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Kitchener - Waterloo Skating Club Annual General Meeting

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Kitchener - Waterloo Skating Club Annual General Meeting Kitchener - Waterloo Skating Club Annual General Meeting 7:00 pm - Wednesday June 19, 2013 Room 207 Manulife Financial Sportsplex & Healthy Living Centre, RIM Park, Waterloo 1 Kitchener-Waterloo Skating Club Annual General Meeting –Wednesday June 19, 2013 RIM Park room 207 AGENDA A. Reading the Notice of Meeting and Declaration of Quorum B. Introduction of Board and Guests C. Minutes of the preceding AGM D. Business arising from the minutes E. Vice-President: Finance Report F. Auditor’s Report (see attachment) G. Appointment of Auditors H. Executive Director’s report I. President’s report J. Other Reports K. Adoption of Reports L. Motion for Honorary Membership M. Appointment of scrutineers and Election of Directors N. New Business O. Retiring Directors and Introduction of New Board 2 Table of Contents Board of Directors & Administrative Staff Page 4 Previous Year’s Minutes Irene Earl Page 5 - 7 Reports Executive Director Report Marie Pringle Page 8 Skating Programs Report Paul MacIntosh and coordinators Page 9 Adult Social Dance/Eistainzfest Page 9 Recreational Programs Page 10 Synchronized Skating Page 10 Test Day Page 10 Gold Test Achievements Page 11 Twin City Hockey Skating School Page 11 Program Registration Numbers Page 11 Competition Results Page 12 - 20 Athletic Centre Dale Bellaire Page 20 President’s Report Paul Mallet Page 21 Special Events Marie Pringle and Event Chairs Page 21 Showcase Page 21 Skater Send offs Page 22 Gala Page 22 FreeSkate Festival Page 22 Seminar of Excellence Page 22 Coaching Committee Rebecca Babb Page 22 Alumni Committee Marilyn Johnny Page 23 Grand River Council Paul Mallet Page 23 Trust Don Johnny Page 24 Board of Directors Lesley Germann and Irene Earl Page 24 - 27 __________________________________________________________________________________________ KWSC Board of Directors and Administrative Staff Board Executive: KWSC Staff: President: Paul Mallet Executive Director: Marie Pringle Past President: Lesley Germann Skating Programs Manager: Paul MacIntosh V.P – Volunteer Management: Patrick Therrien Athletic Centre Manager: Dale Bellaire V.P – Finance: Joanne Kuntz Membership: Amanda Cooper Secretary: Irene Earl Accountant: Debbie Weber Recreational Program Coordinator : Carolyn Allwright Directors: Twin City Hockey Skating School Coordinator: Scott Strachan Peter Joza Jodie Hancox – Meyer Stephanie Wright Jennifer Musselman Martha D’Agostino Bill Poje Tina Weltz Rebecca Babb – Coaches’ Representative Carolyn Fedy - Honorary Director 3 KWSC Annual General Meeting Meeting Date: May 31, 2012, 7pm Location: RIM Park, Waterloo, ON Attendees: Steve Ingle, Lesley Germann, Joanne Kuntz, Paul Mallet, Irene Earl (recording secretary), Lori Mulder, Tina Weltz, Patrick Therrien, Kim Biddiscombe (Coaches’ Rep) Special Guest: Carolyn Fedy Regrets: Bill Poje, Peter Joza, Krystin Belanger-Strange Meeting was called to order at 7:01 pm. Chair acknowledged that this meeting would be conducted with reference to Robert’s Rules of Order and confirmed that the KWSC constitution states that only honorary and voting members have a voice at this meeting. The Chair announced that any questions from the floor must be made through the Chair. The Chair asked members to please stand, address the Chair and clearly state their full name and any affiliations for the record. The Chair invited Board Secretary Irene Earl to provide the notice of meeting. A) Board secretary announced that the Notice of Meeting and Notice of Elections was posted in the lobby and the website on April 21st, with a nominations deadline of May 3rd and a full slate of nominees posted in the same locations on May 17th. According to By-Law 8.9 of the KWSC Constitution: 8.9 Elections shall be determined by written ballot and an elected candidate must receive a majority of the unspoiled votes cast. Voting on other matters will be by a show of hands, unless one-fifth of the voting members in attendance request voting by Yeas and Nays, or any one voting member requests a written ballot which shall have priority over any other form of voting. [Skate Canada By-Law 1306 (3b), Robert’s Rules of Order 38. Quorum was reached with 22 voting members present. A majority decision on any motion is 12. B) Introduction of any guests and Board Members was made by KWSC Past President Lesley Germann. Guests: Cheryl Hugill of BDO Dunwoody, Jim Bowman, Steve Scherrer, Carolyn Fedy (honorary director) C) Motion: to accept the 2012 Annual Meeting Agenda as presented in the Notice of Meeting posted on April 21st. M: Paul Mallet S: Lori Mulder Discussion: carried No new business D) Minutes of the 2011/2012 Annual General Meeting: Chair referred to the minutes being in the AGM booklet. Motion: to accept the minutes of last year’s KWSC Annual General Meeting. M: Irene Earl S: Steve Scherrer Discussion: carried E) Business arising from the minutes: none 4 F) Accountant and V.P. Finance Report: Chair called on Joanne Kuntz – V.P. Finance to introduce Cheryl Hugill - accountant from BDO Dunwoody. Cheryl presented financial statements for KWSC for 2011-2012. VP - Finance invited to field questions from the membership. Motion: to accept the 2011 – 2012 financial report as presented. M: Joanne Kuntz S: Allison Smerchinski Discussion: none Carried. Question: Steve Scherrer: are there guidelines for use of Trust funds now that it has been melded together? Answer: we have a timeline to do the amalgamation. Thus far, the numbers were put together only in the financial statements. In the short term, a task force will be struck (Board members and former Trustees) to reintegrate the trust into the organization. Guidelines for spending will likely not change much and will be a key deliverable by this task force. Question: Steve Scherrer Governance: do we have guidelines that establish what type of investments are permitted by the Board? Answer: There is an investment policy for the Trust. KWSC is using the same policy – investing in GICs and other guaranteed investments with varying durations. Steve Scherrer: Further comment: We need to develop policy around our investment guidelines go-forward as this is gaining momentum at the Sectional level as well. Question: Mrs. Fedy: It was Dr. Coker who started the Trust fund. When did the Government decide we needed to pay tax? Answer: Investment income over $2000 has always been taxed, but now there is a concerted effort by CRA to collect these taxes from not-for-profit organizations. G) Appointment of Auditors: Motion: to retain BDO Dunwoody as financial auditors for 2012-2013. M: Joanne Kuntz S: Irene Earl Discussion: none Carried. H) Executive Director’s Report: As presented in the report contained in the AGM booklet. I) President’s Report As presented in the report contained in the AGM booklet. In addition to the President’s report in the booklet, it was noted that access to parking for KWSC members was seriously compromised during several events held at RIM Park this past spring leading to a disruption of service and great inconvenience to our members. J) Other Reports: There were no questions from the membership regarding the reports. K) Adoption of Reports: Motion: to approve the reports as presented in the 2011-2012 KWSC AGM booklet. M: Paul Mallet S: Lori Mulder Discussion: none Carried. L) Amendment to the By-laws: Further to discussion at last year’s AGM changes were required to the KWSC constitution to reflect the fact that the Advisory Council is no longer an entity within the KWSC Constitution. Additionally, the constitution reflects the proposed name change from Treasurer to V.P – Finance. 5 The proposed revised constitution was posted with the Notice of meeting at the club and on the KWSC website. Changes are noted with a line through wording to be deleted and new wording or additions in red. Motion: to approve the Constitution and By-laws of the Kitchener-Waterloo Skating Club as presented effective May 31, 2012 M: Patrick Therrien S: Steve Scherrer Discussion: Carried M) New Business: None N) Introduction of new Board of Directors A symbolic ballot was cast by the Board Secretary to acclaim the nominees. The new Board of Directors is as follows: Patrick Therrien (1 year remaining) Tina Weltz (1 year remaining) Bill Poje (1 year remaining) Peter Joza (1 year remaining) Irene Earl (2 year term) Joanne Kuntz (2 year term) Paul Mallet (2 year term) Stefanie Wright (2 year term) Jennifer Musselman (2 year term) Steve Ingle, Past President Kim Biddiscombe, Coaches Rep. O) Meeting adjournment: Motion: to adjourn M: Patrick Therrien Meeting adjourned at 7:37 pm. 6 2012 -13 Executive Director’s Report Our 2012-13 operational activities have focused on a wide range of programs and special projects to addressed the needs of our skaters in every discipline and at every level from grass roots to our elite international competitors. There were many busy periods where deadlines were tight, and I have to commend the team of volunteers who aided our very small staff to get it all done. Results of this effort could be seen with the addition of special 16+ STAR sessions to meet the unique needs of that group, the rebirth of adult synchro, the largest ever STARSkate summer camp, a special program for WLU students to support their varsity skating team revival, larger sectional simulations including skaters from other clubs, concussion training for coaches and skaters, a consistent and successful approach to skater identification and enrichment program invitation, as well as the unveiling of a new Introduction to Figure Skating program that redefined how CanSkaters enter our STAR system and how parents participate in the process of coach selection and figure skating orientation. The online registration process was adopted by over 85% of our membership and by most measures was a huge success. However, while The customer experience runs smoothly now, our office team still works very hard to support the administration of that system given some of the challenges of trying to merge the Skate Canada run front end with our external vendor back end, and I must commend our office staff Mandy Cooper and Debbie Weber for their diligence and persistence in this area to get it all correct.
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