AGM 2005 June 21, 2006

Present: Linda Thomas, Ken Keyes, Doreen Joslin, Frank Van Hal, David Field, Maggie Crothers, Cathie Harroun, Nancy Doucet, Tim Seitz, David Colburn, Linda Van Hal, friend of David Field, Leann Cunningham
Regrets: Elise Huffman
Leann volunteered to take the minutes for the meeting.
Approval of Agenda:
Linda Van Hal requested the 8:35 pm agenda point (Senior’s Day at BSB) be removed and that interested people stay after the AGM to discuss this point.
Motion to approve (as amended) by Maggie Crothers. Seconded by David Colburn. Carried.
2005 Annual Report:
Linda Van Hal, Maggie Crothers and David Colburn reported on the activities during the year ended September 30, 2005. See attached report.
Review of Financial Statements:
Linda Van Hal went over the highlights of the Balance Sheet and the Income Statement. (See attached). She noted that due to the generosity of our founding members, we had enough working capital to complete the tree planting and trail mulching projects during the summer. This working capital availability was important, as we did not receive the CFWIP grant until the fall. Members present had no questions about the statements.
Auditors Report:
Linda Thomas reported that she had reviewed the financial records for the year ended September 30, 2005 and found no issues.
Review year to date financial position (8 months):
As this was our first annual meeting, comparative year to date statements as at June 2006 were prepared by Linda Van Hal. Linda noted that the balance sheet included a reserve for working capital of $3,000. No questions arose from the comparative financial statements.
Election of Directors
-Member Ken Keyes declared all positions vacant.
-Ken nominated five members who had previously agreed to serve: Linda Van Hal, Linda Thomas, Elise Huffman, Leann Cunningham and David Colburn. Maggie seconded the nomination.
-Ken called for further nominations from those in attendance
-Linda Van Hal nominated David Field, seconded by Leann Cunningham
-David Field nominated Maggie Crothers, seconded by Frank Van Hal
-Linda Van Hal nominated Tim Seitz, seconded by Cathie Harroun
As our by-laws allow for a minimum of 5 and maximum of 10 directors, the 8 people nominated were acclaimed and will serve as directors of the Friends of Big Sandy Bay until at least September 30, 2006. At the first Executive meeting, 3 directors will be chosen to serve a one-year term to allow for staggered terms in the future. The other 5 directors will serve until September 30, 2007.
Election of Officers:
Ken Keyes nominated the following officers. Maggie Crothers seconded the nomination.
Linda Van Hal – president
David Colburn – vice president
Elise Huffman – secretary
Linda Thomas – treasurer
Ken called for further nominations. None were received.
The officers were acclaimed as nominated.
Appointments to standing committees as per the by-laws:
Audit Committee
The Audit Committee will be responsible for:
a) Nominating the auditor for approval by the Members at the Annual General Meeting
for the coming year;
b) Reviewing the audited financial results at year end;
c) Providing general oversight of all financial matters pertaining to the Friends.
According to the by-laws, the Audit Committee will consist of:
a) The current Treasurer, and
b) Two (2) Members in good standing of the Friends who are not Officers or Directors.
Accordingly, the following members were appointed to the Audit Committee:
Treasurer: Linda Thomas
Member: Ken Keyes
Member: Cathie Harroun
Membership committee:
The Membership Committee will be responsible for Member Services including:
(a) Recruiting new Members;
(b) Collecting Membership dues;
(c) Maintaining a Membership data base
The Membership Committee will consist of:
(a) Two Directors and
(b) A minimum of three General Members.
Two Directors were appointed: Leann Cunningham and David Field. They were asked to find 3 members to help them with this task.
Communication committee:
The Communications Committee will be responsible for coordinating:
a) The creation and distribution of educational and promotional materials
b) The development and management of the website;
c) The response to all other communications including written, electronic and voice messages requesting information within the purview of the Corporation’s goals.
The Communications Committee will consist of:
a) The Vice-President,
b) The Secretary and
c) Chairpersons of all Ad-Hoc Committees established to carry out the functions of the Communications Committee.
David Colburn (Vice President) and Elise Huffman (Secretary) were appointed. We may have a volunteer to do the Newsletter but we will not know until the fall. Others will join the committee as ad hoc committees are formed.
Appointment of signing officers:
Ken Keyes moved that the signing officers be any two of: President (Linda Van Hal, Vice president (David Colburn) or Treasurer (Linda Thomas). Motion seconded by David Field. Carried.
New Business:
Copies of the By-Laws were handed to new directors. They are also available on the website.
Steering Committee members and active members from last year as well as others who have helped out in various ways were acknowledged. A list of these individuals is attached to the minutes. Steering committee members will be receiving a certificate in appreciation for their thoughtful guidance during the formation of the Friends of Big Sandy Bay.
Ken Keyes thanked Leann for taking minutes.
David Colburn thanked Maggie for her diligence in representing us on the Stewardship Committee of Township Council for several years. Discussion ensued regarding the directors taking turns attending the Stewardship Committee meetings.
Tim Seitz volunteered to greet the Ontario Rangers on July 11th on behalf of the Friends of Big Sandy Bay.
Meeting was adjourned at approximately 9pm.
Next Regular Meeting: Thursday July 6, 2006 at 7 pm at Linda and Frank Van Hal’s home.
Next Annual General Meeting (per by-laws) no later than 4 months after September 30, 2006…likely January.