DRAFT MINUTES Annual General Meeting Tuesday, February 23, 2016 Westboro Masonic Temple – 430 Churchill Avenue North 5:00PM – Registration | AGM - 5:30 PM Present: Joel Fortune, Fortune Law Janet Sellwood, Treasurer Sophie Vydykhan, NCC Aldo Chiappa, City of Ottawa Carp Fair Palestinian Festival Writers’ Festival Richmond Fair OIW Scottish Society, Hogmanay Festival Arboretum Festival Storm Internet HOPE Volleyball Italian Week Festival Carnival of Cultures Active 8 Solutions Franco Ontarian Capital Velo Fest Sparks Street BIA Impact Canopies Ottawa International Film Festival Latin American Festival European Film Festival Pride Festival Asian Heritage House of Paint Irish Film Festival Ottawa Ottawa Chamber Music Festival Dragon Boat Festival 1 | P a g e Annual General Meeting 1. Registration and Meet and Greet (5:00PM to 5:30PM) 2. Welcome and Introductions (John Brooman) - John Brooman welcomed attendees to the AGM. 3. Approval of the Agenda (John Brooman) MOTION (Richard Fleming/Daniel Simoncic) - That the AGM agenda be accepted as presented. CARRIED John extended a special mention to Board Member Aldo Chiappa, who is retiring from the City of Ottawa. 4. Approval of the Minutes from 2014 AGM (John Brooman) . Minutes from the 2014 meeting were reviewed. MOTION (Joyce Trafford/Richard Fleming) – That the 2014 AGM minutes be approved. CARRIED 5. President’s Report (John Brooman, President) . John thanked Carole Anne, acknowledged her two years with Ottawa Festivals and in her dealings during a particularly busy time, including her work on the 2017 initiatives. John acknowledged the large efforts required to ensure the JCP program was kept intact. He shared a committee was quickly put together to advocate for the program. The 2016 program did come with some reductions, specifically a 30% reduction in program funding which mainly affected the operations of Ottawa Festivals. John highlighted Pitchfest Expo was another endeavor the team achieved. A significant effort has been ongoing with 2017 Programming. A financial program will be announced, details are being finalized. In 2016 Ottawa Festivals will celebrate its 20th anniversary with a celebration in May. John announced that he would be stepping down as president as of today. He thanked the board and staff, he enjoyed his time as president and is looking forward to supporting the team as past president. MOTION (Holly Tarrison/Kelly Neall) – Move to accept the president’s report be approved. CARRIED 2 | P a g e 6. Financial Report (Janet Sellwood, Treasurer) . Janet reviewed the 2015 Audited Financial Statements . Ottawa Festivals was able to place excess funds in reserve . 17 organizations invested in the SEF, and given market conditions, the fund was still able to provide about a 5% return . Janet reviewed SEF, EXPO and JCP programs in more detail. MOTION (Daniel Siminic/ Robert Fleming) – That the financial statements be accepted. CARRIED MOTION (Richard Fleming/Joyce Trafford) – That Ouseley Hanvey Clipsham Deep LLP continue as our auditing firm for the 2016 audit. CARRIED John thanked Janet, and indicated that Janet is one of our non-industry Board members, along with Joel Fortune. He thanked both for their contributions as both spend a great deal of time voluteering. 7. Elections (Joel Fortune) John invited Joel Fortune to carry out the election process. Joel introduced himself and outlined the board details: OFN has a 10 person board, typically each with a 3 year term. Eight Board members’ terms expire and three directors are stepping down. Stepping down are: Theresa St Onge, Joyce Trafford, and Huns Ranger; Joel thanked outgoing Board members. MOTION (Patrick MacDonald/Dick Louche) – That the Board size remains at 10 directors. CARRIED Nominations: Sophie Vydykhan remain on the Board Peter MacDonald remain on the Board Janet Sellwood remain as Treasurer Sean Wilson be named as President of the Board John Brooman be named as Past President CARRIED Janet Sellwood and Sophie Vydykhan were invited to address the group. Janet currently works in public practice, auditing on a daily basis. She moved to Ottawa and wanted to get involved in the community after living all over the world. Janet is enjoying working with Ottawa Festivals. Sophie shared that she was back at the NCC as a Marketing Manager. She will be starting a third term with Ottawa Festivals and likes to support the industry and enjoys her time on the Board. The election for the OFN President replacing outgoing President John Brooman shows that one nomination was received for Sean Wilson. Neil Wilson presented Sean’s nomination and Joel read a candidacy speech 3 | P a g e prepared by Sean. MOTION (John Brooman/Richard Fleming) - That Sean Wilson be nominated as president. CARRIED 8. Other AGM Business (John Brooman) A call for any other business was made. None was identified. John gave a special thanks to the directors departing from the Board. Joyce Trafford is retiring from the CARP Fair after 27 years. Therese St Onge will like to return in the future. Huns Ranger is moving on and was thanked for his work. A very special thank you was extended to Aldo Chiappa, retiring after 39 years with the City of Ottawa. Also has made a great contribution to Ottawa Festivals. MOTION (Richard Fleming/Patrick Murray) - That the Ottawa Festivals Annual General Meeting to be adjourned. CARRIED 4 | P a g e Regular Membership Meeting 9. Festival Updates (John Brooman) New OFN members were highlighted. John encourages each member present to share their highlights. Many members introduced themselves and provided a quick update of their festival, event or fair. Johanne, Capital Pride, new organization, looking for new partners; Richard – Scottish Society, Hogmanay, 2 other small events, looking to expand – all things Scottish; Palestinian Festival – 17,000 people attended this year; Holly – Hope Volleyball – music and volleyball, expanded a winter event indoor event , 34th year; Kevin, Sparks Street – 25th busker festival; Isabelle from Italian Week – new Board members, willing to partner; Arboretum – arts festival, moving to city hall 3rd week of August; Kelly – Animation – celebrated 40 years, 3rd week of Sept CFI this year venue challenge, doing a bit of lobbying archive building – requested others to join lobby; Chamberfest – Peter, coming out of really challenging year, increased programming by 50% last year; Dale Green – Richmond Fair 172ndyear; Patrick, 2nd year, Irish Film Festival, arts court; Dragon Boat people from China this year. 10. Update on Programs and Services (Ottawa Festivals staff) Carole Anne and team gave a short presentation on the highlights of the past year’s successes and an update on current programs and services. 11. Other Business Discussion surrounding Library archives Canada was had and several members were interested in moving forward with additional advocacy. No other new business was presented. 12. Adjournment (John Brooman) Motion: To adjourn the meeting. Peter MacDonald/Richard Fleming CARRIED Member Social – 6:30 PM Immediately following the Membership Meeting 5 | P a g e .