Midterm 2015 Meeting Minutes
Call to Order: 8:31am
In attendance: Al, Cathleen, Dan, Jeff, Kim, Tom, Amber, Lucia, Len, Shawn, Cameron, Corie, Kelli, Ben, Glenn, Hillary, Denea, Pat, John, Angela, Susan, Dean
With Regrets: Margo, Tera, Jeanette, Janette, Blair, Blair, Michelle, Tony, Harvey, Edith
Guests: Mike McMurray (District Convention Chair), Terri MacCannell (Association Director) and Rob MacCannell
O Canada: Party Rockin team
Moment of Silence
Kin Song—break into 4 groups to sing rap, gospel, country, and 80’s rock
Address to the Chair: Govs Cathleen & Allen Being YOUNG is better than being OLD
Governors’ Welcome!
· Cathleen welcomed the team, encourage everyone to take notes and explained that guests will be coming
Introductions:
Everyone introduces the person on their left
Guests – Terri McCannell/ National Director
Mike McMurray/ Stony Plain Convention Chair
Party Rockin Team- Corie & Dan
Additions to the Agenda - nil
Approval of the Agenda – motion to approve by Cameron, second Angela
Approval of Pre-Term Minutes – motion to approve pre-term minutes Kelli, second by Hillary
Old Business
Coordinator – Susan Dickson – Weekend plans
Secretary - Denea Parker
· Please submit reports in full report form by April 15, 2015
· Asked that team not just forward emails but take the time to create a document to send
Public Speaking: One minute speech
Topics – What Kin means to me
The project I’m most proud of
Favorite Kin Moment
Wellness Break 10:30-10:45
Deputy Governors Reports
v Zone A Allen Martin
o All reporting and filing is done
o Installations are all complete
o Working on spring zone meeting; Spirit River is scheduled however not confirmed yet
o Amendment to agenda: The report that is printed in the bulletin is specific to Fort St. John and does not is not reflect a full zone update
v Zone B John Tse & Angela Jenkins
o Kinettes - are filed, installations went well, follow up meetings scheduled in February, Camrose does not talk to anyone, Leduc lost a few people are but doing okay, Leduc and U of A are doing really well
o Kinsmen – Irma has not filed or paid dues, Wetaskiwin has had some issues, Wainwright is doing really well, Provost had corporate Christmas, Camrose had radio auction and Oktoberfest was a really good time, Leduc is working with RCMP for a hockey tournament, Edmonton has a sold out concert for February 7
v Zone C Allen Martin
o All reporting and filing is done
o Spring zone set to be in Fort McMurray
o Report as printed
v Zone D Tera Blake & Len Sisco
o Len has taken over for Kirk, Kirk has been having great success with his business and simply did not have time to fulfill his duties
o Len has been able to get out and visit or connect by phone to some clubs in his short time
o Some big projects underway in the zone – skateboard park, calendar, dinner and Diamonds held in Rocky over the weekend, annual dream home project in Red Deer, annual food bank work bee at Red Deer
o Tera’s report as printed
v “O” Zone Hilary Thorne & Glenn Head
o Kinettes - Report as printed, clubs have seen lots of growth, a couple smaller really community based clubs, one club had 2 walk-ins attend a meeting, lots of upcoming events, correction to printed date of 50th anniversary (actual date is April 11, 2015)
o Kinsmen – Report as printed, Vulcan is hosting a soapbox derby, some of the club are challenging and need to be actively pursued in order to get anything from them (Vulcan, Drumheller, Hanna), upcoming Calgary events (90th anniversary), Stampede City (Cancer Care Ride and Lobsterfest), late report received from Strathmore (membership at 5, donations at $2600), Bassano becoming a Kin club
v Zone F Amber Standen & Tom Simpson
o Kinettes – The girls in Zone F are fantastic:
§ Medicine Hat - getting ready for Feb 7 LNO (Old Hollywood) and building a large high wire park in Elkwater, lots of new members and good energy
§ Brooks – LNO March 28 Times Gone By
§ Claresholm – February 2, have Rob Nash coming in
§ Milk River – going to visit February 17,
§ Lethbridge – LNO on March 7 Always a Bridesmaid Never A Bride, president has had to take a leave of absence, doing a lot more with Lethbridge Kinsmen
§ Coaldale – very successful LNO, just opened a park, sponsored family skates, Milk River attended the LNO
§ Hosting Leadership Seminar on February 15th at Lethbridge Therapeutic Riding Association
§ Spring Zones March 14th in Medicine Hat
§ Fellowship night in Taber on January 31
§ LNO Passport
o Kinsmen – report as printed, membership has been getting cleaned up, communication from presidents has not been too bad, Tom has been sharing newsletters with his clubs, Coaldale picked up a tourism award last fall, Brooks hosted their first Men’s Night Out, Lethbridge has inaugural Mardi Gras, Leadership Seminar set for February (has had some mixed reaction), Zones being held at kinplex in Medicine Hat on March 14
v Zone G Ben Van Vulpen & Kim Bedry
o Kinettes – report as printed, everything is going well, have not been able to connect with Edson, Drayton Valley is looking for some support from Membership Director to increase membership from 4 members, membership growth in St. Albert, stolen toys from c-can in Hinton brought the community together to get the kids the presents, superzone being held in Jasper (superheroes and villains)
o Kinsmen – report as printed, still need to install a couple of clubs, clubs are doing pretty good, St. Albert updating Kin hall and seen increase of membership
Risk Manager Report – Kelli Pollock
· Insurance reporting and filing is done
· Ensure that events are run safely and that risk management continues beyond filing
Treasurer Report – Shawn Morton
· Pin money – will be collected and given to Cam so one deposit comes to Shawn in on deposit
· Dues are paid except for Irma
· Plugged event Ceili’s Irish Gala on February 14, if we want to come he can probably slip us in the backdoor
Past Governor / Awards - Pat Dower
· Awards brochure is one the website
· Individual and club awards are equally important; highlight achievements by ensuring nominations come forward
· DG’s going into zones – follow the awards protocols to the letter as there was an appeal last year
· There are so many awards that clubs do not apply for
· Ask for help from Executive if you don’t understand
· Reviewed Outstanding Zone Award Affidavit
· Awards are prestigious and should be taken seriously
· Have an impartial party review awards with you if you need to; it’s a good idea to ensure decisions are impartially decided
· Trying to get a service or Kin ambassador award named in honour of Mickey Boyle
· Public speaking – hotel, flights and hotel are covered by National for the two best speakers in the District
Foundation Report – Angela Jenkins
· Recruiting for the District 4 Foundation council
· AGM is going to be held as a breakout session
· Need representation from clubs that have or are using funds from the foundation, if club cannot attend then the DG needs to attend, business cannot happen without, also requesting that Governor attend
Spring Zones
Dates/Locations
o Zone A – offered the option to participate in Superzone
o Zone B – March 13 in Jasper (Superzone)
o Zone C – offered the option to participate in Superzone
o Zone D – working on dates with a potential host club
o “O” Zone – March 28th in Bassano (Mardi Gras theme), posters are made, rough agenda is drafted, at the Elk’s Hall, cost is $40.00, snacks and lunch, cheques are sent to Bassano, can register by email
o Zone F – March 14th in Medicine Hat
o Zone G – March 13 in Jasper (Superzone)
Agendas
o Refer to powerpoint in the conferences and meeting sections of dropbox
Resolutions
o Will know more after lunch after Terri’s presentation
Protocol
o Host clubs to notify national to ensure event insurance is covered as zone’s do not have insurance
o Follow the same protocols as other Kin functions
DG Recruitment
o Recruiting incoming DG’s is critical
o Actively consider and seek out potential runners
Requirements for Zones:
o Wear your Young Gunz shirt at Zones;
o Pick a rules of order chair and delegate a secretary
o Time cards for public speaking and rules (current criteria) 2 winners can move forward to Districts.
o Ensure that the forms for the incoming DG’s to sign are available
o Work with the host club to make the event fun
o Send invites to Executive Members that you would like them to attend
o Executive send reports to DG’s as soon as possible for Zone bulletins. Some reports can be modified from mid-term reports.
LUNCH (12-12:30)
FLC Financial Reports:
High River Kinettes –budget in bulletin
Brooks Kinsmen – club absorbed a loss, this was planned and approved ahead of time
Makin Love – Financial Report – Pat Dower
o Pat presented budget
o $9003.19 revenue in general account; brings total service funds to the $30,000-$40,000 range
o Part of the reason for the reserve is because a larger amount for DG travel to National
o Pat encourages future teams to allow for a Kin Education budget to cover costs of Kin Education at District Convention (i.e.: amazing race style kin education)
o Pat will send email final budget to team
Service Director Report – Cameron Kemp
o Encouraged online service reporting; clubs can enter one project at a time or in a large block
o Lac La Biche Kinettes have already input 12 reports this year, High River had 9 projects input into online reporting
o Encouraged clubs to fulfill their commitments if cheques have not been issued for STARS, HREF, CF, etc…
o Consider adding donations to zone agendas and ask clubs to bring their cheque book
o Service pins – everyone got 12, get the money to Cam before District
o Cam needs pictures and information about projects so that the service presentation can be different; wants to engage people in the presentation to share their successes
o Share one phenomenal event with Cam
o If you have someone in the club who usually takes all the photo and acts as photographer Cam would love to work with them
o 93 clubs have registered for National Day of Kindness – would like to see even more clubs participate than last year; get registered and get your kit
o Blood Services partnership; Blood Services will be getting in touch with designated club champions in the next few weeks; blood donations will be tracked by an assigned registration and club numbering system, further information to follow
Membership Director Report – Dean Faithfull
o Report as printed
o District 4 has lost 193 members since June, but have added 175 to make a net loss of 18; this is good news
o Seen many clubs cleaning up their rosters and purging members who are not active or contributing
o O Zone has seen a significant increase as a result of the U of C Campus Club
o Dean will be sending a membership program to team in the next few weeks – K.I.N. Recruitment Program (Kinnect, Invite, Nurture)
o Will be drawing for a trip to Las Vegas (flight and hotel) for incentive for recruitment; every member you bring will earn you an entry into the draw; will be seeking sponsorship, this incentive won’t cost District a dime; details coming soon; will be considering all members brought in from the start of the Kin year
o Goal is to outdo the growth in Cam’s year –
o Remember that new members are not recognized until they are registered. The names for the draw will be based on the sponsor list from national.
o Looking at the best way to do the draw and promote the incentive program; send ideas to Dean
Kin Kollege – Dean Faithfull
o Summary of last year (September) – sold out quickly (before the due date),
o Looking at scholarship program – incentive to attend and to increase participation
o Interest is spreading across the country, governors from two other districts came and attended last year; curriculum was shared
o Booked for last weekend of September 2015 (25th, 26th and 27th)
o Looking at developing how the coordination of it will happen going forward
o Looking at growing the program (maybe one north one south)
o Have developed a legacy fund, contributions made by 4 clubs (Edmonton, Calgary, Stampede City, Leduc)
o 24 person capacity for sleeping, games room can hold extras
o Registration practices will begin with one person per club until a certain deadline
o Fees will remain $175; can be paid out of club gaming accounts
National Presentation – Terri MacCannell AD
National Kinvention Overview