Minutes of the Annual General Meeting of the Tahsis Literacy Society September 26, 2011 6:30 pm Tahsis Recreation

Centre Meeting Room

Present: Fern Eastcott, Molly Eichar, Artena Douglas, Debra Conibear, Silvie Keen, Erin Hubert, Darrell Hunter, Anne Cameron, Danielle France, Michelle Kowalchuk, Jude Schooner, Glyn Howell Meeting Called to order 6:35 Move Cameron Second Conibear that we adopt the minutes of the 2010 AGM. Carried Request the addition of Community Garden Director Report to Agenda Move Keen Second Douglas that we adopt the Agenda as amended Carried New Business: 1. Report from the Treasurer: Attached Business arising from the report: Moved Cameron Second Douglas to Accept the Treasurers Report. Carried Debra Conibear requested that her vote against the motion be recorded. Debra Conibear requested clarification of the amount of money reported in the Garden Budget. Question withdrawn. Anne Cameron identified her continued opposition to the provision of alcohol at TLS events that are paid for by donations and from public funds. Moved Cameron Second Douglas that The TLS adopt a policy against the provision of alcohol at Society Functions paid for by TLS funds. Carried Request for volunteers to form an audit committee: o Erin Hubert o Debra Conibear o Artena Douglas Moved France Second Cameron that Erin Hubert, Debra Conibear and Artena Douglas be appointed as the Audit Committee for an internal audit of the TLS books. Carried.

2. Report from the Garden Group. Debra Conibear identified that the current financial requirements of the Bylaws of the Society do not allow for the timely payment of Garden expenses and that the Garden Committee needs to be able to respond more quickly to take advantage of sale prices. Business arising from the report: Moved Conibear Second France that Section 43.c of the Bylaws of the Tahsis Literacy Society be amended to read as follows: (c) (i) all payments of $50.00 or more from the Tahsis Literacy Societys MAIN bank account require the passing of a resolution to that effect at a general or Directors meeting. This action should be recorded in the minutes of that meeting. (c) (ii) all payments from the Societys Community Garden Committee bank account will be administered using standard accounting practices, with a budget presented to and approved by the Community Garden Committee. Michelle Kowalchuk indicated her belief that the motion is a violation of the contract between the TLS and the Heart and Stroke Foundation. Anne Cameron identified that volunteers agreed to commit to one hour of work on the Garden each month. The garden, especially the walkways between the garden plots is a weed covered mess. Point of order Eichar: The motion is out of sequence. Point of Order Schooner: The Treasurer has identified that the proposed motion is in violation of the contract between TLS and the Heart and Stroke Foundation. Anne Cameron commented that the changes seem to be coming without much advance consideration. The contracts we have signed need to be honoured and we appear to be operating outside the bounds of those contracts. It should be possible to operate more efficiently without needing to make changes to our procedures. Artena Douglas asked if it is possible to expedite Garden cheques. Jude Schooner, Michelle Kowalchuk, Glyn Howell, Dianne France and Sylvie Keen discussed their experiences with banking procedures.

Motion Defeated Membership Fees for 2011-12 Moved Douglas Second Hunter that fees remain at $1.00. Carried

3. Resignation of the Board Moved Keen Second Cameron that we accept the resignation of the board. Howell offers his apologies for any part of the recent conflict that was his responsibility. Due to numerous other commitments, I served in this role reactively not proactively and apologise to the society for any shortcomings. Michelle Kowalchuk expressed her hopes that the Literacy Society can move forward without the infighting and conflict that has characterised the operation of the Society. Michelle will be forwarding photographs to the H&S Foundation. 4. Election of Officers Moved Eichar Second Kowalchuk that Glyn Howell be appointed as Election Officer and Scrutineer. Carried. Nominations: President: Vice-President: Secretary: Treasurer: Directors at Large: Anne Cameron Molly Eichar Artena Douglas Michelle Kowalchuk Darrell Hunter Erin Hubert Silvie Keen acclaimed acclaimed acclaimed acclaimed acclaimed acclaimed acclaimed

Announcements: A meeting of the new Board will be held to review the Official Plan of the Society and to plan for the upcoming year. Adjournment: Moved to adjourn: Molly Eichar