MINUTES OF THE ANNUAL GENERAL MEETING OF

THE FRASER VALLEY ESTATE PLANNING COUNCIL

May 17, 2011 @ 6:30PM

AT EAGLEQUEST COYOTE CREEK GOLF COURSE


1. Call to Order 

President, Nick Cheng, called the meeting to order. A member count was done and a quorum established.



2. President’s Report (Nick Cheng) 

Nick Cheng recapped the year of the Fraser Valley Estate Planning Council (the “Council”). He then provided a summary of the presentations that occurred at the dinner meetings.


Nick reviewed the program for the 2011 – 2012 year. He asked the membership to approach the Board with suggestions for a “theme” for the 2012 – 2013 program.


Nick thanked the current Board for their support and help throughout the past year.


3. Constitutional Amendment (Rosalyn Manthorpe)

Rosalyn Manthorpe explained that the Board had reviewed the constitution and proposed the following amendments to the Articles of Association:


Relating to Audit Requirements


Article 6 of the Articles of Association (“the Articles”) of the Fraser Valley Estate Planning Council (the “FVEPC”) presently provides for the appointment of one or more auditors to be appointed among the members of the Council.


Article 4(8)(c) requires the Treasurer to submit an audited statement of the financial affairs to the AGM of the FVEPC.


Given the limited financial activity and resources of the FVEPC, it is recommended that the requirement for the audit be amended.


Proposed:


1. Article 6 of the Articles of the FVEPC will read:


1) By special resolution of the members of the Council, one or more auditors may be appointed among the members of the Council at each Annual General Meeting of the Council and shall hold the office until the next Annual General Meeting after their appointment.


2) If so appointed, the Auditors shall make an accurate report to the Council at the Annual General meeting concerning the financial affairs of the Council, and at all reasonable times have access to all the books and the accounts of the Council for the purpose of preparing such an audit.


Proposed:


2. Article 4(8)(c) of the Articles of the FVEPC will read:


prepare and submit a statement of the financial affairs of the Council at the Annual General Meeting, which shall take place within sixty days of the year end, April 30, and subsequently to make that statement accessible to the membership.


Rosalyn made a motion to accept the new changes as read.

Pam Prior seconded the motion.

A discussion was invited. No discussion ensued.


All in favour and no one was opposed.

Motion was passed.



3. Treasurer’s Report (Anne George) 

Anne reported on the financials for the year.


She reported that at the fiscal year end on April 30, 2011, there was $6,096 in the bank account versus $7,613 on April 30, 2010.


Anne indicated that there was a copy of the Treasurer’s Report available to anyone who was interested. There were no questions regarding the financials.


Anne made a motion to pass the financials as indicated.

Del Friday seconded the motion.

All were in favour. The motion was passed.



4. Nominating Committee Chair’s Report (Rosalyn Manthorpe)

Rosalyn Manthorpe explained that many of the current members of the Board of Directors had offered to run for their present positions on the Board for another year.  The current Directors are:


Nick Cheng, President

Susan Payment, Vice-President

Rosalyn Manthorpe, Past President

Dave Lee, Public Affairs

Del Friday, Programming Chair

and Yolanda Benoit, Secretary.  


Both Anne George (current Treasurer) and Charlene Taylor (current Membership Chair) will not be returning to the Board.


Rosalyn indicated that Kelly McAuley (position to be determined) and Leanne Martyniuk (position to be determined) had agreed to be nominated to the Board.


Rosalyn Manthorpe asked for nominations from the floor. There were no further nominations. Rosalyn made a motion that the new and the standing members continue as proposed.

Robert Clark seconded the motion.

All were in favour. The motion was passed.



5. New Business

Retiring” Board Members

Plaques and much appreciation were given to Anne George and Charlene Taylor for their service on the Board. They were wished much success on their future endeavours.


Retiring Member

Mr. Don Jenkins, one of the original members of the Fraser Valley Estate Planning Council, indicated this would be his last meeting. The members gave him a round of applause for his participation and long standing membership.



6. Adjournment

There being no further business for the Annual General Meeting, it was adjourned at 6:50 p.m.