DRAFT 2016 Annual General Meeting Canadian Company of … · o Albergue San Martín at Miraz on...
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1 2016 Annual General Meeting Canadian Company of Pilgrims January 28 th , 2017 Star Cinema, Sidney, BC Agenda 1) Call to Order, Welcome & Introductions 2) Approval of Minutes of last AGM, Dec 5 2015 3) President’s report 4) Secretary’s report 5) Treasurer’s report 6) Election of Executive and Directors 7) Other Business 8) Adjournment 1) Call to Order: Wendy Loly called the meeting to order at 12:10 pm. Quorum: 90 members were in attendance. Wendy then welcomed everyone attending today , saying this is your Camino organization. Thanks for coming out to support it. Often Annual General Meetings are considered very boring, but linking this with the first Canadian screening of Annie O’Neil’s new Camino documentary obviously had the desired results with 90 members and an additional 30 guests in attendance. 2) Acceptance of Minutes of last Annual General Meeting These were circulated in today’s handout package. On a MOTION by Ruth McDonald, seconded by Judith Engelhardt, the minutes of the 2015 AGM held December 5, 2015 in Ottawa, Ontario were accepted. CARRIED 3) President’s Report These are some of the issues that Wendy wanted to deal with on taking on the Presidency in January 2016. DRAFT
Transcript of DRAFT 2016 Annual General Meeting Canadian Company of … · o Albergue San Martín at Miraz on...
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2016AnnualGeneralMeeting
CanadianCompanyofPilgrimsJanuary28th,2017
StarCinema,Sidney,BCAgenda
1) CalltoOrder,Welcome&Introductions2) ApprovalofMinutesoflastAGM,Dec520153) President’sreport4) Secretary’sreport5) Treasurer’sreport6) ElectionofExecutiveandDirectors7) OtherBusiness8) Adjournment
1) CalltoOrder:
WendyLolycalledthemeetingtoorderat12:10pm.Quorum:90memberswereinattendance.Wendythenwelcomedeveryoneattendingtoday,sayingthisisyourCaminoorganization.Thanksforcomingouttosupportit.OftenAnnualGeneralMeetingsareconsideredveryboring,butlinkingthiswiththefirstCanadianscreeningofAnnieO’Neil’snewCaminodocumentaryobviouslyhadthedesiredresultswith90membersandanadditional30guestsinattendance.
2)AcceptanceofMinutesoflastAnnualGeneralMeeting Thesewerecirculatedintoday’shandoutpackage.
OnaMOTIONbyRuthMcDonald,secondedbyJudithEngelhardt,theminutesofthe2015AGMheldDecember5,2015inOttawa,Ontariowereaccepted. CARRIED
3)President’sReportThesearesomeoftheissuesthatWendywantedtodealwithontakingonthePresidencyinJanuary2016.
DRAFT
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Internal• Communications• Memberships• Database• Finances• Governance
External• International
CommunicationsTherearenow14ChaptersoftheCanadianCompanyofPilgrimsacrossEnglish-speakingCanada.Halifax FrederictonOttawaTorontoLondonHamiltonKitchener-Waterloo
WinnipegSaskatoonEdmontonCalgaryKelownaVancouverVictoria
Mypredecessor,AustinCooke,alwayssaidthattheChaptersaretheheartofourorganization.That’swherethe‘work’getsdone.Itisthepilgrimgatherings,walks,coffeemeetingsthatgenerateinterestandexcitementamongstourmembers.
CCoPcouldbestrengthenedbybettercommunicationsbetweentheChapters.Eachhasmanyinnovativeprogrammingideasbutatthemomentwehavelittlestructuretosharethem.
During2016IvisitedwithWinnipeg,Saskatoon,Calgary,KelownaandVancouvercoordinators.AndofcourseIcontinuetobeinvolvedwiththeVictoriaChapterhereathome.AteachofthesemeetingsI’vetriedtosharethebestoftheideas.However,mygoalistobringthemalltogetherforaface-to-facemeeting.
CanadianHospitalerosThereisaCanadianHospitalerotrainingteam,headedbyMaryVirtueofVictoriaandTomFriesenofLondon,ON.NotonlydotheytrainbuttheyhavealsoproducedtrainingmaterialsthatarebeingusedoradaptedbyotherinternationalCaminoassociations.TheyareassistedbyDaphneHnatiuk(Vancouver)andJudyGayford(Calgary).
Since2007,over300pilgrimshavebeentrainedinCanadatobehospitaleros.Eachyear,thereareapproximately30CanadiansservingontheCamino.
In2016:2Trainingsessionswereheldand30peopleweretrained.30CanadiansservedinFranceorSpain,afewservingmorethan15days.
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3trainingsessionsareplannedforSpring2017-forCalgary,VictoriaandToronto.Furtherinformationisavailableat:http://canadianhospitaleros.blogspot.ca
MembershipsandDatabase• CCoPcurrentlyhas1483nationalmembers.• Memberships&credentialsweremadeavailableonlineasofMarch2016.Previously
thesewereavailableonlybymailed-inapplication.• For1sttimeCCoPwillaskformembershiprenewalsin2017.
Historically,folksjoinedCCoPonlywhentheyneededacredentialbutotherwisehavenotsupportedtheorganization.Manybelievedthathavingpaidthe$10membershipfeeonce,theyweremembersforlife!However,astheChaptersmultiplyandgrowandourinternationalrelationshipsdevelop,thereismorereasontobeamember.Thenewdatabaseallowsustoaskforrenewals.Theorganizationisprovidingsupporttobothnewandreturningpilgrims,aswellassupportingCaminoprojectsinSpain.Andsowewanttoencouragealltojoinatthenationallevelsothattheseactivitiescancontinuetobesupported.
• NOTE:discrepanciesinthesenumbers:
CCoPcurrentlyhas1,483nationalmembers.o Toronto–hasapproximately600addressesonitsemaillistso Calgary–hasabout400addresseso Victoria–has980addresses
EachChapterkeepsitsownemaillistsandsoapilgrimmaybeonaChapterlistBUTisNOTactuallyamemberofCCoP.Thishasbeenconfusingtopilgrims.Andsowewanttomovetowardbringingtheseliststogetherandmakingthemaccessibletobothchaptersandthenationalorganization.
Finances
Thenationallevelhasalwayssupportedthechaptersfinanciallytohelpcoverthecostsoftheirmeetings.Theyusedtobeabletogetfreespace,butthatisbecomingmoredifficultbecauseasChaptersgrowtheyrequirelargerspaces,whicharemorecostly,andtheirrevenuesdon’talwayscoverthesecosts.
In2016weanticipatedcostsforarevisedonlinepresence.Thedecisionwasmadetoinvestintheorganization’sinfrastructureanditssupport:newwebsite,database,software,digitaladministration&webhosting.Andsowedeliberatelycutbackourdonationsin2016untilwecoveredtheseadministrativecostsanddeterminedapproximatelywhattheywouldbe.
ThenationallevelalsobearsthecostofproducingandshippingcredentialsandbadgestoCanadianpilgrims.
Travelexpenseshavebeenminimalin2016.ThelargestcostwastraveltotheAmericanannualmeeting.ButtheexecutivebelievesthatCCoPshouldbepresenttheretoensuregoodlinkswithourcontinentalcolleagues.Ourinterestsareoftenfromasimilarperspectivefromthissideoftheocean.
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Donations:in2016wehavesupported:• ConfraternityofSt.James(UK)albergues-sponsored2weeks(includingJuly1st
CanadaDaywhenpossible)operatingsupportateachof:o AlbergueSanMartínatMirazonCaminodelNorteo RefugioGaucelmoatRabanalonCaminoFrancés
• RoyalCanadianRegiment-supportforateamof11CanadiansoldierswhoaresufferingfromPTSDaftertheiroverseasservice,towalktheCaminoasawaytoheal.
Wearelookingtowardsdonatingtomoreprojectsin2017.Severalarealreadyunderconsideration.
Governance• CurrentbylawsdonotmentionchaptersorHospitaleroTrainingteam• GovernanceCommitteenowworkingonaddressingthisissue• Wehopetohaveanewgovernancestructurereadyforadoptionduring2017.
Credentials• Issued1438credentialsin2016• Newlydesignedaccordion-foldcredentialin2016;MaryVirtuewaskeypersoninthe
redesignwhichhasbeenveryfavourablyreceived.• Teamof6‘credentialelves’preparesthemailoutsweekly• Somechaptershavesmallsupplyofcredentialsforrushordersorpostalstrikes• Peaksandvalleystonumberofincomingorders–accordingtotheseason
External–InternationalRoles
• MaintaincollegialrelationswiththeAssociationduQuébecàCompostelle–ourQuebeccounterpart.
• MaintainarelationshipwiththeSpanishEmbassyinOttawa;regularlyincreasetheirawarenessbyprovidingthemwithbooksorfilmsbyCanadians.
• InteractwiththeAmericanPilgrimsontheCaminobyattendingtheirannualmeetingandmaintainingcorrespondence.
• InteractwithotherinternationalCaminoassociationsinEurope,SouthAfrica,Japan,Brazil,andAustralia.
• MaintainarelationshipwiththeDirectorofJacabeo,XuntadeGalicia(CaminoauthorityinGalicia).
• December2016–invitationfromACoruñatowalktheCaminoIngleswith11otherinternationalassociationpresidents(invaluable!).TherewasnocosttoCCoPforthistrip.
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PilgrimStatisticsTotalCompostelasissuedbyPilgrimOfficeinSantiagoin2016:278,232
NotetheHolyYearnumbers.2016wasaspecialHolyyear,proclaimedastheYearofMercybythePope.ThenextHolyYearwillbe2021.
Notunexpectedtoseethisspread–withpeaknumbersofpilgrimsinthesummer,andverylowwinternumbers.
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CompostelasissuedbythePilgrimOfficeinSantiago
NotethattheseareCompostelanumbers–NOTpilgrimnumbers.
Unfortunately–NOnumbersavailableforCanadafor2016In2016thelargestgroupsoutsideofSpanish:
Italy 23,973Germany 21,247
Notethatthemovie“TheWay”wasreleasedin2011.USAnumbersdoublethenextyear!
AsurveydoneinSpainhasindicatedthatasmanyas50%ofpilgrimsDONOTgetacredential–sothesenumberscouldbeasmuchasdoublewhatiscountedinthePilgrimOffice.
WalkingtheCaminoisaninternationalexperience;itbroadensouroutlookonotherindividuals,andothercultures.Itgivesusnewperspectivesonourselvesandothers.Thisinterculturaldialogueisakeytolivingtogetherintoday’sworld.
ThisisareasontocontinuetosupportCCoP–beforeandafteryourownCamino.
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MoreCaminoStatistics:
Isitstillayoungperson’sCamino?Whowillyoumeetalongtheway?(2016Stats)
o Under30 74,714(28%)o 30–60 144,060(55%)o over60 43,742(17%)
WheredoPilgrimsbegintheirjourney?
o 25%startinSarriao Only12%startinSaintJeanPied-de-Porto 3.3%startinRoncevalleso Andabout4%startinvariousplacesalongtheSpanishCaminoso 1.5%startinLePuyo 0.2%startinMadrid…..alonelyroute??
Thereareobviouslylotsofnumbersmissingfromhere–butallareavailableontheCathedral’swebsite.
4)Secretary'sReportfor2016
• Thenot-for-profitcorporationannualreturnwasfiledwithIndustryCanadaonNovember9,2016.
• Therearecurrently2,052followersonourFacebookpage.(2015reportlists1,756followers)
• Atleast31eventswereofferedin2016bythevariouschaptersacrossCanadaandpromotedonFacebookandCCoPwebsite,notincludingrecurringweekly/monthlyevents.
Submittedby:RenéeDupuis-Leon,CCoPSecretary,Ottawa,ON5)Treasurer’sReportfor2016
Thisreport,includedintoday’shandout,containstheActualsfor2016aswellastheBudgetfor2017.
In2016wecuttheproductioncostsofbothcredentialsandbadges.(The2016costreflectsasecondorderofbadgestobeusedin2017.)
Postagedecreasedduetolighterweightofcredential.Biggestlinechangefor2017isourexpectationtoincreaseourdonationstoassistCamino-
relatedactivitiesathomeandabroad.SomeoptionsarelistedatbottomoftheReport.SomeChaptersalsomaketheirowndonationstoprojectsinSpain.
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Hearingnoquestions,couldwehaveaMOTIONtoacceptthisTreasurer’sreportand2017Budget?
TherewasaMOTIONbyJimRondeau,secondedbyLesFoster,thattheTreasurer’sReportand2017Budgetbeacceptedaspresented. CARRIED6)ElectionofExecutiveandDirectorsThisisthelistofthosewillingtoserveCCoPatthenationallevelgoingforward.
ThankstoRenéeandAdrianfortheirsupportandyearsofvolunteerworkforCCoP.TheiragreementtostayonforonemoreyearasIstartedmyPresidencymadeforasmoothtransition.Theybothintendtostepdownnow.
ThankstootoAustinwhocontinuesasPast-President.HeprovidesexcellentadvicebasedonhisprevioussevenyearsasPresident.AndmythankstotheDirectorswhohavealsobeenverysupportiveoverthepastyear.
CurrentExecutiveandDirectors–asofDecember2016
Position Name Prov TermremainingExecutive President WendyLoly BC 2yearsVice-President vacant - -Secretary RenéeDupuis-Leon ON expiredTreasurer AdrianCamfield ON expiredPast-President AustinCooke ON 2years Directors DerekGibson BC 2years IvorLockhart MB 1year KevinMcKinney NB 2years MaryVirtue BC 2yearsInseekingnomineesforthenewExecutive-geographicdiversitywasaconsideration.Thesepeoplehaveagreedtostandfornomination:
o AlvinThiessenisaretiredaccountantfromWinnipeg.o GraceCameronisretiredfromaseniorfederaladministrativeposition.o NevilleTencerisabusinessman,authorandmonitorontheCaminoForum.
AllhavewalkedtheCaminoandhavebeenengagedwithlocalChaptersorHospitaleroprogram.AllhavepreviousvolunteerexperienceonBoardswithintheircommunities.
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NomineesforopenExecutivepositions–January28,2017
Vice-President NevilleTencer BC 1yearSecretary GraceCameron PEI 2yearsTreasurer AlvinThiessen MB 3yearsQuestionsfromthefloor:
Q.Whyarethetermsofofficestaggered?A.Thosearethetermsforwhichthecandidatesagreedtoserve.
Q.Arethesetermsrenewable?A.Yes.
TherewasaMOTIONbyAllanCollier,secondedbyDianePope,thattheproposedslateofExecutive,DirectorsandNomineesbeelected. CARRIEDWendythankedeveryonefortheirattentionandsaidthatthenewExecutivewillcontinueworkingtobuildarobustassociationthatwillserveandsupportCanadianswhoarepreparingtowalktheCamino,andensurethatthosereturninghomearepartofawarmandsupportivegroupaftertheirCamino.7)OtherBusiness
None8)Adjournment
Meetingwasadjournedat12:40pm
