Canadian District West Board Meeting Saturday, February 6th, Fisherman Dr. Brampton, ON L6X 4M6 09:30 am

Transcription

1 1 Canadian District West Board Meeting Saturday, February 6th, Fisherman Dr. Brampton, ON L6X 4M6 09:30 am 19:15:16B Called to Order by Governor Anna Cavicchia at 9:39 am 20:15:16B Civitan Creed lead by PG Director Pat McKinney 21:15:16B Quorum Established by JA Bill Hiscott -Quorum-only Gov Elect Max Letham not present from district board. Guests: Civitans all: Joyce Evans, Debbie Hiscott, Darrell Blackwell Regrets: Gov Elect-Max Letham, he is attending the Governor Elect training in Birmingham. In Attendance: Civitans all: Gov. Anna Cavicchia, Area Directors: Colleen Blackwell, Susan Heatherly, Mark Latremouille. PG Director Pat Mckinney, Secretary Pauline Blackwell, JA Bill Hiscott, Treasurer Sue Gibson, Immediate PG Floyd MacDonald 22:15:16B Secretary s Report Minutes of the October 31 st distributed by Pauline Blackwell -Corrections as per noted on original Motion: to accept the minutes with minor adjustments amended. M/S: Floyd MacDonald, Susan Heatherly, carried 23:15:16B Business Arising from the Secretary s Report - None 23:15:16B Treasurer s Report as distributed by Sue Gibson -Presented as of Jan 14, nd Q dues-only 1 club left owing. -Audit finished-and distributed. It needs to be passed to go out for May convention. -Entries not finished by Sue, this may change line 18 of the spread sheet. Motion: to accepting the audit as distributed, carried M /S-Pat McKinney/Floyd MacDonald Motion: to accept the treasurers report as distributed, carried M/S-Colleen Blackwell/Floyd MacDonald 24:15:16B Business Arising from the Treasurer s Report- None

2 2 25:15:16B Area Directors Reports 1) Mark Latremouille: as distributed -Add to Durham, regarding YLDC, no bank account kept, money in and donated out. They currently do not have money to sponsor a junior. -No report from Oakville. Mark has called, he will try again. 2)Susan Heatherly: as distributed -Kitchener Waterloo: Susan has approached them for a membership drive, the club did not need support from the board yet from growth and retention. They are having an informal membership drive this month. They have decided to hire a company to do a website for $99 a month, they are happy with it. The fee includes a twitter account. They recommend a book 1001 fundraising ideas. 3)Colleen Blackwell: as distributed - Agincourt busy with 50th anniversary, and one day convention. -Barrie busy with Sno Do. - London-same events, next is Valentines dance for CLL. 4)Pat McKinney: as distributed -Add Brampton-Tuesday meeting. -Kawartha Lakes-canceled their event due to not enough snow. -Midland same as reported. 26:15:16B Committee Reports Awards: Floyd MacDonald -had some submissions-the committee is looking at them today. Honorary Canadian -Please submit suggestions to Gov. Elect Outstanding club bulletin -to be able to apply send copies of Bulletins to district bulletin editor, awards chair, Gov. these are the judges-presented at Spring convention-may Scrap book -judged the morning of the spring convention-may Bulletin: Pauline Blackwell -Feb 28 submissions due for next issue Cake Report: Colleen Blackwell Put together by Sue G. Further: KW Lakes club had 1 bad cake. They had an old bar code, Motion: to offer restitution by docking the bill for cake for 2015 of 1 case M/S-Pat/Sue H., Carried -Rush orders cost more money-need 48 hours notice. US dollar is costing us, as we didn t allow for this trend.-we had budgeted.30 cents on the dollar and cost was.42 cents on the dollar for exchange. -No profit this year. 2 clubs haven t paid yet. Had calls all over-sent some to get it at TSC. -Marlyne needed cake, after 2 nd order was ordered, cake chairs were notified, she was able to get some from Agincourt. Pricing will go up due to US dollars. Motion: Policy Change-emergency cake order at the warehouse: Cake order Less then 48 for pickup will be a late order picking fee, which will be billed to and paid by the ordering club. M/S Pat/Mark, Carried 10 min break: 10:40 Re Cake

3 3 Barry Lloyd claims he sells in the west, and has the rights. Is he under Civitan or not? Anna looking into it. Dance-a-Thon: Anita Francis -Re: Canadian district dance, nothing further at this time. -Yohan will attend as PRC in Myrtle Beach. He needs to collect sponsor dollars before Feb. 12. Need to with a commitment of clubs funding to Sue G. so she can let them know at International. If he doesn t get the money he can t go. He only gets approx. 2 weeks to ask for funds. Commitment so far Barrie-$100, Bill $25. Nominations: Floyd MacDonald -Looking for nominations for Civitan of the year. -Elections nominations: 1-Area Director, PG Director, Gov Elect.-send request out with qualifications, and the form. Events: Debbie Hiscott / Anna Cavicchia -Debbie-Monte Carlo-Vaughn. The past one day convention had a bad experience at a Monte Carlo hotel, hotel is now staffed by different people. -Meal for the evening, a dinner At $18.50 pp for a buffet. The bar is $250 guaranteed expenditure. Canned pop - was $2-down to $1. -Rooms $119 double queens-bigger room, $109 for a king. -Anna and Debbie tried the food and it was good. -Stay Friday to Sat-you get continental bkfst-add $5 for bigger bkfst. pp. -Continental bkfst-for everyone-muffins and coffee $5 plus tax, lunch $14.95: soup, salad, sandwich. -Dinner: Chicken, veggie lasagna. -Meeting room cheaper than other locations. -Hospitality room: Gov. Anna booked a suite for it, $119. -Podium, mic, dance floor, free of charge. -Held 30 rooms, don t have to pay for the difference if we don t sell them all. -A deposit of $900, or a credit card-sue G. to hold it on hers. -Anna has the registration form to send it out. -Registration cost by policy is for food and International Director s registration. Motion: to accept the registration form. Carried M/S Colleen Blackwell/Floyd MacDonald ed Motion: As printed and handed by JA Bill to Secretary to accept all costs and location for registration. International Foundation : Floyd MacDonald Kendyl Massey-running for Int. Pres. Elect. Brian Wiltsie running for Int. Director for CIFOC: Colleen Blackwell -Getting new people up to speed. -West clubs need to pay dues -Bursaries sent out. Recipients will be announced at one day convention. -Looking at Years of service being sent out. Junior Civitan: Anita Francis -Report as distributed -No letter sent from Jr Gov. for Sno- Do -Jr. Chair Anita was busy with family health issues, advisor not present. Membership- Growth & Retention New Clubs: Max Letham -Max is at training in Birmingham, he sent a report. -Not sure of Max s report for Brampton.

4 -$329 US for the supplies for Max. -Gov.Anna was approached with a potential 15 member new club in Hillsdale. Gov Anna is looking into it. Governor Update-Feb. 25 -Anna Cavicchia attending. Motion: for an advance to pay for her expenses. M/S Pat McKinney/Colleen Blackwell, Carried Sno Do : Reg Howard -Report as distributed. -Gov Anna: Well done Barrie. -18 Jr. Govs. attended. -At $60,000, goal is $63,000. Good time had. 83 for Dinner, the food was good. Advisors dinner was good. A few Sno -Do accidents happened this year. Youth Leadership and Diversity: Paul Scudds -As distributed. - $2000 chq sent by Ron Kulas to help the Canadian youth, this off sets the fees to $900. -Bus up to $6000 from $4600. The other company was more than that by $1000 (we had to put up the driver last year). -Area Director Colleen, wondering if the East wants to send their juniors, as was mentioned last year. Anna to ask. -John Veals chaperoning again. He is looking for another. Policy Committee : Bill Hiscott Policy changes as submitted Re D Motion: accept paragraph for Sno- Do event, carried M/S Pat McKinney, Floyd MacDonald Motion: Policy-Gov/ Gov Elect-paragraph covering expectations of them to attend workshops while at a convention (covered Gov and Gov Elect.) M/S Colleen Blackwell/Mark Latremouille, carried. Motion: Accept paragraph added Extra duties of Gov-D and removed extra duplicate line. M/S Floyd MacDonald/Susan Heatherly, carried 4 27:15:16B Old Business A )Burlington Civitan Club Closure, Anna Cavicchia: Anna ed Burlington Club. Garry Kerkwood will arrange to send items from the club to be at his office for pickup. Where to keep the stuff? B) Heel Award, Anna Cavicchia Sue Lundrigan has it, she will drop it to Sandi Smale. JA Bill states that Marlyn, as the previous recipient, will have to give it out again. C) Kawartha Lakes/Cake, Colleen Blackwell: D) District Pins, Floyd MacDonald: -Quote for district pins-$ for 500 pins, comes to $1.19 a pin. Supplier wants 50% deposit when we order. Motion: To purchase 500 pins as quoted. M/S Pat McKinney/Colleen Blackwell, carried

5 5 Motion: That the district gives Gov and Gov Elect 25 pins each to give out at conventions. M/S Pat McKinney/Susan Heatherly, carried. Motion: Coins purchased by Gov Anna to be reimbursed by district for $225.00US. M/S Pat McKinney/Colleen Blackwell, carried. 28:15:16 B New Business A) Claxton Fruit Cake Sales Western Canada, Bill Hiscot B) Spring One Day Convention Agenda, Anna Cavicchia C) Restoration for Civitan International Headquarters, Anna Cavicchia -ID Lyle Armstrong has mentioned this fundraiser. Donate through Canadian Foundation for a tax receipt. 5% fee charged for a receipt, down from 10%. 29:15:16B Adjournment Motion: to adjourn at 1:54 M/S Mark Latremouille/Colleen Blackwell, Carried Note: April 2 next meeting.