4-H Peace Region Council Fall Meeting. November 1, Grande Prairie Regional College, Room AC144, Fairview Campus

Transcription

1 4-H Peace Region Council Fall Meeting November 1, 2014 Grande Prairie Regional College, Room AC144, Fairview Campus 1. Meeting called to order at 10:00am by President Nora Paulovich 2. 4-H pledge lead by Megan Dorschied 3. Introductions were made around room and Alesha Hill was welcomed as the new regional specialist for the Peace Region. 4. Approval of agenda- Jocelyn Wiens moved to approve the agenda as circulated. Marina Oatway seconded. Carried 5. 4-H Council of Alberta s report on Governance- Sherry Howey gave an overview and circulated a binder with details about the September 13, 2014 sharing sessions that was attended by Jocelyn Weins, Marina Oatway and Sally Barkwell. Sherry noted that the on March 27-29, 2015 all regional executives are invited to attend a Provincial Council meeting and this will be an opportunity to review and provide input into the future of the governance for 4-H in Alberta. Following discussion about the report circulated, Lori Leitch moved that a letter be drafted and sent to provincial council to have a Peace Region specific round table discussion with all three parties present (provincial council, foundation and branch), for everyone the region. Jocelyn Wiens seconded. Carried. 6. Minutes form April 26, Carla Richard moved to accept minutes as circulated. Marina Oatway seconded. Carried. 7. Business arising from the minutes: a) MAC display table cloth. They are all out of fabric and are currently looking for a different source. Janet Kerr will let us know when fabric is available. Tabled. b) Status of Ambassador and Regional Communication Plaques- The ambassador plaque is full. Sherry Howey moved that Stacy Murray be contacted and asked to make the plaque the same as the old one. Marina seconded. Carried. c) Prairie Coast Equipment Sponsorship-They have offered to raffle a gator off between the Alberta and British Columbia sides of the Peace Country. Tabled until more info is found. d) Casino Funds- a request was sent and although we have not received confirmation, we have been approved to spend the funds in the next year as requested. e) Spring Rally- Fairview College Riding arena has been booked at the college for April 18,

2 8. Correspondence- A thank you letter form Sky Kasinec on the winning of a scholarship from the Region. Nora Paulovich would like to express her thanks for the support and flowers from the region at the time of her Father s passing. 9. Treasure s Report a) Regional fees i. $22.50/registered member aged fees increased $10.00 this year. $2.50 is kept by the region and the rest goes to council. Districts write one check to regional council and send to the regional office. All fees are due December 15, b) All bills and cheques are to be submitted to regional office for recording purposes who then sends to the treasurer. c) Appoint a reviewer- Moira Boomgaarden moved that Janet Vandemark be appointed as the regional reviewer of the books. Sally Barkwell seconded. Carried. d) Application for Regional Council Sponsorship: Sally Barkwell moved and Marina Oatway seconded that we apply for all regional council sponsorships and grants available to the regional council. Carried. e) Budget- adjustments made to circulated budget. Marina Oatway moved that we accept the budget as amended. Jocelyn Wiens seconded. Discussion about having a deficit budget and confirmed that the region has >$34,000 in GIC at the Treasury Branch and the region in the past has not spent the budgeted amounts. Discussion about adjusting the income from the casino to offset this was not included at this time. Vote: 18 in favour; 1 opposed. Carried. f) NFS cheques need to resolved from Spring Rally. Action: Leanne and Nora. 10. Policy Review: a) Policy 1: Mileage and Reimbursement- No changes needed. b) Policy 2: Communication Event- Review date changed to November c) Policy 4: Regional Beef Rules- Review date changed to November ) If a hefier project should calve before achievement day, she will be shown in the 2-year-old cow /calf class. The following year, she would show as a 3-year-old cow. d) Policy 6: Regional Fees- No changes made. e) Policy 7.01: Regional Representation on Provincial Committees- Item i) changed to Supporting Provincial and Regional Communication (SPARK). f) Policy 7.02: Regional Committees- 1) iii. Regional Sheep Advisory Committee. g) Policy 7.03: Other Regional Positions- No changes made. h) Policy 8: Rotation for Hosting Regional events- Rhonda Clarke- Gautier moved that the review date for this policy be changed to Yearly in the fall. Karen Corfe 2

3 seconded. Carried. Moira Boomgaarden moved that hosting duties are arranged by districts and paid for by the region. Jocelyn Wiens seconded. Carried. Rhonda moved that all changes and reviews of all policies be accepted as discussed. Moira Boomgaarden seconded. Carried. 11. Reports a) District Reports presented as follows: i. Grande Prairie- Carla Richard ii. East Peace- Rhonda Clarke- Gautier iii. Mackenzie- Lori Leitch iv. Valleyview- Megan Dorschied v. North Peace- Alia Koladychuk vi. Central Peace- Katie Boomgarden vii. Fort Vermillion- No representatives b) Casino- dates - January 25 and 26, Every club must put forward a name to be selected till all spots are filled. Each district to follow this up and send the names to Alesha at the Fairview office or to the Casino coordinator (once appointed). c) Provincial Beef Advisory Committee- Marina Oatway d) Provincial Equine Advisory Committee- Laurie Fisher e) Regional Specialist- Sent from Margerute Stark. Alesha Hill gave an update from Branch f) Provincial Council Rep- Sherry Howey g) Exchange Rep- No representative. 2 kids from Japan did spend part of the summer in the Grande Prairie district. h) Camp Artaban- Sally Barkwell Sally Barkwell moves that the region donates $ to Camp Artaban for upgrades and repairs. Rena Moss seconds. Carried. i) Ambassador- No Report j) Diary Review Report- Laurie Fisher k) Communications Review Report- No report needed. l) Regional Program Report i. Fall Leaders Forum and Frosty Fest- November 29, 2014 at Whitelaw Community School. Margret Stark will come to help present. ii. SWAT- Contact all senior members to find the best location most central to those attending. Ambassadors and Key Members will be needed. iii. Regional Winter Camp- A combination of Junior and Intermediate. Both camps will be 2 nights. Christine Lentz will tentatively book the Whitelaw Community School. Carla Richard, Jocelyn Wiens, Moira Boomgaarden, 3

4 Katie Boomgaarden, Megan Dorschied, and Kelsey Oatway have agreed to help. iv. Spring Rally- Marina Oatway, Jocelyn Wines, Lori Leitch, Heather Crichton and Nora Paulovich to plan. A bench show organizer is still needed. v. Leadership Conversations will be in conjunction with Frosty Fest vi. Provincial Public Speaking- Location has changed to Olds and both competitions will be happening in the same room. 12. New Business a) Program Plan- See above. Rhonda Clarke- Gautier moved to accept program plan as amended. Marina seconded. Carried. b) Silent Action item for Leader s Conference- Laurie Fisher will purchase as per budget. c) Beef Congress- The program includes a 4-H component and can be included in the member diary as a regional project event. d) New Clubs- A letter was received from the Teepee Terrors. $ will be sent to them as they are a new club. Other new clubs can be provided with the funding following a formal request, as per policy and our budget. 13. Nominations and Elections i. President- Jocelyn Wiens nominated Lorie Leitch she declined. Sherry Howey nominated Sally Barkwell, she accepted. Three calls were made for nominations. Nora Paulovich moved nominations cease. Sally Barkwell is the new regional president. ii. Vice President- Marina Oatway nominated Megan Dorschied she accepted. Three calls were made for additional nominations. Megan Dorschied is the new regional vice president. iii. Casino Coordinator- Carla Richard nominated Kodi Anderson. Acceptation was confirmed by text message. Three calls were made for additional nominations. Kodi Anderson is the new regional casino coordinator. iv. North Peace Director- Sally Barkwell nominated Nora Paulovich. Three calls were made for additional nominations. Nora Paulovich is the North Peace Director for the region. v. Peace Rep to Provincial Equine Advisory Committee- Laurie Fisher and Anne-Marie Johnson are the reps. vi. Peace Rep to the Beef Advisory Committee- Marina Oatway and Nora Paulovich agreed to continue to represent the region. vii. Peace Rep to Sheep Advisory Committee- Alia Kodychuk volunteered and we will contact Andy Pitman for confirmation if a member can be on the committee. 4

5 viii. ix. Camp Artaban Rep- Sally Barkwell agreed to stay on. Regional Scholarship and Bursary Committee- 1 name for each committee from each district must be sent to the regional office. 14. Leader s Conference hosted by Peace Region in 2015 i. Theme: Building Bridges ii. Committees: a) Registration- Nora Paulovich b) Decorating- Karen Corfe c) Entertainment- Sally Barkwell d) Auction and Raffle- Ray Binks e) Sessions- Rhonda Clarke- Gautier f) Flags and Share Fair- Sherry Howey g) Regional Volunteers- Lots and Lots (40 minimum from the region) iii) Bussing- The region will be paying for a bus to go down on Thursday. 15. Spring Meeting Date- April 25, 2015 at 10:00am. Christine Lentz will book AC144 at Fairview College. 16. President Nora Paulovich adjourned the meeting at 2:28pm. Respectively submitted by Kelsey Oatway- Regional Secretary 5