Planning Meeting Agenda  -  10:00 a.m.  20 October 2005

 Boardroom
 737 Arlington Park Place

Call to Order

Roll Call of Officers

Proposed Agenda

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

Business Arising from the Minutes

Treasurer’s Report

Communications and Bills

Reports of Officers and Committees.
d) President;
e) Vice President:
f) Membership;
g) Health and Benefits;
h) Directors and Committees

Unfinished business

Motion to approve purchase of Laptop computer and Power Point Projector  (details Bill Greenley)

New Business.
i) 30 day plan;

Items for winter issue of Branch Report must be to Bill/Kim not later than 24 October.
Encourage everyone to submit items of interest!

j) 60 day plan;

k) 90 days & beyond

l) Other

Establish a small committee (3 members) to examine and suggest changes or clarifications to the branch by-laws.

  Next Meeting

10:00 am, 17 November 2005
Boardroom, 7373 Arlington Park Place

  Adjournment
 
 

MINUTES OF PLANNING MEETING
20TH OCTOBER 2005
737 ARLINGTON PARK PLACE
KINGSTON, ONTARIO

1. Call To Order

The meeting was called to order at 10:05 a.m.

2. Roll Call of Officers

In attendance were:
Marlyn Convery, President
Ron Henderson, Vice-President
Jim Spencer, Treasurer
Lois Frauendienst, Secretary
Gilbert Wilcox
Mike Pastien
Ron Aquino
Donna Henderson
Peter Convery
George Healy
Annie Healy
Bill Greenley

3. Proposed Agenda

It was suggested by Ron Henderson that if there are any Agenda items – something that should be dealt with at the next meeting or at some future meeting, by all means tell Marlyn or him, or send us an e-mail.  He then asked those present if they had had a chance to read today’s Agenda.  It was noted that the time of the monthly meetings has been changed: we will begin at 10:00 a.m. rather than 9:30 a.m.

4. Minutes of the Previous Meeting

a)  Errors or Omissions:  Marlyn asked if there were any errors or omissions in the Minutes of the last meeting.
Marlyn stated that the only thing we have to change is the position of President.  We have a Vice-President and Gilbert Wilcox is our Director of Health & Benefits; Marlyn Convery will assist him.

b)  Discussion:  As a point of clarification, Ron Henderson stated that he had the actual slate of Officers as it was presented at the AGM, and he read it out for the record (this will also be part of the record of the AGM Minutes).
These are the elected positions:
President:  Marlyn Convery
Vice-President:  Ron Henderson
Secretary:  Lois Frauendienst
Treasurer:  James Spencer
Director Health & Benefits:  Gilbert Wilcox
Director Membership:  Donna Henderson
Co-Directors Telephone Committee:  George & Annie Healy
We are looking for a Director of Marketing & Recruitment.
Marketing and Recruitment Team, we have Donna & Rheal Garneau;
Kim Read and Bill Greenley are co-editors of the Branch Report.
 
Under non-elected positions, we have Ron Aquino, Branch Advisor; Mike Pastien, Web-Master and Jack Julian as Past President.

c)  Motion:  It was moved by Ron Henderson and seconded by Gilbert Wilcox that the Minutes of the last meeting held on 22nd September 2005 be accepted.  MOTION CARRIED.

5. Business Arising from the Minutes

 CORCAN Presentation

Marlyn stated that she has no information whatsoever pertaining to this presentation, scheduled to take place on 4th November 2005, and needs to know what is required of her as President.

Ron Henderson stated that he has a draft copy of the power-point show that Jack Julian was preparing, but advised that he is not aware of any corrections or changes.

Ron Aquino said that his impression regarding this presentation was that he understood either Jack Julian or Bill Wornes was going to conduct this  with some assistance from Mr. Legg.   It was pointed out that Bill Greenley might have more information regarding this.  The contact person at CORCAN is Melonee Dowdall.  Ron Henderson said that he has her telephone number and e-mail address.

Discussion took place regarding whether the presentation on 4th November should be re-scheduled.  The only other option available is giving Ted Legg a call in Ottawa and tell him of the bind we are in, and to ask if he would mind coming down.  Ron Henderson stated that the original plan was to get Ted Legg to come down, however, at our last meeting on 22nd September, we set that aside and said that we were going to do the presentation ourselves a couple of times to see how it went and then have Ted come down to do a critique.  Rather than cancel altogether, we should give Ted a call first. It was suggested that if Ron Aquino was available he could also attend.   Ron Henderson stated that he would be attending.

6. Treasurer’s Report

Jim Spencer noted that there has not been much activity since the AGM and proceeded to give those present a handout, which included the bank balance to the 17th.  He advised the meeting that we still have not paid for the AGM and the case for our computer.

Ron Henderson stated that the final bill from Mino’s was $2,900. and that we had taken in $1,900.

Marlyn asked the opinion of this year’s AGM.  Discussion took place regarding the fact that so few members attended.   Ron Henderson mentioned that he had received a number of positive comments.  Timing of the AGM was discussed and it was stated that the date should be changed.  All we can do is try to get more members to attend. Ron Henderson stated that we are compelled to hold an Annual General Meeting and we must advertise it to every member of the Branch but whether they choose to attend is their choice – offering the meal is certainly an incentive to get them out, but all we can do is put it on and hope for a good turnout.  George Healy suggested sending out a letter to all members the month before reminding them of the up-coming AGM.

7. ­Communications and Bills

The only outstanding bill is that for the AGM which has been presented to the Treasurer.  Any outstanding expense forms can be presented to the Treasurer now.

Mike Pastien mentioned that the web site is up for renewal.  He also pointed out that Kim Read is aware of this fact.  Following discussion, it was noted that this item will be referred to Bill Wornes and will be taken care of on 21st Oct.

8. Reports of Officers and Committees

a)  President:  Marlyn said there was nothing to report at this time.  She stated that she feels this Executive is going to work very well together.

b)  Vice-President:  Ron Henderson said that he is still working on our Calendar of Activities for this year.  He hopes to have our calendar laid out by the next meeting. He asked those present that if they have a favourite restaurant to please let him know so that he can plan an activity there.  The next activity is our birthday party on 7th December 2005 but that only involves the Executive and the Board of Directors.  There will be more information forthcoming on this; other than that, there is nothing concrete planned at present.

c) Membership:  Donna Henderson reported that there are still 28 members who have not paid their dues for 2005.  Many attempts have been made to locate these people.   Letters have been sent out, but there have not been any replies.  These 28 people should be removed from the books. Ottawa has not yet been informed as to who they are.  Ron Aquino noted that the By-Laws state that if members do not pay, we send them a letter and if they still do not pay by the deadline, they will be removed.  The date for 2006 dues is 1st January 2006.  Ron Henderson stated that a list of those who have not paid for their 2005 dues would be compiled and presented at the next meeting, as it has to be passed by the Board.

d)  Health & Benefits:  Gilbert Wilcox stated that he had received a telephone call from a member regarding  marriage after 60.  This matter is still being negotiated and is still before the Courts.  All we can tell members at this time is that this is a National decision with the Government and when it becomes public notice, we will be told.  This particular item is one of FSNA’s standing resolutions.  If members have access to  our web site they should go to it for information.

e)  Directors and Committees:  Mike Pastien stated that more use could be made of the Web Site by the Executive.  There are two auxiliary groups:  one is open to the general public and one is directed to the Executive.  Discussion took place regarding changing our name and Web site.  Mike pointed out that if we can’t change the information on our Domain name, we could get another one, e.g. fsnak.ca which would cost approximately $25.00 a year.  In reply to the question why we can’t keep what we already have, Mike said that is because it is registered in the name of Donna Huff, and she has not relinquished it.  Jim Spencer stated that we have approximately four days before we have to either get rid of Internet Horizons or pay for another year.  If we waste these four days and don’t do anything, we will have to pay for another year.  Mike Pastien stated that currently we are paying $549. a year with Internet Horizons – with a new ISP, the cost is zero per year.  Marlyn asked what was required of Donna Huff.  Mike said that basically it required that someone talk with Gateway – right now the name of Donna Huff has to be changed to anyone on the Executive.  Since Jim Spencer has already started making the move, his name could be used temporarily.  Mike gave a brief outline of Gateway’s requirements in this regard.  Jim Spencer agreed that his name be used.

f)  Telephone Committee:  George Healy stated that the Committee has now progressed from four callers in Brockville to a total of 19.

9. Unfinished Business:

Marlyn explained the need for a motion to approve the purchase of a Laptop computer and Power Point Projector and tapes.  We have never passed this motion – it was discussed at the last meeting however our Past President made the purchase without a motion.  Marlyn moved that the sum of $2,541.70 be approved to pay for the Laptop computer, Power Point Projector and tapes.  Seconded by Ron Henderson.  MOTION CARRIED.

Marlyn asked Bill Greenley if he had anything done regarding the up-coming presentation scheduled for 4th November.  Bill replied that Jack Julian had given him the final draft; it was approved and is ready to go.  Bill stated that he believes Bill Wornes is to make the presentation.  Marlyn stated that the presentation is ready to go and Bill Wornes is supposed to be the one who is going to do it, however, he will be in Toronto on that date.   Ron Henderson recommended that (a) we contact Bill Wornes to find out if he is able to do it, or (b) we go back to our original plan and contact Ted Legg.  Failing that, we just bail out for this one.

10. New Business

a)  30-day Plan:   Marlyn pointed out that items for the winter issue of Branch Report must be sent to Bill Greenley/Kim Read no later than 24th October as this must be in Ottawa by 28th October.  If anyone has items of interest, now is the time to send them to Bill.  Ron Henderson stated that there will be a membership dues reminder going in – we put a reminder in the last report and we have had a good response.  Gilbert Wilcox asked if an item on the Marriage Bill could be included in this Report.  Ron Henderson replied that National Office puts this in the magazine, “ON GUARD” regularly.
It was moved by Ron Henderson that we purchase a wreath from the Legion Poppy Fund again this year for presentation at the 11th November ceremonies downtown and that we allocate a sum not to exceed $100.   Seconded by Marlyn Convery.  MOTION CARRIED.
Ron Henderson will go to present the wreath on 11th November and encouraged anyone else to accompany him.

b)  60-day Plan:  Marlyn said that Wednesday, 7th December 2005, is our Branch anniversary and we will have a lunch at Glen Eagles, corner  of Nelson & Princess Streets at 12:00 noon in the upstairs dining room.  We invite our full Executive, Board members and their spouses to attend.   There is parking available at the back.  The lunch is free and it is our way of saying “thank you”  for previous and future work.

Ron Henderson informed the meeting that, technically, we don’t require motions.  The Auditors like to see motions for expenses.  Under our current By-Laws, the Executive are allowed to pass reasonable expenditures and that is the wording that is in the By-Law – “reasonable expenses” – so, in the case of our annual birthday party -- it is a reasonable expense.  He stated further that when we get into the area of $2,000. or $3,000. some might question “reasonable” and for this reason he suggested that we should look at our By-Laws and establish set limits; e.g. the Board of Directors can spend an amount of up to, but not exceeding a certain amount.  A general discussion on this item took place.

c)  90-day Plan:  Marlyn stated that we do not have the calendar finalized.  We will probably have something to bring forward at our next meeting.

d)  Other:  Marilyn said that we should establish a small committee of 3-members to examine and suggest changes to the Branch By-Laws.  Those present were asked if anyone would be interested:  Ron Aquino and Ron Henderson expressed their interest.  Finding a third member of the committee is being left up to Ron Aquino and Ron Henderson.  Gilbert Wilcox also expressed an interest in sitting on the committee but cannot predict when he will be under-going surgery.

e)  Newsletter:  Ron Aquino informed the meeting that he requires 40 English and 40 French newsletters for delivery; there are far more people asking for French newsletters on the Base. Following discussion regarding recruiting members from Military Bases, it was stated that it would be better left to individual branches to make their own in-roads on to the Bases, set up their own contacts and do it that way.
 
 

f)  Lunch Expenses:  With regard to lunch expenses, Jim Spencer moved that Board members, not living in Kingston, may claim an amount for lunch not exceeding $15 on the day of the Board of Directors’ meeting.  This may be included on their expense form provided it’s accompanied by a receipt.  Seconded by Donna Henderson.  MOTION CARRIED.

 11. Next Meeting:
 
The next meeting is scheduled for Thursday, 17th November 2005 at 10:00 a.m.

The meeting adjourned at 12:20 p.m.