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BCFFPA Annual General Meeting
May 31, 2008
Sun Peaks BC
1.
Meeting Called to Order
10:00 AM
Melanie Filiatrault
2.
Welcoming Remarks were delivered to the assembly by Melanie Filiatrault with Debbie Drewitz
announcing Life and Honorary members present, Melanie and Paul Filiatrault, and Wayne
Matheson. Melanie then introduced the staff, Ellaine Ashby, Lea Ann Tellier, and Alysha
Stoddard, the auditor Brian Tipper and the Parliamentarian John Noonan. The chair was
turned over to John Noonan.
3.
Housekeeping
John Noonan
a)
Notice of the meeting was provided via the Web site, Newsletter and via mail
b)
The Quorum of 49 voting members present was established
c)
The agenda and Rules of Order were approved and accepted
d)
The tellers committee made up of Monica Sivertson, MCFD, Brian Tipper, Auditor,
and Ellaine Ashby, Executive Director
4.
Frank Hetherington and Annette Harding were presented with Honourary Life Memberships for
their support of and dedication to the BCFFPA Provincial organization.
5.
President’s Report – Melanie briefly outlined her report as presented in the Annual Report. She
recognized Rick Poitres, Sheila Ridden and Gary Mavis from the FAFP.
6.
Mary Ellen Turpel-Lafond Representative for Children and Youth – delivered the Keynote
address to the assembly. She was available to answer questions from the assembly. Here
comments will be posted on the BCFFPA Web Site.
7.
Auditors Report was presented by Brian Tipper and accepted by the assembly. Brian Tipper
Inc was appointed auditor for the 2008/09 fiscal year.
a)
Ellaine Ashby answered questions from the assembly
i.
Cary deBest wanted to know why the membership income was lower
when the numbers stated have actually risen. This is due in part to the
fact that many members took out 2-year memberships in the 2006/07
fiscal. Membership currently is 1097 an increase over last year, and
previous projections
8.
Special Resolution – the Special resolutions were set out to the assembly.
a)
A member from Vancouver spoke on his experience with late renewal. It was
pointed out by a member from the Interior that memberships expire December 31
and are given a 30-day grace period until January 31 so that there is no issue, as
the member had 30 days to renew. The member indicated that he had tried to
appoint another member to be the regional delegate, but not able to. It was
clarified that the proper procedures needed to be taken, and that all votes are
available in the office should anyone wish to view the results.
b)
Debbie Drewitz said that she had paid late in the past. The office will be happy to
investigate the claim.
Frank Hetherington spoke against Resolution #1 as he felt that there should be ability for anyone to
run and felt that the membership is intelligent enough to expect some BCFFPA experience.
Jan Chapman had a question regarding Resolution #2 as it related to length of service for Regional
Delegates.
Heather Bayes spoke against Resolution # 3 as the bylaws give more than adequate time to allow
the Provincial office to receive them, and that allowing an individual to carry votes to the AGM does
not allow for anonymity
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01/AGM/2008: MSC: (Debbie Drewitz) Move that the credentials report adopted at
the beginning of the conference be amended by the addition of Nick Rouleau
Discussion occurred around whether Mr. Rouleau is a voting member or an associate
member.
02/AGM/2008: MSC: (Jan Chapman) Move to allow Nick Rouleau to vote on the
Resolutions and Ballots at the AGM
***** LUNCH AND VOTING******
9.
New Business
John Noonan
Motions from the floor
Frank Hetherington asked if adopted as a whole does the board have to do what is requested or
simply consider. The answer given by the Parliamentarian is the Board will consider the
Motions.
BCFFPA Regional Delegate/ Directors of the Board/ Executive Committee
03/AGM/2008: MSC: (Jan Chapman) We move that the BCFFPA Board of Directors
consider the list of 23 motions;
The following motions were brought forward for consideration by the BCFFPA
Board of Directors at the AGM May 31, 2008. The opinions and statements
contained herein are those of the movers ONLY and do not reflect the majority
opinion of the Federation Board of Directors and membership. Going forward, the
Board will be looking at all motions brought forward and allocating them for follow
up.
1.
A detailed job description is developed for Regional Delegates, which includes
but not limited to the role responsibilities, expectations and limitations, duty to
record and archive role related activities. Rationale: To ensure parties applying
for these positions have a clear understanding of their obligations and
responsibilities to the BCFFPA in general and to the Board specifically.
2.
Each Regional Delegate (Director) is provided by the BCFFPA with a copy of
the British Columbia Society Act (Chapter 433) and BCFFPA Constitution and
By Laws, at the time of their election or appointment. Rationale: To Ensure
Regional Delegates have a clear understanding of their legal and ethical
duties to BCFFPA, as a registered society under provincial law.
3.
All Regional Delegates be provided with password protected email addresses
which would be posted on the BCFFPA website. Rationale: To ensure direct
and confidential communication with members, and persons interested in the
function of the BCFFPA or fostering in general.
4.
BCFFPA create within their annual budget, and allocation which provides an
hourly pay rate for Regional Delegates attending scheduled or unscheduled
meetings as Directors of the Board. Rationale: Regional Delegates are those
doing public relations and support work of BCFFPA everyday of the week
on a volunteer basis, remuneration to attend business meetings is becoming
the standard in the non-profit sector.
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5.
The Board of Directors reviews and rewrites Article II: Purposes, in the
Constitution and By-Laws. Rationale: As written, they are unclear in wording,
ambiguous in the presentation and are not truly reflected in the overall
service plan/s of the organization.
6.
The Board of Directors reviews and rewrites Article III, Sec.2, item B of the
Constitution and By-Laws. Rationale: Firstly, that a contradiction without
criteria is present in the item whereby it states that an “ Associate member
shall have no voting privileges and shall not hold office nor be a delegate”
And then goes to state, “ Notwithstanding (Article III-Section 2B), those
associate members selected by nomination committee to hold a position on
the Provincial Board of Directors shall have full voting privileges during
their term in office and may represent the Federation.” Secondly, the use of
the word ‘selected’, without any qualifying criteria can be deemed ‘
handpicking’ Directors of the Board, thereby undermining the democratic
voting process honored by other members. To that end, replace all use of the
word ‘ selected’ with ‘appointed’ and with qualifying criteria written in clear
and concise terms, and to be voted upon by the full Board with outcome
decided by existing 2/3 majority process.
BCFFPA Business
1.
BCFFPA Record and Post all motions presented at each AGM on provincial web
site in a manner, which allows members the ability to monitor the status of said
motions. Access would be gained by entering their BCFFPA membership number.
Rationale: BCFFPA has been shy with openness and accountability to its
members, this would offer members an opportunity to witness that their
elected Board is doing.
2.
At each AGM the status of motions accepted by vote from the previous year is
conveyed orally, available in print form, and on the web site for those unable to
attend. Rationale: Members should be provided the opportunity to discuss
status of motions and give direction to Board at AGM.
3.
All job postings for positions with BCFFPA must be tendered through a minimum
of two (2) major newspapers in BC for a period no less than one (1) month.
Rationale: Membership needs to be assured that BCFFPA is making every
effort to employ the most qualified persons, relative to budget and need.
4.
All postings and screenings for the position of Executive Director be
commissioned by a professional consultant or agency with appropriate skills and
history. Rationale: Leadership influences the rate of success a non-profit
agency enjoys. BCFFPA has not adopted fair and reasonable process.
5.
The Executive Committee develop, complete and distribute the job description
for the position of Executive Director for voting into the Constitution and By-
Laws no later than the established period sixty (60) days prior to the 2009 AGM.
Rationale: It is standard that the Executive Director of any Board,
particularly non-profits, maintain performance standards which reflect the
expectations of the voting members, the funders, professional collateral
agencies and the Board of Directors. A job description ensures the person
applying for, or acting in that position is aware of what their responsibilities
will be and whom they will be accountable to. It allows the Board to assess
the workload and efficiencies of the office staff, and adjust accordingly.
Lastly, without a formal job description it is a hazardous practice to
‘select/appoint’ a candidate.
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6.
The business meeting, including the reading of motions at AGM’s is archived
through video recording. Rationale: 1. Provides an opportunity to correct any
miscommunication; 2. Provides an accurate record of the discussions relating
to BCFFPA business including the presentation of motions, resolutions, and
outcomes.
7.
All employees whether paid hourly, annually or by contract, have wages
reviewed by the Director of Personnel and Directors of Board, and adjusted with
approval of a majority vote (3/4) of the full Board. Rationale: To ensure wage
adjustments reflect performance fairly, and meet role expectations.
8.
The Board of Directors, including the Executive committee establish limits on
annual wage and salary adjustments and approve by majority vote (3/4) of the full
board. Rationale: To prevent the onus of these decisions being resigned to the
views of an individual director. Objectivity will be exercised.
9.
BCFFPA secure the services of a professional minute taker for all AGM’s.
Rationale: To allow Board Secretary to participate fully in the business at
hand during the AGM without distractions.
10. BCFFPA consult with appropriate party to design an Organizational Evaluation
which would be distributed to membership, MCFD staff, business partners, and
other resource agencies having affiliation with BCFFPA. Rationale: Successful
non-profit agencies rely on feedback from members/clients, funders and
business collaterals to improve upon services, review goals, rewrite
policy/bylaws, or redirect leadership.
11. BCFFPA membership is governed by the BC Society Act and its Constitution and
By-Laws. Rationale: Other documents such as Policy & Procedures ad Board
Orientation have been used to discourage members from involvement in
elections.
12. BCFFPA shall undertake a full review of the Constitution and By-Laws by an
appointed committee. Rationale: The By-Laws have not been reviewed for
many years and a complete review would allow BCFFPA to put the full By-
Laws before the membership for approval. Members need to know and
understand that it is the By-Laws that govern the BCFFPA.
13. BCFFPA will allow members to access to membership lists. Rationale: This will
allow members access to each other. Democracy is served when members can
discuss issues with each other.
14. BCFFPA will review the financial policy of the Federation annually. Rationale:
The Board of Directors is responsible for the financial policy of the
Federation and need to understand and update all financial policies on an
annual basis.
15. BCFFPA will post on the web site the unaudited financial statements including
income, expenses, assets and liabilities on a quarterly basis. Rationale: To keep
members informed on the finances of the organization.
16. All mail in ballots relating to the election of officers at the AGM be mailed
directly to the accounting firm retained by BCFFPA at that given time, and that
all hand delivered ballots are deposited with representative/s of same firm at the
AGM. Rationale: To assure voters that their right to anonymity is
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maintained and to allow the accounting firm full responsibility for the
counting, safekeeping, delivery and disposal of ballots. This would also free-
up additional hours for office staff to dedicate to other business relating to
the organizing of the AGM.
17. BCFFPA research examples of voting ballots used by other non-profit agencies
and incorporate those examples in the redesign of the current BCFFPA ballot/s.
Rationale: The current ballots are poorly designed, poorly reproduced and
reflect an amateur approach to the business of the BCFFPA.
04/AGM/2008: MSC: (Wendy Sutherland) Move that MCFD identify and compensate
the areas throughout the province that experience higher housing costs
05AGM/2008: (Heather Bayes) Move that the board of Directors take forward to the
MCFD a request for an increase in our transportation costs.
The motion was amended to strike from the motion above the words “for an increase in
our transportation costs” and insert “for an indexing increase reflecting the cost of fuel.
The final motion was
06/AGM/2008: MSC: (Heather Bayes) Move that the Board of Directors take forward
to the MCFD a request for an indexing increase reflecting the cost of fuel
Claude Cuff brought up a motion from the prior year related to request for a cost of living
increase going to MCFD. The Board looked at the motion and as the ministry had
increased the maintenance by $100 per child and the SP by $100 per child over 25
months, it was decided not to go forward at this time.
Kula Zervos claimed that she was told there is $5000 for a region to set up a macro
council, but that she was unable to get any information despite repeated attempts.
Ellaine Ashby clarified as fact that the information provided was that there is UP TO
$5000 and that the information was further shared that Heather Bayes is in possession of
the information needed to assist the Fraser Region, and that the same information had
been forwarded to Ms. Zervos on three separate occasions.
A question arose regarding the $100 rebate for children in care. Wayne clarified that
there is a plan to send caregivers the $100 for each child in their home. More information
will be available soon.
Leah Lachmuth expressed her willingness to continue in the development of an urgent
response system. Melanie apologized to her for not beginning sooner and indicated that
the development of the model will begin shortly.
10.
Voting results
John Noonan
a)
Special Resolutions - #1 50/yes 34/no – resolution failed
b)
Special Resolution #2 66 –yes 19- no – resolution carried
c)
Special Resolution #3 32 – yes 56 – no – resolution failed
d)
Elections
i.
Melanie Filiatrault 76 yes, 22 no – elected for President
ii.
Heather Bayes 75 yes, 23 no – elected for Vice President
Melanie Filiatrault thanked the assembly for attending. The meeting was adjourned at 2:10 pm
