NVPAC 2010 AGM Meeting - Minutes

NVPAC 2010 AGM Meeting
DRAFT MINUTES

Date: Thursday May 20, 2010
Place: LMCC  7pm
Chair: David Whitehead

In Attendance:
NVPAC Executive: David Whitehead, Jane Lagden Holborne, Lisa Cartwright, Mike McGraw, Mike Sexsmith, Cyndi Gerlach, Susan Corcoran
PAC Reps and Parents: Sandra Bridgman, Lisa MacDonald, Judy Clarke, Sandra Ayling, C Paterson, Susanne Till, Tina Meyer, Janice Rukvina
Schools Represented: Braemar, Brooksbank, Capilano, Carisbrooke, Handsworth, Montroyal, Plymouth, Queensbury, Ross Road, Windsor House Elementary, Windsor House Secondary, Fromme, Seymour Heights, Westview

1. Welcome & Introductions
Digital Media Academy Presentation - Argyle and Carson students  Bianca, Megan, Jonathan & Evan presented to NVPAC. Bianca introduced the DMA program, an independent directed study program offered at Argyle, with four areas of focus: graphic design, film, sound design (for game & film team), and game design. The students presented their promotion film, followed by a brief questions period. The students spoke on the resources available through the program which includes a full lighting studio, resource library, computers with software - great teachers which guide but also peer to peer learning. The students have opportunities to meet industry professionals (EA, Vancouver Film School, etc.) and learn through client based work (video projects for clients). Program is offered to grades 11 & 12 and next year will take in a maximum 24 students in each grade.
2. Introduction to Parliamentary Meetings Lisa Cartwright introduced guest speaker John Noonan who compared the parliamentary process a bit like playing golf.  Play the ball where you find it.  Minimum requirements for an Annual General Meeting, is 1) a report to membership from the executive 2) report on the financial statements 3) place where you conduct session and 4) items deemed necessary. Notice needs to be provided according to your bylaws and stating date of event, the time, place and a general overview can be included in the notice. Meeting needs to have quorum, each PAC will have the quorum requirement stated in its bylaws. Discussed if quorum reached for this meeting, after reviewing the bylaws it was determined quorum was met. John suggested a voting card to each voting member should be issued upon signing in to the meeting. It was noted PACs are less formal because parents as members of school are members of the PAC.  It is important to have parents signed as proof of attendance. For Societies, such as NVPAC, reports need to be registered with Victoria annually.  It was pointed out that really there is no problem until someone contests it. Special committees which are appointed to deal with a specific issue make recommendations but don’t make decisions. John presented three rules to adhere to - 1) rule of clock - start on time and end on time - no exception; 2) rule of the compass - must have an agenda, needs to have indication of topics to be covered, include who is addressing topic (if necessary), and the agenda should be sent out five days before the meeting along with background materials; 3) fundamental principals - justice and courtesy for all, do one thing at a time, one speaker at a time - this is the job of the Chair (motion needs to be repeated three times before being adopted).  Also offered a suggestion that each PAC could adopt a set of 5 or 6 simple rules at the beginning of the year that will be followed and respected (i.e. do not have a second comment until everyone has had an opportunity to speak once), rule of the clock, etc. NOTE: NVPAC will coordinate a Fall workshop on Parliamentary procedure.
2. Official Business of the AGM - Call to Order
3. Approval of AGM Agenda & Minutes from 2009: Amended agenda to move board elections to next agenda item. Motioned by Lisa Cartwright, carried; motion to accept 2009 AGM Minutes by Mike McGraw. Question: do the people making the motion and voting have to have been present at the original meeting? No those in attendance do not need to have attended the actual meeting. Motion carried. 
4. NVPAC Executive Elections - convened by John Noonan.  Advised nominations would be taken from floor and that you can nominate yourself (volunteer), no seconder required. Question on the duties of Program Facilitor - the role is responsible for logistics of meetings and forums as required by Chair and executive.
Nominations open:

• President - Mike McGraw, nominated, declared elected
• Vice Chair - Cyndi Gerlach nominated, declared elected
• Treasurer - Jane Lagden Holborne, nominated, declared elected
• Secretary - Lisa MacDonald, nominated, declared elected
• Corresponding Secretary/Registrar - Mike Sexsmith, nominated, declared elected
• Program Facilitors - no nominations received
•  Members at Large -  Tina Meyers, Sandra Bridgeman, Todd Dea (elected when notified), Susan Corcoran, Lisa Cartwright - declared all five elected as members at large
• Past chair is David Whitehead
• Lisa confirmed that Leslie U has indicated she is not able to sit next year and therefore is not a past-chair.

5. Table Year End Reports - written reports distributed, and received. David spoke briefly and mentioned highlight of improvement to process of district workshops and parent contribution.  Thank you to everyone.
Treasurers Report - Jane reviewed the budget versus actuals, actuals not final as year end is end of June and some additional expenses to come.
6. Approval of Preliminary Budget - spoke to anticipated changes and goal to spend more and proposed budget deficit. Question re: DPAC Exec allocation of babysitting for committee meetings. Will look at providing to parents sitting on committees representing parents, intention is to offer, the comment noted in budget is not binding.  Motion to accept the Treasurers report by Mike Sexsmith  carried.
7. Motion to accept interim report by Mike S, 2nd Tina Meyers, carried. (John Noonan suggested all that is required - The Treasurers report was received, discussed and filed.)
8. Mike McGraw, NVPAC Chair Elect, thanked the 2009/2010 Executive for their work, with special thanks to co-chairs Leslie and David. Mike welcomed the new executive
9. Final Notes from John Noonan on Parliamentary Procedures: i) Follow-up on concern about approving minutes of a previous meeting if you did not attend, suggested a committee be setup to review accuracy of minutes.  After minutes are distributed if there any corrections amend and motion to approve, if no corrections, minutes are approved. ii) Noted that the seconder doesn’t need to be recored in the minutes.  A seconder ensures that a motion is worthy to be on the floor.  iii) Treasurers report - how do you know that this is correct?  Suggest that a committee of parents provide internal audit duties (they should not be part of the executive). Also to ensure accountability if Treasurer writes cheques, bank statements should be sent to the President (or another officer for review and sign off).
10. Adjourned 9:05
NOTE:  Argyle Gallery Night - May 26th 6:30pm