Present: Michael McNamara, President; Michael Berman, Vice President; Kevin McMahon, Treasurer; Jenny Brown, Secretary (@8:45); Directors: Ian Thomson, Scott Sweeney, and Masoud Zadeh.
Absent: Joanne Ovitsland, Bill Engleson, Erin Hornsy O'Brien, and Michelle Wilson.
1. Call to Order @ 7:35 P.M. by Michael McNamara.
2. Michael McNamara introduced Janet LeBlancq, Administrator; a copy of the contract and the administrator's description of duties were available for review. Ian Thomson, Michael McNamara and Michael Berman met with' Janet last week and established the following administrative work plan: revisions to the Constitution and Bylaws; organizing board workshop; planning member recruitment; establishing filing systems and a central location for ISLA files; budgeting and fund raising; reviewing ISLA's work done to date' for the purpose of acquiring charitable status designation; investigating' potential land bequest parcels.
3. Minutes of Previous Meetings, January 2/09 special meeting regarding the recruitment of an administrator and the January 16/09 regular meeting were approved by general consent as circulated. It was agreed that ISLA would provide paper to directors for keeping paper files, although it was agreed that electronic file management would be the preferred method of information storage.
4. Business Arising:
a) Board workshop: There was discussion regarding the timing for the maximum benefit to the association. Motion: Kevin McMahon/Scott Sweeney, 'That we delay the workshop until after the AGM. Carried. Janet will consult with the facilitators and establish two possible dates after the AGM and efforts will be made to enlist as many of the directors as possible to commit to one. Target: to schedule the workshop on a Saturday before the end of June.
b) Constitution and bylaw revisions proposed:' These were circulated. The Constitution & Bylaw revisions were agreed to by general consent as follows:
Constitution:
The name of the society is the Hornby Island Land Trust. (HILT)
Purposes:
1. To acquire land and hold it in trust in perpetuity and to provide permanently affordable housing on Hornby Island.
2. To provide permanently affordable access to land for housing by forever removing the land from the speculative market.
3. To acquire, create and/or administer affordable housing, either independently or in cooperation with other community organizations.
4. To steward the health of the natural environment by requiring ecologically-sound and sustainable ways to use land for housing.
5. To undertake any other activities that serve the purpose of the Trust.
6. Dissolution. In the event of dissolution or of the winding up of the Association Trust, any money or assets of the Association Trust remaining after the satisfaction of its debts and liabilities shall be given or transferred to such charitable organizations promoting the same objectives as this Association Trust as may be determined by the members of the Association Trust at the time of winding up or dissolution. Failing such determination then such money and assets shall be given or transferred to some other organization provided that such organization be a charitable organization or trust recognized by Canada Customs and Revenue Agency as being qualified as such under the provisions of the Income Tax Act of Canada from time to time in effect. THIS PROVISION SHALL BE UNALTERABLE.
Bylaws:
The Bylaws of the Society are those set out in Schedule B of the Society Act with the following additions:
The quorum at general meetings of the Society shall be 20 members.
The number of directors shall be 9. The quorum at directors meetings shall be 5..
Terms of office of directors: Commencing at the 2009 AGM, the terms of office of the directors shall be staggered to assure continuity in the pursuit of the purposes of the society. The 2009 election of directors shall require: 3 directors elected for three year terms; 3 directors elected for 2 year terms and 3 director elected for a 1 year term. Thereafter each year 3 directors will be elected to three year terms.
It was noted that, in presenting these revisions for consideration by the membership at the AGM, the current wording of the Constitution and appropriate Bylaw section, together with the revisions, would be published. This document will be presented to the March board meeting.
c) Real Estate Foundation grant: report: Bill Engleson is the contact person: Janet to follow up.
d) Outreach Committee: Jenny Brown, Masoud Zadeh and Kevin McMahon spoke to a written reported submitted by Jenny Brown. The Co-op porch outreach on January 31st was successful. Suggested that a photograph of the ISLA board be posted on the Co-op porch. Photos were taken at the conclusion of the meeting. Jenny noted that community members have questions re what is happening with Bernhard's Weiss's land donation to ISLA. A map of the designated land area would be helpful. The committee suggests the purchase of lapel buttons that say 'Let's talk about housing'; the approximate cost of $120 for 250 buttons was approved by general consent. There will be a repeat ISLA information/outreach table on the Co-op porch on February 21. There was general discussion re the Weiss land development and the pending land donation to ISLA. Can there be a field trip of the Weiss land for the board of directors? Agreed that the opportune time for this would be after the AGM when the new board has been elected.
5. Correspondence
Emails from Bill Engleson, Michelle Wilson and Erin Hornsy O'Brien expressing
regrets for their absences from this meeting were received.
6. Administrator's
Report:
Janet reported a summary of administrative activities including meetings to
establish work plan priorities, a financial review with the treasurer and
reviewing minutes and files. Laura Busheikin of Denman Island will be consulted
regarding grant funding. Bonita Wexler referred a seed grant info package for
consideration. Janet will follow up to determine if this as an attainable,
appropriate source of funding for ISLA.
7. Financial
Report:
A preliminary budget comparison report will be emailed to the executive.
Expenses are less than budgeted; revenues through donations are greater than
budgeted. A bookkeeper may be consulted to assist in review of financial
reporting.
8. New
Business
a) Setting date for AGM: Agreed by general consent that the Annual General Meeting of the Society be scheduled for Sunday May 3, 2009. New Horizons is the preferred venue. Janet will determine availability. Start time to be determined.
b) Member recruitment: It was noted that the promotional materials need updating; the pamphlet needs revising. Janet and Jenny will begin. When the constitution is approved, the name changes to Hornby Island Land Trust.
c) Dates of meetings: Agreed by general consent that the executive and administrator will meet on the first Wednesday each month at 7 PM in the Green Room; the full board will meet the 3rd Wednesday each month at 7 PM in the Green Room. Jenny Brown will be away for the month of April.
9. Adjournment: The meeting adjourned at 9:35 PM by general consent.
Michael McNamara, President
Janet LeBlancq, Recording Secretary