MINUTES ANNUAL GENERAL MEETING
Macdonald High School Alumni Association [MHSAA]
April 25, 2009
Meeting Title: Nominations and Election of Executive Committee for 2009-2011
Date: April 25, 2009
Time: The meeting was called to order at 12:12
Location: The Royal Canadian Legion, Churchill Branch 91
28 rue Ste. Anne
Ste. Anne de Bellevue, Québec H9X 1L3
514-457-9332
Chaired by: Michael Angrove (Vice-chair)
Facilitated by: Michael Angrove
Attendees:
Michael Angrove (Vice-chair)
Vivian Bruce (Executive-Secretary/ Liaison Officer)
Robert Howell (Treasurer)
Sharyn Robillard
Ron Hale
Felicity Pickup
John Marrett
Daniella Currie-Schwenzner
Regrets
Pieter Leenhouts
Don Barnes
Marion Elliot
Bruce Skilling
Shirley (McGilp) McCallum
Toni Walker
Elizabeth (Carlton) Lavigne
Bill Eden (teleconference from Vancouver)
1. MINUTES
Minutes of the Executive / General Meeting November 17, 2007 were reviewed and accepted on a motion by: Robert Howell; seconded by: John Marrett
2. AGENDA
The Agenda was read and accepted on a motion by: Michael Angrove; seconded by: Robert Howell
3. CHAIRMAN’S REPORT (Michael Angrove standing in for Pieter Leenhouts)
Vice-chairman Angrove reported that Chairman Pieter Leenhouts had stopped into the Legion whilst in transit from Ottawa this morning; pressing business precluded his attending the general meeting.
Michael stated that executive members are in touch with each other via e-mail at least weekly. We have had a good year and accomplished much. Several projects were researched and concluded; Vivian, who did much of the leg work, will report on each.
4. SECRETARY’S REPORT (Vivian Chandler Bruce)
Meeting with Teachers and Principal Aitken – 2008 (Michael & Vivian in attendance).
The following items were discussed:
a. Flag and Flag Pole for Cupola
MHSAA suggested a school flag and flagpole donation. Teachers suggested mounting it on the cupola. Principal Aitken volunteered to ask the School Board to investigate the structural soundness of the structure. The project was thought to be a costly undertaking. As an alternative, we suggested a mast above the door of the old building.
The evaluation was not done. MHSAA Executive later agreed that use of the cupola was too risky.
Update: MHSAA gave the school a large nylon school flag and flag pole to fly above the main door of the old building. While the bracket has been installed, Principal Bindner reports that carpentry work is pending. We have been advised that a carpenter will be hired soon.
b. School Mascot
Teachers expressed an interest in having a school mascot for games and competitions. Researched by MHSAA, the cost of a unique bulldog, made in British Columbia, was quoted at $4,000 – $7,000; maintenance would be ongoing. Copy of findings was forwarded to school.
Update: More recently (Feb. 12, 2009), Macdonald’s Athletic Director Ms. Jaime Guy, and new principal Mrs. Mary-Anne Bindner, jointly approached MHSAA for a contribution towards a mascot. MHSAA replied that we would be willing to discuss a cost-sharing bid for this item, if, in a detailed proposal, they could present a more financially appealing package by mid-March.
To assist with further cost comparisons, John Marrett volunteered to send a link to a mascot company here in Québec.
c. Hall of Honour
Principal Aiken volunteered to investigate and advise MHSAA of previous estimates for plaque revitalization.
Update: Robert suggested opening a project donation thread on www.machigh.org for such goals. Mike stated that a meeting with the principal should be the next step.
Action Item: Investigate cost of having mascot made by a Quebec company.
Action Item: Arrange meeting with incumbent principal Mary-Anne Bindner to discuss feasibility of projects and possible joint funding (school mascot & Hall of Honour).
d. Web Site
Jen Worden provided the technical know-how to change up the web site and reduce maintenance costs. She is loyal to the cause and we are very thankful to have her help.
Suggestions to boost web site’s public visibility were tabled.
Action Item: Mike and Robert will investigate linking other web sites with www.machigh.org
.
e. Quebec Enterprise Number (NEQ):
MHSAA has applied for an NEQ at an initial cost of $32 and subsequent yearly fees of $16; this, to make it easier to register for various government programs and services and to increase MHSAA’s profile with government bodies. We can be struck off at our own request.
Update: Robert asked if there would be any paper work on MHSAA’s behalf. Vivian stated that we must update registration information yearly or within 15 days of any changes to the executive listed on the registration. Felicity stated that the mandatory updating date might get lost in subsequent executive transitions.
Action Item: Report to committee when confirmation of application arrives.
Action Item: Prepare and maintain a checklist of reminders for succeeding administrations.
f. Scholarships:
Two $500 scholarships were awarded to deserving Macdonald High seniors last fall. A teachers’ committee made selections which were approved by Principal Aitken; this, to promote school participation. Michael presented; Vivian took photos.
Action Item: Send applications to the school in May for one $500 scholarship.
g. Quantum Leap:
The time capsule has been installed in the attic and secured with iron bands. The principal’s wall plaque, containing the key, is on the office wall. Daniella asked if a list of items in the box were displayed anywhere. Vivian replied that they were listed in the Dedication Album and perhaps still on the new web site.
Action Item: Search web site for the list and re-instate if not there
h. Authors’ Alcove:
A small shelf plaque was presented to Sandi Davis, school librarian, who has designated a shelf to Mac authors. Micheline Macdonald donated her two latest books to the growing collection.
Action Item: Promote donation of books from published Macdonald High authors.
i. Historically Associated Groups:
Steve Olive’s suggestion (Nov. 2007), of integrating historically associated groups under an umbrella alumni association, is pending; more volunteer staffing required.
Michael reported that the Legion is not yet in a position to surrender volunteers.
Vivian tabled a question regarding Macdonald High School building being recognised as a heritage building as per Pieter Leenhout’s suggestion in 2007. It was agreed that the school board may find the imposed building regulations and subsequent costs a deterrent. Vivian suggested that Bill Tierney be approached, once again, regarding Mac’s being recognised by the Village of Ste. Anne de Bellevue as a local heritage building.
To a question from the floor, Mike stated that recognition of this type may put the life of the building in a better position.
Action Item: Mike will open discussions with Steve Olive, Bill Tierney and Bob McEwen within three weeks.
j. MHSAA Scholarship Fund:
The first two scholarships were awarded to graduating students fall, 2008. Each received a cheque for $500.
An investigation into avoiding the onerous task of incorporating the MHSAA was conducted after a financial planner recommended incorporation of MHSAA. A solution was found and was unanimously agreed upon by MHSAA Executive.
MHSAA now has liaison with the Pearson Educational Foundation (PEF), through which we have invested the 2007 Centennial Celebration donations in the name of MHSAA. Our contribution to the greater good of LBPSB schools will be the interest generated by the capital. The administration fee for handling donations is 3%. For this, the paperwork is done, income tax receipts issued and we do not have to incorporate the association.
Online donations to PEF (earmarked MHSAA Education Fund) can also be made through www.Canadahelps.org Notice and instructions for alumni will be posted shortly on www.machigh.org
Felicity stated that fine work had been done and that continuity was good. She also stated that mention should be made of the many hours and personal financial contributions of alumni executive should be noted.
5. TREASURER’S REPORT (Robert Howell)
MHSAA operates one bank account for ongoing business and MHSAA dues. On MHSAA’s behalf, Pearson Educational Foundation (PEF) invests the monies that were collected during the 2007 Centennial event. The funds have been earmarked as the ‘MHSAA Education Fund”; the scholarship capital. Quarterly statements will be issued; notice of donations will be sent to the MHSAA secretary via e-mail.
The web site costs have been reduced from $475.32 per year to $144.18 per year.
Robert queried the value of keeping the PO Box open. Vivian suggested that if a ‘Special Projects’ thread was to be opened on www.machigh.org it would be necessary, especially in that our treasurer will be moving. It was agreed that the box should be maintained.
A copy of MHSAA financial statement is available upon request. That the Treasurer’s Report be accepted as read:
Moved by: John Marrett Seconded by: Vivian Bruce All in favour:
Robert Howell, had the enormous task of keeping track of all funds for the Centennial Celebrations 2007. Accolades were proffered for a job well done.
6. NOMINATIONS / ELECTION MHSAA Executive
The following positions were up for nominations: Chairman, Vice-chairman, Secretary and Treasurer.
Incumbent executive maintained their seats by acclamation.
Motion to retain present executive: Sharyn Robillard Seconded: Daniella Currie-Schwenzner
All in favour.
7. OTHER BUSINESS
a. Proposed Amendments to Working Document on the Constitution
It was proposed by Vivian Bruce that the following current phrase be amended to avoid ambiguity,
“The Term of Office for each executive position shall be two years with half the executive being elected each year”.
After due consideration and by general consensus it will now read as follows:
“The Term of Office for each executive position shall be two years with at least half the executive positions being elected or re-elected each year.”
That the amendment to the Working Document on the Constitution be amended as cited: Moved by: Michael Angrove Seconded by: Robert Howell All in favour
Vivian stated that “Secretary MHSAA” does not communicate the full function of the current position. In that the secretary currently liaises with government, school board and public officials, duties which are outside the present job description, public perception is important. Vivian suggested that Executive Secretary / Liaison be the official job title. Sharyn suggested adding ‘Officer’.
The new title conforms with legal demands of association executive and is as follows:
‘Executive Secretary / Liaison Officer’. It was agreed that the title could be easily split if necessary.
That the title of secretary be expanded as cited: Moved by: Michael Angrove Seconded by: Robert Howell All in favour
8. SCHEDULE NEXT GENERAL MEETING
Date: May 2010 day TBD
Place: Ste. Anne’s Legion (tentative)
On a motion by Robert Howell; seconded by Sharyn Robillard / John Marrett, the meeting was adjourned at 13:02
__________________________________________________________________________________________
Respectfully submitted by Vivian (Chandler) Bruce ’65 Date: April 27, 2009
Executive Secretary / Liaison Officer MHSAA
