Annual
General Meeting Minutes
November
5, 2003
Board
Members Present: Anne-Marie Carey,
Fiona Hughes, Chris Lofft, Kelly Mah, Mike McCrae, Fergus Prentice, Steve
Remedios
1.
Meeting
called to order by Fergus Prentice at 7:35pm. Attendance numbers:
55 attending, 24 by proxy.
(40 Votes to be simple majority, 60 Votes required for 75% majority, if
all vote)
2. Motion made to accept the minutes of
last yearıs AGM by Max Urbanoski.
Peter Bottom seconded.
Membership voted unanimously to accept the minutes.
3.
Board
of Directors Report
given by president, Fergus Prentice
·
Managing
growth
·
Progress
on fields initiative
·
Increase
in services with no increase in fees (social events, tournaments, juniors)
·
Maintaining
and improving level of service
·
Working
with Nationals Committee to build strong CUC event
·
Pursuing
Fields Initiatives
·
Securing
coordinator contract for 2005/2006
2.
Coordinatorıs
Report
Jeff spoke to his coordinatorıs
report (as attached).
A question was raised about the
strategy for managing the growing age range in the league. Jeff responded that a coed masters
league, which has been offered in the past without enough interest, will
continue to be a registration option.
The challenge is to not make it exclusionary.
Craig Woods asked about achieving
better membership communication.
Jeff responded with a plan of membership surveys or polls tied into a
logon system to be developed on the website.
Chris Begley asked about field initiatives
that the Parks Board is doing on their own that we wouldnıt have to be as
involved in. Jeff noted that the
turf field project would fall into this category, but otherwise, no new grass
field developments are planned.
The waiting list for the new turf fields dates back to 1997 to give some
indication of timelines of this type of endeavor.
Tamara Roberts motioned to accept
both the Board Report and the Coordinatorıs Report. Mike Kaweski seconded.
Both reports were accepted unanimously.
3.
Financial
Reports (as
attached)
Steve Remedios, Treasurer,
introduced the financial statements.
Jeff went into greater detail to explain the figures.
A line by line breakdown
of budget vs. performance was presented. Jon Ellis asked how the surplus
occurred, given the VULS historical experience with budgeting to break
even. Jeff explained that the surplus resulted from oversubscribed
leagues and undersubscribed opt-in services.
Jamie Kelly motioned to accept the
Financial Reports. Seconded by Ben
Chang and approved unanimously.
4.
Old
Business
Jeff spoke to his Partnership in
Parks Plan progress report (as attached).
Questions were raised about the
relative costs involved to the benefit of providing only 5 new fields vs.
improving existing field conditions.
Jeff responded that both scenarios are being looked into and that we can
encourage maintenance of existing fields, but that with the shortage of fields,
developing even 5 is worthwhile, and is great for exposure in terms of securing
a homeı for ultimate.
A question was raised about the building of a clubhouse. This is not in the current plan the focus must first be on getting the space.
5.
New
Business
(a) The
following motion was made by Fergus Prentice:
Move that section 9, subsection g) be removed from the ByLaws And that a new subsection be added under section 9 g) ³Any moneys held in the Society's bank account, in excess of 3 month's reasonably anticipated expenditures, at the time of the AGM shall be placed into a Capital Projects fund, to be utilized only to increase or enhance the field and practice facilities available to the league. Moneys may be allocated to a specific project only after approval by a simple majority of the membership in attendance at either an annual general meeting or special meeting of members.²
Motion was seconded by Anne-Marie
Carey. Discussion to clarify
motion was held. Motion was passed
unanimously with 79 votes for.
(b) The following
motion was made by Fergus Prentice:
Move that a new subsection be added under section 9 h)
³The Board may, as the situation demands, seek to raise moneys directly toward
the Capital Project fund, through levies upon membership, sponsorship or grant
application.²
Motion was seconded by Tamara
Roberts.
Discussion to clarify motion was
held, with concerns raised for the levying of fees for a project that has not
been approved by the membership, nor having a fully developed budget. The board assured that this change to
the bylaw was important not simply to allow for league fee increases, but to
seek grants, funding or
sponsorships to be allocated towards a capital project. It was also mentioned that membership
levies could be done without a fee increase but by re-allocating existing
league fees.
The change to the bylaw would allow the
board to be proactive in being prepared should opportunities to levy funds
arise, without having to call a special meeting or wait until another AGM.
It was also stated that by electing
a board, it is assumed that a trust is placed in the boardıs hands to make good
decisions for the members.
The motion passed with a majority
vote of 62 for, 13 against, with 1 ballot spoiled.
(c) BCDSS: It was requested that a BCDSS report be
added to future AGM Agendaıs.
Tamara Roberts and Craig Woods, board members with the BCDSS agreed it
was a great idea and certainly would have if given time to prepare a
report.
6.
A
motion to destroy the ballots was made by Willie Arlotta. Tamara Roberts seconded and all
approved.
7.
Board
Elections
There were 3 positions available and
7 candidates running. Candidates
were: Chris Begley, David Cowley,
Natalie Edwardson, Jon
Ellis, Art Hawkins, Matt Horne and Carolyn Lefebvre. Art and Natalie were unable to attend. Brian Gisel spoke for Art, and board
member Fiona Hughes read a portion of Natalieıs platform.
The three members elected to two
year terms on the board were:
Carolyn Lefebvre (53 votes), Art Hawkins (42 votes) and Chris Begley (26
votes).
Final votes for the remainder of
candidates are as follows:
Jon Ellis (23 votes), Natalie
Edwardson (22 votes), David Cowley (20 votes) and Matt Horne (10 votes)
8.
Adjournment
Carolyn Lefebvre motioned to adjourn the meeting at 10:55
pm. Mike McCrae seconded.