Feb 8 Meeting Minutes

Meeting Minutes for those who missed it (but THANKS to those who were able to make it). If I’ve forgotten something that was mentioned, please (someone who was at the meeting) reply to add it in?

Notes from the Meeting

Date: Friday, February 8th 2013
Location: Steve & Tara’s home
Time: 18:00
Attendance:
·         Hilary  (DC)
·         John
·         Matt C
·         Chris D
·         Dave G
·         Greg G
·         Steve
·         Barry
·         Jessica
·         Jessi
·         Chris W
·         Chris W

Topics:

1) AGM 2013 (Toronto ON @ CAiNE)

Motions:

1) Motion: to accept the revised By-laws
Put forward by the VNC: Indi
Seconded by

 

Motion: that the Corporation accept and be bound by the revised By-laws (as attached).
Reasoning: Folks, this is the revision of the By-laws that has been required by Corporations Canada, and brings us in line with the requirements of the new Not-for-profit Corporations Act. In short – it makes us legal.

There is a great deal of revision, and some new material. If we went over every revision item by item, this would become a very long AGM and ballot – hence the motion to accept the entire thing. Do read through all of it! Some of it may be able to be further revised through friendly amendments – please send suggestions for such to Indi at vnc.camcanada@gmail.com for consideration! Likewise, any questions should be forwarded to Indi as well, who now may be able to recite certain sections in her sleep.

2) Motion: to accept the Global Charter
Put forward by the VNC: Indi
Seconded by Derek B

Motion: be it resolved that C.a.M. accept the Global Agreement (as attached), and become a signatory Member Club of the Charter.

Reasoning/note: While the National Council does not need a vote of the membership in order to sign such an Agreement (for example, there has never been a membership vote on accepting past Affiliate Agreements with White Wolf), in light of the changes to the organization, Council felt that it would be prudent to seek the approval of the membership at large.

It should be noted that C.a.M. cannot make changes to the Agreement through the process of our AGM. However, concerns with particular clauses should be voiced to either the NC or VNC, who can then present suggestions for changes to the global “staff”.

3) Motion: for change in requirements of membership in the Constitution
Put forward by the VNC: Indi
Seconded by CJ (after suggested amendment by Indi  – amendment below)
Motion: To change the wording of section 2.1.2 from:

 

Membership in the club will be available to any person:

i)          who is 18 years of age or older,
ii)         who pays the appropriate fee directly to the Camarilla as required,
iii)        who has not been permanently expelled from the Camarilla,
iv)        who is not currently incarcerated,
v)         who requests to be a member.
vi)        who currently is a resident of Canada or a citizen of Canada who is not residing in another Camarilla Affiliate Nation.

to:
a. General voting membership shall be available only to those persons who:

i)         are 18 years of age or older,

ii)        pay the appropriate fee directly to Canada At Midnight/Canada à minuit as directed by the Board of Directors,
iii)       have  not been permanently expelled from Canada At Midnight/Canada à minuit  ,
iv)       are  not currently incarcerated,
v)        request to be a member.
vi)       and is not residing in a geographic area where there is a current Member Club signed to the Global Agreement.

Reasoning:

This new wording would a) be a closer match to the wording of the new By-laws (the exception being part vi, which is not included in the By-laws), and b) allow for C.A.M. to accept members from around the world where there are not current Member Clubs. The intention in allowing this would be to help the Club grow in places where it does not exist, by allowing the formation of Domains without the need for them to move immediately toward Incorporation (which can be a lengthy and costly process).

This sort of fostering is permitted under the new Global Agreement, and encouraged.

FRIENDLY AMENDMENT:
vi)        and is not residing in a geographic area outside of Canada where there is a current Member Club signed to the Global Agreement.

4) Motion: to suspend fees for 2013 – – THIS IS TECHNICALLY NOT A MOTION – –
Put forward by Neil K
Seconded by Mark S/Fox/Sandra S

Motion: What I would like to do is remove Membership Fees (at least the National part) this year.

Reasoning: We are at a low in attendance and it would help for new players.

** There has been a major debate on this item over the General list **

How to Proxy:

1) Email the NRC (Heather @ nrc@camarilla.ca or nrc.ccfc@gmail.com), AND copy the person who will be acting as your proxy with this information:
· Subject line of the e-mail: “AGM Vote Proxy CAiNE 2013”
· Your Name
· Your Membership #
·  Your Proxy-voter’s Name
·  Your Proxy-voter’s Membership #

2) Technically your proxy voter does NOT have to vote as you desire, however I believe that most of those who are offering will vote as requested. Make sure you read and understand the Motions as best you can (I suggest reading the replies on the General list because that is where people discuss), and let your Proxy know how you would like to vote in person or a private email. Do NOT include the NRC or any other official in an email because they do not need to know how you want to vote and do not need the extra emails in their inbox.

This is a list of members-in-good-standing (who were at the meeting) who are attending CAiNE 2013 and have said they would carry votes:
·   Hilary W
·   John B
·   Chris D
·   Jessica M
·   Greg G
·   Chris W

2) Harbour Con-fusion (Aug 2, 3, 4) – Steve brought this up

– Steve was approached by someone who organizes Harbour Con-fusion about the CaM running a game
– We discussed a list of Pros/Cons
– Con – Chris W noted that the majority of the people attending this event previously have been between the ages of 12 and 16
– Con – unsure of the ability to prevent younger aged kiddos from watching our games (mature content, 18+)
– Con – Cost is high… currently listed as $10 for HALF day, $20 for whole day, and $40 for the whole weekend… wondering what else they are offering that we would be interested in, or wondering if the “half” day would cover one of our games (if we decided to attend)
– Pro – we could set up a panel (we’re under the impression that this is free, though we would need people who could present materials and answer questions) or a recruitment table
– Steve will go back to them with our concerns & questions

3) March to Oblivion

– It’s coming and if you want to volunteer to help out at the cam-teen, please e-mail/tell Tara moondagger@gmail.com. Volunteers are appreciated but don’t put your name down in a timeslot unless you’re certain you can make it, or can find someone to cover you if you aren’t able to make it. We depend on our volunteers and really appreciate all the help people give.

4) Early Renewal

– Only mentioning it now to give people enough of a head’s up that it’s on its way again. A few people have paid now ‘cause they had the money on-hand. I have a receipt book so everything is being recorded.  Currently renewal is still set at $20 ($10 to National, and $10 to the Domain to fund charity donations, pop, OOC Events, etc)

5) OOC Events

Wanted to discuss what sort of OOC events we wanted to have this year

Suggestions were (at least so far):
·   Campout
·   BBQ/Balloon fight like this past year
·   Board/card game night a week or so after CAiNE is over

6) Fundraising 2013

Usual Events:
·   March – MtO (Tara running cam-teen)
·   September – IR cam-teen

– The number we got from Rockwood Park was around $5k
– The number the CHC likes to have for their Client Support Fund is around $500 (but we can also purchase pots/pans, utensils, cleaning supplies, etc for the kitchen and other such items)

The members present at the meeting felt that:
– Chocolate bars went over well
– Cookie Dough went over well, but better during the Fall months
– Flea Markets went well, but it was suggested that people don’t price things so low ($0.50 for something you could get at least $2-3 for… drop your prices later in the day or save stuff for the next Flea Market)
– Bake sales / Bake raffles – if we want to hit a broader ‘audience’ we should look into licensing so that we can sell tickets at a table at the bottom of the Market or on the street to people not related to our members
– Loonie Board (variation on Twoonie Boards we had for CAiNE 2012)… separate from sign-in money entirely

It was brought up that it will be a lot easier for us to raise money for these charities as it’s easier to ‘sell’ the idea of raising money for the Rockwood Park Camping-Grounds Rejuvenation Project, or for the Community Health Centre Client Support Fund, than it was to ‘sell’ the raising of money for our convention.

I also mentioned the clothing donations for the CHC clients (preferably business casual style) at the meeting. I need to contact the lady to find out where she would like us to drop them off or leave them (if we’re permitted to just leave them in a specified spot at the CHC).

**This was posted to the domain list by Hilary. I removed last names. **
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