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FRASER VALLEY ESTATE PLANNING COUNCIL
BOARD OF DIRECTORS MEETING MINUTES
ANNUAL GENERAL MEETING

Tuesday, April 19, 2005 @ 8:30 A.M.
Greig, Wilson & Brajovic
Suite 300 – Guildford Landmark Building
15127 – 100th Avenue, Surrey


Present: Mary-Jane Wilson, Greig, Wilson & Brajovic
Maureen Ruddick, CIBC
Pam Prior, KPMG
Arnold Machel, Visionvest Financial Planning & Services Inc.
Rob Clark, Assante Capital Management Ltd.
Ian Baker, Westcoast Actuaries Inc.
Bryan Jakeman, Jakeman Financial Group

Regrets: Chris Harris, RBC Dominion Securities

1. Confirmation of Agenda

No formal agenda to confirm.

2. Approval of Minutes

Moved by Mary-Jane Wilson, Seconded by Maureen Ruddick, THAT the Board of Directors
Minutes of February 8/05 be adopted as circulated.
Motion Carried.

3. President’s Report – Mary-Jane Wilson

  • The President introduced and welcomed Cheryl Hipwell whom has stepped in to fill the secretarial role previously held by Linda Gomes.
  • Status of Kwantlen University College relationship/connection to FVEPC
    - FVEPC was founded with the support of founding members and Kwantlen University College. Kwantlen provided secretarial support until Linda Gomes’ recent resignation. Involvement has gradually diminished and ties have severed.
  • Location for future Board of Directors Meetings
    - Suggested that the meeting location could be associated with location of the President
    - Next meeting scheduled at Greig, Wilson & Brajovic offices on June 14, 2005 at 8:30 A.M.

4. Vice President’s Report – Bryan Jakeman

  • Addressed uncertainty associated with the process and amount of latitude that should be given to inviting guests
    - Membership criteria clearly outlined in The Constitution
    - Allow flexibility to drive increased membership
    - Attendance mutually beneficial to guest as well as FVEPC
    - FVEPC in infancy stage, impractical to mandate that guests be sponsored
    - Guests attendance in all probability relative to FVEPC familiarization or speaker topic
    - Decided that flexibility to invite guests should be encouraged – membership criteria is established and the Executive Committee has the power to consider and recommend (or not) all applications for membership in the FVEPC
  • Allowances/restrictions when members substitute themselves with colleagues, business associates, and/or clients (FVEPC non-members) at dinner meetings
    - Dinner meetings are prepaid by FVEPC members – catering is based on RSVP numbers
    - Preference is to have a show in numbers to support speaker versus vacancies
    - Have to assume that substitute’s attendance is relative to FVEPC familiarization or speaker topic, i.e. value-added to member’s substitute
    - Current size of FVEPC does not warrant a mandate that members attend a certain number of meetings
    - FVEPC has allowed substitutes in past; precedent set

ACTION: Bryan to inquire about downtown’s protocol re substitutes

  • Transferring/refunding membership fees
    - Unanimously agreed that refunds could not be considered

Moved by Bryan Jakeman, Seconded by Arnold Machel,
THAT a membership may be transferred to a qualified associate upon pre-approval by the FVEPC and THAT the FVEPC are willing to accept substitutes on a meeting-to-meeting basis.
Motion Carried.

  • Speaker, Michael Campbell
    - $5,000 cost to the Estate Planning Council of Vancouver (“EPCV”)
    - FVEPC not interested in pursuing
  • FVEPC website
    - $45 cost
    - Up-to-date with exception of Meeting Minutes
    - Accuracy of Membership Directory questioned*

ACTION: Bryan to inquire about hyperlinks to members emails and websites through FVEPC website

  • Member inquiries have been made about CE & PACE Credit Certificates; imperative to maintain should FVEPC be audited
    - Certificates are still outstanding for May 19, September 21, and November 16 (2004) meetings and need to be forwarded to members
    - Certificates are also required for January 18, and March 8 (2005) meetings and require disbursement to members
    - Sign up lists are ultimate evidence (Pam retains)
    - Precedent set by handing out Certificates, so Certificates should be brought up-to-date
    - Agreed that Certificates would be electronically sent in PDF format

ACTION: Cheryl to ensure CE & PACE Credit Certificates are brought up-to-date and distributed accordingly

5. Program Report – Rob Clark

  • Speaker Survey
    - Speaker Survey used to obtain feedback at last dinner meeting
    - Agreed to continue with Speaker Survey
    - Agreed that Speaker Survey is for FVEPC purposes only and would not be shared with - speaker(s) unless specifically requested

ACTION: Rob to peruse completed Speaker Surveys for topics and/or presenter suggestions

  • Speakers
    - May 17, 2005 AGM speakers have been confirmed
    - Gordon MacRae, Partner (Legacy Tax & Trust Lawyers) & Dinyr Marzban, Partner (Jenkins Marzban and Logan) – Planning for Late Life Marriage

ACTION: Cheryl to advise Eaglequest Golf Centre at Coyote Creek of RSVP numbers by Friday, May 13th

  • September 20, 2005 dinner meeting
    - No speaker(s) has been arranged
  • Pam verified that none of the budget has been used on Speakers this past year
  • Pam confirmed that she may know of a Speaker to present ‘volunteer disclosure’ for a future meeting
  • Announce at AGM that we are soliciting membership suggestions for future Speakers
  • The Abbotsford Estate Planning Council has been formed and perhaps the FVEPC could join with them for one meeting and attract higher profile Speaker(s); possibly September 2005.
  • Need facility large enough to accommodate numbers
  • Speaker(s) must be compelling enough to ensure both membership groups interested to attend
  • EPCV held joint meeting with Victoria Estate Planning Council
  • Value would be larger network of people and potential business referrals

6. Treasurer Report – Pam Prior

  • Currently auditing deposits to membership list
    - Precarious situation whereby members and cheques do not reconcile
    - Assumptions being made that membership list is accurate
    - Agreed some members could ‘assume’ membership fees have been submitted when, in fact, they have not

ACTION: Pam to contact individuals identified as members but FVEPC membership fees appear outstanding

CIBC $2,811.63
TD VISA 400.53
GIC
Meals
Administration 6,000.00
7,000.00
1,600.00

  • One more dinner meeting; revenue $1,000 - $1,200
  • Accumulating capital – $800 after dinner expense
  • Good shape financially, thus have money to spend for higher profile Speakers next year
  • Linda Gomes has not submitted an invoice since last fall

ACTION: Mary-Jane to request final invoice from Linda Gomes

7. Secretary Report – Maureen Ruddick

  • Eaglequest Golf Centre at Coyote Creek
    - Has received nothing from Linda Gomes
    - Problem with radio playing in background of PA system – has previously been discussed with Coyote Creek but needs to be readdressed

    8. Public Affairs Report – Arnold Machel
  • Speaker Survey
    - Intends to collect and tabulate information received on Speaker Surveys into summary format for next meeting
    - Decent response and some good information received, i.e. Speaker(s) suggestions
    - Announcement should be made at meetings to request completion of Speaker Survey
    - Suggested that “draw” be made from completed Surveys, but rejected because some people may wish anonymity when completing Survey
  • Surrey Chamber of Commerce
    - FVEPC is member
    - Suggestion to include FVEPC dinner meetings on Chambers’ online Events Calendar
  • Contact Ray Hudson, Communications Manager
  • FVEPC’s RSVP contact would be Cheryl
  • Potentially generate extra attendees/members

ACTION: Arnold to contact Public Relations person at Surrey Chamber of Commerce and redirect ‘Business in Surrey’ publication to his attention

ACTION: Arnold to contact Ray Hudson at Chamber about inclusion of FVEPC dinner meetings on Chamber Events Calendar

9. Membership Report

  • Chris Harris was absent

10. Other Business

  • Membership
    - Concern raised that prospect members list not being maintained and new members are not being pursued
    - Agreed that Pam would reconcile membership list to membership fees and converse with Cheryl
    - Past membership list should also be target list
    - Dinner meeting and ‘reminder’ emails should be sent with notation ‘if you wish to be removed from this email, etc.
  • Executive Committee elections
    - Ian Baker, Past President will preside as Chair of the Nominating Committee
    - Past President – Ian Baker stepping down, as required, and Mary-Jane Wilson assuming role
    - President – Bryan Jakeman wishes to stand
    - Vice-President – Pam conceded to stand as Vice-President
    - Secretary - Maureen Ruddick elected not to stand – OPEN
    - Treasurer – Pam Prior’s two-year term as Treasurer has been fulfilled – OPEN
    - Program Chair – Rob Clark wishes to stand
    - Membership Chair – Chris Harris electing not to stand – Arnold Machel agreed to stand
    - Public Affairs Chair – OPEN
    - Secretarial support – Cheryl Hipwell
  • Executive Committee vacancies
    - In addition to nominations from the floor at the May AGM, Board members suggested that the following individuals be approached prior to the AGM about their interest in being elected to the FVEPC. Preference noted to maintain industry representation on Board.
  • Dragna Sanderson – CIBC (potentially Secretary)
  • Kim Karras – Brawn Karras & Sanderson
  • Rosalyn Manthorpe – Manthorpe Law Office
  • JoAnne Corrigan – TD
  • Dorwin Cho – Kaminsky & Co.

ACTION: Ian to contact Colleen Loveridge (CIBC – FVEPC member) with respect to Treasurer position and above-noted individuals with respect to their interest in FVEPC as a Board member.

  • AGM structure
    - Reminder – 6:30 P.M. start
    - Recognize and thank past Executive Committee members
    - Slate and nominations from the floor – show of hands
    - Cheryl to attend May AGM
    - Pam to provide financial report at AGM
    - Preference made to spend dollars on Speakers and/or return back to membership versus draw for Whistler trip
  • Dinner Meetings scheduled for January 17, March 14, and May 16 (2006
  • Board of Director Meeting dates to be scheduled at June 14, 2005 Board meeting

11. Future Meetings

Board of Directors Meetings:

  • June 14, 2005

Dinner Meetings:

  • May 17, 2005 AGM
  • September 20, 2005
  • November 15, 2005
  • January 17, 2006
  • March 14, 2006
  • May 16, 2006

9. Adjournment

The meeting adjourned at 10:10 a.m.

/cdh