Ottawa Outdoor Club

Minutes - 2018 Annual General Meeting (AGM)

Ottawa Outdoor Club - Annual General Meeting

Tuesday, 23 October 2018 - 6:30 - 9:00 PM
Sandy Hill Community Centre, 250 Somerset Street East, Ottawa

Attendance

Executive in attendance:

  • Rob Burnfield, President & Webmaster
  • Bonnie Lalonde, Treasurer & Membership Secretary
  • Judy Smith, Equipment Officer
  • Robert Bultitude, Hiking Co-ordinator
  • Michael McCurrie, Canoe Co-ordinator
  • Lana Doss, Snowshoe Co-ordinator
  • Jennifer Dorr, Secretary

Executive absent:

  • Richard Fernandes, Skiing Co-ordinator

Vacancies:

  • Vice-president
  • Social Co-ordinator
  • Bicycling Co-ordinator

Meeting Minutes

  1. Meeting called to order (Rob Burnfield, President)
    • Meeting called to order at 6:35 pm.
  1. Quorum verification (Jenn Dorr, Secretary)
    • Quorum is 5% of the current membership (218) or 11 people.
    • In total, 22 club members attended the AGM, with attendance documented on the sign-in sheet that was circulated.
  1. Approval of agenda (Rob Burnfield, President)
    • Rob provided a brief overview of the proposed agenda (ATTACHED).
    • Paul Gallagher moved to accept the proposed agenda. This was seconded by Judy Smith and the motion carried on division.
  1. Approval of minutes of 2017 AGM (Rob Burnfield)
    • Rob provided a brief overview of the minutes of 2017 AGM (ATTACHED), noting that these minutes had previously been reviewed by the Executive.
    • Marion Perry moved to approve the minutes of the 2017 AGM. This motion was seconded by Bonnie Lalonde and the motion carried on division.
  1. President’s Report (Rob Burnfield)
    • Rob provided an overview of his report (ATTACHED), highlighting some aspects of the past year, including an 18-20% increase in club activities, partially due to increased training offered by the club. He recognized and thanked Paul Gallagher for all of his efforts in organizing and training.
    • Rob also highlighted changes in the club’s Executive over the past year, and said he was looking forward to the work they would do in 2019, which will be the club’s 25-year anniversary.
  1. Co-ordinators' reports

    Each of the co-ordinators gave a verbal update on their activities over the past year, with their supporting reports displayed on-screen.

    • Canoeing (Mike McCurrie) (REPORT ATTACHED)
      • Robert Bultitude noted that he led a trip to North Frontenac that had been omitted from the report and should be added.
      • Mike McCurrie also mentioned an incident that occurred in Vérendrye in September, that the club will be following-up on to determine lessons learned. The report will be available in February, and there were questions about the timing. Mike acknowledged that they are still working and will need time to complete their report.
    • Cycling (Rob Burnfield, acting) (REPORT ATTACHED)
      • No questions or comments
    • Hiking (Robert Bultitude) (REPORT ATTACHED)
      • Robert spoke about his personal objectives in accepting the role of hiking co-ordinator, and how he’d managed to achieve these goals. In particular, he noticed that hikes were scheduled every Sunday, and it was a good year for hiking.
      • He did note a medical incident that occurred at Mt. Tremblant on October 1, 2017 which was the first day of the fiscal year.
      • No additional questions or comments.
    • Skiing (Rob Burnfield, on behalf of the Co-ordinator) (REPORT ATTACHED)
      • Rob thanked Paul Gallagher for offering lessons, and in particular Rob said he appreciated the theory that was presented.
      • No additional questions or comments.
    • Snowshoeing (Lana Doss) (REPORT ATTACHED)
      • Lana reported the snowshoeing season lasted from December 9th, 2017 to April 2nd, 2018. Unfortunately, this did not include any night time outings due to weather.
      • She highlighted the early season product demo and social, which allowed people to learn about snowshoe products and layering.
      • She felt it would be good to recruit more leaders for the coming year.
      • No additional questions or comments.
    • Social activities (no report)
      • Currently this position is vacant and so no formal report was provided. Rob Burnfield noted that there is a club member who has expressed interest in the position informally, and he will follow-up with her.
  1. Equipment Officer's report (Judy Smith) (REPORT ATTACHED, INVENTORY ATTACHED)
    • Judy highlighted that one of her first undertakings in her position was to update the club’s equipment inventory.
    • There is one canoe that needs to be repaired for a leak.
    • Canoe #9 was damaged in the incident at Vérendrye, and the club is not looking to replace it right now, but the participants on the trip will re-imburse the club for the cost of damaged equipment.
    • Recently, 11 pairs of snowshoes were transferred back into the club’s inventory. These had been stored at the home of a former equipment officer.
    • Judy noted that the Executive is considering renting a central storage facility and amalgamating equipment there. A location on NCC property, near Woodroffe and Hunt Club, has been identified, but this is still in the exploratory stage. This led to several points of discussion, including:
      • how to organize the Wednesday night paddles around this location; and
      • alternative locations that could be considered. Mike McCurrie noted that many of these options had already been explored and presented other challenges.
      • The Ontario Trillium Foundation has been identified as a potential source of funding for a storage location; more research and an application for the grant are still required.
  1. Membership Secretary’s report (Rob Burnfield, on behalf of the Membership Secretary) [REPORT ATTACHED]
    • Club membership for the year was 218 members, which is down about 9% over the previous year.
    • Rob noted that there were fewer people in the 18-40 age range, so the club’s average age had shifted to be a few years older. He recognized there is a challenge in getting new people in to club activities, but that the Executive is considering ways to increase marketing in 2019.
    • Rob Alvo asked a question about the discrepancy between having ~2000 members on Facebook, but only 200 club members.
      • Jenn Dorr discussed some recent changes to the club’s approach to social media, to try and engage more people and recruit them for club activities.
      • There was general support from members to include a screening question when members request to join the Facebook page. No formal vote was moved.
  1. Webmaster’s report (Rob Burnfield) [REPORT ATTACHED]
    • Rob continues to perform basic updates to the website.
  1. Training report (Lana Doss) [REPORT ATTACHED]
    • Given with the snowshoe report. No questions or comments.
  1. Amendments to the OOC Constitution and Bylaws (John Galbraith) [REPORT ATTACHED]
    • Amendment 1a: Remove upper limit of 160% on reserve fund
      • The Bylaws contain limits on how much be accumulated or spent, based on the average of the 3-years previous income. John Galbraith noted that there were historical reasons for these clauses in the Bylaws, to ensure membership fees would be “spent” and returned to the members, without accumulating for too long.
      • During discussion, Tracey Vansickle noted that this could prevent saving up for a specific longterm projects. Others noted this type of project could include storage, which was an item discussed earlier in the meeting.
      • This should be viewed as separate from amendment 1b, which would remove the lower limit, which acts as a financial safeguard in case there are unexpected expenses.
      • The proposed amendment was moved by John Galbraith and seconded by Tracey Vansickle. The motion passed unanimously.
    • Amendment 1b: Remove all budgetary limits on reserve fund
      • The proposed amendment was moved by John Galbraith and seconded by Bonnie Lalonde. The motion was defeated on division.
    • Amendment 2: Remove extra "previous" in 80%-to-160% bylaw
      • This amendment would correct a grammar mistake.
      • The proposed amendment was moved by Rob Burnfield and seconded by Mike McCurrie. The motion passed unanimously.
    • Amendment 3: A person who leads 3+ trips of 4+ people receives free membership following year
      • This motion was discussed in conjunction with proposed Amendment #8, which would provide the same incentive for members serving on the Executive.
      • This amendment was proposed as a way to reward volunteers with the club and provide an incentive to attract more leaders.
      • In discussion, Paul Gallagher noted that this amendment would not be in the spirit of volunteerism, and there are other ways of rewarding the club’s volunteers.
      • Concerns were raised by Jim Burgess about who would be responsible for keeping track of the number of trips a person had led. Rob Burnfield noted that this information is tracked by the Treasurer. Others noted that they did not agree with the specific numbers proposed in the amendment.
      • Another consideration was the impact this amendment would have on the club’s finances, although this would not be felt until the following fiscal year (2019).
      • This motion was not moved.
    • Amendment 4: Add "hindering completion of trip" as reason for leader to exclude participant on activity
      • This is a housekeeping amendment to ensure duties are reflected in the appropriate section of the Constitution.
      • The proposed amendment was moved by Bonnie Lalonde and seconded by Rob Burnfield. The motion passed on division.
    • Amendment 5: Activity leader must comply with Club's policies and procedures
      • Bonnie Lalonde proposed this amendment because she said that it was difficult to ensure that people were following the Club’s policies and procedures, and she would like to have explicit language in the Bylaws to assist with enforcement.
      • In discussion, Tracey Vansickle expressed support for the amendment, citing the need to wear life jackets as an example of a policy that everyone should be required to followed.
      • Others asked if this would achieve the intended effect. Rob Alvo asked if the language of the amendment would actually assist with enforcement, as this does not include language for punishing people.
      • The proposed amendment was moved by Bonnie Lalonde and seconded by Tracey Vansickle. The motion was carried on recorded division (In favour: 9. Opposed: 7: Abstention 3.)
    • Amendment 6: Treasurer responsible for collecting sign-up sheets
      • Bonnie Lalonde noted that the Treasurer had traditionally been responsible for this duty, but it was not reflected in the Bylaws.
      • Don Haines noted that the wording ensured that the responsibility could also be delegated.
      • The proposed amendment was moved by Bonnie Lalonde and seconded by Rob Alvo. The motion passed on recorded division (In favour: 12. Opposed: 0. Abstention 4.)
    • Amendment 7: Submit incident report when injury requiring medical attention occurs
      • Lisa Weinberger presented the proposed amendment, and said that when injuries happen, it should be recognized in order to have lessons learned and prevent it from happening. She said the proposed amendment is a first step to recognize and share, and when patterns are identified they can be addressed.
      • Paul Gallagher found that the principle of the proposed amendment was well-founded, and there is a need to record that goes beyond personal injury and includes destruction of property. However, he noted that putting the burden on the trip leader might be a stretch if they are not properly trained. Therefore, there should be at least one level of peer review. He also said that the burden should not be on the injured person to ask for anonymity, as in the proposed wording.
      • Tom Brady said he agreed with the rationale, and that having a written record would be good for insurance purposes. However, he noted privacy laws and concerns, saying that the name of the injured person should be available to the Executive and anonymous in the public documents.
      • Robert Bultitude asked how the proposed amendment is different from the incident reports that are already used. In response Rob Burnfield said that the club does have an incident report form that is used and gets circulated to the executive.
      • Rob Burnfield also expressed concerns about requiring the trip leader’s name to be published in incident reports.
      • Each of the sub-amendments was moved separately:
        • Sub-amendment 7a was moved by Lisa and seconded by Tracey Vansickle. The motion was passed on recorded division (In favour: 15. Opposed: 0. Abstention: 3.)
        • Sub-amendment 7b was moved by Lisa and seconded by Bonnie Lalonde. The motion was passed on recorded division (In favour: 11. Opposed: 4. Abstention: 1.)
        • Sub-amendment 7c was moved by Lisa and seconded by Jim Burgess. The motion was passed on recorded division (In favour: 8. Opposed: 7. Abstention: 4.)
      • Following the break after voting, Rob Burnfield did note that a number of members had expressed concerns that sub-amendment 7c which had been passed, would be in violation of privacy laws and further follow-up would be required.
    • Amendment 8: Free membership for those who serve on executive for full term
      • Following discussion surrounding amendment 3, this motion was not moved.
  1. Financial statement (Rob Burnfield) [REPORT ATTACHED]
    • On behalf of the Treasurer, Rob provided an overview of the Club’s finances for the 2017-18 fiscal year, walking through each of the rows in the financial statement. He noted that this year, the financial management system was transitioned from being cash-based to accrual.
    • In terms of spending, the club has been budgeting and running a deficit in recent years, which cannot continue indefinitely, to conform with the 80%-to-160% reserve-fund bylaw that was in place. The club spent less than budgeted this past year.
    • Rob reminded members that the club’s income comes from membership fees, non-member activity fees, and equipment rentals, which balance the club’s various expenses, and in 2017-18, there were fewer non-members participating.
      • Robert Bultitude suggested a cap on the number of times individuals can pay the non-member fee (i.e., 4 trips), before they are required to become an official member.
      • Rob Burnfield and Bonnie Lalonde noted that this would be difficult to accomplish administratively.
    • This year, there was also less income from rental fees compared to the previous year.
    • Rob noted that the general liability insurance rate had been raised due to a medical claim submitted earlier this year by a member but that, because the insurance adjuster stated that ultimately there was no claim made because the deductible was not exceeded, he intended to follow-up to see if a lower rate could be negotiated. 
  1. Presentation of and vote on 2018-2019 budget (Rob Burnfield) [ATTACHED:  ORIGINAL BUDGET, ACCEPTED BUDGET]
    • Rob presented a proposed budget for the 2018-19 fiscal year. This budget was based on a principle of achieving a balance, and not running a deficit as in previous years.  The proposed budget was presented as a starting point for discussion.
    • Some of the Club’s expenses, such as administrative fees and the cost of insurance are relatively fixed and will remain comparable to the 2017-18 amounts.
    • The initial proposal included a $55 membership fee, and charging everyone a rental fee for canoes (not just non-members).
      • There was considerable discussion surround the appropriate amount to charge for canoe rental. It was agreed to charge $10/day, $20/weekends and to leave Wednesday night paddles as free. In agreeing to these rates, members noted that the cost should not be so high as to deter people from coming out to try the Club’s activities, there is not a lot of direct competition and the proposed rates are comparable to attending a meeting.
    • In addition, members were supportive of increasing the non-member activity fee to $10, in conjunction with the increased member-fee.
    • In terms of expenses, the Executive has proposed:
      • A budget of $600 for increased marketing, including on social media, to attract new members;
      • A 25th anniversary celebration. While some money is budgeted to cover costs such as decorations, attendees would also be charged a surtax to attend; this offset is included on the income side of the budget.
        • Jim Burgess noted there was enough money in the current reserve to cover this cost.
        • Tracey Vansickle expressed reservations about the proposed cost, saying that it is not necessarily the best use of money, and Rob Burnfield reiterated that these costs would be directly covered by 25th-anniversary-celebration participants.
      • $1000 for training, which Rob Burnfield noted could cover Wilderness First Aid and leader training through Hike Ontario. While members would cover some cost, the club would help to offset this cost because it’s a benefit to the club to have trained leaders.
      • The cost for group bus trips was reduced from the amount budgeted for two outings down to one ($1000 to $500) for the excursion to Mt. Tremblant. Rob Burnfield also noted that the club could increase the cost of the trip for members, while decreasing the subsidy in order to reduce the cost to the club, however the budgeted amount was not changed.
      • A slight increase in storage costs to cover the cost of renting a shed, as discussed during the Equipment Officer’s report.
    • Judy Smith suggested rethinking the format of the volunteer dinner which has previously been catered. Having a potluck could eliminate the cost entirely. Others agreed, saying this was not a primary motivation for volunteering.
    • Robert Bultitude suggested likewise eliminating the cost of catering the Annual End-of-Summer BBQ. Jenn Dorr noted that the late-season BBQ was a good way to incentivize people to buy a membership close to the end of the fiscal year, and ultimately some cost was retained.
    • A proposed budget with a surplus of $70 and a $45 fee for members was moved by Rob Burnfield and seconded by Paul Gallagher. The motion was carried on division.
  1. Presentation and vote on membership fee and non-member activity fees (Bylaws Article 1, Section 2 (a)) (Rob Burnfield)
    • A proposed budget with a surplus of $70 and a $45 fee for members was moved by Rob Burnfield and seconded by Paul Gallagher. The motion was carried on division.
  1. Presentation of carpooling fees (Bylaws Article 6, Section 3)
    • Carpooling fees to remain the same as the previous year.
  1. Election of OOC executive
    • The election of the OOC executive was overseen by Don Haines
    • President: Mike McCurrie nominated incumbent Rob Burnfield. The motion was seconded by Bonnie Lalonde. No other nominations were put forward. The motion was passed on division.
    • Vice President: No nominations were put forward. The position remains vacant.
    • Treasurer: Rob Burnfield nominated incumbent Bonnie Lalonde. The motion was seconded by Emily Galvao. No other nominations were put forward. The motion was passed by unanimous vote.
    • Secretary: Rob Burnfield nominated incumbent Jenn Dorr. The motion was seconded by Paul Gallagher. No other nominations were put forward. The motion was passed on division.
    • Membership secretary: Rob Burnfield nominated incumbent Bonnie Lalonde. The motion was seconded by Judy Smith. No other nominations were put forward. The motion was passed by unanimous vote.
    • Canoeing co-ordinator: A member nominated incumbent Mike McCurrie.  Paul Gallagher seconded the motion. No other nominations were put forward. The motion was passed by unanimous vote.
    • Cycling co-ordinator: Rob Burnfield noted that there was at least member who had expressed interest in this position, but they were not present to confirm. He will follow-up directly. As no formal nomination was put forward, the position remains vacant.
    • Hiking co-ordinator: Tracey Vansickle nominated incumbent Robert Bultitude.  Paul Gallagher seconded the motion. No other nominations were put forward. The motion was passed by unanimous vote.
    • Skiing co-ordinator: Rob Burnfield nominated Paul Gallagher. Judy Smith seconded the motion. No other nominations were put forward. The motion was passed by unanimous vote.
    • Snowshoe co-ordinator: Lana Doss nominated Emily Galvao. Tracey Vansickle seconded the motion. No other nominations were put forward. The motion was passed by unanimous vote.
    • Equipment officer: Jenn Dorr nominated incumbent Judy Smith.  Paul Gallagher seconded the motion. No other nominations were put forward. The motion was passed by unanimous vote.
    • Social co-ordinator: No nominations were put forward. The position remains vacant.
    • Webmaster: Bonnie Lalonde nominated incumbent Rob Burnfield. Tracey Vansickle seconded the motion. No other nominations were put forward. The motion was passed by unanimous vote.
  1. Other items
    • No other items.
  1. End of meeting
    • Bonnie Lalonde moved the adjournment of the meeting. Lana Doss seconded the motion. The meeting was adjourned at 9:12.