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1 Camp Outlook Annual General Meeting 2015 Minutes Date and Time: Sunday October 25th :00 pm Location: Queen's Centre Room 505 on Queen's University campus Chairperson: Matthew Ondercin Secretary: Juliana Richniak Attendees: John Hissink, Tim Richardson, Zoe Keefer, Sean Munoz, Emma Couillard (skype), Sarah Wolinsky (skype), Brian Hendery, Katie Ahlin, Marc Ondercin, Mariana Borsuk-Gudz, Ian Pinchin, Troy Glover, Nathan Vatcher, Cameron Bardwell, Heather Wright, Lucy Mackrell, Caroline Bond, Caitlyn Royer, Shira Elion-Jourard, Talia Leibovitz, Aaron Sneep, Federico Palacios, Stewart MacLean, Shayna Joron, Amanda Mands (skype), Sam Low-Chappell, Ben Mogl-MacLean (skype), Samara Carroll, Niri Carroll, Kate Johnson, Peter Burbidge Meeting Minutes Opening Remarks/Welcome Welcome! Regrets Zoe Godfrey-Davies, Maggie Hess, Steph Woloshyn, Paul Ricketts, Carly Ainlay Minutes of Previous AGM Motion to accept minutes of 2014 AGM: 1st Katie Ahlin, 2nd Zoe Keefer Motion passed by show of hands. Matters arising from minutes Annual Summary of Events -March started having conversations with the Alma Mater Society (AMS) at Queen's about Outlook's club status; AMS cannot have a club under their umbrella with their own insurance; we cannot use their insurance -We are no longer an AMS club as of the end of April -Signed an MOU- we can keep our space at MacBrown Hall until May 2016, very generous of the AMS -Need to submit an official plan by Jan 2016 of where we are moving our office space -Still remaining on Opt-out fee- grateful that that is still continuing because it is a significant part

2 of our fundraising -Started talking to the Society of Graduate and Professional Studies (SGPS) at Queen s over the past six months- we are officially a part of the SGPS; under the SGPS we can book Queen s rooms, have access to grants, and could be a part of their opt-out fee; beginning to foster an excellent relationship -We are looking for a space in the Kingston area for our new office -Asking for people to help with the search- please let us know if you have any possible leads! Summer Update -Summer program sent 111 kids on 22 trips, only 7 dropped out -21 full-time staff, 3 part-time -Suggestion to plan on hiring more staff for trips and more bus drivers for next summer season Summer Directors -A change this summer to having three Summer Directors instead of two- good shift, in particular during staff training and especially during summer evacs; suggestion to hire 3 directors next summer -Said goodbye to Dani Skinner (ORCKA instructor of many years for Outlook's summer program) this summer, canoe training led it all in-house this summer (could have been a more structured training session) SafeTalk session -Gave staff a better understanding on how to support campers with suicidal ideations on trip -High cost might not be worth the training -A better option might be to lead internally- by a BOD member or a past staff inreach Devices -This was the first full summer of using inreach devices -Some hiccups at the beginning, battery problems -Staff should be informed to not use casually devices, ie not for site availability -There should be more formalized sessions about how and when to use the inreach devices, order of how to communicate messages Winter Update Staff Hiring and Training -Staff hiring was an arduous process, but all done! -Staff training went quite well, got excellent feedback -Stewart Maclean (past winter and summer staff) led the training talk on suicide -Sent out 4 camper trips so far; camper numbers increasing with each trip- first had 1, and last had 5 or 6 Camper Recruitment

3 -Working to expand camper base this year -Hoping to reach out to new referrer organisations Fundaraising -This year divided into three categories: corporate, social, and outdoor -Corporate- seeking out corporate sponsorships -Social- initiatives to work on involving the Queen's community -Outdoor- running community events such as day hikes in order to diverse fall/winter program from just trips -All fall/winter staff will be involved in all of these categories -Directors transitioning into focussing on creating more opportunities to get staff to come together, staff community building Issues -Bus- have been having problems starting it, going to bring it in to be checked -Outlook office- can still access it, mould discovered in the office and AMS advised us to not access it, but do not know what the future holds -Issues with van insurance Financial Update Summer Program -Past summer program- budget was ~$52,000, spent ~$55,000 -Spending much more than expected on equipment- bought 4 new tents from MEC due to need -Spent much more on store bought food and bulk food than expected -Gas costs lower due to lower gas prices; Bus maintenance much less than expected -Driver licensing cost less than expected because of fewer drivers -Some aspects of staff training cost a little more than expected; however important to spend money on -New cost from starting to pay subscription fees for inreach devices Winter Program -$11,785 spent last year- significantly higher from past years -In large part because of van rental- buying insurance from Enterprise now which is extremely expensive, could not get it from AMS (as in the past) General Expenses -Bought cheques for the new year, which are expensive -New software for financial tracking- used to use Quicken on a desktop computer, will be using a more robust software- Saasu; will be able to track and get 80% returns on GST -Budget for this year is $2,630- hopefully insurance will only about double it Revenue -Total expenditure this year was ~$85,000 -~$18,00 brought in through private donations -Some donations came in through Canada Helps (issue tax receipts- encouraging people to

4 donate through that), others mailed in -Queen's Office of Advancement is no longer sending The Views and soliciting donations for us; office also not able to pass on our donor contact list, requires Outlook to rebuild our contact list -Received $9,000 from AMS opt-out fee -We brought in ~$50,000 through donations and fundraising this year, $30,000 less than what we spent; this is because we hit some roadblocks last year, on-track to not happen again -Currently we have ~$27,000 in our bank account, this needs to go up to $60000 before next summer We have an endowment fund at CFKA that has about $45000 as it's capital. It earned us about $2,500 over the past year. We chose to roll the amount over so that it earns a little extra for next year since the money was not needed at the time, the amount can be taken next year as well. The endowment fund is something we would like to grow because it is a very reliable source of revenue. NOTE: A couple weeks after the AGM we received a bill for $ for a food order from the summer that was not accounted for in the program financial summary that was presented at the AGM. Please see the attached spreadsheet for the updated version. Brainstorming Session Strategic Planning Update -Camp Outlook as an organization moves "paycheck to paycheck" and we rarely have an opportunity to discuss the camp's big picture goals and future -Hosted a strategic planning session to talk and brainstorm about Outlook's future and big-picture goals -Run by an external speaker, Craig Woodall; 2014 BOD members, winter and summer directors attended -The strategic plan went extremely well and was quite productive; participants agreed that it should be done again soon -Participants worked to create a "why statement" for why Camp Outlook does what it does as an organisation, conducted a Strengths/Weaknesses/Opportunities/Threats analysis, brainstormed on possible new projects to improve various facets of our programs -Do not want to miss a piece of the puzzle when it comes to creating a "why statement" for the organisation, need to hear from different members of the Outlook community Break-out Session -Asked AGM participants to split up into small groups and work together to generate their own "why statements" -Each group's work was presented on room's walls on chart paper -See attached "AGM Breakout Session Summary" Voting in of new BOD Members All BOD applicants present their blurbs. Motion to create 2 year terms on the BOD: 1st by Tim Richardson, 2nd by Shayna Joron

5 Motion passed by show of hands. Candidates up for election: - Brian Hendery - Emma Couillard - Ian Pinchin - John Hissink - Juliana Richniak - Sarah Wolinsky - Sean Munoz - Tim Richardson - Troy Glover All candidates received majority votes by secret ballot, forming the new BOD. Motions to be put to the AGM Any other business Closing Remarks Thank you for coming!