Business to be conducted: Approval of Financial Statement for Year - - PowerPoint PPT Presentation
Fraser Valley Community Charitable Gaming Association NOTICE OF Annual General Meeting DATE: April 13, 2019 TIME: Doors open at 10:30am LOCATION: Chances Abbotsford, Community Room, 30835 Peardonville Road, Abbotsford, BC Business to be
Fraser Valley Community Charitable
Gaming Association
NOTICE OF
Annual General Meeting
DATE: April 13, 2019 TIME: Doors open at 10:30am
LOCATION: Chances Abbotsford, Community Room,
30835 Peardonville Road, Abbotsford, BC
Business to be conducted:
Approval of Financial Statement for Year Ended March 31, 2019 Election of Directors: there will be a minimum of 3 seats open to a maximum of 11 AND other such Association business Coffee and Tea provided complimentary by Red 21
AGENDA 1. Meeting Call to Order a) Welcome b) Introduction of Board of Directors and Guests
a) Business arising from Minutes
2018/2019 Directors Status as of March 2019 Deleine Chamberlain not running, lives in Vancouver – two year term open Glen Gordon past president Melanie Kish not running, two year term open Stephen Chan resigned - one year term now open Jack Bell 1 year left in term Sharon Jessiman not running, lives in Vancouver – two year term open Ali Kai resigned – one year term now open There are THREE two year terms and TWO one year terms available
** Newly Elected Board will remain for short meeting
FVCCGA – Annual General Meeting
Saturday June 9 , 2018 11:00am Held at – Chances Playtime - Abbotsford Meeting called by: Glen Gordon Type of meeting: Annual General Meeting Facilitator: Board of Directors Note taker: Melanie Kish & Tracy Butterfield Attendees: Melanie Kish, Jack Bell, Glen Gordon, Tracy Butterfield, Keith G. Teach Regrets: Ali Kia, Stephen Chan, Deleine Chamberlain, Keith G Teach, Sharon Jessiman Please bring: Attachments provided at meeting to all attendees. Minutes Agenda Item 1: Welcome and Approval of Agenda & 2017 Minutes Presenter: Glen Gordon Agenda Item 2: Approval of the Agenda Discussion: Review of the Agenda for Annual General Meeting June 9, 2018 Motion to approve Agenda Acceptance of Motion Person responsible Decision ✓ First Robert Rohrer Carried ✓ Second Lindsey Babineau Carried Agenda Item 3: Approval of Minutes from 2017 AGMPresenter: Glen Gordon Discussion: Minutes for the 2016 / 2017 AGM, held June 8, 2017 reviewed. Motion to accept the Minutes Acceptance of Motion Person responsible Decision ✓ First Stephen Chan Carried ✓ Second Gary Teach Carried Floor handed over to Director, Melanie Kish to present the financials in the absence of Treasurer Sharon Jessiman Agenda Item 4: Financial and Activity reports from the Directors Presenter: Melanie Kish Discussion: Financial Statements for the year ending March 31, 2018 were reviewed. No questions from the membership were put forward. Motion to approve Financials Acceptance of Motion Person responsible Decision ✓ First Melanie Kish Carried ✓ Second Jack Bell Carried Floor turned over the Melanie Kish
Agenda Item 5: Election of Board of Directors 2018- 2019 Presenter: Melanie Kish Discussion: Board of Directors 2018 – 2019 Board of Directors presented to the Members Glen Gordon, Chair Resigning as President Stephen Chan, Vice Chair Term complete up for Re-Elect Keith G. Teach, Treasurer Begin Year 2 of 2-year term Ali Kia, Director Term complete up for Re-Elect Melanie Kish, Director Begin Year 2 of 2-year term Jack Bell, Director Term complete up for Re- Elect Sharon Jessiman, Director Begin Year 2 of 2-year term Deleine Chamberlain Director Begin Year 2 of 2-year term Discussion:
Meetings typically take place during mid-day of a weekday. Moving forward, the Board is hoping to become a “Digital Board” conducting meetings via Meeting Software such as Skype.
Board members are free to call a meeting at any time.
nominations. Floor is now open for Nominations
Called nominations to the floor – Twice Called nominations to the floor – Three times No nominations were made Motion to approve the Slate of Directors Acceptance of Motion Person responsible Decision ✓ First Surinder Gahir Carried ✓ Second Paul Patterson Carried Floor turned over to Glen Gordon Agenda Item 6: Introduction of FVCCGA new Facilitator Tracy Butterfield Presenter: Glen Gordon Floor turned over to Tracy Butterfield Discussion: Changes within the FVCCGA
2. 3. Notice of the expanded region as per David Sheach, with the support of the BCACG Tracy Butterfield – Owner, The Office Delegate, 30 years in administration and marketing services.
BC Gaming application tools currently available.
available.
3
to the membership as the FVCCGA receives it.
Education has budgeted for building school playgrounds. DPAC will provide PAC’s with information regarding this change. NO Motion to approve required – Floor turned over to Glen Gordon NEW BUSINESS Discussion: Glen Gordon announced that he will be stepping down as President of the FVCCGA under the advice of his health practitioner. Thank you to the Association and all the members for their continued support as President of the FVCCGA. His involvement with the association has been a wonderful experience, and he looks forward to witnessing the growth and continued development of the FVCCGA. Floor opened to membership for questions No Questions presented by the membership Adjournment of the meeting at 11:42 Person Responsible: Glen Gordon
be found on the website.
The President, Melanie Kish chose to report to the membership by reading a letter she had sent to the BC Gaming Grant Branch and Tracy Butterfield, Regional Manager
FVCCGA ONE YEAR Revival Good Morning Tracy Last night when I should have been sleeping and dreaming of my trip I was thinking of the survey and questions from BCACG. This made me realize, you have been with FVCCGA for a year now. Wow! What we have accomplished in a year! You came on as a contracted Administrative Auditor to get David organized a task even he felt was daunting. Very shortly afterward David announced he was changing his career and would be leaving FV. You accepted the position as Interim ED and dove into the Gaming Grant world feet first. Your prior experience had only been as a PAC mom. Within a couple weeks, it was very clear to the FV Board that not only did you get the Association organized – your energy rejuvenated the board. Accepting the position as Regional Manager of the FVCCGA was a blessing to this
jumped on our bus, took the driver’s seat and the wheels began to move. Thank you for driving us through the mud and the dark tunnel to get to the sunshine. The road we are now on is the vision Martha and Art had so many years ago and the path the board longed to take. I can’t believe how much you have accomplished in a year and how you engage the board in what you are doing. With a budget of only 12 hours per week it amazes me how you have organized us internally providing all our legal documents in
website and more – all this while you learned the ins & outs of how Gaming Grants work. AND with confidence you presented your first Workshop less than three months after walking into our doors. I can only imagine what more of an increase you will accomplish for us and other NPO’s when given more hours to work. So, on behalf of the Board of the Fraser Valley Community Charitable Association – thank you. And from me, the President - I truly believe that without your commitment FVCCGA would NOT be here today. Melanie Kish, President FVCCGA
Account Balances
Fraser Valley Community Charitable Gaming Assoc
Date Range: Apr 01, 2018 to Mar 31, 2019 ACCOUNT STARTING BALANCE DEBIT CREDIT NET MOVEMENT ENDING BALANCE Assets Community Organization Account 0 $16,590.71 $43,008.79 $31,807.80 $11,200.99 $27,791.70 Total Assets $16,590.71 $43,008.79 $31,807.80 $11,200.99 $27,791.70 Liabilities Accounts Payable $1,253.04 $31,807.80 $30,692.26
$137.50 BC Community Gaming Grant $0.00 $0.00 $27,000.00 $27,000.00 $27,000.00 Total Liabilities $1,253.04 $31,807.80 $57,692.26 $25,884.46 $27,137.50 Equity Total Equity $0.00 $0.00 $0.00 $0.00 $0.00 Income Bank Interest $0.00 $8.79 $8.79 BC Community Gaming Grant $0.00 $16,000.00 $16,000.00 Total Income $0.00 $16,008.79 $16,008.79
Account Balances - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019 Date Range: Apr 01, 2018 to Mar 31, 2019 Page 1 / 2
Expenses Advertising Marketing $446.80 $0.00 $446.80 Bank Fees $44.36 $0.00 $44.36 Contract Services $24,071.25 $0.00 $24,071.25 Dues and Subscriptions $40.00 $0.00 $40.00 Education and/ or Training $275.00 $0.00 $275.00 Insurance - Liability, D&O $436.38 $0.00 $436.38 Internet Services $315.00 $0.00 $315.00 Meals and Entertainment $215.25 $0.00 $215.25 Office Supplies $155.63 $0.00 $155.63 Printing and Reproduction $87.25 $0.00 $87.25 Rent Expense $3,486.12 $0.00 $3,486.12 Telephone – Land Line $13.55 $0.00 $13.55 Travel Expense $286.67 $0.00 $286.67 Utilities $819.00 $0.00 $819.00 Total Expenses $30,692.26 $0.00 $30,692.26
Account Balances - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019 Date Range: Apr 01, 2018 to Mar 31, 2019 Page 2 / 2
Balance Sheet
Fraser Valley Community Charitable Gaming Assoc
As of Mar 31, 2019
ACCOUNTS Mar 31, 2019 Assets Total Cash and Bank $27,791.70 Total Other Current Assets $0.00 Total Long-term Assets $0.00 Total Assets $27,791.70 Liabilities Total Current Liabilities $27,137.50 Total Long-term Liabilities $0.00 Total Liabilities $27,137.50 Equity Total Other Equity $0.00 Total Retained Earnings $654.20 Total Equity $654.20
Balance Sheet - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019 As of Mar 31, 2019 Page 1 / 1
Trial Balance
Fraser Valley Community Charitable Gaming Assoc
As of Mar 31, 2019
ACCOUNTS DEBIT CREDIT Assets Community Organization Account 0 27,791.70 0.00 Total Assets 27,791.70 0.00 Liabilities Accounts Payable 0.00 137.50 BC Community Gaming Grant 0.00 27,000.00 Total Liabilities 0.00 27,137.50 Equity Profit for all prior years 0.00 15,337.67 Total Equity 0.00 15,337.67 Income BC Community Gaming Grant 0.00 16,000.00 Bank Interest 0.00 8.79 Total Income 0.00 16,008.79
Trial Balance - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019 As of Mar 31, 2019 Page 1 / 2
Expenses Advertising Marketing 446.80 0.00 Bank Fees 44.36 0.00 Contract Services 24,071.25 0.00 Dues and Subscriptions 40.00 0.00 Education and/ or Training 275.00 0.00 Insurance - Liability, D&O 436.38 0.00 Internet Services 315.00 0.00 Meals and Entertainment 215.25 0.00 Office Supplies 155.63 0.00 Printing and Reproduction 87.25 0.00 Rent Expense 3,486.12 0.00 Telephone – Land Line 13.55 0.00 Travel Expense 286.67 0.00 Utilities 819.00 0.00 Total Expenses 30,692.26 0.00 Total for all accounts 58,483.96 58,483.96
Trial Balance - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019 As of Mar 31, 2019 Page 2 / 2
Response
(down from 20)
TOD Server
Mailchimp et al
and effectively
FRASER VALLEY COMMUNITY CHARITABLE GAMING ASSOCIATION TASK TRACKING MONTHLY
FRASER VALLEY COMMUNITY CHARITABLE GAMING ASSOCIATION TASK TRACKING MONTHLY
FRASER VALLEY COMMUNITY CHARITABLE GAMING ASSOCIATION TASK TRACKING ANNUAL
The updated online Gaming Grant Application has just gone live. For those who are familiar with the old version, the
GASR (Gaming Account Summary Report) is also live and can be filled in online – THIS IS MANDATORY! Below are some of the changes you will encounter: Questions on primary target participants The following 3 questions are now on the first page. They relate to the “primary users” of each program: 1. Does this program primarily target or benefit Indigenous people?
There is no need to submit future year’s budget. You will only need to submit previous year income and expenses, and current year budget. In the section for submitting the level of grant funding requested, you will also be asked to describe how you plan to use the grant funds. Please read the instructions carefully for this section: Indicate the level of grant funding your organization is seeking for your program for the next 12 months. Provide a list of the expenses you intend to use grant funds on. See Section 4.3 of the Guidelines. Stating "refer to budget" is insufficient. If you anticipate that you may need to use the funds for Out of Province travel, please provide the proposed date, the reason for travel, and the estimated cost of travel. As per the instructions (above), you must provide a list of expenses you intend to use the grant funds on, you cannot just say “as per budget submitted” even though you may have listed them in the budget. There is no longer a separate question on whether the grant funds will be used for out-of-province travel. You must declare it yourself in this description, provide the proposed date, reason for travel and estimated cost.
There is also no separate question on whether the program received any other provincial or federal funding. You need to include these in your program budget so it is clear. There is no question on whether the grant funds will be used for a major capital project that has a total value of more than $20,000. Smaller capital and capital acquisitions can still be included in the gaming grant. For larger capital projects, there will be a separate Capital Project Grant application again this year (intake period between June 1 to July 31, 2019). More detail on capital grants will be coming. As per previous years, you can either email or mail in documents you want to submit or attach them. However, you must fill in your program description and how you intend to use the grant funds in the online application (by filling in the text boxes provided, or by attaching documents). Short Form Application As per previous year, some organizations can use the Short Form Application. However, you can only use the Short Form if the requested grant is for the same program(s) and for the same level of funding approved in the last fiscal year. For the Short Form, there are no requests to submit the AGM date or AGM minutes. There are prompts for you to click and edit your programs. Within each program, you still need to submit previous year’s income and expenses and current year budget. You will still need to provide information as to how you intend to use the grant funds. You will also be asked to fill in the amount of grant you are asking for. You must fill in the same amount as last year. The only thing you do not have to do is to re-submit your program description. However, this also means that you cannot change anything within your program description, nor is there a way for you to add information or attachments. Questions about the Regional Report? If you would like to schedule a workshop in your area, please contact Tracy at 604-200-7136 or fraservalleyccga@gmail.com End of report.
BOARD OF DIRECTORS ARE TO REMAIN AFTER THE AGM FOR THE FIRST MEETING OF THE 2019 – 2020 FISCAL YEAR.