WESTERN ONTARIO DISTRICT Minutes of the District Conference and Council Meeting January 12, 2013 Page 1 of 5

Transcription

1 Page 1 of 5 The Meeting was called to order at 1300 January 12, 2013 at the Salford Community Hall, Salford. D/C Bob Parke thanked the Tillsonburg Squadron for hosting the meeting. D/C Bob asked that anyone with bills to be paid by the District please submit them to Jay at this time so that they may be paid at the District Council Meeting immediately following this meeting. D/C Bob asked that everyone sign on the green/yellow roster. 1. Roll Call (31 in Total) Officers Dave Corke, AP Rob Donaldson Mavis Colyer Harry Harris, S Harry Ditmar, P Nick Baratta, JN Past District Commanders P/D/C Mike Smith, P P/D/C Karen Connor, AP P/D/C Larry Hicks, AP Squadron Delegates + Guests Chatham STO Dave Toogood * Goderich Cdr. S Homan, S Bob Parke, AP Jay Jeffery, JN Dave Toogood Peter Fuhry, N Julie Ditmar, AP P/D/C Keith Roberts, SN P/D/C Joan Hicks, AP P/D/C Chris Schooley * = names listed elsewhere London Dave Corke AP * Harry Harris, S * D/C Bob Parke AP* Bev Miatello, AP Peter Fuhry, N* Harry Ditmar, P* Julie Ditmar, AP* Jay Jeffery, JN* Keith Roberts, SN* Nick Baratta, JN* Cdr. Dick DesRosiers, AP Alice Baratta, JN Lila Roberts Sarnia Chris Schooley, P* St Thomas Joanne DeActis Stratford Cdr. Mary Montizambert Tillsonburg Cdr. Eric Hatzenbuhler Ted Van Stevendaal, AP B Van Stevendaal Wallaceburg Mavis Colyer* Windsor P/D/C Mike Smith, P* Rob Donaldson* 2. Introduction of Guests P/D/C Karen Connor, AP* Flona Hildenbrand P/D/C Joan Hicks, AP* P/D/C Larry Hicks, AP* Marg Harris Cdr. Ron Verhaeghe Cdr. Mark Stock National: Kieth Roberts, Mike Smith, Joan Hicks, Karen Connor Squadrons: Tillsonburg-Marg Harris, Betsy Van Stevendaal London-Lila Roberts 3. Minutes of Previous Meeting Page 1 St. Thomas Joan DeActis should be Joanne DeActis. *** MOVED by Cdr. Ron Verhaeghe, 2 nd by P/D/C Chris Schooley that the minutes of the meeting of November 17, 2013 be approved as read. CARRIED 4. Business Arising From Minutes None 5. Correspondence There was a request from David Agnew for $100 from District for 2014 Conference. 6. Reports of the District Officers D/C Bob Parke, AP (Commander) First let me wish everyone a Happy New Year. I hope everyone had an enjoyable holiday with your family and friends. In Dec, Darlene and I had the opportunity to visit 3 more squadrons as they held their Christmas events. We found it to be an excellent time to interact and learn more about the life of these squadrons. Thank you to Wallaceburg, Windsor, and Sarnia for their Hospitality. I also asked Dave Corke to represent me at Stratford and Tillsonburg, and Jay to represent me at Goderich. I am encouraged by the updates I am receiving for the various ongoing projects in the District. It is encouraging to hear how Scott Homan has reached out to other squadrons to help with the upcoming District AGM. London is reaching out and trying to help St Thomas through their difficult times. The London Boat Show sounds like it will again be a cooperative effort by most of the squadrons in the District. I see Chatham and Wallaceburg working together. These last couple of weeks I have been working on the submission of the District Merit Marks, and also with the Nominating Committee. This gives you a real perspective of the diversity of volunteers and the time they put in for CPS. To date, I have submitted 41 Merit mark recommendations totaling 2620 hours. I will still be reviewing and checking to make sure no one is missed. If you volunteered for a District project or event and are not sure you have been credited, please check with me. At this meeting, we will be hearing updates on the following projects District E-blast system, help for Squadrons with their websites, London Boat Sow, District AGM. I hope as many of you as possible can provide the dates for your Squadron AGMs so that I can start planning my schedule to visit as many as possible. These are challenging times, but we will be stronger by reaching, and helping each other. Jay Jeffery, JN (Executive Officer) I would like to thank all the Squadron Commanders for attending this meeting. Dave Corke, AP (Training Officer) I hope everyone had a safe and enjoyable holiday season. I attended C/C Joe s reception in Windsor very nice event and was impressed with the historical significance of the event at the Windsor YC. I was very proud to be a part of Western Ontario District. I attended both the Stratford and Tillsonburg Squadron Christmas Celebrations on behalf of D/C Bob great fellowship and socializing evenings (not to mention the deserts!!!) I thank Cdr Mary and Cdr Eric for their invitations. Please be advised that the Spring Training meeting has been reformatted and is now a DTO Workshop the timing has also been

2 Page 2 of 5 deferred to much later (2 weeks prior to our district AGM in April) please or talk to me at the Salford or Sarnia meetings regarding any issues or concerns you wish me to address in the workshop. As explained in a note I sent out last year I have been asked to action Auditing and Exam distribution items: what is our plan and suggested process to conduct PCOC auditing in WOD? initially I was proposing squadron auditing squadrons but I am starting to lean towards District Officers overseeing and performing the auditing please provide me with your opinions proposal has been made that rather than having multiply methods of obtaining course exams (some with ordered course material and some through district officers) that all exams are distributed with ordered course material to date main concern expressed is that unused exams are returned or destroyed and the end of each training season please provide me with your opinions. National Training Communication Webinar Recordings have been posted on the Training Department s area Meetings page I encourage you to review them please drop me a note if you have any questions about them. As you have seen, there is a new batch of PCOC exams available from HQ (Transport Canada) with the normal accompanying request for destruction declarations for the old out-of-date exams. For my own edification would you drop me a note or copy me on your declaration note to John to date I have only received one. I am updating the Instructors contact list for our district I have managed to validate and update all squadrons with the exception of Windsor (only partial) require list of instructors and contact information. District Website: and national (Boating Courses - ) sites dates for our courses rather than using TBD listings he suggests we try and re-script the text we are using if we cannot provide dates example: we are currently building a course list, please contact xxxxx if you are interested / we are currently accepting registrations for a spring course offering if interested please contact xxxxx - attempting to sound a little more proactive. WBAS activity highlights: like to be able to provide potential students with an accurate schedule of the courses we are offering (both at the show and online for the inquisitive searchers after the show) - please ensure WBAS is up to date (even with general TBD / general taking reservations course outlines). Currently 7 of our 9 squadrons are listed in our District and National websites (St Thomas & Wallaceburg are the exceptions Neale and I are working to remove Wallaceburg as exception) Let me know if I can do anything to help. for some of the squadrons I encourage you to do your own input (reduces work required in HQ) Online videos have be produced and posted in the Training Department area under the Resources menu item they provide brief visual and audio descriptions of how to perform tasks in WBAS (including entering marks Maintain Qualifications paperwork (follow up to entering marks in WBAS), we have been asked to provide a note indicating that the squadron should be billed for the processing (HQ has to initiate the order to have the student processed). t processing in WBAS (we are relaxing the micro-managing of student requirements and relaying on what is placed in WBAS and/or identified to us). Please continue to keep ADTO Dave Toogood advised of your student numbers. Mailbox: There have been 7 e-blasts that you should have received from HQ since November let me know if you require any to be resent to you (note list and access to past s is available in your profile): New Set of Approved Tests for PCOC Chief Commander's Holiday Message Chief Commander s Synopsis of the October 2013 GB and AGM 2014 Children's Wish Foundation Boating Calendar Information Technology update 2014 Boating Calendar in Support of The Children s Wish Foundation Call for Applications for Nominations Mark Hunsberger, AP (Administrative Officer) In my absence, I would like to thank P/D/Cdr Joan for arranging lunch for this event, to Tillsonburg Squadron for hosting this meeting and to D/Cdr Bob for shuttling our wheel and flags. I am hoping Squadron Cdrs have returned any award plaques that they have had in their possession. If any are still outstanding, please ensure that they are returned no later than our next District meeting which will be Sunday March 09 meeting to be held at the Sarnia Yacht Club and sponsored by Wallaceburg Squadron. Submissions for this year s awards are to date, non-existent and I am asking that Squadrons please take the time to recognize your volunteers and enter submissions for the various categories available to you. Each of these categories are fully explained on our District website along with application forms. To date we have yet to confirm a Squadron to host our 2014 Rendezvous, but on a bright note, I am hoping to gain confirmation on a host later this week and will communicate results with D/Cdr Bob. Mavis Colyer (Secretary) Bonnie Wygiera (Assistant Secretary) Harry Ditmar, P (Assistant Training Officer) Assistant Training Officer Report I hope everyone had an enjoyable Christmas and New Year and I wish everyone all the best in I have been working with DTO Dave and ADTO Dave keeping track of courses and needed exams. I have mailed and/or hand delivered the above mentioned exams. As for courses, most of the action is taking place in London. Although the courses have been delayed one week due to weather they will commence on January I am still in the learning mode for entering information is WBAS but will continue to work with Dave until I have it. Dave Toogood (Assistant Training Officer) Harry Harris, S (Membership Officer): As of Friday, Jan. 10 th, our total membership, including all classifications, is This number compares to 1855 one year ago at this time, a decrease of 149 or 8%. On Monday, Dec. 9 th, Carlos Fuenzalida, Chair of the Information Technology Committee, scheduled a webminar to review and train Membership Officers on the functionality of WBAS. Unfortunately, I

3 Page 3 of 5 was not able to avail myself of this online meeting. I would be interested to know if any of our Squadron Membership Officers took part. P Fuhry, N (Communications Officer & PR) I would like to thank fellow officers and commanders for submitting your reports to me prior to this meeting for posting on the District website. In addition to your reports, I ve added a link to the District Boat Show site with instruction as to how the CPS discount can be obtained. With respect to the District e-blast system; at the last meeting there was a question regarding the list of approximately address headquarters provided for our members this has been resolved with thanks to our District membership officer. The members have given their permission for us to contact them on CPS business. I also contacted the Windsor webmaster/e-blaster. Windsor s system is not cost free. Though headquarters has declined to permit us to use their system, a well founded bulk ing system is available to us at no charge and an account has been set up and testing is underway. I ve also attended a meeting for the promotion of the District Boat Show. Drew Climie, P (Assistant PRO) Tracie Berekoff, P (Youth Officer) Not much to report for Youth at the moment. Please continue to promote the Youth course and keep me informed of any youth activities your squadron is doing. We still have Western Ontario regalia and new Color-Ons for sale and stored in Windsor. If you need anything, it can be brought to the March District meeting. Paul and Sheryl Shard will be presenting on Thursday, January 16 at Walkerville Brewery in Windsor from Cost is $15pp and includes a pasta dinner. Beer will be available for sale as well as regalia and DVD s. Dan s Nautical shop will also have a table. RSVP to Tracie if attending by Monday, January 13. I will be assisting the 2014 District AGM Committee with Friday night s activity and looking forward to it. Plans are under way. Julie Ditmar, AP (MAREP Officer) I would like to wish everyone a very Happy and Healthy New Year. There is not much to report unless you re a winter sports person or ice fisherperson. In that case you need to be aware of the icebreakers working in the Great Lakes area. The CCG, USCG and OPP are warning people to stay clear of the areas where there is shipping lane or the icebreaker have been due to broken and fragmented ice left behind by icebreaking. They warn that it may appear safe but it is dangerous. In December along with Christmas cards I received a MAREP Marine Information Report. The subject was about the decommissioned submarine mounted on cement pillars which is in a Restricted and fenced area. N Baratta, JN (USPS Liaison Officer): April 4, 2014 USPS Spring Conference. ***Moved by Nick Baratta and seconded by Dick DesRosiers that a cheque for $500 seed money for the USPS Spring Conference be issued by the March 9, 2014 District meeting. Carried. Mike Croxford, (Environment Officer) P/D/C Mike Smith. ***Moved byp/d/c Kieth Roberts, SN and seconded by Ted Van Stevendaal, AP that the District Officers reports be accepted and filed. Carried. Rob Donaldson, (Treasurer) Treasurers report reviewed. Statements and record of cheques paid out at this meeting on file. *** Motion to approve Treasurer s report as presented. Moved by Cdr. Ron Verhaeghe and seconded by Harry Ditmar, P. Carried. 7. Reports of the Squadron Commanders Chatham: Cdr. Lew Cole 1. We have submitted Merit Marks for 7 members of the Chatham Squadron for A letter was sent to all Chatham Squadron Members outlining the events and courses offered from October 2011 to present date as well as the success we have had in revitalizing the Squadron. In this letter we also asked the members to step up and help keep the Squadron moving forward and in to the future. A copy of the letter was sent to District. 3. The Chatham Squadron AGM will be on May 4th 2014 at the Masonic Temple in Chatham. Details to follow at a later date. 4. Chatham Squadron next Bridge Meeting will be on January 16th 2014 from 14:30 to 16:30 at the Royal Canadian Legion 304 St Clair Street Chatham The meeting will be in the main office down stairs. Goderich: Cdr. Scott Homan The Goderich Squadron is in a solvent position. Currently we are working on the details for the District AGM to be held in Grand Bend at Oakwood Resort. Our Christmas Dinner at the Black Dog in Bayfield was very well attended. We had 14 people with a great mix of students and members. Vhf, weather and a Sailing course put on by Dean Nisbett will be offered this Spring. This is short due to most of my effort being put towards the upcoming District AGM. Sailing course has been changed to Fall. London: Cdr. Richard DesRosiers We have had 2 of our neighbour St. Thomas Squadron members visit with us at our Sqn. Bridge meetings and a friendly atmosphere continues to exist with the efforts to rebuild the St. Thomas Bridge. P/Cdr Brian Burliegh, member Bill Fehr, and Admin Officer, P/Cdr Mark Hunsberger, London Squadron, continue their work on keeping the St. Thomas Squadron viable. The London Sqn. Bridge offers full support to St. Thomas for training programs and joint social events. Brian and Bill continue as welcome Members on our bridge while the committee works out a satisfactory plan for the future of the St. Thomas Squadron. Our new web site, although still in the final stages of construction went live on December 31 st as planned, thanks to the effort of Drew Climie and help from Cam Stevens. Part of this project was also to convert our paper copy of the London Line to electronic and have the capability of allowing each Bridge member to have input to the document to provide up to date information available to our members on a timelier basis. We have also been using a new program to get information to our members called E-Blast, this allows us to announce training dates, social programs or other functions to over 500 members on a very timely basis. This program has become very successful keeping members up to date. We are also experimenting with a new program that so far has been very successful; we are doing How To Boat seminars to get members

4 Page 4 of 5 out and enjoy fellowship, we are providing these at no charge. We have three more seminars planned for this year. The latest one, at HMCS Prevost, Anchoring in the North Channel, on November 29 th was well attended and the program was presented by myself, with tips learned from over 25 years of anchoring in the North Channel. Shortly after the National AGM, the Squadron received a letter from Alice Hinton, at Headquarters, informing us that our 20 th Honour Roll Certificate, will be presented at the 2014 National AGM in Quebec City. Our Christmas Levee was held on December 8 th at HMCS Prevost, and we invited District Bridge members and all District Squadron Bridge members to join our Bridge and Squadron members. Next Bridge meeting at HMCS Prevost, Tuesday, Jan. 14 th 1800, with food provided. The London Squadron 2014 AGM is scheduled on Tuesday, April 15 st at 1900, HMCS Prevost. Sarnia: Cdr. Hazel Huffman St. Thomas: Brian Burleigh As of this date, the committee consisting of P/Cdr Brian Burleigh, St. Thomas member Bill Fehr and District representative AO Mark Hunsberger have had no success in gaining any commitment from the membership to assist in forming an operating Bridge for St. Thomas. To date we are working in close contact with London Squadron, who has volunteered to assist with membership, training, communications, website upgrades and joint Bridge meetings. Requests to nominate Brian as Squadron Cdr and Bill as Treasurer, working with the support of London Squadron have fallen through and these individuals feel that with our most recent, failed attempts to gain membership support, it is felt that there is no hope of any further support to form a working and independent Bridge for the Squadron. In addition, it is felt that even with the greatly appreciated support from London Squadron, St. Thomas will not be able to regain their independency and the co-relationship with London would not resolve the issues at hand with St. Thomas membership. P/D/Cdr Karen Connor and Bill Fehr are working on finalizing a Squadron year-end report and are aiming to complete this and submit to National by mid-january. Once this is completed, membership dues revenue will be released to the Squadron. Following this task, a membership meeting will be called to either elect a Bridge to work either independently, or in conjunction with London Squadron or, if this is not realized, to commence steps to surrender the St. Thomas Squadron warrant. In this event, members of St. Thomas will be given options to transfer their memberships to a Squadron of close proximity of their choice. Our District phone committee will be asked to once again follow up a mailing to the membership to ensure they are award of the planned membership meeting and, as well, the nature of this meeting. Stratford: Cdr. Mary Montizambert Stratford is in good standing for finances at the present time. A PCOC course took place in Milverton with two students who passed and received their card. There is one student registered for Boating Essentials for January 8th but not enough response to have the course but onward and upward to the future. Our next CPS meeting is Tuesday, January 14th and we will be discussing our AGM dates and plans at that time. Tillsonburg- Cdr Eric Hutzenbuhler Since our last meeting not a whole lot of happenings our squadron participated in 3 or 4 santa claus parades in our local area, our next major event is our boat show bus trip on sat jan 18/14 to Toronto, if any other squadron members from nearby squadrons wish to attend please contact either myself Eric at or Joan at cost for the trip is $30 per person which includes your ticket into the show as well not a bad deal. At this time our squadron remains financially solvent. Fall boating classes are well underway. That s all for now.. Wallaceburg Cdr. Ron Verhaeghe 1. Squadron s Finances are positive and solid. 2. Mavis reported on the events of the CPS National Conference in Toronto. It was very well done and great attendance. Our District was well represented and she enjoyed the whole event greatly. 3. Squadron s Membership at 47 members, 4 new associate members. 4. Squadron s Training No training in the last 3-4 months, No interest for the public. 5. Thank-you Bob & Darlene Parke for attending our Squadron Christmas Supper. There was discussion on the direction of CPS and our Squadron plans. 6. Squadron s Commander s comments: WAMBO weekend was other success thanks to Neale Cofell doing another great job, Thanks to all the CPS volunteers who helped that weekend. Coming Events: Western Ontario District meeting Jan London Boat Show Volunteers needed!!!! Toronto Boat at the end of January Websites to check out! Windsor: Cdr. Mark Stock I hope everyone enjoyed the Christmas season and I wish everyone a very safe and Happy New Year. I would like to thank Rob for his gracious hospitality again this year as host of our Christmas party. I had an excellent evening as I believe everyone else seemed to as well. Merit Marks: I am asking everyone in the next week to send me a very quick to advise me of an estimate of the number of hours you believe you have contributed to the Squadron and a very brief outline so that I can submit all for their Merit Mark. For example my submission is: 80 hours Squadron Commander Squadron, District and National meetings and functions District Awards: From District they are looking for Awards submissions. I think Jim has photo documented some events that may be good submissions. Looking for input as to what we think we may be able to submit. Secondly, I would be thrilled to receive any submissions for this year s award categories. Please take time to consider any volunteer, event or Squadron event that is deserving of one of these recognitions. Application forms and details are available on our District website and deadline for submissions will be our March 09, Sarnia meeting... but please, do not wait for this last date. ***Motion to accept the Squadron Commander s reports Moved by Harry Harris, S and seconded by Cdr. Dick DesRosiers, AP that the Squadron Commander s reports be accepted and filed. Carried. 8. Past District Commander s Reports P/D/C Mike Smith, P P/D/C Chris Schooley

5 Page 5 of 5 P/D/C Joan Hicks, AP - P/D/C Karen Connor, AP - P/D/C Al Hinge, AP - P/D/C Joe Gatfield, AP P/D/C John Pegg, S P/D/C Jeff Evans, AP P/D/C Keith Roberts, SN P/D/C Tony Pritchard, SN P/D/C Larry Hicks, AP - P/D/C J Connor, AP *** Motion to accept the P/D/C reports - Moved by P/D/C Keith Roberts and 2 nd by USPS Liaison Nick Baratta, JN to accept the P/D/C reports, all in favour, accepted and filed. 9.Committee Reports: -London Boat Show: - Steve Waite, SN Boat Show booth rental is paid. Volunteers from Nov. district meeting have been contacted regarding completing the booth schedule. Plans are firming up for booth content and contact strategy. Discount tickets for the show are available to ALL vis the link: Use the promotion code CPS to save $5 off the price at the door and $2 off the regular online price. And the best news is the District gets $5 for every CPS promotion code purchase. No limits. Tell everyone you know! This link will be posted on the WOD site and made available to all Squadrons for distribution as they wish District AGM: - Goderich Squadron Here is my first report for the District AGM. So far things are going well. I have secured the Oakwood Inn in Grand Bend as our location. I have many helpers from other squadrons that are helping out with plans and preparation. Thank you to Bev, Tracie, Donna, Bob and Mary and my bridge. I have a great speaker lined up for Saturday Night. His story is riveting and inspiring. He was the Sole survivor from the Danielle J Morell, a laker that sank off Michigan in the 60's. The Theme for the weekend will be a James Bond Theme. It's always fun to dress up for an event!! Come as your Favourite Bond, Bond Villain, or Bond Girl. (yes Chris Schooly if you want to dress as octopusy you can!). Friday night in the "For Your Eyes Only" hospitality suite will be "Shaken, not stirred". I am just waiting on confirmation from 2 speakers for the Saturday morning. I am requesting at this meeting from District as the seed money for the event. Also i would ask the squadrons to donate for the prizes. ***Motion for $ seed money for the 2014 AGM in Grand Bend. Moved by Cdr. Scott Homan, S and seconded by P/D/C Joan Hicks, AP District Rendezvous: Possibly to be held in Sarnia. -Long Term Planning: -. -Nominating Committee: Mike Smith Nom. Comm. Report is close to completion. ***Motion to create position of RVCC Officer. Moved by P/D/C Mike Smith and seconded by P/D/C Chris Schooley. Carried with one opposed. ***Motion to accept the Committee Reports by Cdr. Eric Hatzenbuhler seconded by P/Cdr. Ted Van Stevedaal that the committee reports be accepted and filed. Carried. 10. Unfinished Business: - Bring drafts of Squadron Policy Manuals to next District Meeting. 11. New Business: - Props programme submissions due March 1 st. As indicated in the meeting notice a draw will be conducted for a $25 gas card won by Lila Roberts. Next Meeting: District Meeting Sunday March 9, 2014 at Sarnia Yacht Club. Hosted by Wallaceburg Lunch 1300 Meeting 12. Termination of Meeting *** MOVED BY Julie Ditmar, AP that we terminate the District Conference Meeting. The District Conference Meeting was terminated at DISTRICT COUNCIL MEETING Called to order at 1428 Cheques to be approved at this meeting District Expenditure Approvals (January 12, 2013) Cheque. #455 $1, Continuum Production Inc. London Bt. Sh. # Goderich Squadron AGM # Nat. Conf. # CPS Glasses J. Gatfield # Nick Baratta Food USPS Conf. # Tillsonburg Squadron District meeting. *** MOVED BY Cdr. Ron Verhaeghe 2 nd by P/Cdr. Ted Van Stevedaal, AP that the outstanding expenditures be paid. CARRIED Additional Business: None *** MOVED BY Cdr. Eric Hatzenbuhler that the District Council Meeting be terminated. CARRIED. - Meeting terminated at P/Cdr. Mavis Colyer District Secretary