2. Minutes of the April 27, 2016 Executive meeting were accepted motioned by Marilynn

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1 Executive Members Present: Peter Risdahl - Vice President Bill Cousens Past President Sheila Pfeiffer Treasurer Moe Sinotte Secretary Executive Officers at Large Cathy Hobday Social Convenor Jan Leinweber Archival Liaison Marilynn Sander Membership Chair Barb Cousens SACSF Norm Landymore SACSF Regrets David Mansfield - President SAIT S ALIVE Executive Meeting Minutes Wednesday, July 27, :15 PM School of Transportation 3 rd Floor Board Room Clayton Carroll Automotive Centre 1. Call to order 1:15 Bill Cousens, Past President In his absence David Mansfield, President asked Bill to assume the chair. The agenda was approved. Barb and Marilynn volunteered to be minute checkers. 2. Minutes of the April 27, 2016 Executive meeting were accepted motioned by Marilynn seconded by Sheila. 3. Business arising from April Executive Meeting minutes. a) On behalf of President David Mansfield, Bill reported that SAIT President Dr. David Ross will be present at the September Barbecue and will say a few words. (b) Vacant executive positions. Cathy stated that she was in contact with Heather Sagan who indicated she would be interested in sharing the position of secretary. Moe reported that Tom Skinner is happy to be our Webmaster but it is Moe s feeling that the added time commitment of Scribe duties is too much (c) Historical Tour of Heritage Hall- July 23, Moe Sinotte Moe was the only SAIT s ALIVE member to volunteer for Historic Calgary Week. After discussion re the Guide Notes Tour for Heritage Hall he received Moe promised to send copies to all executive members 1

2 4. Reports Treasurer s Report Sheila Pfeiffer Moved by Sheila seconded by Moe that the Treasurer s Report be accepted. Sheila informed us that the GIC is ready to mature. Moved Norm seconded Barb that the GIC be reinvested for a one-year term. Membership Report Marilynn Sander Since the Executive meeting April 27 th, 58 members have renewed for 2016 and 39 renewed for To date paid up members: 442 members/spouses/partners (actual numbers). In the event of a Postal Strike, we will need to handle mailing membership cards differently and also receiving renewals from the mail (payments etc). Discussion followed and it was decided that a statement be placed in the next Bulletin encouraging members to pay membership fees at our next BBQ. {In the event of a postal strike, if proof of membership is required for Parking Pass, Marilynn will contact the Parking Office at SAIT and will make arrangements to verify members have paid. Social Report Cathy Hobday The June barbecue held at the Triwood Community Association had 156 members and guests in attendance. For the first time we acquired access to the Triwood Community kitchen to prepare and cook the menu which included steak, baked potato, baked beans, Caesar salad, garlic bread and cake. I recommend that we continue to use the kitchen for our food preparation as it is more efficient than cooking and transporting food from our homes. (See Treasurer s Report for financials) Fall Barbecue September 20 Phoning committee will call out August 31, September 1 and 2. RSVP confirm by Sep 9 numbers to Cathy by Sep 12. Norm will be out of town so stand-in coffee maker is required Cathy asked for space in SA bulletin to call for volunteer cooks. Also to advise attendees re parking concern - Farmers Market will take place (3:00 7:00 pm) on barbecue day. SAIT Golf Tournament Norm Landymore Norm will contact Gary Wagner to find out what plans are for the Tournament in September. 2

3 Fred Jorgenson Tribute Jan Leinweber We received memories and tributes of Fred from the BBQ and from the special bulletin. ed messages were put on a memory page. Some members said they would like to share a memory but wanted some time to think about it. She is still accepting these but please do it soon. Our plan is to deliver these pages to Fred s family, plus we will be put this material in the Archives. Fred Jorgenson became a SAIT s ALIVE Honouree. As part of the project 40 members made donations at the barbecue contributing $1,070 to SACSF. Several out-of-town members responded with tributes and donations after the bulletin was sent out. Archival Liaison Report Jan Leinweber Tonia s contract positon ended at the end of June so Karly is the only archivist now. Archives Team will be meeting with her next week to review the priorities and status of our projects. Will report details at the next executive meeting SAIT Centennial Information: 1. There continues to be interest from our members in the Time Capsules (50 th anniversary) capsule will be opened at the SAIT Birthday Celebration on October 16, 2016 at 1:30pm. SAIT would like names and contact information of anyone who was there or helped when this capsule was laid (75 th anniversary) capsule contents will be on display at the Birthday celebration. Currently there are no plans to have an official event to open this capsule 2016 (Centennial) capsule The tradition continues and there will be a new time capsule to be opened in There will be a public book available to sign at the birthday celebration on Oct. 16. It will go into the new capsule. Contact sait100@sait.ca with items you d like to see included in the time capsule (items that would represent SAIT and the world today, to people in 100 years). 2. The SAIT Centennial Team invites SAIT's ALIVE to their Birthday Celebration. (attachment). Everyone is welcome but an RSVP would be appreciated. Will include an invitation to the Public Birthday Party in the next newsletter. 3

4 NOTE: Here is the link to register for the Birthday celebration on October 16, 2016: cid=5597&ecid=5597&post_id=0 3. Centennial Event Program and the Invitation to the Public Birthday Party poster will be available at the September Barbecue. Centennial Celebration Information page on SAIT's ALIVE website: This page was set up to post Centennial news that may be of interest to our membership. Also, it includes a link to the SAIT 100 website. Check our page for SAIT's ALIVE Centennial information and contact Tom if you have information to post. New information posted on website in recent past: new versions of the 100/100/100 Scholarship Process and WORD and PDF versions of the Submission Form. Forms updated when SAIT introduced their new logo - no longer using SAIT Polytechnic branding. request for people who attended or helped when the 50 anniversary time capsule was laid in Send names and contact information to Carmen Neville, SAIT Centennial team by the end of August. Watch this space for information on our Winter Clothing Give-away Centennial Project. Scribe Report Moe Sinotte Bulletin was sent out in a timely manner. Jan noted that some of the contact information for executive members is incorrect. Changes will be forwarded to Tom so that he can make corrections to the website. SACSF Project Barb Cousens To date we have 21 SAIT s ALIVE Honourees and total funds collected $4,220, this includes the $1,070 from donations for Fred Jorgenson. Discussion took place and it SAIT s ALIVE Community Project Jan Leinweber 4

5 Winter Clothing Give-away Marilynn Sander & Jan Leinweber At the last executive meeting, we passed a motion that Marilynn and Jan would co-chair the SAIT's ALIVE Community Project Centennial Committee and also chose the Deer Park United Church Winter Clothing Give-away as our project to support SAIT Cares: 100 Projects. The event will be on Saturday, October 1, Volunteers needed for September 26,27,28,29.30 and October 1. Volunteers work for a few hours each day sorting clothes, setting out the clothes and then helping at the Give-away on Saturday. Volunteers who can work at least one shift (about 3 hours) should contact Marilynn. We have been in touch with Pat Lunau, the organizer of the event. We will attend their next committee meeting on August 24, 2016 and should get specific details then. We will register our project on the SAIT Centennial website after that meeting. For this event, they can use donations of clean gently-used winter clothing. Contact Marilynn or Jan. SAIT has now confirmed that they will not be supplying any promo piece (t-shirt, hat etc.) to any groups doing a 100 SAIT Cares Project, including their SAIT-led project. We will provide our volunteers with a name tag identifying ourselves and this project supporting SAIT s Centennial. This should also help when we are working with the church volunteers. Information on this project will be posted on the Centennial Information page on our website and will be in the next bulletin/newsletter 5. New Business (a) Nominating Committee P&P committee Jan Leinweber It s time to appoint our Nominating Committee so we have a full slate of officers at our AGM on November 18, 2016 Nominating Committee is chaired by the Vice President and consists of the Membership Chair and at least one non-executive member [appointed by the Executive]. Secretary and Treasurer positions rotate so they are on the slate on alternate years. We require a Secretary for a two year term so the Executive asked Sheila and she agreed to serve one more year. Social and Scribe positions rotate on the slate so they are elected on alternate years. The Executive asked Cathy Hobday and she agreed to serve another year. The Scribe and Scribe Assistant positions also rotate for operational reasons but the Scribe and Scribe Assistant positions are vacant and must be filled this year. 5

6 Positions which must be filled at the AGM November Vice President Secretary Scribe Scribe Assistant Forward your suggestions to the Nominating Committee. Motion: The title Scribe Assistant shall replace the title Scribe in Training effective immediately. Policy and Procedures shall be revised to reflect this change. Moved Moe, Seconded Barb 6. Adjournment - The chair declared the meeting adjourned at 3:10 pm Next Executive Meeting Wednesday, October 5, :15 pm School of Transportation 3 rd Floor Boardroom Clayton Carroll Bldg Motion to accept these minutes as corrected was made by Jan Leinweber and seconded by Cathy Hobday. Motion carried 6

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