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Minutes – Annual General Meeting 2015 (By Teleconference)

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Minutes – Annual General Meeting 2015 (By Teleconference) CanoeKayak Canada Minutes – Annual General Meeting 2015 (by Teleconference) September 29, 2015 20:00 EST Paddling Association Members Sprint Club Representative Ak-O-Mak Mike Moir Abenaki Aquatic Club Paul Dean* Balmy Beach Canoe Club Ted Roworth* Banook Canoe Club Ian Lezama / Michael Traves Burloak Canoe Club Ted Roworth* Burnaby Canoe & Kayak Club Alireza Nematollahi Calgary Canoe Club Edgar Garza Carleton Place Canoe Club KerriAnn Redwood Cascades Canoe Club Monica Dashwood Cheema Aquatic Club Darlene Sampson Club de Canoe-Kayak Viking Trish Canty Club de Lac Beauport Georges Delisle Club de Lac Sergent Melanie Dolan Collingwood Dragon Boat and Canoe Club Eric Crawford Kennebecasis Canoe Club Karen Keating Small / Paula Hatty Lachine Canoe Club Christine Granger Maskwa Canoe Club Dan Wincey Mic Mac Aquatic Club Claudette Clattenburg Mississauga Canoe Club Shari Morgoch North Bay Canoe Club Kim Houston Orenda Canoe Club Shelley Leverman-Peddle Ottawa River Canoe Club L.A. Schmidt Parry Sound Canoe Club Cory Brunatti Pisiquid Canoe Club Brad Carrigan Pointe Claire Canoe Club Michael Rist Richmond Hill Canoe Club Ted Roworth* Rideau Canoe Club Ron Sibthorpe / Hector Carranco Saskatoon Racing Canoe Club Barb McCullough / Penny Nilsen Senobe Aquatic Club~ John Leahy Sudbury Canoe Club Ted Roworth* Sunnyside Paddling Club Ted Roworth* South Niagara Canoe Club Richard Dalton Sydenham Canoe Club Helen Parfitt Toronto Island Canoe Club Laurie Jones Wascana Racing Canoe Club Aaron Patterson Whitewater Provinces Representative WW Quebec Julie Crepeau-Boisvert WW Ontario Jim Tayler Canoe Kayak Saskatchewan Kia Schollar / Brendan Curson WW Alberta Mark Taylor WW BC Rob Fletcher WW Nova Scotia Mark Richard Marathon Provinces Representative Ontario Don Stoneman Saskatchewan Fiona Vincent Nova Scotia Kristopher Archibald *Denotes a vote by proxy Paddling Discipline Members Discipline Votes (10x) Representative Sprint Madeleine Hall Whitewater Harold Van Winsen Marathon Fiona Vincent Paddling Attendees (non-voting) Additional Representatives Representatives Canoe Polo Chair Jean-Christophe Pothier Prairie Flag Officer Leon Shiebel Wildwater Chair Ed Winacott Past-Commodore Peter Giles Executive Director for CanoeKayak Kia Schollar OSRA Joanne Bryant Board of Directors Member Charles Slade Québec Flag Officer Bill McKee Pacific Flag Officer Sarah Hopkins CKC Staff CEO of CanoeKayak Canada Casey Wade Whitewater High Performance Manager James Cartwright Communication and Marketing Officer Ian Miller Governance Consultant Kathy Hare Director of Finance Sally Clare Paddling Coordinator & E.A. Jessica Price Domestic Development Manager and Ian Mortimer Partner Relations 1. Call to Order The meeting was called to order. This is the Annual General Meeting, as Commodore will chair the meeting. Jessica Price will act as recording secretary. Ian Miller will act as scrutineer. 2. Registration of Certificates of Appointment and Proxies of Each Member Scrutineer’s Report Madeleine H. presented Ian Miller to perform the roll call. Each registered member for the special meeting of members was called upon and then others that we not called. In Attendance Total Registered Sprint Clubs 35 60 WW Provinces 6 6 Marathon Provinces 3 5 Discipline Votes 30 30 Quorum of fifty per cent of registered members achieved 44 Paddling Association Votes and 30 Paddling Discipline Votes Simple Majority: 38 votes 2/3 Majority: 50 votes WOD Flag Officer Ted Roworth brought to the attention that Western Ontario Clubs were mistakenly left off the notice of meeting and subsequent updates. The error was noticed only hours before the meeting. WOD club commodores were contacted and due to the late communication Ted Roworth asked that he receive the proxies for the WOD clubs not in attendance. Peter Giles reviewed the rules of structure and noted that the notice of meeting should have been circulated to all clubs at least thirty day in advance. Only two WOD clubs were not in attendance so Ted was given the proxy votes for Sunnyside and Sudbury under the unlikely condition that if this affected the outcome of the votes, a later review would be needed. 3. Approval of the Agenda The agenda has been circulated. Everyone should have the revised agenda that was sent out this month. Moved by: Lac Beauport (Georges Delisle) Seconded: Abenaki (Paul Dean) Motion carried. 4. Approval of Minutes from the 2014 CKC AGM (May 24 in Montréal) Julie Crepeau-Boisvert noted that the Whitewater Provincial Reps were present at the AGM in 2014 but the minutes do not reflect that. Motion: Whitewater Quebec approves the agenda with an amendment to add the six whitewater provincial representatives to the scrutineers report. Moved by: Whitewater Québec (Julie Crepeau-Boisvert) Seconded: Cascades (Monica Dashwood) Motion carried. 5. Approval of Minutes from the 2014 Special Meeting of Members (September 30 by phone) Madeleine called for any amendments for the minutes. No comments. Moved by: Ottawa River (L.A. Schmidt) Seconded: Carleton Place (KerriAnn Redwood) Motion carried. 6. Approval of 2014-2015 Audited Financial Statements Sally Clare (Director of Finance) explained the audited financial statements as of March 31, 2015. She reviewed each line in the balance sheet, and then reviewed the state of revenue and expenditures. She explained that the organization was $18,203 in debt but that better than planned because CKC forecasted for a $23,000 deficit. Cascades had a question on what form the net assets take. Sally Clare described the line items in the liabilities. One of the club members was asking what the total revenue was at the end of last year. Sally explained the revenue section. A member asked Sally about concerns to the receivables, and Sally had no concerns with the receivables. She states that we did well at the end of Nationals this year, we had sponsors that came through. Moved by: Mississauga (Shari Morgoch) Seconded: WW BC (Rob Fletcher) Motion carried. 7. Approval of Auditors for next year Sally Clare presented having the same auditors that we had this past year. Madeleine called out for a motion. Casey Wade read the motion in place: “That CKC appoint Ouseley-Hanvey-Clipsham-Deep Chartered Accountants for the ensuing year (2015-16), as auditors of CanoeKayak Canada to hold office until the next annual meeting or until their successors are duly appointed and the Board of Directors be authorized to fix the auditors' renumeration." Moved by: North Bay (Kim Houston) Seconded: Ak-O-Mak (Mike Moir) Motion carried. 8. Governance update & related voting procedures/processes in the lead up to and during the Annual National Forum Madeleine presented Peter Giles to speak about the governance update. All recommended terms of references and policies were approved and have been put into action. The following actions have taken place; - Athlete’s Committee Terms of Reference have been completed; - The Nominating Committee (NC) was created with Mary Jane Abbott as the chair, Chris Laplante, and Julie Crepeau-Boisvert are the committee members. They’ve been busy preparing for the November Special Meeting and Board elections; - The Nominating Committee called out for interested candidates to join a planning committee. There were two recommendations to the Board, Mary Ellen Bench and Steven Gallant; - An interim HR Committee was appointed and they are to deal with any HR issues until November; - The HR Committee is comprised of Madeleine Hall, Rick Fair, and Harold Van Winssen; - A proposed plan to initiate the new board terms, and how to stagger them was shared with the Board; - This is the first time we are working through this and we are trying to be as transparent as possible. We believe that having a face-to-face meeting is more important than having a teleconference; - Shari Morgoch is asking if WOD was included in that email; - Kathy Hare explained the application information; - The documents have been translated they just need to be sent out to the greater community. The application deadline is October 18th. - Casey gave an update for the Special Meeting of Members in November. Full meeting schedule will be sent out. There will be marathon, Whitewater, CKC BoD meetings, Coaches Conference, Sprint meeting, and the Meeting of Members with voting will take place on the Saturday. - Divisionary meeting with the SRC will take place on the Friday. The marketing presentation on the lunch of the Saturday. Combined dinner with the coaches on Saturday November 28. - LA had a comment about the DDC since they are having a session on Nationals. Review what Nationals is about and receive feedback. She’s encouraged everyone to attend. - Charles Slade questioned if we will have an AGM. Casey explained we will have an electronic AGM 6 months before the end of year to fill the requirement and an in-person meeting in November. 9. Adjournment Madeleine H. called the meeting to adjourn. Moved by: Ontario Marathon (Don Stoneman) Seconded by: Abenaki (Paul Dean) Motion carried. .
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