2009 Annual General Meeting Final Minutes

Crescent Beach Property Owner’s Association
2009 Annual General Meeting

Date: July 8, 2009
Time and Location: 8:10 PM Beecher Place, Crescent Beach
Directors in Attendance:
Mark Nelson – President
Karen MacPherson - Past President
Directors Absent:
Malcolm Stewart – Secretary
Bruce Friesen – Membership Chair
Don Sinclair – Acting Treasurer

Mark Nelson as chair, called the meeting to order at 8:10 pm. It was established that a quorum was present.

Adoption of 2008 AGM Minutes: Minutes were reviewed by Mark. Dave Grant/Barbara Armstrong Carried

Business Arising: Motion from last year to support dog access to the beach (on leash) year-round was defeated.

Membership Report: Please see attachment provided by Bruce Friesen
360 total = 347 regular + 12 associate + 1 commercial memberships. Funding over 2 year period has been successful. Hand delivery could be minimized via email.
Many thanks to the Canvasers ☺.
Motion to adopt: Cliff Adams /Christy McConky - carried

Financial Report: Prepared by Don Sinclair (hard copy available on request)
Equity = $33,019
Motion to adopt: David Grant/Pam Mahoney - carried

New Business
o Proposal to discuss quarterly Meetings, with directors meeting monthly. Discussion of process in Panorama (Brian Lauder). No cost for Hall Usage. Monthly Director Report and minutes would continue. Might mean slightly longer meetings. This would require a notice of Motion.
o Motion: For a one year trial period, we will hold quarterly meetings for the general membership, with directors meeting and reporting to the general membership monthly. Meetings to be held March, June, AGM in July, September and December. Motion by Barb Armstrong/Brian Lauder seconded –carried.

Election of Officers – carried (with thanks from the members)

Vice President: a potential candidate is being recruited

Treasurer: Malcolm Stewart

Secretary: Barb Armstrong and Christy McConkey to share

Meeting Adjourned: 8:30 Pam Mahoney and Gill – carried

President: Mark Nelson @ 604.531.4999
Vice President: Vacant
Treasurer: Malcolm Stewart @ 604.541.9004
Membership: Bruce Friesen @ 778.292.1954
Secretaries: Christie McConkey @ 604.531.8844
Barb Armstrong @ 604.535.3107
Past President: Karen MacPherson @ 604.535.5938
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Please accept the Membership Report for 2008/09 as follows:

The 2008 membership campaign was successfully executed due largely to the commitment and effort of an excellent team of canvassers.  My thanks to all those who helped.  As the new Membership Chair, I was also very appreciative of the quality of the data base, tools and procedures passed on to me by my immediate predecessor Malcolm Stewart and others before him.  It made my job easy and straightforward.

Membership for the Association year 2008/09, ending June 30 2009, totaled 360.  This was down very slightly from the total of 369 in the preceding year.  The total was made up of 347 regular members, 12 associate members and 1 commercial member.  The last category would appear to be an opportunity for potential growth. 

Total receipts from the 2008 campaign were $2715.  This was down substantially from the 2007 membership campaign receipts of $5560, due mainly to the success of the initiative in that year to offer memberships for a two year period, which meant the 2007 campaign receipts covered almost two years in one.  The option to pay for two years at one time has been well received, and has been successful in reducing canvasser workload.  We intend to continue to encourage members to commit to the two year period.  Going in to the 2009 membership campaign, we already have 86 members; members who paid last year through to June 2010.

We also continue to encourage members to consider e-mail for delivery of Association meeting minutes and news and information.  Hand delivery and Royal Mail delivery are available, but both costs and volunteer workload can be minimized through the use of e-mail.

The 2009 membership campaign has commenced, with once again a team of volunteers in place to do the canvassing.  Thanks in advance for the time commitment from those people.

Bruce Friesen
Membership Chair