EXTRAORDINARY GENERAL MEETING AGENDA
Sunday, October 15, 2006 2:00pm â€“ 4:00pm
Present: Laara Egan, Henry Kamstra, Mike Carruthers, Irene Pickell, Jeff Muirhead, Laurie Freeman, Randy Muttitt, Stuart Meindersma, Brandon Bell, Morna Edmundson, Bob Bunting, Randy Milne, Chris Edley, Helen Edley, Miles Schmidt, Nina Bianco
Proxies: 6 proxies
1. Call to order - @ 2:20 PM
2. Greetings and Introductions
3. Adoption of the Agenda (moved by Morna E, Henry K)
4. Minutes of the Annual General Meeting : August 5, 2006 (moved by Laara E, Chris E)
5. Business Arising (extraordinary business)
a. Presidentâ€™s Report (Stuart gave the report)
thank youâ€™s to the previous board of directors for all their work
thank youâ€™s to the present directors for all their hard work since August
the changes to the website have produced positive feed back.
Thank you to Henry for all his time and patience with working on the website.
Milestones have been reduced and more news stories have been added to the website.
Traffic on the website has increased 46% since July 2006
The websiteâ€™s mainpage has been streamlined
b. Treasurerâ€™s / Membership Report (Irene gave the report)
Increasing membership across the province is a focus for the present board
Regional representation across the province by having regional represtives
The reps for 2006 are Fraser Valley Agassiz Angel, Kootenay/Rockies Pattycat, Mid Vancouver Island Coast2Coast2Coast, South Vancouver Island White Bear, Thompson/Okanagan Groundhog & Shadow
Presently we are looking for some one to be in the North and in the Lower Mainland
Province wide events on the same day
Individual regional events are encouraged and the BCGA will help support them. Events that occur costs, i.e. hall rentals must be covered by that event.
BCGA reps will help support regional activities
BCGA Meet and Greet on Nov 4 will be held in six locations
52 members are signed up as of today
At the present there is approx $ 650 in the BCGA account. Two hundred dollars are needed for the website and meet and Greet gifts packages.
b. Bylaw Changes
The board presented their reasons for proposed changes the current bylaws
Donations and fundraising
Members who donate $15 or more before January 15, 2007will receive a satin/black Trackable Geocoin. There will be a second nickel/black coin offer for purchase.
Discussion about the coin offer and from membership
The Washington State model was disuse
Bill Gates theory was discussed
Increasing the over all membership was a priority for the board
Changes to the proposed Changes (Read by Chris E)
On the recommendation of the Registrar of Companies changes were made to the proposed changes.
Motion to accept the changes to #4:
Seconded Helen E Carried
Motion to accept the changes to #63 and #65: Randy M, Seconded Helen E Carried
Changes to the Bylaws were presented and discussed each change at a time.
Added to Part 1 - Interpretation
â€œSOPâ€ means the Standard Operating Procedures for the association. This is a document that describes the day to day operating procedures for the association.
A person may apply to the directors for membership in the society and on acceptance by the directors is a member.
A Resident of British Columbia who is of 16 years of age or older may apply to the directors for membership in the society, and upon acceptance by the directors and agreeing to the provisions of these by-laws is a member. The Procedures for membership application will be set out in the SOP.
A person ceases to be a member of the society
(a) by delivering his or her resignation in writing to the secretary of the society or by mailing or delivering it to the address of the society
(b) on his or her death or, in the case of a corporation, on dissolution,
(c) on being expelled, or
(d) by not updating their contact information every 12 months to the Society.
1) All members are in good standing except a member who has failed to pay his or her current annual membership fee, or any other subscription or debt due and owing by the member to the society and the member is not in good standing so long as the debt remains unpaid.
2) The fee for membership is based on a $1/ month rate, with a schedule that ends all memberships on December 31st of the current years if joining before June, or December 31st of the following year if joining in or after June.
All members are given full voting rights in the Society.
A director who may be absent temporarily from British Columbia may send or deliver to the address of the society a waiver of notice, which may be by letter, telegram, telex or cable, any meeting of the directors and may at any time withdraw the waiver, and until the waiver is withdrawn,
A director who may be absent temporarily from British Columbia may email or send to the address of the society a waiver of notice, which may be by letter or email of any meeting of the directors and may at any time withdraw the waiver, and until the waiver is withdrawn,
(a) a notice of meeting of directors is not required to be sent to that director, and
(b) any and all meetings of the directors of the society, notice of which has not been given to that director, if a quorum of the directors is present, are valid and effective.
A notice may be given to a member, either personally or by mail to the member at the member's registered address.
A notice may be given to a member, either personally, by email to the registered email address or by mail to the member at the member's registered address.
A notice sent by mail is deemed to have been given on the second day following the day on which the notice is posted, and in proving that notice has been given, it is sufficient to prove the notice was properly addressed and put in a Canadian post office receptacle.
(1) A notice sent by mail is deemed to have been given on the second day following the day on which the notice is posted, and in proving that notice has been given, it is sufficient to prove the notice was properly addressed and put in a Canadian post office receptacle.
(2) A notice sent by email is deemed to have been given on the following day that the email was sent.
On being admitted to membership, each member is entitled to, and the society must give the member without charge, a copy of the constitution and bylaws of the society.
On being admitted to membership, each member is entitled to a copy of the constitution and bylaws of the society. The Society will make the constitution and bylaws available for download from the Societyâ€™s website.
Part 13 â€“ Standard Operating Procedures
63 The directors shall be responsible for maintaining a document call the Standard operating procedures (SOP). The SOP document shall contain details about the day to day operations of the association.
64 The SOP shall be made available to all members at all times, effective November 1, 2006.
65 The SOP is only intended to be a guide. In the case of any discrepancies between the SOP document and these by-laws, these by-laws shall take precedent.
Changes to the bylaws after discussions
#6 was omitted from the proposed changes
#9 the word â€œAdultâ€ was omitted
#58 by mail to the members at the memberâ€™s registered address was added.
Randy M motioned to adopt the ammendants to the bylaws as attached. Laara E seconded the motion. Carried
b. Other business
Security was a major concern
Opening the forums to all membership
The directors will moderate for now
Membership fee for 2007
Motion for the BCGA fee to be set to zero ($0) dollars for 2007 effective immediately. Miles S, Seconded Laara E
Laurie thanked the directors for their hard work
4. Closing Motion (Mike C, seconded Randy M)
Meeting is adjourned at 3:58 PM