Vancouver Island Chapter c/o Suite 220 250 386-7794 645 Tyee Road Fax 250 381-7900 Victoria, BC V9A 6X5 Canada Minutes of 2014 Annual General Meeting Thursday, June 25, 2014 12:00pm Read Jones Christoffersen Boardroom, 220-645 Tyee Road, Victoria BC 1. Chapter Director Call to Order.1 12:02pm.2 Members in Attendance.1 Eddie Williams.2 Grace Bergen.3 David Graham.4 Matt Haig (via teleconference).5 Dan Weber.6 Kevin Pickwick.7 Jon Shaw.8 Terry Bergen 2. Review of 2011 Chapter AGM Minutes 3. Business Arising from Minutes.1 No business arising.2 Motion to accept minutes by Terry Bergen, seconded by Jon Shaw, carried unanimously. 4. Director s Report.1 Terry Bergen referred to his Directors Report of the March 1st/2nd, 2014 CSC Board of Directors Meeting (copy attached five pages)..2 Motion to accept Directors Report by Terry Bergen, seconded by David Graham, carried unanimously. 5. Chairman s Report.1 Verbal report provided by Terry Bergen on behalf of vacant Chairperson s position..1 VAI membership is twenty-three (23) as of final 2014 renewals, however, two members who have not yet renewed have indicated they plan on doing so..2 No fall CSC courses are being planned locally, however, consideration will be given to classroom offerings in the fall if interest warrants.
Minutes of CSC VAI 2014 AGM June 25, 2014 Page 2.3 Awards were presented to/for the following VAI members at the 2014 CSC National Conference in Kitchener: David Graham: Committee Award for work on the Education Maintenance Task Team Susan Morris, FCSC: 20 Years Continuous Membership Arthur Perjul: 35 Years Continuous Membership.2 Motion to accept Chairman s Report by Eddie Williams, seconded by Grace Bergen, carried unanimously. 6. Treasurer s Report.1 Verbal report provided by Terry Bergen on behalf of Chris George, and with reference to the financial information included in the attached Director s Report (Schedule D & E 2 pages December 31, 2013 balance of $11,866.93)..1 Chapter finances continue to look positive, with a current (to June 13, 2014) balance of $11,860.08 (less expenses of the May and June luncheons)..2 Regular chapter luncheon meetings are running at a loss, primarily a result of the reduced pricing for attendance..3 Funds to be used to seed and offset cost of future continuing education course offerings, and perhaps a bursary for local members children. Further discussion will be held by the Chapter Executive..2 Members present acknowledged the efforts of new Treasurer Chris George in completing year-end VAI financial reports. Thank you Chris!.3 Motion to accept Treasurer s Report by Jon Shaw, seconded by David Graham, carried unanimously. 7. Committee Reports.1 No committee reports 8. Slate of Officers 2014/2015.1 Terry Bergen summarized nominated positions.1 Director: Terry Bergen.2 Chairman: Vacant.3 Treasurer: Chris George.4 Officer (Specification/AIBC Liaison): David Graham.5 Officer (Contractor Liaison): Matt Haig.6 Officer (Newsletter/Marketing): Jon Shaw.7 Administrative Support and Website: Grace Bergen.2 Terry Bergen noted 2014/2015 would be his last year as Director; however he will still be active in the Chapter (likely on the Executive in another role). The Chapter Executive will consider options for nominations for the next Director..3 Motion to accept the nominated VAI officers by Terry Bergen, seconded by Kevin Pickwick, carried unanimously.
Minutes of CSC VAI 2014 AGM June 25, 2014 Page 3 9. New Business.1 No new business 10. Motion to Adjourn.1 By Dan Weber, seconded by David Graham, carried unanimously..2 Meeting adjourned 12:30pm Minutes prepared by: Terry Bergen, CCCA Director
Page 1 of 5 Report to the Vancouver Island Chapter March 2, 2014 CONSTRUCTION SPECIFICATIONS CANADA SPRING BOARD OF DIRECTORS MEETING March 1st and 2nd, 2014 Prepared by: Terry Bergen, CCCA Director - CSC - Vancouver Island Chapter Construction Specifications Canada is a dynamic national organization. You are all aware of our local networking opportunities and course offerings but please take a few minutes to review this report to learn about all the national initiatives and organizations that CSC is involved in. Please note that the following report is intended as a Coles Notes summary of the 200+ page meeting package reviewed by the Board of Directors March 1st and 2nd, 2014. If anything in this Report is of particular interest to you, or if you would like more information, please feel free to contact me at tbergen@rjc.ca or vancouverisland@csc-dcc.ca. 1.0 President s Report CSC President Mike Garlinski welcomed to the Board to the meeting and provided an update on the various CSC association liaison partnerships, endeavours and initiatives, including:.1 Construction Industry Consultative Committee (CICC) is the committee that oversees the preparation and issuance of the various CCDC documents. Aside from CSC representatives, also included on the committee are representatives of: - Association of Consulting Engineering Companies Canada (ACEC) - Canadian Construction Association (CCA) - Royal Architecture Institute of Canada (RAIC) - Canadian Construction Documents Committee (CCDC) - Canadian Design-Build Institute (CDBI) Updated versions of CCDC3 Cost Plus Contract, CCDC 29 Guide to Pre- Qualification and CCDC 11 Contractor Qualification Statement are complete and awaiting final endorsement from all CICC constituent organizations (pending). New editions of the CCDC 21 A Guide to Construction Insurance and CCDC 24 A Guide to Administrative Support Documents will be published in summer of 2014.
Page 2 of 5 2.0 Committee Reports 2.1 Membership/Chapter Development/Communications Membership renewals are in full swing, and retention continues to be very strong for our volunteer organization. Members are encouraged to renew if not already done so. CSC members and industry colleagues are encouraged to review the CSC events calendar (http://forum.csc-dcc.ca/calendar.php) when travelling, as there may be an Association event that could be attended to help build your network of contacts across the country. Don t forget to join the CSC Group on LinkedIn! 2.2 Education Certification Committee CSC 2 nd Vice-President Peter Emmett reported to the Board, amongst other items, that the Education Maintenance Task Team (EMTT) has made significant headway in their review and update of CSC course material, including: - Principles of Construction Documentation (PCD) - Specifier 1 (SP1) and Specifier 2 (SP2) The two courses have been combined into one 50 to 55 hour course (as opposed to the 40 hour courses for PCD and CCA) - Construction Contract Administration (CCA) The courses have been harmonized for language and appearance, and updated to reflect the CSC Manual of Practice and industry standards. Content has been updated to reflect current technologies as well. Course updates are on target for Spring 2015 implementation. 2.3 Strategic Planning CSC President Mike Garlinski noted that the updated Strategic Plan will include the following focus point highlights: Marketing Strategy: focus on opportunities to increase awareness of the CSC brand Communication Strategy: increase 2-way communication between members Membership Strategy: engage young and emerging professionals Continued emphasis will be placed on the use of social media to foster open communication and dialogue amongst CSC members and industry colleagues. 2.4 Conferences/Legislative/Awards CSC 3 rd Vice-President Peter Heibert reported to the Board, amongst other items, an update with regard to the status of upcoming National Conferences: 2014 Hamilton Niagara/Toronto/Grand Valley Chapters Kitchener 2015 Winnipeg Chapter Winnipeg 2016 Atlantic Chapter Halifax 2017 Vancouver Chapter Vancouver 2018 Edmonton Chapter Edmonton
Page 3 of 5 The Kitchener conference planning is complete and the technical program is being finalized. Visit http://csc-dcc.ca/conferences for more information and be sure to register for this year s exciting conference. The 2019 Conference was awarded to the Regina Chapter. 2.5 Publications CSC Immediate Past President Claude Giguere reported to the Board an update as to the status of Construction Canada Magazine and Le Magazine Construction as published by Kenilworth Publishing. The magazines continue to be seen as the dominant printed medium in Canada for the industry with the widest circulation and highest rate of reader information retention. The Construction Canada Magazine website (www.constructioncanada.net) now boasts exclusive content; daily news items are frequently posted. The magazine is published in hardcopy eight times annually. Le Magazine Construction has its own website at (www.lemagazineconstruction.com) and is published twice annually. 2.6 Technical Studies CSC 1 st Vice-President Keith Robinson reported to the Board, updates of the various international and national technical committees, organizations and projects CSC participates in. The individual reports are extensive and for brevity in this report a summary of CSC involvement is presented in the following table:
Page 4 of 5 The Canadian Construction Document Committee (CCDC) has requested to adopt the term Specifications in stead of, or to have the same meaning, as the older term Project Manual. This motion was approved by the CSC Board of Directors. 2.7 Marketing CSC 3 rd Vice-President Peter Heibert reported to the Board that the CSC logo is now available for use by members only (i.e. business cards, email signature blocks). Official guidelines have been published and forwarded to all CSC members. Those members who desire to use the logo are to contact the Association Office and obtain digital copies. The logo may not be used in any way that could construe an endorsement of product or service by CSC. The logos are available in English and en Francais. Example Member Logos 3.0 Treasurer s Report CSC Treasurer/Secretary Sandro Ubaldino presented to the Board the financial year-todate summaries and statements and reported to the Board that the Association was on target to meet previous forecasts and operate at a small budgetary surplus for the year. 4.0 Executive Director s Report CSC Executive Director Nick Franjic presented to the Board a summary of the overall association membership as of the Fall Board of Directors Meeting. Membership has increased by approximately 1.6% year-to-year over last year. Association Staff are comprised of: Nick Franjic nfranjic@csc-dcc.ca Clafton Fiola cfiola@csc-dcc.ca Brad Noble bnoble@csc-dcc.ca 4.1 Update on NPO Act and Administrative Manual The Board of Directors has approved the updated CSC Articles of Continuance and Association Bylaws. Changes comply with the federal Government s recent updates to the NPO Act (definition of titles and roles), as well as update the CSC Bylaws to reflect miscellaneous improvements (clarifying signing authority for CSC, procedures for calling annual meetings, etc.). Every CSC member will be provided with a paper copy of the new Articles and Bylaws and be asked to vote on its approval by mail-in ballot. 4.2 Canadian Anti-Spam Act Chapters have to bring their email communications into conformance by July 1, 2014.
Page 5 of 5 5.0 NEXT DIRECTORS MEETING Is scheduled for Fall 2014, exact dates to be confirmed. Please do not hesitate to contact me if you have any questions or require any further information about the above. I am CSC, Terry Bergen, CCCA Director CSC Vancouver Island Chapter
CONSTRUCTION SPECIFICATIONS CANADA Vancouver Island Chapter EXHIBIT 'D' STATEMENT OF ASSETS, LIABILITIES AND SURPLUS as at December 31, 2013 ASSETS CURRENT ASSETS Petty Cash $ 0.00 Chequing Accounts $ 13,219.03 Saving Accounts $ 0.00 Total Cash... $ 0.00 Term Deposits (1 Year or Less)... $ 0.00 Accounts Receivable... $ 0.00 GST Rebate Receivable (From Previous Year)... $ 0.00 Goods for Resale... $ 0.00 Documents for Resale... $ 0.00 Office Supplies... $ 0.00 Other Current Assets [0.00] $ 0.00 $ 0.00 [0.00] $ 0.00 0.00 TOTAL CURRENT ASSETS... $ 13,219.03 LONG TERM ASSETS GIC's (Over 1 Year Term)... $ 0.00 Furniture and Equipment $ 0.00 Less Accumulated Depreciation $ 0.00 TOTAL LONG TERM ASSETS... $ 0.00 TOTAL ASSETS (A)... $ 13,219.03 LIABILITIES Accounts Payable... $ 0.00 GST Collected $ 307.80 GST Paid on F & B x 50% $ (0.00) GST Paid on Other Purchases (including previous period) $ (378.09) GST Owing (Rebate)... $ 0.00 Other Liabilities (Previous estimate (conservative) $ 1,422.39 of HST owing) [0.00] $ 0.00 TOTAL LIABILITIES (B)... $ 1,352.10 SURPLUS Retained Earnings $ 15,883.16 (from previous year) Current Earnings $ 4,016.23 (from Exhibit B) TOTAL SURPLUS (C)... $ 11,866.93 LIABILITIES AND SURPLUS (B + C = A)... $ 13,219.03 NB: This report must include all Chapter assets and liabilities.
CONSTRUCTION SPECIFICATIONS CANADA Vancouver Island Chapter EXHIBIT 'E' CHAPTER FINANCIAL REPORT STATEMENT OF INCOME AND EXPENSES For the 9 month period April 1, 2013 to December 31, 2013 INCOME Amount (Excluding GST) Dinner Meetings... $ 3,232.55 Trade Shows.(Remaining sponsorships paid post April 01, 2013)... 2,307.00 Seminars... 0.00 Advertising... 0.00 Sales... 0.00 Chapter Rebate... 530.00 Interest... 5.72 Education Courses... 0.00 Other... 0.00... 0.00... 0.00 Total Income... $ 6,074.64 EXPENSES Amount (Including PST, Excluding GST) Dinner Meetings... $ 1,770.00 Connections Café... 6,224.61 Seminars... 0.00 Chapter Administration Food and beverage (to include 50% of GST paid)... 0.00 Other Expenses.(Admin Support Membership)... 235.00 Newsletter and Meeting Notices (Photography & Newsletter Template)... 200.00 Membership and Promotion... 0.00 Technical Program... 0.00 Transfers to Corporation... 0.00 Other: Bank Charges... 238.87 Conference Honorarium... 0.00 Awards... 0.00 Education Courses... 0.00 Golf Tournament... 0.00 Total Expenses... $ 8,668.48 Net Income (Loss)... $ (2,593.84) GST Paid Food and Beverage x50%... 0.00 GST- Other... 0.00 Total GST Input Tax Credits... $ 0.00 Less GST Collected... 0.00 GST Rebate (Liability).(Carried conservative estimate)... (1,422.39) Expenses Paid to Members and Organizations Under the Substantial Control of Members (this figure should be included in the expenses shown above).... $ 0.00