Almonte Community Co-ordinators ANNUAL GENERAL MEETING June 22, 2015 Almonte Legion

Almonte Community Co-ordinators ANNUAL GENERAL MEETING June 22, 2015 Almonte Legion

ANNUAL GENERAL MEETING Monday, June 22, 2015 AGENDA 1. Registration Sign-In 6:00pm, during potluck 2. Welcome & Call to Order 3. Approval of Agenda 4. Approval of 2014 Annual General Meeting Minutes 5. President s Report Andrea Bird, President 6. Treasurer s Report Mary Lou Souter, Treasurer 7. Appointment of Auditor Mary Lou Souter, Treasurer 8. Committee Reports a) Store Committee Judy Lawton, Second Vice-President b) Building Committee Nancy Hall, Director c) Membership Committee Maria Murphy - Director d) Volunteer Committee Donna Smith, Director e) Liaison Committee Julia Thomas, Director f) Social Committee Renate Kordos, Director 9. Election Glenda Jones, Past President & Chair, Nominating Committee 10. Assignment of 2016 Nominating Committee 11. New Business a) Funding Requests i) Therapeutic Riding $1500 ii) Augusta Street Park Basketball Court $3500 iii) Open Doors (Almonte Clinic) $2500 iv) Mississippi Valley Textile Museum $3500 (over 7 months) v) MM Public Library (Almonte Branch) $2500 vi) Hub Hospice Palliative Care $400-500/month 12. Other & Announcements a) Join a Committee b) Five $200 Draws & Door Prizes 13. Adjournment

SLATE OF OFFICERS ALMONTE COMMUNITY CO-ORDINATORS 2015-2016 President Andrea Bird First Vice-President Eloise Caverson Second Vice-President Judy Lawton Secretary Trish Brunelle Treasurer Mary Lou Souter Director (Volunteer Committee Chair) Donna Smith Director (Membership) Cathy McLaren Director (Building Committee Chair) Peter O Donohue Director (Archives) Ingrid Harris Director (Liaison Committee) Julia Thomas Director (Social Committee Chair) Renate Kordos Past President Glenda Jones Thank you to the 2015 Nomination Committee Glenda Jones (Chair), Julia Thomas and Judi Barnard

Almonte Community Coordinators 2014 Annual General Meeting Minutes June 23, 2014 The AGM was held at the Almonte Legion following the pot luck dinner. List of those attending is attached. 1. Welcome- Glenda Jones welcomed new members and guests, Rob Newton, producer and Fraser Scantlebury of the United Way. Fraser thanked the Hub for the support given and presented the Hub with a plaque. 2. Approval of Agenda- Moved by Maria Murphy, seconded Jane Torrance, that the agenda be approved as displayed. Carried. 3. Minutes of Previous AGM Meeting March 4, 2013- Moved by Bob Yaremko, seconded Nancy Hall, that the minutes be approved as presented. Carried 4. Treasurer's Report- Mary Lou Souter reported that a full audit was done this year for both the Hub and Rebound. Hub and Rebound had a very good year with sales of over $267,000.00 and a net profit of $39,538.00 while still giving out over $65,000.00 in donations. The Hub Hospice is now separate and incorporated with $125,000.00 to be transferred to them over the year. Financial report attached. Moved by Mary Lou Souter, seconded Nancy Hall that the 2013 Financial Statements for the Almonte Community Co-coordinators be accepted as printed and circulated. Carried. Special Motions by Treasurer a)moved by Mary Lou, seconded by Janet Duncan, that the firm of Colby McGeaghy PC be retained as auditors for the financial year 2014. Carried. b) Moved by Mary Lou, seconded by Peter O'Donohue, that the following members of the Corporation be designated as signing officers on all bank accounts: President, Past President, Treasurer, Past Treasurer, Store Manager. Any two of the above signatories are required to sign all cheques on the following account: Hub Operating Account, Rebound Operating Account and the Helping Hand Account. Carried. c) Moved by Mary Lou, seconded Carolyn Klickermann, that a Financial Review Committee be established as a Standing Committee of the Board of Directors. The terms and conditions of the Committee shall be attached to the minutes of this meeting and included in the By-Laws of the Corporation. Carried.

5. Committee Reports- Written Reports attached to the Secretary's copy. a) Building Committee Nancy Hall reported that 2013 was a busy year with many small and large projects completed including new furnace, new floors and carpets, new light fixtures etc. b) Store Committee-Maria Murphy reported that Judy Lawton was assigned as assistant store manager at the Hub and Barb McPhail at Rebound. The Hub underwent cosmetic changes to make it look cleaner and airier including moving location of Wow Rack etc. Rebound moved in to Almonte reopening Jan.6, 2014. c) Volunteer Committee- Donna Smith thanked all volunteers and reported that we have 6 new volunteers signed up. d) Liaison Committee- Julia Thomas reported that a busy year was had and that she is no longer the Chair of the Liaison committee as Bev Taylor of Civitan has taken over the role. Thanked Danielle Morgan and team for funding of the Helping Hand. e) Social Committee- Renate Kordos reported on all the get togethers for 2013/14 including the Gala, the AGM and the 40 Birthday celebrations. f) Membership Committee- Andrea Bird reported that 90% of members are now on email and thanked the phone tree group of callers. Membership now stands at 147 people with 14 Life Members. g) President's Report- Glenda Jones reviewed the year with the 40 Birthday and the renewal of By-Laws and Policies as significant. Also included were the Rebound move and the Hub Hospice incorporation. She thanked all for the support over her 4 years as President. Group thanked her with a gift presented by Andrea Bird. 6. Business Arising from Minutesa) Recommendation by Executive to proceed with the Memory Project was presented. Project to take 6 months at cost of $3,000.00. Moved by Jane Torrance, seconded by Tammy Carson, that the Memory Project proceed. Carried. b) Motion by Marilyn Anderson, seconded Eleanor Carruthers, that the amended By- Laws revisions be approved. Carried. 7. Election of New Executives- Janet Duncan for Eloise Caverson (Chair, Nominating Committee) presented the proposed slate of officers for 2014-2015. President-Andrea Bird 1st Vice President-Jennifer Barr 2nd Vice President (Store Manager) - Judy Lawton Treasurer- Mary Lou Souter Secretary- Maria MacDonald Property Manager-Nancy Hall Volunteer Coordinator- Donna Smith Membership Coordinator- Maria Murphy Social Convenor- Renate Kordos Archivist- Julia Thomas Past President-Glenda Jones Janet Duncan moved, seconded by Mary Lou Souter, that the slate of officers be confirmed as presented. Carried.

h8.new Business a) Funding requests: i) Request for funding from Therapeutic Riding. Motion by Glenda Jones, seconded Julia Thomas, that $1 thousand be given to this cause. Carried. ii) Request from R. Tate McKenzie School for funding to replace area rugs. Motion by Maria Murphy, seconded Janet Duncan that $1 thousand be given for this cause. Carried. iii) Glenda Jones proposed that some money be put aside to support individual children s attendance at summer camp. Motion by Glenda Jones, seconded by Cindy Demers that $1,000.00 set aside for Summer Camp tuition support. Carried. The proposal by Heather Billings for a Youth Volunteer Program at the Hub starting in September is attached. $200 Draw Winners Designated Funds to the following charities Derek Bird- French Books to local schools (NMPS &RTMPS) Judi Barnard- Horticultural Society Tammy Carson- Naismith School Music Program Eleanor Carruthers- Hub Hospice Palliative Care Nancy Hall- Naismith School Music Program Motion to Adjourn Moved By: Fraser Scantlebury, seconded Glenda Jones, that the meeting be adjourned. Carried.

PRESIDENT S REPORT As our fortieth anniversary comes to a close, it would be fair to say the Almonte Community Co-ordinators (ACC) has had a very celebratory year. Initiatives At the 2014 Annual General Meeting, a commemorative Memory Project was put into action. The goal to produce a video and coffee table book are no longer dots on the horizon. Instead, historical information is being captured and preserved. Stay tuned for the final results in the coming year. In September 2014, Hub volunteers staged a very successful Glitz Gala. The soirée not only revived our fortieth anniversary merriment, but as a result of ticket sales and an auction, significant funds were raised for Hub Hospice Palliative Care and the Hub s Youth Camps Subsidy. When Taking Young People Seriously (TYPS) closed its doors in October 2014, the ACC reached out to neighbouring high schools. Our Hang at the Hub initiative, developed by Heather Billings, has been integral in connecting youth with volunteer opportunities at both the Hub and Rebound. During the last twelve months, the Ministry of Labour - Health & Safety Division and the Workplace Safety and Insurance Board have completed on-site audits and inspections at our stores. To ensure all volunteers, employees and customers are safe while at the Hub or Rebound, and in order to be compliant with new workplace laws, the ACC Health & Safety Committee will be making mandated changes at both locations in the coming months. Workplace safety is everyone s business Finally, collaborative efforts are underway with other not-for-profit charitable thrift stores in Carleton Place, Smiths Falls and Perth, in addition to the United Church in Renfrew and St. John s Anglican Church in Ottawa. By working together with like-minded social enterprises, we are sharing experiences, benefitting from knowledge shares, and ultimately improving our long-term outlook. Farewells At the 2014 Annual General Meeting, our Bylaws were amended and ratified by the membership. In light of the revisions under Terms of Office, we will be losing several longstanding Board members in 2015 and 2016. As such, we take this opportunity to honor the efforts of those leaving the Board this year: Nancy Hall, Maria MacDonald and Maria Murphy. Nancy Hall has long served as Chair of the Building Committee. She has tackled everything from a leaking roof to fire alarm battery replacements. Nancy has been an essential contributor to the revision of our Health & Safety practices, and has worked so hard to ensure our building withstands the day-to-day needs of our continually growing organization. Maria MacDonald first joined the Board as Membership Director, and moved into the role of Secretary. She has been meticulous in keeping written records from every meeting. In July

2014, Maria undertook the revision of our minutes template to meet the new guidelines for corporations registered as a charity under the Income Tax Act. From Director at Large to Treasurer to Store Manager to Membership Director, Maria Murphy was instrumental in developing inventory control measures at the Hub, securing new shelving fixtures and slat walls for Rebound, and completing a massive overhaul of our membership directory. Nancy, Maria and Maria, thank you kindly for volunteering your time and talents towards the success of our organization. Volunteers & Donors Without the generosity of our donors and our passionate volunteers, the ACC would not be able to accomplish the amount and quality of work we do. In order to maximize our contributions to the local community, volunteers donate upwards of 5200 hours towards store operations and special projects. At the close of 2014, volunteer efforts resulted in $83,535.00 being donated back to organizations in Mississippi Mills. Please join us in commending the unending efforts of our volunteers. We also wish to thank our general membership who continue to support our on-going outreach and social enterprise efforts. It is clear the collective interest, commitment and goodwill of our organization will help the community prosper for years to come. In closing, thank you for the privilege of being President of the Almonte Community Coordinators and for the confidence and trust you placed in me, along with the other very capable and hardworking members of the Board. I truly hope we have lived up to your expectations. Respectfully, Andrea Bird President 2014-2015 Board of Directors: Andrea Bird, Mary Lou Souter, Maria MacDonald, Judy Lawton, Nancy Hall, Donna Smith, Maria Murphy, Renate Kordos, Julia Thomas, Glenda Jones.

STORE MANAGER S REPORT I can t believe a year has passed since I became the Store Manager of The Hub and Rebound (ACC). I want to take this opportunity to thank everyone for your support and patience with me as I continue to, learn on the job, so to speak. It has been a busy and fruitful year for both stores. The winter 0f 2014/15 was, as I m sure you remember, a particularly cold one which did affect the sales and donations at both store but was particularly hard on Rebound. After all, who wants to load and unload furniture in freezing temperatures? But both stores are back in gear now and things are selling well. The Hub The Hub has been ticking along at its usual pace thanks to our wonderful volunteers and staff alike. The layout of the store over the past year has changed, things were moved to improve efficiency and in the coming weeks there will be a few more changes to improve and create a safer work environment for us all. The tagging system is working well to circulate stock and now to save time the paper labels have been abandoned and we now use coloured tags. Rebound Rebound is well established within the community items are flying in the door and just as fast they are being purchased. The ewaste program is working well the community is strongly supporting as they are on their 10 th bin (this is the huge container that is situated at the back of rebound). That is a huge amount of electronic waste that has been re-cycled rather than ending up at the dump. This summer you will see a new face, his name is Thomas Moore and he is our summer student. He is a student in Ottawa studying computer sciences and when he was at Almonte District High School, he actually volunteered at Rebound. I am sure he will be a big help to the Rebound staff and customers alike. A big thank you to Heather Billings (Hub Assistant Manager) and Barb McPhail (Rebound Assistant Manager) for all your support and commitment. Respectfully submitted by Judy Lawton, Store Manager

BUILDING MANAGER S REPORT From June 2014 to June 2015, the Hub has had many repairs both large and small. The list includes: New air conditioner compressor installed New electrical sockets installed in kitchen, and other electrical outlets around the Hub repaired. Weather stripping installed on front doors. Custom flashing being installed to resolve the roof leaks. Damaged drywall in library and hallway replaced. Fresh coat of paint to follow this summer. Carpet on the basement stairs repaired. New blinds installed in the household sorting room. Respectfully submitted by Nancy Hall, Chair, Building Committee VOLUNTEER COMMITTEE REPORT We have had a good year with our volunteers. They will fill in for extra shifts when someone is out, or when the need arises. All this on top of their own shifts, both at the Hub and Rebound. The Hub, as well as Rebound, have had teens volunteering over the year doing student volunteer hours. In fact, we have 6 teens who want to start volunteering for school hours over the summer months. Our hope is some of these enthusiastic students will stay on. A BIG THANK YOU TO ALL VOLUNTEERS FOR YOUR TIME!! Respectfully submitted by Donna Smith, Chair, Volunteer Committee

SOCIAL COMMITTEE REPORT 1. Annual General Meeting Monday June 23, 2014 - held at the Royal Canadian Legion - potluck dinner 2. General Meeting Monday October 6, 2014 - held at the Royal Canadian Legion - potluck dinner 3. Christmas Party Potluck Monday December 1, 2014 - held at the Royal Canadian Legion - potluck dinner 4. General Meeting Monday March 2, 2015 - held at Royal Canadian Legion - potluck dinner, St. Patrick s Day theme 5. Hub 41st Birthday Party Friday May 29, 2015-41 sale of all items in the store - included birthday cake and lemonade 6. Annual General Meeting Monday June 22, 2015 - held at the Royal Canadian Legion - potluck dinner - Western Theme Upcoming Hub Meetings: Monday September 28, 2015 Christmas Potluck November 30, 2015 Respectfully Submitted by Renate Kordos, Social Convener