Planning Meeting Agenda –  21 April 2005

 Seniors’ Association Centre
 56 Francis St., Kingston, ON.

Call to Order.

Introduce new secretary – Jack.

Roll Call of Officers.

Proposed Agenda.

Minutes of the Previous Meeting.
a) Errors or Omissions;
b) Discussion;
c) Motion.

Business Arising from the Minutes.

a)  Summer BBQ – Ron H.

b)  Office Rental – Reace.

c)  Preparation of Agenda items for Regional Meeting – Jack/Ron H.

d)  Sponsorship of Community Events – Ron H.

e)  National Office visit and Executive training – Jack.

Correspondence.

Financial Report and Bills.

Reports of Officers and Committees.

d) President;
e) Vice President – Admin;
f) Vice President – Operations;
g) Directors:   (Jack – do you see a need to list them all in the agenda, or should we just go around the table?)

New Business

h) Travel compensation for members of the Branch Board of Directors, motion – Ron H.

i) Change in meeting time?

j) 30 day plan;

k) 60 day plan;

l) 90 days & beyond;

  Next Meeting.   19 May 2005.

  Adjournment.
 

Minutes of Planning Meeting –  21 April 2005

 Seniors’ Association Centre
 56 Francis St., Kingston, ON.

Meeting called to order at 0935 a.m.

Introduce new secretary
Due to a dental appointment, our new secretary, Lois Frauendienst, was unable to attend today.

Roll Call of Officers.
Present:  President, Jack Julian; Past President, Bill Wornes; Vice President, Ron Henderson; Vice President/Director Benefits, Marlyn Convery; Treasurer, Jim Spencer; Directors – Rheal Garneau, Bill Greenley, Annie & George Healy, Donna Henderson, Reace Jackson, Mike Pastien, Kim Read, Gilbert Wilcox.
Absent:  Ron Aquino, Peter Convery, Lois Frauendienst.
Quorum established.

Proposed Agenda – reviewed and accepted.

Minutes of the Previous Meeting.
a) Errors or Omissions;
b) Discussion;
c) Motion – Moved, Marlyn; Seconded, Donna.
Passed

Business Arising from the Minutes.

a)  Summer BBQ – Ron H provided details from several venues he had checked out.  The consensus was to go with Rideau Acres Campground.  They will provide a choice of steak or chicken plus salads, dessert, tea or coffee at a cost of $14.00 per person plus tax.  We will charge members $10.00 per person.
Moved, Gilbert; Seconded, Reace.
 Passed.

b)  Office Rental – Reace advised he had spoken briefly with someone at Bell Park Golf course.  Apparently there is some vacant space upstairs at the office.
He will obtain more details later.

Bill Wornes advised he’d spoken with the Director of Finance for the Corps of Commissionaires - Richard Turner [634-4432 ex 101].  They have a building in Arlington Park Place with some vacant space coming available soon.  There is a good possibility we may be able to obtain this space.  More details to be provided.

c)  Preparation of Agenda items for Regional Meeting.  Ron H pointed out that if there is to be a Regional meeting this year, it would be in our best interest to speak to our regional director and inquire about adding agenda items.  Last year, we were, for the most part, rookies, and totally unprepared for the meeting.  This year, however, there are subjects we would like to see discussed on a regional basis.
Jack suggested four items he would like discussed:
Audited financial statements;
Definition of non-profit/not-for-profit organization and bank balances;
Branch boundaries;
Executive training; and
National marketing campaign.
Ron H proposed:
§ Discuss development of regional marketing/recruiting campaign;
§ Discuss development of regional marketing kiosks & material, which could be shared between branches;
§ During this “Year of the Veteran”, discuss forming an alliance, between FSNA and the Royal Canadian Legion, similar to that which the Association has with the “Congress of National Seniors Organizations”.  If accepted at the regional level, it could become an agenda item for the next FSNA Triennial Convention.

d)  Sponsorship of Community Events – Tabled for now.

e)  National Office visit and Executive training – Jack stated that, rather than try to arrange a  group visit, he was prepared to leave arrangement of a visit to National Office with any of those members of the board who may be interested in going.  If anyone feels a visit to their national counterpart would be of benefit, they should present their idea to the Executive team.  The Branch will fund any reasonable request.
 Executive training will be discussed with Bev at the next regional meeting.

Correspondence.  Bulletin to Branches 2005-03 was distributed.  It contained some items of interest to our marketing team.

Financial Report and Bills.  Jim distributed his financial report to 31 March 05.  (see attached)
Moved by Marlyn & seconded by Donna, that the financial report be accepted as circulated.
Passed.

Jack reported that in view of the recent reorganization and expansion of the Board of Directors, the Executive Team is working on giving the various directors a budget to work with.  He hoped to have it available for the next meeting.  There would also be a new quarterly financial report covering our first six months to show where we are in keeping with our projected budget.

Reports of Officers and Committees.

d) President – Jack thanked the organizers of the Westport luncheon.  It was well attended and appreciated.  He stated his next goal is to start working on transportation from the outlying areas to bring members to the AGM.  Many of our members don’t attend because they don’t want to drive after dark.  Jack advised he had an unavoidable conflict with the AGM date of 20 October.  It was decided to hold the AGM on Wednesday, October 5th, 2005.  Ron H advised he would confirm that date with Mino’s and report at the next meeting.  He repeated the AGM outline as proposed at the January 20th planning meeting.
Jack asked George and Annie how the phone committee was shaping up. George advised Ron H had provided a short list of volunteers but they needed more.  Marlyn pointed out we had no one from the Napanee or Gananoque areas identified for phoning and we may have to conduct a telephone recruiting campaign in those areas.  Jack proposed holding a meeting in Brockville to help George and Annie identify the various geographical pockets of our membership.  Jim S stated he could provide lists of members by postal code to help identify these areas.  It was decided to hold a meeting at the Blue Hen in Brockville, May 12th at 10:30 a.m.  Rheal asked to attend, and Jack suggested he would like Marlyn, Jim S, and Mike to attend also.
Jack announced he had an upcoming meeting with officials from the Seniors’ Association to discuss possible synergies between our two organizations.
e) Vice President – Admin.  Nothing to report.
f) Vice President – Operations.  Nothing further to report.
d)  Directors:
 Membership – Donna circulated the membership report (see attached).  She reported there are still 97 members who have not paid their dues for 2005.  Ron H recommended we wait until the end of May.  At that time we should discuss sending a personal letter directly to each individual member, requesting payment by the end of June or we would have to remove their names and cancel their membership.

 Branch Report – Bill requested that, as this will be their first attempt to put together the report, they would like all submissions in to them by May 1st .

 Marketing – Rheal reported he had enlisted his wife, Donna, to work on his team.  He stated that, according to National’s figures, we need an annual intake of about 8% just to break even.
 

Jack suggested that, as we have already planned for George and Annie’s phone committee, we should have a meeting soon to discuss marketing strategy with Rheal and his team.  Unfortunately there is just not enough time during the regular monthly planning meetings to get into detailed discussions of the various committees’ plans.  We are going to have to consider holding separate committee meetings and bring the findings and suggestions to the board are planning meetings.
 The meeting with the marketing team was set for May 26th at 10:30.  Rheal took the names of those planning to attend, and will advise the location
 
Facility – Reace reported he had investigated changing our meeting time at the Seniors’ Centre and they are pretty well booked for the afternoons.  Ron H suggested that, as there is a possibility we could be in our own space by June or July, for the sake of one month – May, we should leave the meeting time as it is.

New Business

g) Travel compensation for members of the Branch Board of Directors.
 Ron H proposed a motion for compensation; however, after some discussion, it was decided to table the motion until it could be reworded.  To be presented at the next meeting.

h) Change in meeting time held in abeyance for now.

i) 30 day plan;

j) 60 day plan;

k) 90 days & beyond;

  Next Meeting  09:30 a.m. 19 May 2005 at Seniors’ Centre

  Adjournment.  Jack moved to adjourn, seconded by Marlyn.
Passed.
Adjourned at 12:03