Avabf Directors Meeting

Avabf Directors Meeting

AVABF DIRECTORS’ MEETING

November 5, 2012

Minutes

6:35 pm Call to Order by Rose

In attendance: Rose Stevenson-Davidson, Angela Pelton, Lindsay Young, Blair MacMurtery, Phyllis Crowe, David Cunningham, Lisa Mitton, Greg Miller, Cathy Whynot, Dwight Whynot

Regrets: Greg White

Minutes of Meeting – Moved by David, Seconded by Angela, to approve the minutes of the October 2012 board meeting as presented. Motion carried.

1. Business arising from minutes

- Lisa, Lindsey, Phyllis accepted board positions. Greg White will do Children’s Parade

- Twinning Liaison – not yet complete

- ABF Advisory Board/Sponsorship – no advisory board members are returning; no one yet to fulfill Sponsorship Directors’ role.

- Computer/donation (Angela) – letter ready but not yet sent.

Old Business

- none

Reports:

Phyllis: Correspondence presented & discussed

Greg: submitted. Moved Greg/Angela to change signing officers to any two of President, Treasurer, and Secretary (Rose, Greg, Phyllis). Motion carried.

Angela: submitted

No other reports: As this is the first meeting of the ‘new’ 2012-2013 Executive, reports were waived, unless there was a Director who had a report to make.

Moved Greg/Angela, to adopt reports as presented. Motion carried.

Other Business:

1. BOD Commitment Letter – distributed, signed, witnessed. To be filed in office

2. Establish roles/ responsibilities for Directors. Angela Pelton: Leadership, Lindsey Young: Community Liaison, Lisa Mitton & David Cunningham – Events (primarily Grand Street Parade), Greg White (primarily Children’s Parade), Blair MacMurtery – Transportation, Greg Miller – Treasurer + Events Team, Phyllis Crowe - Secretary

3. Change board meetings – Moved Angela/Lindsey to change regular board meetings to the first Tuesday of every month (instead on Mondays). Motion carried.

4. Timelines Nov-Jan (to start)

Discussion of how it works. Please send updates, changes to timelines, to Phyllis so the office will have

an up to date master list. Note that the Events Team has its own Blueprint. Please review your own timeline for Sept, Oct, Nov & report on progress at next meeting.

5. Transition plan and training (new directors): New directors should direct questions to the executive or to returning board members. Each new board member was linked with a specific mentor.

6. By-Law change last year: plaque re legislative approval for change was circulated. Phyllis to send new Bylaws to everyone.

7. Vice President + Culture/Twinning + Sponsorship portfolios are still available.

Vice President: Rose can’t return as President next year as she is moving due to job changes so it is critical that we find a VP.

Sponsorship: needs to be done now & ideally should be worked on at least a year in advance. Culture includes: Temp Tattoo, Mascot, and Passport to the Valley, as well as twinning with the Goosnargh & Whittingham Whitsuntide Festival

8. Website: Prior to next meeting, please e-mail your bios to the office and have new photos taken. Contact Jason Calnan to arrange for your photo. 542-0797; 459 Main St Wolfville;

9. Vacant board positions: Rose is meeting with Len Hawley. He may have suggestions.

10. President Absence: Surgery Dec 12th, then 8 weeks off.

11. Publicity: Cathy Whynot & Dwight Whynot applications were presented and both were excused from the meeting. Qualifications & experience discussed.

Moved Greg/Angela to accept Cathy Whynot as Director of Publicity. Motion carried.

Moved Angela/Blair to accept Dwight Whynot as Director of Publicity. Motion carried.

WELCOME! to Cathy & Dwight, our newest board members!

12. Sponsorship: In the absence of a Sponsorship Director, all board members to bring names, addresses, e-mails, phone #s to next meeting. Office Manager will send letters. Then we will split the calling. Work as a committee of the whole for now. We need sponsors for fireworks, parades, band fees, etc.

13. Phyllis to check on progress of current grant applications. GregM has Atlantic Lottery grant application.

14. Gaps in Grand Street Parade: Lloyd Smith/Gary Long – Town Criers – will help with this.

Discussed problems & potential solutions. Will monitor as ABF weekend approaches.

15. Publicity/generate interest/let community know we need help… discussed posting minutes on Facebook, sending to interested parties, posting on Website. No specific action agreed upon.

Meeting wrap up/ Adjournment: Moved by Blair. Adjourned 7:42 pm

Next regular meeting: Tuesday 6:30 pm, December 4, 2012 @ Valley Communications Building- 217 Belcher Street, Kentville, NS