Tuesday December 13, 2011
Chairman Darrell Shadd called to order the emergency Board meeting of the Shrewsbury Community Association at 7:32 pm on Tuesday December 13, 2011 in the Shrewsbury Church hall.
Secretary Terry Lynn Murphy listed the following persons as present:
Chairman Darrell Shadd
Vice-Chairman Mark Lucio
Financial Officer Ken Bell
Secretary Terry Lynn Murphy
Community Member Anne Legue
Community Member Johnny Washington
Personal Secretary to the Chairman, Mary Shadd
Absent: Community Member Ryan Charlton
Community Member Charlene Vaughan
A) Community Partnership Fund Application
Community Member Johnny Washington voiced his concern that application was made for funds without the communities’ knowledge.
Chairman Darrell Shadd indicated that he asked for the Board’s input regarding seeking funds.
Johnny Washington indicated that the object was immaterial. The application for funds was submitted without the majority of the community consent and lack of community knowledge. Anything major has to be by consent. This was not presented to the community association and appears to be a presidential decision. It struck Johnny as a done deal. He looked at the process for the application which was very specific in its requirements. Recognition was made of the fact that there was a deadline for the application. But the fact remains that the application was not mandated by the community.
Darrell Shadd indicated that during the community meeting held on December 7, 2011, a number of attendees voiced concern re: A frame sign. They spoke about the color, location and a request for a permanent spot. A permanent sign would allow for a better information highway. At the same meeting, a member in attendance brought the funding application forward and asked if we could get a better sign. Chairman Shadd indicated that our responsibility is to answer the question posed by putting action to the members’ voice. An e-mail was sent.
Johnny Washington assured the board that he doesn’t have a problem with the sign but the procedure. He was questioning the actions as if it was a done deal.
Darrell Shadd indicated that he and Financial Officer Ken Bell met with Ken Pollick to see where the sign could be placed.
Ken Bell stated that a determination had to be made as to where the sign could be placed.
Johnny Washington reiterated that the application was not discussed nor voted on. The procedure is not correct.
Vice-Chairman Mark Lucio understands Johnny’s concern with the procedure but the board has been elected by the community because they trust our decisions.
Johnny Washington indicated that if time is of the essence, at our earliest convenience we must advise the community of the necessity of acting without input from the community. We must seek their permission to act.
Ken Bell suggested that by the next meeting we should present the pros and cons to the membership and the reason why we submitted an application in order to seek funding.
Personal Secretary to the Chairman, Mary Shadd questioned whether it is necessary to call a community meeting every time we require funding.
Johnny Washington stated that we need the community’s permission before we act on their behalf. Anything where the people have no knowledge of what is transpiring that affects the community or their pocketbook.
Darrell Shadd assured the Board that the chances of this ever happening again are very remote. We shall inform the community at the next public meeting, those we are answerable to by providing information.
Johnny Washington indicated that all those things can be done (the homework) without submitting an application for funding. We told them (the community) that we wouldn’t do anything without their knowledge or consent.
Mark Lucio indicated that the application can be submitted without accepting the funds.
Community Member Anne Legue said that as a non-profit we should access and accept funds that are available.
Johnny Washington pointed out that we haven’t as yet held a community vote regarding non-profit status and yet we are talking about soliciting funds for the community.
Darrell Shadd stated that we will advise the membership of what happened. We must also be answerable for monies we missed out on as well.
Johnny Washington reminded the Board that we promised the membership that we wouldn’t act without their permission.
Darrell Shadd indicated that in this case the application has already been submitted, followed by a vote, which is a unique situation.
Johnny Washington doesn’t want executive power in the hands of any one person.
Darrell Shadd indicated that the sought after funding was a direct comment from the group.
Johnny Washington wants us to make sure that we have a mandate before we act.
Motion: Vice-Chairman Mark Lucio put forward the motion that:
The application for funding be submitted then presented to the membership at the next community meeting.
Seconded: Financial Officer Ken Bell
In Favour: 5/6
Ken Bell stated that if we don’t act on the funding now then the Association will not have a choice – whether to accept or decline.
Darrell Shadd spoke about presenting the pros and cons to the membership regarding financial support for the sign through private individuals advertising. These are questions that the membership will have to answer.
Johnny Washington suggested that the membership be provided with three (3) to five (5) possibilities. And again, you have to have a mandate.
Motion: Chairman Darrell Shadd put forward the motion that:
We (The Board) bring to the citizens the right on the part of the Board to make applications and accept funding on their behalf.
Seconded: Community Member Anne Legue
In Favour: 6/6
Motion: Chairman Darrell Shadd put forward the motion that:
Personal Secretary to the Chairman, Mary Shadd is made a voting member of the Board.
On Hold pending consultation seeing as this may fall under the category of a Special Resolution. It may be necessary to bring it to the Association membership for a vote.
Darrell Shadd stated that the funding was acted upon only to bring information before the citizens of Shrewsbury. We cannot hide or deny the membership opportunities.
B) Emergency Meeting Protocol
Bylaws governing Emergency Board Meeting Protocol to be included in the Shrewsbury Community Association By-laws.
Any concerns can be addressed to the Chairman. The Chairman will then call each individual board member and ask their opinion. The date, time and the individual members’ input will be recorded.
The Chairman will then calls or e-mail the Secretary who will then document and insert the information as an addendum to the previous minutes.
C) Bank Account – Libro Financial
Financial Officer Ken Bell indicated that a bank account has been opened at the aforementioned institution. The bank account is a savings account, used mainly for deposits. There is no cheque writing privileges.
D) Community Member Anne Legue indicated that she had completed an application for funding for benches in the vicinity of the dock. This project would enhance the area.
The application has to be submitted by Friday of this week.
Motion: Community Member Anne Legue put forward the motion that:
Application is submitted to seek funding for benches.
Seconded: Mary Shadd
All in Favour: 5/6
Chairman Darrell Shadd adjourned the meeting at 8:30 pm.
Minutes submitted by: Secretary Terry Lynn Murphy
Minutes approved by: