MAHONE BAY FOUNDERS SOCIETY Financials and Annual Reports 2019-2020 from April 1, 2019 to March 31, 2020 Virtual Annual General Meeting June 16th, 2020 7pm 1 Table of Contents (Click an item below to view the option to go to the item automatically and then click the blue text) Agenda .................................................................................................... pg. 3 Minutes of AGM 2018-2019 ................................................................... pg. 4-5 Financials Financial Review by Jan Kaye ……............................................ pg. 6 Financial Statements 2019-2020 ................................................ pg. 7-14 Operating Budget 2020-2021 ...................................................... pg. 15-17 Annual Reports Report of the Board ….................................................................. pg. 18-21 Manager’s Report ……….............................................................. pg. 22-27 Financial Committee Report ....................................................... pg. 28 Communications, Marketing, & Publicity Committee Report... pg. 29-30 Human Resources Committee Report ........................................ pg. 31 Buildings and Grounds Committee Report ................................ pg. 32 Volunteer Committee Report ...................................................... pg. 33-34 Fundraising Committee Report .................................................. pg. 35 Accessions Committee Report ..................................................... pg. 36-37 Nominating Committee Report ................................................... pg. 38 2 MAHONE BAY FOUNDERS SOCIETY 2019-2020 Annual General Meeting AGENDA 1. Motion for Approval of the Minutes of 2018-2019 AGM Tuesday June 11, 2019 as circulated and opportunity for Business Arising from Minutes 2. Motion to Appoint Jan Kaye to Review Finances of 2020-2021 3. Motion for Acceptance of the Financial Statements for 2019-2020 as presented 4. Motion for Acceptance of the Operating Budget for 2020-2021 as presented 5. Motion for Acceptance of the Annual Reports as presented, including the Report of the Board, Manager’s Report, and Committee Reports 6. Motion for Approval of the Report of the Nominating Committee and Elect the list of Board of Directors as presented 6.1 Motion to Appoint Anne Palfreyman as Chair of The Mahone Bay Founders Society, Kody Dagley as Vice Chair, and Doug Snyder as Treasurer 8. Other Business 9. Adjourn 3 MAHONE BAY FOUNDERS SOCIETY Minutes from 2019 Annual General Meeting Tuesday, June 11, 2019 at 7:00 p.m. Mahone Bay Centre Board members present: Anne Palfreyman (Chair), Jen Scott, Bill DeGrace (part meeting), Anne Ruel, Kody Dagley, Ange Phillips, Liz Ross, Gary Silliker Regrets: Michael O'Connor, Kirsty Cousins (Bookkeeper), Randy Sherman Anne Palfreyman called the meeting to order with a welcome to the members and outlined the evening's schedule. 1. Approval of the Agenda It was moved and seconded (Gary Silliker, Kody Dagley) that the agenda is approved. All in favour, Carried 2. Approval of minutes of last year’s AGM of June 12, 2018. It was moved and seconded (Sidney Lang, Jenn Scott) that the minutes of last year’s AGM of June 12th are approved as circulated. 3. Business Arising from Minutes (none) 4. Report of the chair (Attached) Anne Palfreyman gave a summary of the purpose and mission of our Museum and provided a slide show of work of museum in the community and highlighting the past 40 years of the society. Anne introduced prospective new board members and thanked the current and outgoing board members for their work over the past year. The full report is attached for reference. 5. 2018-2019 Financial Review and Appointment of Financial Inspector for 2018-19 (attached) Liz Ross (Treasurer) provided the report. It was moved that we appoint Jan Kaye to review the finance reports for MBFS (Sherry Hobbs, Gary Silliker), all in favour, carried. Liz extended her thanks to Jan Kaye for undertaking review of financial documents and for providing assurance of their accuracy. 4 6. Financial Statement for 2018-19 (attached) Accounts reported to be in good order by Jan Kaye. Liz Ross outlined the ups and downs of the past year that had resulted in a deficit on the accounts. She expressed her thanks to Kirsty Cousins for all her help over the past year in explaining the financials to her as she gradually learned the role and set up of the organisation accounts. It was moved (Ange Phillips, Gary Silliker) we approve the financial statement as presented. All in Favour, Carried. 7. Budget 2018-2019 (attached) Liz Ross presented the planned budget for 2019/2020. It was moved (Ange Phillips, Gary Silliker) we approve the financial budget as presented. All in Favour, Carried. 8. Manager’s Report (attached) Lyne presented a slide show summary of activities carried out throughout the previous year which saw 6530 visitors to the museum. A very detailed report of activities throughout the year is attached for reference. 9. Building and Grounds Report Gary Silliker gave a brief update on the buildings and grounds including updates in past year and a forward look at what will need to be undertaken over the next 5 years. 10. Report of the Nominating Committee Kody Dagley presented the report for the nominating committee which is attached for reference. Kody Dagley moved to accept the report and seconded by Ange Phillips. Kody Dagley moved that Anne Palfreyman be appointed as Chair of The Founders Society. Sherry Hobson seconded. All in favour. Carried. Kody welcomed the new board members Judi Lancaster, Sherry Nice, and Randy Sherman and thanked board members who were leaving their positions (Ange Phillips, Bill DeGrace, Jen Scott) for their work. The returning board members are Anne Palfreyman, Anne Ruel, Kody Dagley, Gary Silliker, Michael O’Connor, and Elizabeth Ross. Motion to accept Kody Dagley, second Ange Phillips– all in favour. 11. Home and GardenTour Karen Pinsent gave an overview of plans for this year’s Home and Garden Tour due to take place the week first weekend in July. 12. Adjournment: motioned by Anne Palfreyman seconded Gary Silliker at 7:58pm 5 Financial Review by Jan Kaye 6 MAHONE BAY FOUNDERS SOCIETY FINANCIAL STATEMENTS (INCORPORATED UNDER THE SOCIETIES ACT OF NOVA SCOTIA) UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED MARCH 31, 2020 MAHONE BAY, NOVA SCOTIA 7 8 Chair: Treasurer: Date: 9 10 11 12 13 14 Operational Budget 2020-2021 MAHONE BAY FOUNDERS SOCIETY Budget for 2020-2021 REVENUE Gov 10% Temporary wage subsidy 992.32 GOV CEWS 10,409.60 CMAP Grant 17,966.00 Town of Mahone Bay 7,750.00 MODL Operational Grant 3,000 Childrens Programs Grants (MODL) 500 TOTAL REVENUE - GRANTS 40,617.92 Research Donation 100.00 Zwicker Donation 1,130.00 Holiday Card Donations 20.00 Donation Box 0.00 Membership Donations 1,800.00 General Donations 2,200.00 Project Donations (Covid) 500.00 Friends Campaign Donations 500.00 TOTAL REVENUE - DONATIONS 6,250.00 Home and Garden - Tour Tickets Home and Garden- Advertising Granny's Attic MB Yard Sale Heritage Dinner Tickets Heritage Dinner Silent Auction (incl live auction) Our Best To You Food Sale TOTAL FUNDRAISING EVENTS 0.00 Retail Sales 1,000.00 Digital Cookbook Fundraiser 100.00 Membership Fees 600.00 SUB-TOTAL OTHER REVENUES 1,700.00 TOTAL REVENUE 48,567.92 15 EXPENSE Manager Salaries (inc vac pay) 16,359.20 Winter Manager Salary 3,182.22 Managers EI Expenses 361.90 Managers CPP Expenses 781.11 Sub-total Manager Seasonal Payroll 20,684.43 Student Wages (Vac Pay) Student Wages - additional week (2) Student EI Expenses Student CPP Expenses Sub-total Student Wages 0.00 TOTAL PAYROLL EXPENSE 20,684.43 Postage Office Supplies and Equip 800.00 Covid related upgrades/supplies 1,800.00 Telephone and Internet 1,700.00 Printing General Advertising Bookkeeping Fees 2,200.00 Depreciation 200.00 Bank Charges 350.00 Exhibits & Collections 350.00 Children's Programming supplies 500.00 Professional/Subscription Fees 210.00 TOTAL OPERATIONAL EXPENSES 8,110.00 Grounds Maintenance 750.00 Building Maintenance 1,200.00 Security 268.75 Insurance 3,400.00 Directors Insurance for MBFS 546.25 Taxes & Utilities 7,750.00 Heating Oil 4,000.00 TOTAL GROUNDS EXPENSES 17,915.00 16 Friends Campaign Exp Our Best To You Exp Home and Garden - Marketing Home and Garden - Printing Volunteers Reception Exp Grannies Attic Exp Raffle Exp Heritage Dinner Exp Heritage Dinner Fundraising Exp TOTAL FUNDRAISING EVENT EXPENSES 0 Retail Exp 300.00 Membership Drive Exp PayPal Fundraising Expenses 150.00 Zwicker Funds Project Exp 1,130.00 OTHER FUNDRAISING EXPENSES 1,580.00 TOTAL EXPENSE 48,289.43 NET INCREASE 278.49 17 Mahone Bay Founders Society Report of the Board to the AGM 2019-2020 Submitted by: Anne Palfreyman, Chair of Mahone Bay Founders Society The Mahone Bay Founders Society’s main function is operating the Mahone Bay Museum. The board approved the new mission statement of the museum at the January 28th regular board meeting. It states: “The Mahone Bay Museum protects and provides on-site and on-line access to the history of Mahone Bay Area to prevent it from becoming forgotten or lost”. Mahone Bay Area is defined geographically, with a focus on Mahone Bay, Blockhouse, Clearland, Mader’s Cove, and Oakland, and lays out acquisition terms to ensure only relevant objects are in our collection. This report is on how the Founders Society achieved this mission during the past year. Each of our active committee chairs has provided a year-end report. Due to COVID-19