Planning Meeting Agenda – 17 March 2005

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

Call to Order

Welcome…. First-time members to Branch meeting

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 / Marlyn

b. Office space rental – Reace

c. Branch Boundaries – Ron H

d. Bulletin to Branches – December 2004, 04-12 and National By Laws as they apply to minutes of AGM – Ron H

e. Sponsorship of community events – Jim E

f. Gateway Services expenditure – Jim S

g. National Office Visit & Executive Training – Jack
 

Correspondence & Minutes – Ron H.

a. Two Directors have asked to step-down - Marjorie Julian & Tom Chakungal…Table Request.
 

Proposed Structure - Jack

Reports of Officers.
a. Vice President – Administration
b. Vice President – Finance
c. Vice President – Operations
d. Directors

     10.  Next Meeting – 19 April 2005, Luncheon in Westport,
  21 April 2005, planning meeting, Seniors’ Centre

     Adjournment.
 

 
Minutes of Planning Meeting – 17 March 2005

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

Meeting called to order at 09:38 a.m.

Welcome…. First-time members to Branch meeting
Jack extended a warm welcome to several new members of the Branch Board of Directors:
Rheal Garneau, Napanee – Director Marketing;
Bill Greenley & Kim Read, Tamworth – Branch Report Editors;
George & Annie Healy, Brockville – East Area phone co-ordinators; and
Mike Pastien, Kingston – Webmaster;

Roll Call of Officers.
Present:  President, Jack Julian; Past President, Bill Wornes; Vice President, Ron Henderson; Treasurer, Jim Spencer; Director Memberships, Donna Henderson; Directors Ron Aquino, Reace Jackson.
Absent:  Vice President, Marlyn Convery; Directors, Jim Etherington, Peter Convery, Gilbert Wilcox.
Quorum established.

Proposed Agenda – reviewed and accepted

Minutes of the Previous Meeting.
a. Errors or Omissions;
b. Discussion;
c. Motion.   Moved, Ron H; seconded, Jim S.
   Passed

Business Arising from the Minutes.

a.  Summer BBQ – Ron H was provided with leads on several places that might be acceptable for a Branch BBQ.

b.  Office space rental – Reace reported that #9 Legion on Railway St is the only one with space available.  They have a small office that could be used.  Jack, Ron and Reace to investigate.
 

c.  Branch Boundaries – Ron H reported some of the branch boundaries, as recorded in the by-laws, are difficult to locate on the map, such as the “boundary line of the Management unit of Frontenac” and the “Village of Wolford Chapel”.  He suggested discussing the subject with our Regional Director to see if we could align our boundaries with more identifiable landmarks such as highways.  A lengthy discussion followed, however, in the end it was decided not to make any changes for now.
Bill W. suggested forming a small committee to look into rewriting the description in more definite terms.

d.  Bulletin to Branches – December 2004, 04-12 and National By Laws as they apply to minutes of AGM – Ron H reported some guidelines to branches will be forthcoming soon.  We have several questions regarding these guidelines.  It was decided to wait for National’s guidelines before initiating any action of our own.
Jack suggested we should prepare an agenda item to discuss at the next Regional meeting.

e.  Sponsorship of community events – Jim E being absent, this item was tabled.

f. Gateway Services expenditure – Jim S reported he had completed a review of this expenditure.  The amount was $36.06 not $500.00 as earlier thought.  Gateway registers our domain name for the website.  Our web server is Internet Horizon with an office now in Napanee.

g. National Office Visit & Executive Training – Jack is still trying to arrange for Bev to come to Kingston to provide an executive training session for any branch board members who wish to take avail themselves of the training.
He also hopes to be able to organize a liaison visit for key members of our board to meet with their counterparts, or staff of interest, at National Office.  More later.
 

Correspondence & Minutes
a) Jack distributed copies of the most recent Bulletin to Branches.

b) He commented on how pleased he was with the appearance of our Branch Report.  It was mailed recently with the spring ON GUARD and he has received several favourable comments.

c) Jack advised of a letter he had received from National Office.  Apparently, National had conducted a survey of some 10,000 members asking for comments regarding their branch.  A Mr. J. De Wolfe had apparently responded with several negative comments.  Jack will attempt to call and talk with the gentleman to discuss his specific complaints.
d)  Two Directors have asked to step-down - Marjorie Julian & Tom Chakungal.   Jack thanked them both for their efforts on behalf of FSNA, Kingston.

New Business.

e) Proposed Structure:
Jack presented an organizational chart representing a somewhat new structure for the Kingston and District Branch (see attached).  The new organization is based on the structure recommended by National Office, but is a good fit for our branch and our plans for the future.  He emphasized that, under his management style, he believed in and encouraged autonomy and initiative from the individual directors.  Each board member will establish and be accountable for their own budget.
The president, three vice presidents, past president and policy advisor would form an executive committee for long range planning purposes.  However, along with the various other directors, the committee would be an equal part of the management team for the branch, to be known as the Kingston and District Branch Board of Directors.

Moved by Donna, seconded by Reace; that the new organization chart (attached), as distributed, be adopted.
Passed.

b)  Secretary
Jack advised he had received a call from one of our members in Napanee who wishes to volunteer as our secretary.  He and Ron H are to meet with her sometime in the next week.

c)  Phone & Visitation committee
The next goal is to establish an active phone committee with co-ordinators in each of the areas and municipalities, and to recruit volunteers for the visitation committee.

d)  Document shredder
Ron H recommended that, due to the large amount of personal information being handled by the Membership Director, and in the interest of security of that information, the branch should invest in a document shredder.  He advised that a good, crosscut shredder sufficient for our purposes is approximately $80.00 to $90.00 at Staples.

Moved by Ron H, seconded by Jack, to purchase a shredder at a cost not to exceed $100.00.
Passed.
 
 

Reports of Officers.

a. Vice President – Administration (report read by Jack as Marlyn was ill)
     Not much activity.  Calls on the toll free number remain about the same, one or two per month.  This expense should be reviewed shortly.  Anyone who requires a copy of the book, “YOU AND YOUR SURVIVOR” can call, and one will be sent out.

b. Vice President – Finance
Jim outlined for the new members how he has put all our finances onto an “EXCEL”  program on his computer.  While we still operate with a hard copy ledger system, the new program allows him to more easily track expenses, etc, and will make preparation of next years budget more simple and accurate.
He distributed an example of a draft quarterly financial report that showed how expenses would be tracked and allocated against budget items.
Jim distributed copies of his financial statement to February 26.

Moved by Jim, seconded by Ron H;  the financial statement be accepted as circulated.
Passed.

c. Vice President – Operations
 Ron H advised he would be updating our Activity Calendar and our 30/60/90 day planning calendars shortly.  He requested input from the members on items, which could or should be included.

d. Directors

 Facilities:  Reace suggested several marketing and recruiting strategies.  Jack recommended that Reace work with Rheal to develop his ideas.  Ron A. also mentioned he would work with Rheal to develop plans and to introduce him to some contacts for retirement seminars.

 WebMaster:   Mike advised he  welcomes input to and about the web site.  He requested a copy of the Branch Report be forwarded so he could post it on the site.  He mentioned several other services that could be used by the executive, however, they will have to be discussed at a separate meeting due to the complexity.

 Membership:  Donna presented her report  (Attached).

       10.  Next Meeting – 19 April 2005, Luncheon in Westport,
  21 April 2005, planning meeting, Seniors’ Centre

     Adjournment. Moved by Ron H; seconded by Jack.
     Passed.
    Adjourned at 11:54 a.m.

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KINGSTON & DISTRICT

Report on Memberships – 17 March 2005

Members with DDS (actual deductions for December 2004, as reported by N.O., 31 January 2005
- Double   = 626x2 = 1252
- Single                              = 534
Total DDS         1786

Members paying by cheques:
- Double                                = 224x 2 = 448
- Single          = 300
Total cheque-paying members       748
Honorary Members            2
Associate Member             3

TOTAL PAID-UP MEMBERS      2539
 

Since Report of 2005-02-17(&incl. in #’s above}
Gains:
Transfers in: 1 sngl              1
New Members: 7 sngl  10 doubles          27
DDS Start pay:  5 sngl  4 doubles          13
Re-instated members:  0              0

Losses:
Transfers out:  7 sngl   doubles
DDS  Stopped Payment  4 sngls  2 doubles
Deceased:   3
Discontinued/Cancelled Memberships: 2

Not yet paid for 2005:
25 doubles =   50
47 singles =    47
TOTAL NOT PAID =  97

Donna Henderson
Director, Memberships