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February 8, 2011

Board Meeting February 8, 2011 at W.B. George Building

Called to order 6:29 PM

Present: Sue & Mac Johnston, Cathy Baldwin, Kim Link, Doug Dulmage, Hans Vink, Tony Desnoo, Isabel & Don Kinnear, Ron Burgess, Audrey Baker, Stephanie Coughler, Dr. Claude Naud and Sharon Blanchard.

Absent: Norm Blodgett, Liz Forbes, Joe McGahey, Paul Henderson

Meal was served at 6:00 PM.

Introductions around the table for Stephanie and Dr. Naud. Stephanie is the new contract alumni development officer.

Motion by Mac Johnston to accept the Nov 4, 2010 minutes as circulated and seconded by Hans Vink. Carried

Business arising from the last meeting:

The difference in the accountant’s total balance variance between June 30 and July1, 2009. A letter was received by Doug to explain the difference. Everyone was given a copy and one will be kept with the minutes.

Treasurer's Report

Kim gave the board a summary of the finances written out and this will also be kept with the minutes. Question asked if all the past records have been given to Kim and the answer was no. When are they going to Kim? A deadline of May 1, 2011 was given. Doug is doing the GST rebate and wants to finish this first. There are 12 new students for the new year at the College. Doug asked Dr. Naud about the 50% from the College for Contact II. The bill that was sent to the College Sept. 2010. Dr. Naud will check into this. Also the request for the cheque from the sale of Alumni vests from three years ago using the bookstore VISA that has never been received. At the Foundation meeting last week it was announced that the application to nominate Dr. Barr has been approved. The Alumni will forward our portion of the fee.

Motion by Isabel Kinnear to accept the treasurer’s report as received. Seconded by Mac Johnston. Carried.

Dr Naud's Report

Dr. Naud presented about the fundraising for the Dairy Barn. $xxx,xxx was raised with a surplus of $xx,xxx. The fundraising committee at their meeting went back to the principles to see where the extra money would be allotted. As the Dairy Barn is for education and research, the money will be used for additional equipment relating to nutrition monitoring, animal care and health, milk component and quality analysis. Using part of the surplus for additional livestock is possible on the merit. The campus distributed a fundraising survey and hopes to have summary completed by the end of April. Before the Dairy barn may be used there must be animal and DFO certifications. Dr. Naud hopes by early to mid May that the official opening will take place. He is also hoping for an open house on Graduation weekend. There has also been a cost over run that happens when renovating older buildings and discussions are under way about this. Dec. 2 and 3 there were very good discussions with OAC, Alumni and Foundation about hoping to develop the letter of understanding with all three having a close working relationship. The OAC has many projects that need money and some will be filtering down to the College. Dr. Naud wants to begin planning the centenary project for the college. We will need a jingle and a project. In the clean up that Dr. Naud has begun he has found many very good pictures and feels that we should display these in a prominent place.

Alumni Development Officer's Report

Stephanie began her discussion by presenting us with a newsletter she developed about the Dairy Barn. There is a donor list on the back and will be developed and placed in a prominent place at the barn once completed with all donors. Of the 3,000 Alumni Stephanie has only 800 email addresses and even some of these are incorrect. Stephanie would like to roll out this newsletter by email and start to notify Alumni about current happenings at the College. Stephanie would like to see the College, Alumni and the Foundation all contributing to the newsletters. All Alumni info it is felt should stay on Campus and should be used by all three working together. Many pictures are displayed in the library is this a good place? Stephanie created a powerpoint presentation to be used to explain Alumni to current students and to be used at the OVFS.

Tony thanked both Dr. Naud and Stephanie for their presentations.

New Business:

Duties of Year Reps:

  1. To foster camaraderie among year members.
  2. To encourage support for Kemptville Campus U of G as it adapts to society’s changing educational needs.
  3. To prompt Alumni Association members to ensure their contact info is up to date by submitting any changes to KCRecord@kemptvillec.uoguelph.ca for amendment of the Alumni database maintained for us by the U of G.
  4. To encourage more year members to join the Alumni Association – it’s now free-to expand our Alumni network.
  5. To emphasize to all year members the benefits of submitting their e-mail address to allow more frequent communications at very low cost.
  6. To provide year and individual news to suejohnston@rogers.com for our website kcalumni.ca as well as the Contact 11 publication and an electronic newsletter.
  7. To identify and bring forward the name(s) of anyone in your year who may be interested in serving on the Alumni Association executive.
  8. To promote honour year participation in Alumni Weekend, distributing info well in advance using an address list provided by the Alumni Association and the Campus.
  9. To encourage year members to consider donating individual items and/or larger year item for the live or silent auction fundraisers at the annual Alumni Weekend banquet.
  10. To make appropriate Alumni Weekend arrangements such as reserving a common room for your year.
  11. To assist Alumni Weekend organizers in Saturday morning setup.
  12. During your Honour Year, to attend the Saturday afternoon Alumni annual general meeting and report news to your year members.
  13. Other related duties as may be requested by the association.

Motion by Hans Vink to accept these duties as presented. Seconded by Kim Link. Carried. Thank you Mac for the hard work.

Board Issues:

Members on committees will remain on them even if not on the Board. Unanimous. Minutes can be accessed on the website.

April 4 meeting is changed to May 3. Make sure food is cancelled for April 4 and ordered for May 3.

Confirm that there are enough Alumni pins for Graduation. Order more.

Motion by Hans Vink to adjourn at 9:15PM. Seconded by Kim Link. Carried.