Ontario 4-H Council Board of Directors Meeting MINUTES

Transcription

1 Ontario 4- H Council B oard of Directors Meeting Page 1 Ontario 4-H Council MINUTES Date: Friday October 26 & Saturday October 27, 2018 Place: Sheraton Parkway Toronto North, Richmond Hill Participants: Staff: President: Dennis Carnegie, Past President: Brad Found, Vice President: Cheryl Sullivan, Director at Large: Donna Van Der Heyden, Darrell Bergsma, Elaine Bowman, Kim Desserre, April-Jean Hickson, Sonia Nuttall, Carrie Purcell, Jeff Stratichuk, Emily Tremblay, Lynn Ward Debra Brown, Executive Director, Danette Woodworth, Recording Secretary 1. Call to Order: President s Welcome and 4-H Pledge Meeting called to order at 7:00 pm on Friday, October 26, 2018 by Dennis Carnegie, President. Dennis welcomed everyone and thanked the Directors for attending the Strategic Planning Day and Council meeting. Directors recited the 4-H Pledge. 2. Review of Action Sheet from August 18, 2018 BOD Meeting Items 1, 5 and 6 are complete and the remaining Action Items will be discussed during the meeting and/or carried forward to the January Meeting. 3. Approval of Agenda MOTION: Moved and seconded to approve the agenda as circulated, with the addition of Scotiabank under Financials. 4. Appointments 4.1 Action Sheet Recorder Cheryl Sullivan will prepare the list for the October Council Meeting. Jeff Stratichuk has volunteered for the January Council Meeting. 5. Acknowledgement of Minute Approval 5.1 September 18, 2018 The August 19, 2018 Meeting Minutes were approved on September 18, 2018 at a Council Board of Directors Minute Approval Meeting. Strategic Direction #3: Build and Promote Partnerships 6. Committee Reports 6.1 Resolutions Chair Donna Van Der Heyden Nothing received thus far. Reminder of November 22, 2018 deadline to submit resolutions.

2 Page Grievance Report Chair Debra Brown (nothing to report) 6.3 Board Evaluation Results Chair Darrell Bergsma Lynn Ward reviewed the evaluation results from August Board Meeting on behalf of Darrell Bergsma. 7. Regional Board Task Force Chair Carrie Purcell The draft Regional Guidelines were circulated to Directors. The Region in Good Standing Guideline offers a proposal of what a Region would do if they had or will have a regional entity in place. The Committee is fine tuning the document and will forward to the original working group for feedback. After the group has reviewed the document, the Task Force will present to Council at the January Board Meeting for approval and will be rolled out. 8. Board Correspondence Nothing received. 9. Report on Presidents & Vice Presidents (P/VP) Teleconference Calls Dennis Carnegie reported that 22 people participated in the P/VP Calls. It is a busy time of year, however that represents about a quarter of the Presidents and Vice Presidents. Council discussed and considered: how to increase participation; survey results from polling the P/VP s in the spring; whether there is a better forum; shorter/less calls; and structure of calls. Notification will be sent to Presidents, Vice Presidents and Associations Representatives that calls will be combined and held three times a year starting after CAM MOTION: Moved and seconded to combine the Association Representatives and Presidents/Vice Presidents Calls, as well as extending an invitation to Local Association Executives, and to hold these calls three times per year in January, June and October. Calls to commence in June 2019 with an invitation to attend being announced at CAM. Strategic Direction #4: Document our Impact 10. Officer and Special Reports 10.1 President Dennis Carnegie Dennis Carnegie reported he had a very busy summer. Dennis participated in meetings with the Minister of Education and Minister of Agriculture in September. Dennis, Brad Found and Debra Brown also recently met with OMAFRA for the semi annual meeting. Dennis looks forward to the Royal Agricultural Winter Fair to see the 4-H youth in action Staff and OMAFRA Mid-Year Review The presentation made to Ontario Ministry of Agriculture Food and Rural Affairs (OMAFRA) was included with the meeting package. Debra Brown indicated it was a good meeting with staff from OMAFRA. Debra will connect with OMAFRA staff to see where the Ministry s priorities will be with the new government, and the direction they will be working towards. 4-H Ontario is progressing well with all of our Ministry goals and the next meeting with OMAFRA will take place in April 2019.

3 Page 3 Debra Brown reminded Council to reach out and invite their local Member of Provincial Parliament to awards nights and 4-H events Ontario Youth Representative to 4-H Canada (YAC) Logan Emiry (No report received) 10.4 Ontario 4-H Foundation Chair Brian Little Brian Little provided a Foundation Report to Council, included with meeting package H Canada Debra Brown prepared the 4-H Canada report included with meeting package. Council Directors will begin the Commit to Kids training after the Council Meeting. 4-H Ontario will continue to explore the train the trainer model. Training will begin with Directors, then be rolled out to staff, and then volunteers in early By 2021 it will be mandatory for all volunteers to complete this training. The Central Canada Regional meeting is being held in Montreal the end of November. The 4-H Canada Inclusion Statement was also included with the meeting package for review and discussion. Once finalized, this Inclusion Statement would be included on 4-H Ontario publications and the 4-H Ontario website. MOTION: Moved and seconded that 4-H Ontario accept the Inclusion Statement. Strategic Direction #1: Ensure a Relevant 4-H Experience 11. Finance Committee Chair Cheryl Sullivan 11.1 Council Financial Year to Date Actuals Cheryl Sullivan reviewed the Council Income Statement Summary to August 31. A transfer of $75,000 was made into a GIC, and $75,000 was invested in the Foundation. Two more GIC s come due in June and July The OMAFRA transfer is expected this month, and membership fee billings have been sent out. Cheryl also reviewed expenses still to come for the remainder of MOTION: Moved and seconded to receive the year to date financials Budget Cheryl Sullivan reviewed the Council budget for 2019 included with the meeting package. Board discussed budget and adjustments required. MOTION: Moved and seconded that the Ontario 4-H Council ask the Ontario 4-H Foundation for $25,000 to assist with the communication expenses for 2019, and to leave $25,000 in the budget should the need arise. MOTION: Moved and seconded to the pass the proposed amended Council budget noting a deficit.

4 Page H Forever Fundraising Plan The 4-H Forever Fundraising Plan was included in meeting package. The overall target was surpassed as of October 5. Debra Brown stated there are two upcoming fundraising initiatives 4-H Forever Appeal Letter and Giving Guide mail-out to alumni just before Christmas Scotiabank The Ontario 4-H Council currently banks with Scotiabank, who used to be sponsors of the CAM auction and the Foundation Golf Tournaments. There have been challenges with Scotiabank contacts changing frequently, as well as difficulties with changing the signing authority. The Finance Committee, along with Dale Roberts will investigate options next spring to move the 4-H Ontario account to a different bank or credit union. MOTION: Moved and seconded that President Dennis Carnegie and Past President Brad Found be listed as signatories on the Ontario 4-H Council account, as well as three senior 4-H Ontario Staff. Roll Call Council please name one person you could suggest as a potential volunteer and submit to your Local Association. Strategic Direction #2: Empower Today s Leaders 13. Governance Discussion 13.1 Policy Committee Chair Cheryl Sullivan Cheryl Sullivan presented the report from the Policy Committee included with meeting package. Council discussed the proposal for a Policy and Governance Committee and recommendations made by the Committee. The Policy Committee will finalize and present at the January 2019 Council Meeting for acceptance Nominating Committee Chair Brad Found Brad Found indicated that one nomination for President has been received. Nominations for President will be received until January 10, Council will be looking for a new Youth Director in 2019 applications are on the 4-H Ontario website and are due by December 31, Directors coming to the end of their term will be contacted to see if they will be seeking re-election Strategic Plan 2019 and Beyond Council agreed the Strategic Planning Day went very well, with excellent participation and a terrific facilitator, Mary Lynn McPherson from Strive. Council appreciated the tangible items that were taken from the end of the day to work towards. Directors were individually tasked to assign operating resources to each of key result areas: Programming, Technology, Brand, Finance and Volunteers for the next three years of the Strategic Plan. Those results will be compiled and forwarded for the final Strategic Plan.

5 Page Board Liaison Feedback A message will be sent to Association Representatives about the resolution deadline, as well as the Council Youth Director position application deadline Conference and annual General Meeting (CAM) The CAM 2019 registration will launch on November 1. The Region 2 CAM Committee have been busy planning the conference and have considered the feedback received from CAM 2018 with more handson workshops. It was also suggested that Mary Lynn McPherson could present the new Strategic Plan at CAM. A reminder to Directors and Association Representatives to include a copy of their CAM registration receipt when they submit their expenses Board Education Plan 2019 Council discussed the Board Education Plan for Suggestions included: conflict resolution, personality dimensions, volunteer screening, networking for volunteer engagement, fundraising, school education (rural Ontario). 14. Review of Action Items Recorder/Presenter Cheryl Sullivan reviewed the Action Items arising from the meeting. 15. Setting of Agenda Items for Ontario 4-H Council BOD Meeting President noted that the Action Items will become next meeting s agenda items. 16. Date and Time of Next Meeting The next Council is Saturday, January 19, 2019 held by teleconference and Zoom. 17. Adjournment Thank you to the Council Directors for their time and commitment to 4-H Ontario. MOTION: Moved to adjourn the meeting. Original Minutes Signed and Kept in the 4-H Ontario Office, Rockwood Ontario 4-H Council, President Secretary