Westwood Advisory Council

Meeting Minutes

October 16, 2019

Board of Directors:

President:                Pam Bowie                                Casino Coordinator:        Shilpa Arvikar                        

Vice-President:        Lorna Spargo                                Director:                Suzy Miller

Treasurer:                Shelley Fisher                                                        vacant

Secretary:                vacant                                                                vacant

Administration:

Principal:                Cynthia Shelley

Vice Principals:        Tifanie Book                                Craig Upper        (regrets)

Members:

Julianne Bourque                        Lisa Vaters                                Amisha Parikh                        

  1.  Convene:        7:04 pm

  1. Approval of the Agenda and Minutes: of September 18, 2019

Motion 10/16/19/#1

To approve the agenda and the September 18, 2019 Minutes as presented

Moved and Seconded

Shelley Fisher and Suzie Miller

Result

Carried

  1. Nominations for vacant positions:

Motion 10/16/19/#2

Lorna Spargo shall step down as VP and be appointed to the position of Secretary.  Amisha Parikh shall be appointed to the position of Vice President.  Our Officers shall be:  

President-           Pam Bowie;

Vice President- Amisha Parikh;

Treasurer-          Shelley Fisher;

Secretary-          Lorna Spargo

Moved and Seconded

Shelley Fisher and Julianne Bourque

Result

Carried

Motion 10/16/19/#3

To remove Tracy Cruchley and appoint Pam Bowie, Amisha Parikh, Shelley Fisher, and Lorna Spargo as signatories on our bank accounts

Moved and Seconded

Julianne Bourque and Suzy Miller

Result

Carried

  1. Treasurer’s Report

Casino Account        May 24, 2019 – August 26, 2019        46,008.63*

General Account        June 3, 2019 – September 3, 2019          2,759.96

*We must spend $35,000.00 by May 2020 and 11,000.00 by November 2020

Motion 10/16/19/#4

To accept the Treasurer’s Report as presented

Moved and Seconded

Lorna Spargo and Suzy Miller

Result

Carried

  1. Casino Report

Casino on October 24-25, 2019

All slots have been filled and several back up people are in place


  1. Wish List Requests

Motion 10/16/19/#5

To approve the expenditure of funds:

For:

From:

Up to:

Volleyball Girls

Casino

$1500.00

Volleyball Boys

Casino

$1500.00

X-Country Provincials

Casino

$1500.00

Literably Headphones gr 7/8 (class set)

Casino

$953.12

WE Day trip Oct. 21/22

Casino

$1500.00

Moved and Seconded

Shelley Fisher and Suzie Miller

Result

Carried

  1. Other Business:
  1. Insurance

Our previous insurance company will no longer be offering packages for school-based groups so we are switching to Marsh as we have to have insurance.  Pam is working through the package and will get that ready for the new date of November 1, 2019.  There is a price increase and we expect it to be $790.00.

Motion 10/16/19/#6

To pay insurance for the upcoming Nov 1, 2019 – October 31, 2020 school year from our Casino Account.

Moved and Seconded

Shelley Fisher and Shilpa Arvikar

Result

Carried

  1. Name Change/Object Change/Bylaw upgrade

Lorna explained that the paperwork for the name change, object change, and bylaw change will be submitted on October 28, 2019, after the casino.  She will need to send to cheques to the Minister of Finance for $25.00 each to cover the costs of the name and object changes.

Motion 10/16/19/#7

To pay $25.00 each for the name change and the object change from the General Account.

Moved and Seconded

Shelley Fisher and Suzie Miller

Result

Carried

Motion 10/16/19/#8

To reimburse Lorna Spargo for the $64.32 payment to Corporate Registry for the mandatory NUAN report from the General Account.

Moved and Seconded

Suzy Miller and Julianne Bourque

Result

Carried

  1. Meeting Dates

Wednesday, November 13, 2019

Wednesday, January 8, 2020

Wednesday, February 5, 2020

Wednesday, March 4, 2020

Wednesday, April 1, 2020

Wednesday, May 13, 2020

Wednesday, May 27, 2020 AGM

  1. Adjourn:        7:37 pm

Action Log

Date

Action

Who

Status

10/16/19

Set up appointment at the bank for signatory list change

Shelley*, Pam, Lorna, Amisha

10/16/19

Complete Casino and paperwork

Shilpa and Suzie

10/16/19

Complete and submit insurance paperwork

Pam

10/16/19

Update AGLC Elected Executive Form

Pam

10/16/19

Redo Society Paperwork with new Executive

Lorna (signatures from Board*)

10/16/19

Submit Society Paperwork October 28, 2019

Lorna

2019-2020 Westwood Advisory Council Approved Purchases

Date

Motion #

Teacher/Dept

Item

Casino Account

General Account

10/16/19/#5

Athletics

VB Girls Trip

$1500.00

10/16/19/#5

Athletics

VB Boys Trip

$1500.00

10/16/19/#5

Athletics

X-Country Provincials

$900.00

10/16/19/#5

JH English/Library

Literably Headphone Class Set

$953.12

10/16/19/#5

Mrs. Book

WE Day Trip

$1500.00

10/16/19/#6

Advisory Council

Insurance

$790.00

10/16/19/#7

Advisory Council

Corporate Registry Name & Objects Change

$50.00

10/16/19/#8

Advisory Council

Reimburse Lorna Spargo-Corporate Registry NUANS report

$64.23

Westwood Advisory Council MINUTES OCTOBER 16, 2019 -- APPROVEDPage