Ottawa Outdoor Club

Minutes - 2010 AGM - Tuesday, 9 November 2010

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7:00 pm, Tuesday, November 9, 2010
The Library at Arts Court, 2 Daly Avenue, Ottawa

Executive Present

Valerie Heaman – President
Tim Crook - Vice-president and Publicity
Raynald Charest - Treasurer
Jivka Kirilova - Secretary
Christa Ross - Membership Secretary
Marshall-Laflèche - Equipment Coordinator
Eddie Drueding - Hiking Coordinator
Hilary Seddon - Cycling Coordinator
Sophie Gabard - Skiing Coordinator

Members Present

20 members present in total including the executives

Call to Order

Meeting called to order at 7h05 PM.

2009 AGM Minute Approval

Motion by Lorraine England, seconded by Rob Burnfield to accept the 2009 AGM minutes. Carried.

President's Report

The President's Report covered the following topics:

  • Move to Trailhead:  Leaving the hostel and finding another suitable location was a time consuming task for the Executive over the past year.  Leaving the hostel was not a forecast activity until it became apparent in March that we would be unable to afford the rent increase that they were requesting at the end of our past MOU (Sept 2010).  The Executive investigated a number of possible locations and were very pleased to move our location to Trailhead effective September 2010.  We think that this arrangement will be mutually beneficial and will be a good arrangement for the Ottawa Outdoor Club for years to come. 
  • A number of members of the Executive and other individuals devoted a significant amount of time to investigating possible locations and making the move to Trailhead a reality.  In particular, on behalf of the Executive and members, I would like to publicly thank Jim Burgess for his efforts in acting as a liaison between the club Executive and Trailhead management and negotiating the terms and conditions of our new arrangement.
  • Last year, the club invested in subsidizing a couple of members to participate in First Aid for the Outdoors training.  We plan to subsidize a few more members for First Aid for the Outdoors training in the coming year as well as well as to offer some form of Leadership training for trip leaders.  We hope that this will help us to develop more trip leaders for day and weekend trips.

Activity Reports

Brief activity reports were presented as follows:

  • Vice-president and Publicity - Tim Crook [Not available]
  • Hiking Coordinator - Eddie Drueding [Not available]
  • Cycling Coordinator - Hilary Seddon. In her report [not available] she stated that the club had a variety of fun and interesting bike trips led by its leaders in both the spring and summer seasons. She mentioned that the season started with the trip to Petrie Island led by Alain Leury on May 1st, and ended with the last summer cycling trip from Bells Corners to Ahston Pub led by Lorraine England on September 25th.  Other trips throughout the spring and summer included Mackenzie King Estate, Aylmer Marina and the well attended Open Doors Ottawa cycle led by Valerie Heaman. The one weekend cycling trip to Sandbanks Provincial Park was led by Kevin Marhsall-Lafleche and Sophie Gabard on the July 23rd weekend and it was a success.
  • Canoeing Coordinator – Tara Conroy. Due to family duties, she was absent from the meeting. Her report [not available] was read by the president of the club.
  • Snow-Shoeing Coordinator - vacant
  • Skiing Coordinator - Sophie Gabard [Not available]
  • Equipment Coordinator - Kevin Marshall-Laflèche [Not available]
  • Membership Secretary - Christa Ross. She reported there were 215 members of the club. [Not available]

Treasurer’s report:

Here is what was covered by the treasurer in his report [not available]:

  • This past year, we expected a small deficit, but we ended up with a small surplus.
  • Revenues: We have 208 members instead of 236.  Last year, in 2008-09, non-renewals received a phone call.  This allowed us to keep most of the people who had forgotten to renew or were thinking of leaving the club.  This explains the lower revenues from membership.
  • Overall, expenses were lower than expected.  We spent Nil on equipment and training. We advertized only through the Bytowne and our insurance policy costs did not increase – it was expected to increase a bit.  There are two parts to insurance: protection of participants, and liability for executive members.
  • A correction will be made as web hosting costs will increase this year. $210 should be earmarked instead of $125. 
  • Proposal in 2010-11 for a one-time expenditure: online application tool would cost $1,100 to develop, plus $2.50 per transaction. The on-line application tool would reduce errors and membership secretary workload, and to a lesser extent, the treasurer’s workload.
  • If the 'On-Line Project' is accepted, the projected deficit is $1,650. Therefore, the treasurer proposes a $5 increase in membership fees.  Membership cost would be $40 and would include the transaction fee. The projected deficit would still be $500.

Approval of 2011 Budget

Motion by David Houtman, seconded by Mark Hetherington to approve the 2011 budget. Carried.

Approval of allocation of a fee for the “Online registration tool” project

Motion by Dave Houtman, seconded by Tim Crook to allocate $1100 for development of an online registration tool which will enable the next executives to go ahead with the project. Carried.

Approval of the New Membership Fee

Motion by Lorraine England, seconded by Sarah H., to increase the membership fee to $40 regardless of the payment method. Carried.

Note: The treasurer suggested an increase of the membership fee to $40 for the next year in order to be able to collect enough money to decrease the deficit. The fee for online payment method will be included in this $40.

Election of Officers

Nominations were taken from the floor for each position:

  • President – Valerie Heaman - acclaimed.
  • Vice-President - Raynald Charest - acclaimed.
  • Treasurer - Adam Han - acclaimed.
  • Membership Secretary - Christa Ross - acclaimed
  • Executive Secretary - Jivka Kirilova - acclaimed
  • Equipment Coordinator - Kevin Marshall Laflèche - acclaimed.
  • Hiking Coordinator - Eddie Drueding - acclaimed
  • Cycling Coordinator - Paula Tozer - acclaimed
  • Canoeing Coordinator – Tara Conroy - acclaimed
  • Skiing Coordinator - Sophie Gabard - acclaimed
  • Snowshoeing Coordinator – Jim Burgess - acclaimed
  • Social Coordinator - Theresa McGann - acclaimed

Constitution Amendments

All the motions to amend the constitution were read by Lorraine England.

#1: Motion by Dave Houtman, seconded by Rob Burnfield to sever ties with the Hostelling International Ottawa Jail Hostel and Hostelling International Ontario East, and affiliate the club with Trailhead. Carried.

#1.1: Motion by Rob Burnfield, seconded by Mark Hetherington to require from the executives to find a better word to replace the “affiliation” word in the previous motion.  Carried.

#2: Motion by Tomas Geiger, seconded by Mark Hetherington amends the constitution to remove all references to the Ottawa Hostel and the Ottawa Hostel Outdoor Club (OHOC) as appropriate. Carried.

#3: Motion by Mark Hetherington, seconded by Raynald Charest to change the name of the club in the constitution (Article 1) from OHOC to the club’s new name which is OOC.Carried.

#4: Motion by Dave Houtman, seconded by Sophie Gabard to adopt Robert’s Rules of Order for use at Club meetings, thus formalizing the informal rules used to date. Carried.

#5: Motion by Dave Houtman, seconded by Michel Bourassa to introduce changes so that petitioners of special meetings pay all costs incurred.  Currently petitioners are only required to pay the cost of giving notice of the meeting.  There are costs for meeting accommodations, but no costs for notices by email. Carried.

#6: Motion by Valerie Heaman, seconded by Dave Houtman to tighten up, with better language, the responsibilities of the Executive and their requirement to report to the membership changes in club policy, procedures, and now, guidelines. Carried.

#7: Motion by Tim Crook, seconded by Dave Houtman to allow two people, by mutual agreement, to work together in an activity coordinator role. Allowing coordinator positions to be shared should increase the number of volunteers stepping forward. Carried.

#8: Motion by Dave Houtman, seconded by Valerie Heaman to adds a minimum set of responsibilities for all activity coordinators. Not carried.

Note: The main argument was that this motion doesn’t belong to the constitution.

#8.1: Motion by Michel Bourassa, seconded by Sarah H. to request from the executives to establish a policy based on the failure of motion #8. Carried.

#9: Motion by Dave Houtman, seconded by Sophie Gabard to add the role of Social Coordinator as a legitimate position on par with the activity coordinators. Carried.

#10: Motion by Dave Houtman, seconded by Valerie Heaman to clarify the steps that the Executive can take when there is suspicion of inappropriate behavior by a member. Carried.

#11: Motion by Michel Bourassa, seconded by Rob Burnfield to read the 2 amendments of the constitution suggested by Leo Kerner. Carried.  

No motion was made on the first of the two suggestions. It died.

#12 Motion by Michel Bourassa, seconded by Rob Burnfield to insure that the membership can introduce Constitutional Amendments in a timely fashion before a membership meeting. Carried. 

Note: It’s an amendment to Article 5 of the constitution of the club.

#13: Motion by Michel Bourassa, seconded by Rob Burnfield to thank the executives for making arrangements with Trailhead and request the executives to see this thru to completion. Carried.

The governance committee will be responsible for giving the constitution amendments passed to the executives and the webmaster.

A suggestion from the floor made by Mark Hetherington to open a discussion at the next executive meeting about giving members access to the club’s equipment (ex. canoes) in order to encourage exploring trips (non-OOC scheduled trips) .

Recognition Awards

  • Jim Burgess

Adjournment

The meeting adjourned at 10h45 PM.