Jane started using a duplicate cheque book as of this year; while this increased the cost to purchase cheques, it ensures that the treasurer has a copy of every cheque written.  The previous year’s updated insurance policy increased costs substantially (by $1500) and represents about 37% of total expenditures. An additional $500 was allocated to transportation costs in order to subsidize a second group bus trip, resulting in an overall budget deficit: total income was $9,225 and total expenditures were $11,504.20, creating a deficit of $2,279.20.

Question: A member requested an explanation of the group travel subsidies.

Answer: Rob explained that the club had subsidized part of the bus rental costs for two long-distance hiking day-trips (at Mt. Tremblant and Calabogie), at approximately $25 per person. This was first done in 2016, after former President Jean-Françcois Lauzon recommended subsidies for day hike trips that are not feasible for regular car-pooling distances. One trip was held in 2016 as a trial and was fully booked. For this year, both buses were full early on and had a waiting list. Rob noted that people had really enjoyed the trips and there was great camaraderie among participants. Club secretary Tracey Vansickle provided additional background, explaining that the idea arose because the club had “planned deficits” for several years to try to get within the budget reserve amounts stipulated by the club’s bylaws - according to which, the club’s reserve fund should be no less than 80% and no more than 160% of the last 3 years’ average income. For the past couple of fiscal years, the reserve was several thousand dollars too high. To reduce it, additional monies were allocated to advertising and to group trip subsidies. Tracey noted that, moving forward, due to increased costs, especially insurance, there will not be as much flexibility in the budget and it may not be possible to continue to subsidize group travel.

Question: A member enquired whether the 80-160% reserve requirement relates to Revenue Canada limits, noting that there are such limits for non-profit organizations.

Answer: Rob explained that we are not a registered/incorporated not-for-profit organization as per Revenue Canada definition. He asked past President John Galbraith to explain the background to this requirement. John indicated that, by the third year of the club’s existence, it had built up a large cash reserve. Following discussions, a constitutional change was made stipulating that the club had to keep a certain balance as a reserve fund (essentially, to cover a year’s costs if there is no income) but that the remainder of the funds had to be expended by the club.

Question: A member enquired about the source of rental income.

Answer: Jane explained that it comprises the rental of canoes by non-members and snowshoe rental by members and non-members.

  1. Presentation of and vote on 2017-2018 budget [D] (Rob Burnfield)

Postage costs were separated from post-office-box rental fees under administration costs.

Rob explained that, contrary to recent years, the proposed 2017-2018 budget would  result in a reserve that is below the 160% maximum. A predicted $4,050 deficit will create a forecasted reserve of $1,000 above the 80% minimum by the end of the year.  Income predictions were calculated at approximately 85% of the 2016-2017 income. Nonetheless, income from membership fees is forecasted to be higher than the previous year because the executive is proposing a $40 membership fee this year (every $5 fee increase results in approximately $1,000 in revenue to spend).

It is anticipated that there will be a maximum 10% increase in insurance costs; the executive will begin negotiation of new rates with the insurance agent in the coming months.

Question: A member asked whether the executive believed that $350 would realistically cover sufficient advertising to make a difference.

Answer: Rob noted that, although there have been no advertising and printing expenditures in the last two years, $350 has been budgeted for the coming year, should the club wish to print brochures to put in outdoor stores.

Question: A member asked whether the executive would consider paying for targeted Facebook ads to recruit new members.

Answer: Lana indicated that she knows someone who does this type of work and that Facebook ads could be produced at nominal cost. Rob mentioned that the idea of newspaper ads had been investigated in the past, but it would cost a lot of money.

The executive will be trying to keep the costs for the annual volunteer recognition dinner to around the same amount as the past year. The forecast for the annual members’ BBQ has been reduced to match the actual costs of the September 2017 BBQ.

The training and development budget takes into account that leadership training was taken at the end of the fiscal year. Participants had to pay the upfront costs personally and will only be eligible for reimbursement once they have met the requirements of having led and participated in activities, so those costs have been carried forward to the coming year. Rob noted that there have been member enquiries about the provision of wilderness first-aid training. He explained that the executive is supportive, but that there is a need to do some research – these courses are much costlier, so the club would not be able to afford to provide subsidies for the full amount of the training. He noted that there have also been requests to repeat the Hike Ontario course, so there will have to be discussions regarding where to allocate the training dollars.

Most equipment costs are linked to the canoeing program. “Other equipment” generally relates to snowshoes.

Rob asked that people identify what they would like to see the club doing in the upcoming year and whether they would prefer to have a larger deficit or to increase the membership fees (as currently forecasted).

Question: A member asked if there is an objective or strategy to grow the club (and if so, how large?) or a desire to maintain the status quo and, in the context of advertising possibilities, if there is a sense of what might lead new members to join the club.

Answer: Rob indicated that there is a question on the annual membership application regarding how the person learned about the club, and these statistics are tracked. He noted that some clubs choose to cap their membership and that there is a mix of opinions within the club, but no specific objective or strategy has been established. He noted that a greater number of members would require more people to step forward to lead outings. The benef