September 20, 2010
Board Meeting W.B. George Bldg. 6:30 PM
Called to order 6:30 PM
Present:Tony Desnoo, Kim Link, Hans Vink, Doug Dulmage, Paul Henderson, Cathy Baldwin, Mac & Sue Johnston. Ron Burgess, Norm Blodgett, Liz Forbes, Joe McGahey, Sharon Blanchard.
Absent with regrets: Stephanie Hill-Nicholls, Isabel Kinnear, and Heather Stewart.
Welcome to all by Tony. Introductions all round for the new board Members.
June 7, 2010 Meeting Minutes. Motion by Hans Vink and seconded by Mac Johnston to accept the minutes as amended. Carried.
AGM minutes second draft as Mac corrected some of the info about the dairy barn before this meeting. Motion to accept the second draft of the minutes by Sue Johnston and seconded by Paul Henderson. Carried.
No business arose from the minutes.
Treasurer’s Report
The report from the Accountant un-audited to the end of July 2010 was handed out by Doug. He suggested that it was time for him to resign since the report was complete. Tony thanked Doug for all of his time giving to the Alumni. Doug will be meeting with the accountant to ask several questions. Motion by Norm Blodgett to table the report until next meeting. Approved by all.
New Business
A new Treasurer is needed. Doug Dulmage nominated Kim Link. She accepted the nomination. Motion by Norm Blodgett to close the nominations. Seconded by Paul Henderson. Carried. Kim Link is the new Treasurer. The signing officers on the account will remain the same Kim Link, Liz Forbes and Doug Dulmage. Two of the three must sign all cheques. The bank location will also remain the same. The Chairman, Tony Desnoo welcomed Kim Link as the new Treaurer.
Do we need to nominate a second vice President? No the position was eliminated at the last retreat. The Secretary will rotate next year.
Future meetings with meal at 6:00 PM are Thursday, November 4, 2010, Monday, February 7, 2011, Monday, April 4, 2011, Monday, May 27,2011 at 5PM after graduation, Monday, October 3, 2011. This later because of Plowing Match. Doug will order the meals and reserve the meeting room.
Volunteers are needed to speak to the graduating classes in March on behalf of the Board to select year reps. A job description of the duties we expect them to do is needed. Mac agreed to write one for the November meeting. Both Mac and Paul volunteered to go to the classes after Christmas. Liz will find which core class is the best to go to. All programs should be done. We have to sell the Alumni to the students and maybe a short CD and colour pictures are the best to twig the students now not just talking. There is also the Website that we can talk about.
We will need student representation from the Student Council and the Royal Committee to attend our Board meetings.
Letter was received from Peggy Barr to ask if the Alumni would help fund the nomination of Director Barr for induction into the Ontario Agricultural Hall of Fame. Total cost is $xxx.xx. The Seed Growers have given half of it. Motion by Doug that the Alumni Board pay the other half. After some discussion we agreed that it was for a good cause. Kim seconded the motion and it was carried.
Working Groups
Alumni Weekend We Had a good turn out this year with 200 for the Banquet. We made money but will wait until next meeting to out how much. It was very difficult to get year reps to attend the three meetings to organize the event. There was not a lot of input by the Honour years due to this lack of support. Some would like to see a shuttle service from building to building. We should strive for quality not quantity. The golf tournament at Equinelle Golf Course on Friday, August 27th at a cost of $40.00 for 9 holes and carts were available for $20.00. 17 people participated The golf course gave coupons prior to playing for hot dog and a bag of chips. Edward Jones gave a sleeve of balls. No other awards were given. The golf tournament was break even as the golfers paid the course.
Historical A person dropped off memorabilia from his father from during the War Years 40-41. Doug placed it near his office so he could go through it. In May Hans would like those who can to stay over after graduation so that the vault could be gone through and sort the items in there. A paper recycling bin will be needed. Liz will check into this.
Events The Alumni hockey tournament will take place March 11, 2011. Ice 1 we will have from 8-3:50 and Ice 2 we will have from 8:30 to 4:20. The total will be $X,XXX.XX and must be paid for March 1, 2011. The deposit needs to be put down tomorrow. Doug will do this. Doug to also check on the number of days needed for cancellation. It has been suggested by Doug that a new working group should be put in place. This has been differed to the Nov. meeting.
The Foundations fundraiser Harvest Fest dinner and auction is on October 23, 2010. Tickets are $40.00. Mac has tickets. If you plan on going please let him know.
Website Sue has changed the front page and is keeping the information updated.
Fundraising Dairy Barn The new director wants it up and running by December with the main opening during the Royal. The fundraising has been completed. The foundation still has not wrapped up their campaign but will do so very soon.
Contact II Any photos and articles should be sent to Sue who is helping arrange them. It was very late due to the fact that it is not the principal job of the person overseeing the arranging. Looking at sending it by email in the future. There is a 6 month position for Alumni Development to see what can be accomplished.
Awards There will be a meeting at 4PM Nov 4, 2010 before the next Board Meeting.
Board Issues
Pins need to be ordered for graduation and the bookstore has been the cheapest. Doug will investigate the possibility of ordering them with the crest that is on the our vests.
Norm says that for the Alumni and the Foundation fundraising is an art and must be set up properly to get the results needed. We need to know where we are going, what are we to do, and where are we going to go to get results. Both organizations need to be prepared for the best results?
The Foundation and the Alumni should share the Hospitality Room at the Farm Show so that it is seen as we are helping each other. Norm and Mac are to bring this to the next Foundation Meeting.
Motion by Norm and seconded by Kim to adjourn the Meeting at 8:40 PM.
Next meeting is Thursday, November 4, 2010 at 6:00 PM at W.B. George Building