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BVA Annual General Meeting - Join Us Published a month ago

on Wednesday June 9, 2021 at 6:30 pm.

Join us on Zoom to meet your new BVA Executive, learn about our latest initiatives, and for SOMETHING SPECIAL.

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Bayview Village Association

Annual General Meeting

June 9, 2021

6:30 pm via Zoom

CONTENTS

Agenda....................................................................................................................................................2 Minutes from BVA AGM June 10, 2020...................................................................................................3 TREASURER’S REPORT........................................................................................................................... 10 Committee Reports............................................................................................................................... 13
BVA Municipal and Government Affairs (MAGA).............................................................................. 13 BVA Communications Committee Report ......................................................................................... 19 BVA Environment Committee Report ............................................................................................... 20 BVA Events Committee Report ......................................................................................................... 27 BVA Membership Committee Report................................................................................................ 28 BVA Neighbourhood Watch Report .................................................................................................. 29 BVA Volunteer Committee Report.................................................................................................... 31
Director Election – Slate of Candidates................................................................................................. 32

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AGENDA

  • Time
  • Topic
  • Presenter

6:30 pm

1. Welcome and President’s Address

a. Motion to approve agenda
Jane Robertson
6:45 pm

6:50 pm 7:00 pm
2. Approval of Minutes of AGM June 10, 2020 a. Motion to approve minutes
Jane Robertson
Geri James a. Business arising from minutes
3. Treasurer Report a. Motion to receive report b. Motion to waive audit

4. Committee Reports:
Municipal and Government Affairs (MAGA) Communications
Victoria Joly
Provided on BVA website
Environment Events Membership Neighbourhood Watch Volunteer

7:15 pm 7:25 pm 7:30 pm
4. Election of 2021/22 Executive a. Motion to accept slate of candidates
5. Adjournment & questions
Harold Rosenfeld Jane Robertson
7. Entertainment

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MINUTES FROM BVA AGM JUNE 10, 2020

Bayview Village Association
Annual General Meeting of Members Minutes of Tuesday, June 10, 2020

Held via Zoom
Chair: Harold Rosenfeld

The meeting commenced at approximately 7:05 pm.

1. Welcome and President’s Address

Harold Rosenfeld introduced himself as president of the Bayview Village Association (BVA) and welcomed members to the Annual General Meeting (AGM) of the Members of the BVA. He said

it was the first AGM to be held by means of zoom in the 64 years of the BVA’s existence. He

called the meeting to order and thanked the executive for attending. He said he would be acting as chair of the meeting, and, with the consent of the meeting, David McGhee would act as secretary. He noted the meeting was being recorded and asked all those in attendance to mute their microphones except when speaking.

Present: Harold Rosenfeld introduced the members of the BVA Executive Committee who were present, including, Jim Tyl (chair of membership committee), Sue Wires (past vice president and member at large), David McGhee (secretary), Geri James (treasurer),Victoria Joly (chair of MAGA committee), Jean Probyn (volunteer coordinator), Monty Macdonald and Sharon Johnson (co-chairs of environment committee), Judi Codd (chair of communications committee), Frank Anastasiadis (chair of neighbourhood watch committee), Mary Barber and Rosalie Selick co-chairs of social events committee) and Jane Robertson (past president and incoming president). Other members of the BVA who were present included Susan Kuczynski, Gary James, Tim Storus (past president). Also present by invitation were councillor Shelly Carroll and her assistant Dan Fox.

Quorum: Harold Rosenfeld declared there was a quorum of members present and the meeting was regularly called and properly constituted for the transaction of business. He said there would be a formal agenda followed by a question and answer session. He thanked Shelley Carroll and Dan Fox for attending the meeting and listening to our concerns.

President’s Report

Harold Rosenfeld noted that he was retiring as president of the BVA and the incoming president would be Jane Robertson. However, he will continue to be involved as past president. He provided a report of his last year in office. He said it had been an eventful year, and, most importantly, had seen the inception of a new BVA website to replace the old outdated website. He noted the new website is far more useful for providing information to members, and while some members may not be used to working with computers, their information can be manually

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input into the system if necessary. Membership has declined from around 500 to 350 members due to the switch from paper membership application to online membership application but this drop off was anticipated. The BVA will continue to work on getting old members to rejoin while encouraging new memberships. He noted the posting of a QR code on BVA signs had generated interest and possibly resulted in new memberships. The BVA continues to look at ways to improve the website, for example, by possibly adding pages for advertising, etc., but this will require the development of appropriates policies and procedures.

Harold noted the AGM materials contained the proposed AGM Agenda, Minutes of the AGM of 5 June 2019, the Treasurer's Report, the reports of the various Committees, and the Election Slate. He noted that notice of this annual general meeting, and a copy of the unaudited financial statements for the fiscal year ended 31 December 2018 have been made available to all members.

In reviewing the work of the various Committees over the last year, Harold noted the following. Judi Codd, Chair of the Communications Committee, has worked on inputting information to the new Website while continuing to put out relevant information by means of Eblasts, Instagram, and Social Media. Jim Tyl, Chair of the Membership Committee, has been instrumental in developing the new Website while continuing to work on recruiting new members. The new Website will provide some general information to the public while restricting other information to members only. Frank Anastasiadis, Chair of the Neighbourhood Watch Committee, has been informing and advising the membership with respect to the latest incidents of crime and break-ins in the neighbourhood. As part of the speaker series, BVA had organized a presentation by the police and others for the general public and members which focused on safety and security issues. BVA had also worked with the police and fire department on issues related to the Newtonbrook ravine. Harold welcomed Bogdan Popa as a new member who will be joining the Neighbourhood Watch Committee. Victoria Joly, Chair of the Municipal and Governmental Affairs Committee (MAGA), has been working on several issues and will provide a separate update of her work in this respect. Monty McDonald and Sharon Johnston, Co-Chairs of the Environmental Committee, have been working on variety of a issues, including, noise and health issues related to the use of leaf-blowers and stone-cutting, the rapid and unattended erosion occurring in Newtonbrook Creek, and the continued need to disconnect domestic down spouts. The Tree Giveaway program in 2019 was a success and BVA placed second in the City for the most trees given away. Unfortunately, the event has had to be postponed in 2020 because of the pandemic. There were 90 volunteers for community clean up event last year. BVA continues to monitor and work with the City on issues related to the ravine, including vandalism, fires, log teepees, etc. Mary Barber and Rosalie Selick, Co-Chairs of Social Events, organized a number of successful events in 2019, including a Halloween party, a

buffet at the Jerusalem restaurant, an event in Woodsy Park, a dinner a Maxim’s Café, as well

as a fire presentation and a gardening presentation at Woodhill Nursery. There was also a book swap and shredding event and a MAGA presentation for the public and members. Some events planned for this year have had to be cancelled or postponed due to the pandemic. Jean Probyn, Volunteers Coordinator, has reported a good response from volunteers but this too had to stop during the Covid-19 pandemic restrictions.

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In conclusion, Harold thanked the outgoing Executive for all their work. In particular, he thanked the retiring members of the Executive. In this respect, he thanked Jim Tyl for all his work in developing the membership and implementing the new Website. He thanked Sue Wires for her many years of service to the BVA in multiple capacities, and, in particular, thanked her for acting as his guide and mentor as President of the BVA during the last two years; he said her problem solving and good ideas had been invaluable to him. He thanked Judi Codd for all her great contributions and service to BVA over many years with respect to preparing and putting out information in newsletters, eblasts, etc. He offered his thanks to all and welcomed in the new Executive.

2. Approval of the Agenda

The Agenda for the Annual General Meeting on 10 June 2020 was contained in the online materials sent out with respect to this year's AGM.

Harold Rosenfeld made a motion to approve the Agenda for the Annual General Meeting on 10 June 2020 which was seconded and carried and the Agenda was approved.

Approval of Minutes of AGM on 5 June 2019

A copy of the Minutes of the AGM held on 5 June 2019 was also contained in the online materials sent out with respect to this year's AGM.

Frank Anastasiadis made a motion to approve the Minutes of the Annual General Meeting of 5 June 2019. The motion was seconded by Geri James and carried. It was noted none were opposed and there were no abstentions.

Business Arising from Minutes

None.

3. Treasurer's Report

Geri James delivered her Treasurer’s Report. She noted that copies of the Unaudited Financial

Statements for fiscal year ended 31 December 2019 were to be found at pages 8 to 11 of the online materials sent out with respect to this year's AGM. She reviewed the Financial Statements which indicated the BVA remained financially sound despite reduced membership and other income and expenses. The Statement of Assets at page 8 showed a decline of $8,000 as restated. She reviewed the Operating Revenues and Expenses at page 9. She noted revenues consisted mainly of fees and donations. She noted a large portion of the expenses related to the printing of the paper directory and this expense will be eliminated in the future.

Geri noted the Financial Statements for fiscal year 2019 had been reviewed by experienced personnel although not by a professional auditor. However, all the accounts were open and transparent to the members and there were sufficient financial safeguards and oversight in place to dispense with the expense of a professional audit which was cost prohibitive. Geri reviewed and explained the financial safeguards and controls regarding the management of the BVA finances. In respect to income and expenses, she noted the separation of the Membership and Treasurer positions and functions. She also noted that all expenses had to be approved by

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the BVA Executive, and all cheques required two signatures. Further, a balanced Budget had to be prepared, reviewed and approved by the BVA Executive on a monthly basis, and all changes to the BVA bank account had to be approved by the full executive. She invited questions regarding her report. When asked why no advertising expenses were recorded in 2019, she explained that the Financial Statements for year ended 2018 included the advertising expenses committed for 2019. In answer to another question regarding expenses, Geri noted the significant cost saving resulting from the new Website. The Website cost a monthly fee of $25US plus a domain name fee of $200, which represented a substantial cost saving compared to the expense of preparing, printing and circulating the paper directory and newsletters. As there were no further questions, Geri indicated she would be available answer any follow up questions the members may have.

Motion to dispense with Audit

Pursuant to s.76(2)(b) of the Ontario Not for Profit Corporations Act, Geri James moved to dispense with the necessity of appointing a professional auditor to conduct an audit or review engagement in respect of the BVA financial year.   The motion was seconded by Victoria Joly and carried, unopposed.

Approval of the Treasurer's Report

As there were no further questions arising from the report, Geri James proposed the treasurer's

report and the unaudited financial statements for year ended 31 December 2019 be accepted. The motion was seconded and the treasurer's report and the unaudited financial statements for fiscal year ended 31 December 2019 were declared accepted unanimously.

4. Municipal and Government Affairs (MAGA) Committee Report

Victoria Joly presented a summary of the MAGA Committee's work during the year. She noted that her written MAGA Report was contained in the AGM materials. She reviewed the report and outlined what the MAGA committee has been doing, She reported on a number of issues and developments in the neighbourhood. In particular, she reported on current status of the proposed development of the Bayview Shopping Centre. She asked the members to hold any questions they may have until she had completed her presentation and to use email to make enquiries. She said it had been an unusual year in several respects. Her report covered several topics. She referred members to the MAGA page of the BVA website for more information at a glance. She also referred to the City's website which provides detailed information about all applications to the Committee of Adjustment for Single Family Residence Redevelopment, in particular, with respect to North York. It provides details of all applications and decisions made. It is very easy to use and an incredible resource for engaging in community issues. At present, it is relatively quiet due to Covid-19.

Victoria provided an update of the Bayview Village Mall development. She reviewed the progress of the development from its inception in 2017 to the present. The Mall is owned by British Columbia Investment Management Corporation (BCIMC) and their developer is Quad Real. The original application was submitted in February 2018. In January 2020, the developer

applied to the City for increased density above the “as of right” limit for the residential towers.

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As a result, the City had additional requirements. However, the application is now close to completion. She explained that the approved density increase will have a relatively modest effect on the net square footage and number of residential units. With reference to the site plan and renderings of the mixed use residential towers, she reviewed the proposed density increase and the height and position of the proposed residential towers as well as the proposed reduction of the parking facilities. She noted the substantial increase in proposed parkland (an increase of 56%). She noted that although there will be a reduction of parking spaces the proposal will meet the residential density requirement ratio. City council is to vote on the Mall redevelopment plan in June and she expects it will be approved. If approved, construction is expected to start in September 2021 and be completed by 2029 which is about one year later than the original completion date. Victoria concluded her report and said she would answer questions later.

5. Election of 2020/21 Executive Committee Members

Harold Rosenfeld noted it was in order to proceed with the election of the Executive Committee Members and Officers of the Bayview Village Association for the 2020-2021 term and declared the meeting open for nominations.

Nomination of Officers

The Chair of the Nomination Committee moved to nominate as officers of the Bayview Village Association the following persons to hold office until their successors be elected or appointed in accordance with and subject to the provisions of the Association's by-laws:

Officers:

  • President
  • Jane Robertson

Harold Rosenfeld Ryan Cyrus
Past President Vice President

  • Treasurer
  • Geri James

  • Secretary
  • David McGhee

Committee Chairs:

Communications Chair Membership Chair
Steven Nickson Jim Williams
Municipal & Government Affairs Chair Environment Co-Chairs Neighbourhood Watch Chair Events Co-Chairs
Victoria Joly Monty McDonald & Sharon Johnson Frank Anastasiadis Mary Barber & Rosalie Selick

  • Jean Probyn
  • Volunteer Chair

  • Members at large
  • Elaine Wong & Mary Jane Dundas

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Other Nominations

Harold Rosenfeld called for any further nominations, and, as none were forthcoming, he declared the nominations closed and called for a motion in favour of the election of the slate of persons nominated.

Motion to Elect Officers

Harold Rosenfeld moved that the persons nominated be elected as Executive Committee Members, as Committee Chairs and as Officers of the Association until their respective successors be elected or appointed, subject to and in accordance with the provisions of the Association's By-Laws. The motion was approved by a show of hands, and, as none opposed, the nominated candidates were declared elected.

Committee Reports

The following Committee Reports were to be found for reading in the AGM online materials provided to all members. The written Reports outlined the work performed by each Committee in the past year and the issues to be addressed in the coming year.

Communications Report Membership Report Volunteers Report Neighbourhood Watch Report Environment Report Events Report

Address by Incoming President Jane Robertson

Jane Robertson thanked the members of the BVA for the honour and privilege of allowing her to serve as President during the coming year. She said she had moved to Bayview Village in 1997 and did not know many of her neighbours for the first ten years. However, joining the BVA made all the difference. The BVA offers connections and involvement in the community and an opportunity to influence developments in the neighbourhood. She noted there have been many changes and many accomplishments by the BVA over the years and the BVA is in constant need of more volunteers. She said she will miss the retiring members but welcomes the new Executive. Harold Rosenfeld will stay on as Past President and she is looking forward to working with him and all the other members of the new Executive.

Adjournment

Harold Rosenfeld moved to adjourn the meeting. The motion was seconded and approved and the meeting was formally adjourned at approximately 8:00 pm.

Question & Answer Session

In lieu of the traditional invitation to a social gathering following the AGM, Harold Rosenfeld invited members and guests to stay on and ask any questions they may have.

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Jim Williams lives on Blue Ridge and asked the Neighbourhood Watch Committee about the ongoing issue of drug dealing at the dead end of his street as he had not seen any police down there. Susan Kuczynski said there had been some police surveillance of the area in unmarked cars. Tim Storus who also lives on Blue Ridge spoke about the situation in the cul-de-sac. He proposed a high intensity street light be installed in the area to deter the illicit traffic. Dan Fox said he is following up on the issue and will provide an update.

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