OLIVER COMMUNITY ARTS COUNCIL
SPECIAL GENERAL MEETING
Monday, August 24, 2009
Quail’s Nest Arts Centre
Board: Esther Brown (President), Stephanie Salsnek (Vice President/ FCA Liaison), Jack Bennest (Treasurer/FOTOL Liaison), Penelope Johnson (Secretary/SOCS Liaison), Linda Blaschuk (Rotary Auction, Oliver Arts and Crafts Sale Liaison), Heather Fink (Sage Valley Voices Liaison), Sally Franks (Rentals, Desert Sage Spinners & Weavers Liaison), Jan Kreut (Member Group Publicity), Brian Mapplebeck (Country Market A-Fair Liaison), Jennifer Mapplebeck (SOAP Liaison), Penny Ruddy (Finance Committee, Double O Quilters Liaison), Steve Staresina (Operations, Oliver Sagebrushers Liaison)
Member Group Representatives: Diane Gludovatz (SOAP), Gail Erickson (Desert Sage Spinners and Weavers), Kurt Hutterli (South Okanagan Concert Society)
Individual/Family Members: Arvie Bourgeault, Claudette Chabot, Dot Cranston, Val Friesen, Barb Levant, Phyllis Lowenberg, Evie New, Leo Pedersen, Colleen Polychroniou, Russell Work
Guests: Diana McKinnon, Donna McLean, Roy McLean, Anthea McLean
1. CALL TO ORDER: E. Brown called the meeting to order at 9:35 a.m. A quorum of at least 25% membership was established. Guests were welcomed and introductions made.
2. BYLAW CHANGE: FISCAL YEAR
Currently, ByLaw 3: Fiscal Year reads:
“The Fiscal Year of the Society shall end on the 31st day of August in each and every year.”
Rationale for By-Law Amendment:
With the fiscal year end on August 31, the preparation and audit of annual financial statements occurs in the middle of the busy programme season when both sides of the profit and loss sheet are very active. An annual statement at this time does not fairly assess the yearly cash flow. Also, financial preparation during the programme season is onerous for volunteers.
Granting bodies have received an unrealistically rosy picture of our cash flow, when revenue is high and the bills have not yet been paid. Moving the fiscal year end to a quieter time of year when much of our annual resources have been spent will give granting bodies a clearer understanding of our need for funds.
MOTION: That the OCAC amend ByLaw 3: Fiscal Year to read:
“The Fiscal Year of the Society shall end on the 31st day of December in each and every year.”
Moved by: J. Bennest
Seconded by: J. Mapplebeck
3. BYLAW CHANGE: ANNUAL GENERAL MEETING
Currently, Bylaw 7.1 Meetings reads:
“The Annual General Meeting of the Society shall be held in the month of October in each and every year, upon a date and at a time to be set by the Board of Directors.”
Rationale for By-Law Amendment: Changing the month from October to February will allow roughly six weeks from year end to prepare and audit the financial statements.
MOTION: That the OCAC amend Bylaw 7.1 Meetings to read:
“The Annual General Meeting of the Society shall be held in the month of February in each and every year, upon a date and at a time to be set by the Board of Directors.”
Moved by: L. Blaschuk
Seconded by: J. Kreut
ACTION: J. Bennest (Treasurer) will submit a 12-month financial report (to August 31, 2009) to the BC Arts Council in lieu of the audited statement, and submit an audited financial statement four months later upon completion of the new fiscal year end (to December 31).
MOTION: That the Special General Meeting be adjourned, at 9:46 a.m.
Moved by E. Brown.