Shrewsbury Community Association Board

Meeting Minutes

Wednesday November 23, 2011

  1. Call to order

Chairman Darrell Shadd called to order the Board meeting of the Shrewsbury Community Association at 7:00 pm on Wednesday November 23, 2011 in the Shrewsbury Church hall.

  1. Roll call

Secretary Terry Lynn Murphy listed the following persons as present:

Chairman Darrell Shadd

Secretary Terry Lynn Murphy

Community Member Anne Legue

Community Member Charlene Vaughan

Community Member Johnny Washington

Personal Secretary to the Chairman, Mary Shadd

  1. Approval of minutes from last meeting

Secretary Terry Lynn Murphy read the minutes from the last meeting.

The minutes were approved as read.

  1. Open Issues
  1. Procedure – Community Member Johnny Washington raised the question re: proper procedure when a motion is set forth – is it first seconded then goes to vote, or, is the motion first put to a vote then seconded.

Chairman Darrell Shadd will clarify the procedure.

  1. Flyers:  Who will make them up and the cost associated with the printing.

  1. Prior to initiating the revision of the sample by-law document, members offered comments:

        

        Mary:             spoke about the importance of fitting by-laws to the organization.

        Johnny:          wants everything done by consensus.

        Mary:             indicated that everything that we do in setting up this Association                                       will cost us money

        Charlene:  suggested that we ask the community for donations

        Johnny:          voting rights should be limited to those in Shrewsbury even though                   people in surrounding areas identify with Shrewsbury

        Anne:        indicated that it is necessary that we set boundaries for Shrewsbury

        

        Darrell:        Motion: Voting rights are limited to those in Shrewsbury

                                    All in favour.

        

        Consensus: That all resolutions are by majority vote of the Community                           members present.        

  1. Using the Sample Non-Profit Organization By-Laws from the Non-Profit Sector Leadership Program, Dalhousie University, as a template, an outline of a working draft constitution for the Shrewsbury Community Association was formulated.   By examination of the document line by line, the Board members produced a working draft of by-laws (attached), which will now be forwarded to the Constitution/By-Law committee who will with consultation of Board members and Community members provide a final constitution that is tailored to the needs of the Shrewsbury Community Association.

        

  1. Regarding the appointment of the Recording Secretary, Community Member Anne Legue volunteered to fill the appointment.

        Personal Secretary to the Chair, Mary Shadd asked if anyone was opposed to setting up a tape recorder during meetings.

        Anne Legue suggested that the meetings could be taped then the tapes handed over to the Recording Secretary.

  1. The registered office of the Shrewsbury Community Association to be located at Shrewsbury Baptist Church, 191 Metcalf Street, Shrewsbury, Ontario, N0P 1A0.

  1. Mary suggested that once the by-laws are drafted then it be presented to the community for editing.

  1. Darrell suggested that Board members serve 2 year terms with an offset of officers.  Johnny indicated that 3 years was a preferred term in that it allowed for completion of undertakings.

        Anne explained how the rotation of directors operates in the real estate industry and the options for board members eg.  The Chair and Secretary may remain as board members while a new Vice-Chair and Treasurer are sought.  This allows for the smooth flow of operations and experience at the helm.

        Darrell:  Motion:  That Board Members to serve 3 year terms in rotation

                                Seconded:  Charlene Vaughan

                                All in favour

        

        Mary:  wanted to know the consecutive terms that any one board member could serve

  1. Pros and cons of charitable status

        Mary briefly outlined the pros and cons of charitable/non-profit status

        

        Darrell:  Motion: That we seek non-profit status

                                          Seconded: Anne Legue

                                All in favour

New business

Property standards – active and inactive properties and their status

                Darrell suggested that a color coded stake in the ground could indicate the         status of the property

Logo: Email ideas to Darrell.  Community-wide create a logo challenge to be           contained in agenda

  1. DATE OF NEXT MEETING

Wednesday November 30 at 7:00 pm

  1. ADJOURNMENT

Chairman Darrell Shadd adjourned the meeting at 9:45 pm.

Minutes submitted by:  Secretary Terry Lynn Murphy

Minutes approved by: