Minutes - 2012 Annual General Meeting

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:

• treasurer's report
• cycling co-ordinator's report
• skiing co-ordinator's report
• equipment co-ordinator's report

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 23^rd 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

• 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.

• Online membership charges (2.5% of membership payment) to be added to budget overview table ► Done

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