Saturday, 29 August 2015

Minutes: Annual General Meeting - June 2nd, 2015

The meeting was opened following the closing of the YRARC general meeting and chaired by Ron KG4CVL. There were 37 members in attendance for the Annual General Meeting.

  1. Appointment of the auditors for the financial year ending April 30, 2015 and 2016.
    • Bob Rennie VA3BSJ was nominated for the position of Auditor for 2016, by Chris VE3NRT and seconded by Geoff VA3GS.
    • No other nominations were received and Bob Rennie VA3BSJ was declared auditor for 2016
  2. Auditor’s Report
    • It was noted that the auditor’s report for the period May 1st 2014 to April 30, 2015 was published in the minutes of the May 19th board meeting
    • The auditor’s report was then read aloud to the club members attending
    • Motion 2015-06-02-AGM-01 by Rick VA3VO to accept the auditor’s report as published in the minutes of the May 19th 2015 board meeting, seconded by Brian VA3BAH.  Motion carried.
  3. Ratification of the board’s actions
    • Motion 2015-06-02-AGM-02 by Glen VA3AU, to ratify the board’s actions over the previous year, seconded by Don VE3IXJ.  Motion Carried.
  4. Report on board meeting attendance
    • Chris VA3DXZ reported that a quorum was reached for all board meetings except one.
  5. Reports by continuing directors
    • Geoff VA3GS reported that the Hamfest was successful.  He felt the board’s actions have been well documented.
    • Eric VE3EB reported that participation in public service events was down at the same time that there were many requests from the community for support.  Eric also reported that he was involved in the Pan Am games and would not be available to lead many of the events this summer.  Additional volunteers are needed.
    • Dave VA3DCY reported that this was his first year on the board and he felt the board was a good group to work with and was looking forward to his second term.
    • Rob VE3RQB reported that he also felt the board worked well together and he was looking forward to the next term.
  6. Appointment of scrutineers - Rick VA3VO and Jay VA3COW volunteered
  7. Election of new directors
    • Members were reminded of the qualifications, role, and standard of care to be exercised by board members
    • Director qualifications
      • Be a full or family member
      • Be a person
      • Be at least 18 years old
      • Have not been found under the Substitute Decisions Act, 1992 or under the Mental Health Act to be incapable of managing property.
      • Not have the status of bankrupt
      • Have not been found to be incapable by any court in Canada or elsewhere.
    • Role & functionality of the board
      • To manage the affairs of the corporation
      • To act in the best interests of the club.
      • To act in accordance with the by-laws
      • To form committees to oversee club activities
      • To maintain records in accordance with the by-laws and applicable statutes
      • To manage the club’s physical and financial assets
    • Directors’ Standard of Care
      • To act honestly and in good faith with a view to the best interests of the corporation and to exercise the care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances.
    • The new positions to fill were identified as follows
      • 5 new directors, each to serve a term of 2 years, and
      • 1 new director to serve a term of 1 year
    • Nominations received
      • John VA3JI was nominated by Geoff VA3GS, seconded by Chris VE3NRT.  John accepted the nomination for a 2 year term.
      • Steve VE3UT was nominated by Rob VE3RQB, seconded by Geoff VA3GS.  Steve accepted the nomination for a 2 year term.
      • Chris VE3NRT was nominated by Garrett VA3PYP, seconded by Rob VE3RQB. Chris accepted the nomination for a 2 year term.
      • Barry VA3LLT was nominated by Steve VE3EZ, seconded by Chris VE3NRT.  Barry accepted the nomination for a 1 year term.
      • Doug VE3ATP was nominated by Chris VE3NRT, seconded by Don VE3IXJ.  Doug accepted the nomination for a 2 year term.
      • Alf VA3BLE was nominated by Benny VE3MUU, seconded by Anthony VE3HIS.  Alf accepted the nomination for a 2 year term.
      • No further nominations were received.
    • Motion 2015-06-02-AGM-03 by Steve VE3EZ to close nominations, seconded by Bill VA3QB.  Motion carried.
    • Election: As the number of nominations was equal to the number of open positions, there was no need for a vote and the nominees were declared board members.
    • The new board members were congratulated
  8. Motion 2015-06-02-AGM-04 by Rick VA3VO to adjourn meeting, seconded by Jay VA3COW.  Motion carried.

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