AVABF Board of Directors Meeting
November 5, 2013
Call to Order by Past-President Rose Stevenson-Davidson @ 6:36 pm
Present: Rose, Angie, Blair, Dwight, David, Lisa, Greg M. and Gary.
Regrets: Phyllis, Greg W., Cathy and Lindsay
Minutes of October 1, 2013 meeting: No errors or omissions
Motion to approve the October 1, 2013 minutes: Motion by Dwight. 2nd by David. Motion carried.
Business Arising from the Minutes: None
Reports:
Vice President (Dwight): Verbal report- Has received documents/ information on new role with the ABF board. Future plans to meet with President and Past-President for transitioning.
Past President (Rose): Report was previously circulated. No questions.
Treasurer (Greg M): Report was previously circulated. Motion by Greg M. to work with last year’s budget until the 2013/2014 budget is approved. 2nd by Lisa. Motion carried.
Guest Presentation:
Superintendent of Southwest Nova R.C.M.P. - Sylvie Bourassa-Muise
· Review of RCMP responsibilities with respect to ABF. (Core vs. Non-Core)
· Discussion re: Public Funds, accountability and engagement opportunities
ACTION: Angela and Blair to review ABF Leadership Itinerary and provide a proposed plan for the 2014 Festival.
Reports-Continued:
Secretary/Office Manager (Phyllis): Report was previously circulated. No questions.
Leadership (Angie): Report was previously circulated. No questions. ACTION: Please forward entertainment suggestions for coronation to Angie’s attention.
Transportation (Blair): Verbal report- Reinforced the key points delivered during the presentation from Superintendent Sylvie Bourassa-Muise.
Events (David/Lisa): Report was previously circulated. No questions.
Children’s Parade (Greg W): No report.
Community Liaison (Lindsay): Expression of Interest for ABF Official Opening and Valley Tea has been distributed to ABF Community Representatives via e-mail. Deadline for submissions is December 13, 2013.
Publicity (Cathy): Verbal report given by Dwight. Updates to Facebook on a regular basis. DSWN information has been updated for 2013/14. Met with TC Media today to discuss SE 2014. Also met with Chronicle Herald on same date to discuss partnering opportunities for 2014. ACTION: Please add Publicity proposal discussions to the December agenda.
President (Gary): Verbal report- Has received documents/ information on new role with the ABF board. Future plans to meet with Vice-President and Past-President for transitioning.
Motion to Adopt Reports: Moved by Angie. 2nd by Dwight. Motion carried.
New Business
1. Correspondence: Letters/ e-mails were reviewed from Roll-up Canada, DSWN, TC Media and Agropur.
2. Motion to Approve New Signing Officers: Gary Long and Dwight Whynot and to remove Rose as a signing officer. Greg M. and Phyllis will remain signing officers Motion by Greg M. 2nd by Blair. Motion carried.
3. Board of Director Commitment Letter: Nine letters were signed by ABF Board members and ABF Executive for 2013/14.
4. ABF Website Bios/Pics: Reminder to update bios and have photos taken ASAP.
5. Establish roles/responsibilities for Directors: All directors will maintain portfolios from 2012/2013 with a few minor exceptions. Gary: President, Dwight: Vice-President and Rose: Past-President.
6. Transition Plan & Training for New Directors: ACTION- Gary, Dwight and Rose will scheduled a meeting to discuss new directorships and proposed learning, once resource material has been reviewed.
7. Sponsorship & Cultural Director Recruitment: ACTION- All directors to brainstorm possible recruits and advise Executive of potential contacts.
8. Rotary publication and Sponsorship Mail-outs: There are positive benefits in continuing this effort for 2013/14.
9. K-Rock proposal: Proposal has been received and will be discussed at December meeting.
10. AVR proposal: ACTION- Dwight to schedule meeting with Andrew Johnson. Proposal to be prepared in time for discussion at December meeting.
11. Official ABF Crier: Lloyd Smith will continue in this role.
12. Suggestion/Feedback: Look at opportunities to explore more ABF activities for the time period between Children’s Parade and GS Parade.
13. ABF Monthly Meeting: Motion- To change the ABF monthly meetings to the 1st Monday of each month. Motion by Lisa. 2nd by Angie. Motion carried.
14. December Meeting: Will be held at David’s home. 5:30 pm start. Potluck.
15. Events Proposal: Contact information for Danny Frame was given to Events committee re: Strongman Competition for 2014.
16. Invoice for Greg Griffin: ACTION- Greg M. will contact Lloyd Smith to follow-up on redirecting payment. (Re: audio systems at the Coronation Ceremony)
Next Meeting: Board of Directors- Monday, December 2, 2013 @ 5:30 pm.
Adjournment: Motion by Angie @ 8:20 pm
Recorder: Rose Stevenson-Davidson
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