Alberta/Japan Twinned Municipalities Association

Alberta/Japan Twinned Municipalities Association 13th Annual General Meeting 9:00 a.m. – 12:00 p.m. – Saturday, August 20, 2011 Hinton, Alberta

Attending Municipalities and Votes Barrhead 1 Lethbridge Twinning 1 Society Didsbury 1 Lethbridge Okinawa 1 Friendship Society Hinton 1 Rocky Mountain House 1 Jasper 1 Wetaskiwin 1 Lacombe 1 Stony Plain 1

Guests: Consul General Susumu Fukuada and Mrs. Alicia Fukuda Kim Mah and Evan Romanow, Ministry of International and Intergovernmental Relations David Ibsen, Collaborative Information Networks

Ian Duncan, Host of the conference gave a welcome to the delegates and introduced Kim Mah and Evan Romanow from the Alberta Government.

A group photo was taken prior to the start of the meeting.

Call to Order: President Harold Pereverseff called the meeting to order at 9:00 a.m.

Acknowledgement of attendance and introduction of A/JTMA Executive President Perverseff introduced Mayor Kino and delegates from Wanouchi –cho , who left the meeting prior to the start of the business.

Adoption of Agenda

Move item 12 – Executive Visionary amendment to Bylaws and Constitution to item 5.

Move elections from item 16 to item 6.

MOTION: Moved by Roy Kariatsumari (Rocky Mountain House) to accept the agenda as amended. Carol Kensley(Lethbridge) seconded. Carried.

Approval of Minutes The minutes from the July 14, 2010 Alberta/Japan Twinned Municipalities Association were presented for review and approval.

MOTION: Moved by Ian Duncan (Hinton) that the July 14, 2010 Minutes be accepted as circulated. Roy Kariatsumari (Rocky Mountain House) seconded. Carried.

New Business – Presentation of Amendment to By-laws and Constitution regarding Executive Visionary

At the July 14, 2010 Annual General Meeting, a proposal to include a member of the youth to be added to a newly appointed Executive position on the Alberta/Japan Twinned Municipalities Association was raised and discussed.

The position title will be Executive Visionary to illustrate the intention of our Association to expand our horizons as we incorporate new ideas and challenges. The Executive Visionary will be a term of three (3) years. The Executive Visionary will have all voting and Executive privileges.

MOTION: Moved by Ian Duncan (Hinton) that a member of the youth be added to a newly appointed Executive Position of the Alberta/Japan Twinned Municipalities Association. Roy Ulmer (Barrhead) seconded. 1 Opposed. Carried.

Discussion and comment s from the membership took place. Concerns regarding the cost of the additional position ensued as well as voting order.

MOTION: Moved by Linda Henderson (Lacombe) to reconsider the previous motion on the youth Executive Visionary to allow further discussion. No seconder. Motion declared dead.

General Elections

Elections for the position of Vice President Treasurer, Secretary, Executive Visionary and Director for 2012 Hosting Municipality took place.

Nominations for all positions were taken from the floor.

Vice President

MOTION: Mr. Ian Duncan nominated Roy Kariatsumari (Rocky Mountain House) to the position of Vice President. Kim Neill (Stony Plain) seconded.

No further nominations

Moved by Carol Lee Callihoo (Barrhead) that nominations cease.

Mr. Roy Kariatsumari was acclaimed a Vice President for a term of 2011-2013.

Treasurer Edie Yuill (Barrhead) will be stepping down as Treasurer.

No nominations from the floor were put forward. This position is currently open and may need to be appointed by the Executive when someone comes forward. Secretary

A letter was read from Donna Cowan (Stony Plain) stating she would let her name stand for the position of Secretary.

No other names were put forward from the floor.

MOTION: Moved by Carol Lee (Barrhead) that nominations cease.

Donna Cowan was acclaimed as Secretary from 2011 to 2013.

Discussion then took place if the Secretary and Treasurer positions should be combined. According to the Constitution and By-laws, all members of the Association need to be notified of the change to the position, therefore no motion can be voted on at this time. It can be brought back to a special meeting or the next Annual General Meeting with a minimum of 14 days notice to the membership.

The first meeting of the new Executive will include the combination of the position Secretary/Treasurer in their discussions.

Director for 2012 Host Municipality

Gladys Mojelski of Wetaskiwin spoke on the 2012 Conference which has been set for May 25 and 26. A form was provided for all members to fill out. This form asks for the needs of the members and what they would like the next conference t o provide. Please send your form to HYPERLINK "mailto:[email protected]" [email protected] as soon as possible.

Door Prizes

As the individual who is putting their name forward for the Executive Visionary position was out giving a tour to the Japanese delegates, the opportunity to award door prizes by trivia questions about the Association took place. (Thanks to the Town of Didsbury for contributing prizes.)

Annual Reports

President Report: Harold Pereverseff provided a written report which was included in the agenda package. President Pereverseff added comments on the 30th Anniversary and the Grant Funding received from the Provincial Government and what some communities have used their grant monies for. President Pereverseff further touched on the expanding of the vision and growth for Twinning opportunities through the initiative of cross exchanges between the twinned towns.

Treasurer’s Report: Edie Yuill provided copies of the 2010 Financial Statements and the 2011 Financial Statements to July 31, 2011. MOTION: Moved by Edie Yuill to have the Treasurer’s report accepted s presented. Cheryl Callihoo seconded. Carried. Secretary’s Report: Diane Harlton included the minutes from the July 14, 2010 Annual General Meeting in the Agenda Package.

Outgoing Vice President, Ian Duncan thanked the Association and encouraged Roy Kariatsumari in his new position as Vice President.

Reports from Municipalities: Verbal reports were given by those who did not provide a report in the agenda and wanted to give additional information on their organization.

Future Hosts for the A/JTMA Conferences: 2012 Westaskiwin – May 25 & 26, 2012 2013 Didsbury – TBA 2014 Rocky Mountain House – TBA 2015 Vacant

12. Passing of the Gavel

The Ceremonial passing of the gavel from Hinton to Wetaskiwin for the 2012 A/JTMA Conference with remarks from Wetaskiwin took place.

Election of Executive Visionary

MOTION: Moved by Kim Neill (Stony Plain) to appoint Erynne Sjoblom (Calgary) to the position of Executive Visionary from 2011 to 2014. Ian Duncan (Hinton) seconded. Carried.

Adjournment

MOTION: Moved by Linda Henderson (Lacombe) to adjourn the Annual General Meeting of the Alberta/Japan Twinned Municipalities Association at 11:58 a.m..

President Harold Pereverseff thanked those who served on the committee and introduced David Isben from Collaborative Information Networks who was presenting a workshop on the A/JTMA website.

A/JTMA Annual General Meeting Minutes August 20, 2011 Page PAGE 2 of NUMPAGES 4