November 24, 2010 LAJOC Annual Meeting 1

Annual General Meeting

London Area Jeep Owners ClubNovember 24, 2010

November 24, 2010 LAJOC Annual Meeting 2

Agenda

• Introductions

• Regular Business:– Welcome New Members– Membership Coordinator– Trailfest Report

• AGM Business:– Calendar of Events 2011– Budget Forecast

• Motions to the membership– Term Limitations for Executive– Vehicle Inspections at Trailfest– Fundraising activities

November 24, 2010 LAJOC Annual Meeting 3

Introductions

• Board of Directors:– Ralf Heeren (President)– Pat Bouchard (Vice-President)– Dan Head– Paul Meunier– Andrew Murray– Sean Vernon-Scott– Rudy Wilde

• BOD Supporting Roles:– Hank Keith (Treasurer)– Tracy Fox (Secretary)

November 24, 2010 LAJOC Annual Meeting 4

Regular Business

• Welcome New Members– For new members in attendance, we welcome you to the London & Area

Jeep© Owners Club. – Please feel free to ask any questions you may have regarding the club

objectives, events and Jeep knowledge.

• Membership Coordinator– Current Active (paid-up) membership is XXX– Membership dues must be submitted to Sean Vernon-Scott, LAJOC

director, membership coordinator. – Cost is $40.00 per year due each January.

• Trailfest Report– TBD

November 24, 2010 LAJOC Annual Meeting 5

AGM Business

• 2011 Calendar of Events– Do we keep all events in the calendar?

– Are there any events we want to add to the calendar?

– Who will be the organizer for each event?

– See handout for details

November 24, 2010 LAJOC Annual Meeting 6

AGM Business

• 2011 Budget Forecast– Background

• 2010 was a busy year for the club financially• Revenue was tracked well• Financial decisions were made as they arose• At the end of the year, club finances were lower than expected• A forward-looking budget will assist in making decisions so that all events

and activities will receive equal funding consideration, regardless of where they fall in the fiscal year

– Budget Summary• Expected Revenue by source• Planned Expenses by category

November 24, 2010 LAJOC Annual Meeting 7

Motions to Membership

• Voting Process– All motions to be discussed in an open forum (time limited)– After discussion, voting will take place via secret ballot– Proxy votes will be accepted via e-mail (voting@londonjeepclub.org) prior to the AGM

• Voting Qualifications– Voting is open to members in good standing (dues paid)– All LAJOC memberships are family memberships for a single rate, thus all families are

entitled to one vote– Proxy votes are accepted from members who are identifiable via e-mail (the address

associated with the membership as per website records)– Where members send in a proxy vote, then decide to attend the meeting, the proxy vote will

be discarded

• Scrutineer– Sean Vernon-Scott has volunteered to act as the Scrutineer for voting– Sean Vernon-Scott will not be eligible to vote on any issuue– The role of the Scrutineer is to ensure voting happens fairly– Proxy votes sent via e-mail will not be read by anyone outside the Scrutineer– Proxy votes will be kept for a period of six months after voting in case of disputes/recounts– Decisions of the Scrutineer are final

November 24, 2010 LAJOC Annual Meeting 8

Motions to Membership

• Term Limitations for Executive (By-law Change)– Executive defined as:

• President• Vice-President

– Limited to two consecutive terms (4 years)

– At the end of second term, the individual remains eligible to serve as a Director but must be elected as usual

– Vote to approve or not approve

November 24, 2010 LAJOC Annual Meeting 9

Motions to Membership

• Vehicle Inspections at Trailfest– Background

• The Trailfest Organizing Committee has requested that mandatory vehicle inspections for Trail Guides be dropped for 2011

• The BOD voted to a split decision• A motion was passed to take the issue to a general membership vote at the AGM

– Arguments to Drop Inspections:• Trail Guide numbers are low• Dropping inspections removes a barrier to volunteers for Trail Guide positions• The quality of inspections is not perceived as high at this time as any shop can provide,

or say they provided, inspection– Arguments to Keep Inspections:

• Paying participants have an expectation that Guides will be driving vehicles that can complete the trail without mechanical difficulty

• Quality of Trail Guides and their vehicles is a direct reflection on the Trailfest event as a whole, and by extension LAJOC

• A Trail Guide whose vehicle breaks down on the trail erodes confidence in participants, and causes a delay for the group

• Breakdowns happen, but inspections reduce the probability– Vote to Drop Inspections or Keep Inspections

November 24, 2010 LAJOC Annual Meeting 10

Motions to Membership

• Fundraising Activities– Background

• The London Area Jeep Owners Club is a not-for-profit organization• The club is committed to engage in charitable activities• There has been discussion among members, and the board about how charities are

selected• A motion was passed to take the issue to a general membership vote at the AGM

– Potential Charities for 2011 (one to be selected):• Heart and Stroke Foundation• Canadian Diabetes Association• Bobcaygeon Chamber of Commerce (AED)• Men’s Mission / Women’s Shelter (50/50)• Red Cross• Other (Write-in option)

– Amount Determination:• A pre-determined, budgeted, flat-rate from each event to be determined by the BOD• Surplus at year end will be included in a lump sum donation

– Vote on 2011 Charity Selection (one choice)