CBPOA - September 4th, 2019, Annual General Meeting.

Directors present: Andrew, Rona, Jim, Bruce, Robert, Derrick.             Alexandra Neighbourhood House.

1)      Call to Order at 8:18PM

2)      Adoption of the September 12^th, 2018 Annual General Meeting draft Minutes.   Proposed, Jim    Seconded, Rona     All in Favour.

3)      Matters arising from the minutes.     None

4)      Directors’ Reports:     4:1)   Treasurer’s Report.  Jim reported receipts from membership fees and expenditures, including legal fees, office expenses and donations. The contribution to the Blackie Spit Preservation Society, as per our standing order, totaled $301, ($0.50 per membership as of June 30^th). This amount has been increased to $1.00 per membership as of June 30^th for next year. Membership equity in cash in bank and term deposits totals some $53000.  Adoption of the Treasurer’s report – proposed, Liz  

Seconded, Michael.  All in favor.

                                    4:2) Membership report. Bruce reported

·        Total membership as at the end of the 2018/2019 membership year (June 30, 2019) was 396. Regular voting) Members: 383. Associates – renters: 12 – commercial: 1.

These totals are about the middle of the range for our membership totals over the past 10 years: membership has remained stable throughout that time.

·        Yet again an outstanding job was done by the membership canvassing team, representing the Association to its members and greeting new members of our community. Those folks earned a huge thank you from all of us on the Board and all the members. Three new canvassers have stepped forward this year.

Bruce commented that our by-laws include two categories of Membership – Members and Associates. The Associate membership fee for renters is $5 and for a commercial member is $10. While the two types of Associate members, as such, do not appear in the by-laws, the by-laws do allow for the Directors to set the rates for Associate members.

From the floor – Henry Wendell suggested there should be some recognition opportunity for canvassers – perhaps a draw and the opportunity to win something. Bruce indicated his support for such an initiative.

5)      Election of Officers – Treasurer and Secretary.

Andrew presented the slate of members who have agreed to stand – Jim Carter as Treasurer, and asked if there were further nominations form the floor.

By acclamation, Jim Carter will continue as Treasurer for the next two years.

In the absence of volunteers from the floor, Robert Doolan offered to act as interim Secretary – subject to reducing the current Board workload and time commitment. See item 7 for further discussion.

From the floor, Derrick was commended, and thanked with a round of applause, for his work as Secretary over the last number of years.

6)      The Past President position. Erik’s tenure as Past President has lapsed after three years in the position. The next CBPOA Directors’ list will show no-one as Past President. A humorous retirement gift will be presented to Erik in recognition of his many years of valued service to the Association.

7)      New business – how many meetings per year?

Given the continuing difficulties in attracting volunteers for the Director positions, (even for the Director-at-Large succession planning positions), Andrew stated that we may have to hold fewer General Meetings, as a means to reduce the workload and time commitment for Board members and in this way try to encourage more members to come forward and volunteer.

 Currently there are 6 General Meetings per year on alternate months. This means that with the Directors meeting on the other months to consider issues, look at what presentations will be of value, plan and organize agendas, prepare minutes and Directors’ Reports, this adds up to a commitment each and every month throughout the year for Directors.

There was push back from the floor for this approach accompanied by the suggestion that members could take on smaller roles as members of small task groups or special interest groups – taking on defined issues and reporting back to the membership. Perhaps those bringing up an issue can take it away to work on with others in agreement.

It was agreed to table further discussion on these topics to the November 6^th, General Meeting.

8)      Motion to adjourn.  Proposed, Ron   Seconded, Jim.  Meeting adjourned   8:50PM