2006
Meeting Minutes
Opening:
The regular meeting of the RAMED was called to order at
Present:
Brett Bradshaw, Estelle d'Almeida, Michelle Busch
Elisabeth Smith, Barb Bell, Barbara Tomporowski
Samantha Leippi, Andrea Lachambre , Adrienne Germain Richards
Anna Scott, Daphne Budding, Mea Cicansky
A. Approval
of Agenda
Motioned: Anna Scott
Seconded: Samantha Leippi
Passed
The agenda was unanimously approved as distributed.
B. Update on
Library Hours
Changing library hours. If someone wants to borrow something from the library, call to make an appointment. Library items will be brought to RAMED events to encourage people to borrow. Samantha did an inventory. Two people have outstanding items.
C. Changes to RAMED Bylaws
Repeal
bylaw 3. This bylaw states that the RAMED fiscal year ends on March 31st.
Fiscal year and operating years do not match.
Motion by Mea to repeal bylaw 3 to have a fiscal year of August 1 to July 31. Seconded by Andrea.
Passed.
Ratify bylaw 4 (c). As suggested at the 2005 AGM, this bylaw has been amended to indicate that memberships must be paid in full by August 31st.
Motion by
Passed.
D.
Update on RAMED Policies
·
Teacher accreditation.
This has been allowed to lapse. Once the original accreditation occurred no new teachers have been certified.
Discussion:
Two people currently interested.
Suggested that perhaps once discussions start more people will be interested in becoming accredited teachers.
Suggested that reaccreditation take place every two years.
Suggested that next accreditation take place in 2008 around RAMED show.
Board will discuss this to arrange a plan.
·
Potential change on the bursary policy
Currently a maximum of $200/year and only for out-of-town workshops.
Discussion:
Increasing amounts and having it for in-town workshops?
Suggested an increase of $300 for out-of-town
Suggested an increased of $150 for in-town.
Concerns revolved around the “member” issue – what if member signs up simply for bursary. Agreed that it is the Board’s responsibility to decide who does and does not qualify.
·
Financial assistance for Enhanced Members who
are offering shows
Much discussion and suggestions from this item.
Suggestions include:
a. Upfront grant money for first time show or workshop hosted by enhanced member. This would encourage new shows. It would be a one time payment.
b. Assistance to cover a percentage of loss
c. A total grant upfront
d. Payment for the full loss
Suggested Policies:
Loss policy: Cover percentage of loss up to $500. The organizer must submit show/workshop budget prior to event and then submit revenue/expense account after the show.
Seed money up to $200.00 for first time show: This money can be used for venue rental, printing posters. The organizer must submit show/workshop budget prior to event to be considered.
The board will fine tune the policy on loss and draft a new policy on seed money.
E.
Review of the Annual Financial Statements
How RAMED has addressed the issues raised from the 2005 review.
Discussion:
Jamie Wilhelms reviewed the financial statements and “saw no errors or
omissions” Her suggestions included:
· Payment to Board members approved by 2 other board members – currently have authorization through a submission of expenses and a motion to pay.
· Ensure library list is valued a fair market value – use a formula for revaluing library inventory
· Merchandise inventory – taken at costs on the financial records
· Reconciling membership names and revenue. Andrea now has a spreadsheet with total collected from members against a line on the revenue statement.
There has been a revision to the Non-Profit Corporation Act
· In accordance with GAAP
· If 2/3 of members accept and resolve financial statements – they do not need a formal review.
· Review/audit must be done by an accredited accounting member (CMA, CA, CGA)
Financial statements were accepted however we did not have a 2/3 membership attendance. This must be done through another meeting or an e-mail vote.
Motion to accept the financial statements by Anna Scott.
Seconded by Mea
Passed.
Barb B and Barb T will draft a letter to members regarding the requirement for review/audit.
Barb Bell reviewed the upcoming budget for 2006/2007. It was created with the goal of absorbing some of the surplus. The budget includes a donation be made by RAMED. Half of the money donated would be to a local organization – The Salvation Army. The other half to a women’s organization in a Middle Eastern country. It has been suggested to buy a mating pair of goats for Rowanda.
F.
Upcoming RAMED Events
·
Sarita from
·
2007 Student Show at the
· Regular Haflas will be held throughout the course of the year. Suggested to hold it at various teacher locations on the same day of the month (i.e. 3rd Saturday evening). People bring their own music, food and beverages. Can bring stuff to sell. This is being done in the hope of fostering community.
G.
Selecting Performers for Auditioned Shows
A lot of discussion was held surrounding this item. Must ensure that everyone understands the rules/requirements very clearly.
· Every other year is an audition show
· Next audition show is 2008.
H.
Standard Rates for Performances and
Workshops
This item was deferred for a time when there would be more teachers in attendance. The board will discuss methods to address this.
I.
The Election of New Board Members
Estelle – Member at Large (also responsible for merchandise)
Motion –
Seconded - Barb Bell
Passed
Daphne Budding – Secretary
Motion – Mea Cicansky
Seconded – Anna Scott
Passed
No one willing to stand as board member for Newletter editor or Treasury.
Amy Lynn will become the new webmaster.
J.
Adjournment
Motion to adjourn annual meeting by Michelle.
Seconded by Estelle.
Passed.