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 2. Approval of Agenda 3. Approval of Minutes of the June 9, 2018, Annual General Meeting a) Business arising from Minutes 4. President’s Report 5. Financial Report Year Ending March 31, 2019 6. Regional Manager Report 7. Election of Directors - Board size is a minimum of 3 directors to a maximum of 11 directors 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 8. Ratification of all previous board decisions for the fiscal year ending March 31, 2019 9. New Business 10. Closing Comments / Adjournment ** 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 Presenter: Melanie Kish Agenda Item 4: Financial and Activity reports from the Directors 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: 1. Currently the Board of Directors meets once per month with meetings lasting from 1 to 2 hours. 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. 2. The Board has agreed to reduce their meetings to a Quarterly basis, unless otherwise needed. All Board members are free to call a meeting at any time. 3. The Board encourages members to join our Board of Directors as have openings up to six nominations. Floor is now open for Nominations • Called Nominations to the floor - Once • 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 Discussion: Changes within the FVCCGA Floor turned over to Tracy Butterfield 1. Announcement of David Sheach resigning Notice of the expanded region as per David Sheach, with the support of the BCACG 2. 3. Tracy Butterfield – Owner, The Office Delegate, 30 years in administration and marketing services. 4. New Abbotsford Office to service all programs with set days and hours 5. Intention to conduct more workshops with a classroom learning environment in conjunction with BC Gaming application tools currently available. 6. Updates to website and new Facebook page for FVCCGA – new information will be readily available.
7. Information sessions via webinars is a projected action soon. 8. Newsletter to be created and sent out monthly to the membership. 9. Membership, and the benefits of membership. No fees required for membership. Application can be found on the website. 10. Launching online access to the FVCCGA Facilitator using Skype and Zoom. 11. Changings in Gaming include: a. New BCACG Director – Kelina Kwan – More information to come as the transition occurs. b. New BC Gaming Branch, Outreach Manager – Matt Dells – more information to be provided to the membership as the FVCCGA receives it. c. Capital Projects Grant has been approved for 2018 - watch for workshop notifications d. PAC / DPAC – Playgrounds are no longer part of the Capital Projects Grant, as the Ministry of 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. No Questions presented by the membership Floor opened to membership for questions Adjournment of the meeting at 11:42 Person Responsible: Glen Gordon 3
PRESIDENT’S REPORT BOARD OF DIRECTOR PRESIDENT MELANIE KISH
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 association. Many of the directors had felt like we were just spinning our wheels, several were prepared to resign. You 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 one easy to find area, an SOP binder, an office, social media presence, newsletters, increased membership, new logo, new 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
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