Hamilton Community Network 2002 Annual General Meeting
Tuesday, January 14, 2003
Hamilton Public Library, Hamilton Room
7:00 p.m.

PRESENT: (BY USER ID)

ab105, aq705, ap496, ab801, aj124, ai663, ab156, aa006, aa526, aa068, ab670, ap374, aq200, aa003, aa002, ap430, an119, aa283, ab060, ab786, am386, ac609, aq936

1. CALL TO ORDER

Noting that the quorum requirements had been met, the annual general meeting was called to order at 7:05 p.m. by Acting Chair, D. Wells.

2. CHAIRMAN’S REMARKS

Members were advised by Acting Chair, D. Wells that President C. Swenor was unable to attend the meeting due to illness but offered her best wishes for a successful meeting. D. Wells introduced current and former board members present and delivered the chairman’s remarks as prepared by C. Swenor for the occasion.

3. MINUTES OF THE ANNUAL GENERAL MEETING – SEPTEMBER 19, 2001

On a motion by B. Guise (ab670) seconded by C. Gregory (ab801) and CARRIED, the minutes of the annual general meeting held September 19, 2001 were received as presented.

4. RATIFICATION OF ACTS AND BYLAW CHANGES

On a motion by B. Guise (ab670) seconded by C. Gregory (ab801) and CARRIED the membership ratified all past acts, motions, bylaw changes and decisions by the board of directors and confirmed the proceedings of past meetings including annual general meetings.

5. REPORT OF THE NOMINATING COMMITTEE

On behalf of the board, staff and membership B. Barnard (ac609) Chairman of the Nominating Committee presented a parting gift to retiring board member M. Kelly (aa526). It was noted that Mr. Kelly had served three consecutive 2-year terms on the board.

B. Barnard proceeded to provide the membership with an overview of the process by which the nominating committee seeks board candidates and the results of that effort. It was also noted that M. VanderVelde (ab156), having served one two-year term on the board was standing for re-election. The nominating committee was recommending two new candidates for the board J. VanDalen (ab105) and V. Shymlosky (am386) and one independent candidate was standing for election C. Walters (aa283).

6. ELECTION OF OFFICERS

Ballots were distributed to the members present. During the distribution, a question was raised by C. Walters (aa283) regarding the election proceedings. It was noted that there were only 4 nominees for a potential 6 board vacancies. Mr. Walters inquired as to why an election was necessary when parliamentary procedure would dictate acclamation of all candidates.

The question was addressed by Acting Chair D. Wells who noted that members reserved the right to elect or not elect candidates to the board regardless of whether they had received a nomination. Further, it was necessary to document the proceedings for the permanent records of the corporation.

Following the collection and tabulation of all ballots it was announced that all four candidates M. VanderVelde (ab156), J. VanDalen (ab105), V. Shymlosky (am386) and C. Walters (aa283) were elected to the board of directors for a two-year term of office.

On a motion by B. Guise (ab670), seconded by G. Geczy (aa003) and CARRIED it was agreed that the ballots be destroyed.

7. FINANCE REPORT

An overview of the audited financial statements for the fiscal year 2001 – 2002 was given by Treasurer G. Geczy (aa003). Questions were entertained from the floor.

C. Walters (aa283) inquired as to why the balance sheet did not reflect the value of the physical assets of the corporation. G. Geczy noted that as a non-profit organization, the cost of physical assets was expensed in the year of purchase and not depreciated over a period of time. This has been the ongoing practice of the corporation. It was further noted by G. Geczy that the value of in-kind donations over the course of the year was not captured in the formal financial statements of the corporation.

R. Philip (ap314) inquired as to the natured of the deficit and deferred revenue. G. Geczy noted that the financial statements were a snapshot of the finances of the corporation at a specific date in time. The deferred revenue reflects those membership dollars paid in advance for services that would carry over into the new fiscal year.

P. Hasek (an119) inquired as to whether an alternate method of capturing financial data (i.e. monthly) would more accurately reflect the finances of the corporation. It was noted by G. Geczy that the board received monthly reports on corporate finances at the regularly scheduled board meetings and that the audited year-end statements reflected accepted accounting procedures and principles.

On a motion by K. Darling (aa002), seconded by B. Guise (ab670) and CARRIED the audited financial statements for fiscal 2001 – 2002 were accepted as presented.

8. APPOINTMENT OF AUDITORS

On a motion by B. Guise (ab670) seconded by D. Trottier and CARRIED it was agreed that the board be authorized to appoint the auditors for fiscal year 2002 – 2003.

9. NEW BUSINESS

P. Hasek (an119) inquired as to whether the corporation and considered or investigated the possible delivery of wireless communication services.

On a motion by P. Hasek (an119) seconded by C. Walters (aa283) and CARRIED it was agreed to ask the technical advisory committee, as time allowed and without incurring expense, to investigate wireless services on behalf of the membership.

10. AJOURNMENT

As there were no other items of business brought forward the meeting was adjourned at 8:03 p.m. by Acting Chair, D. Wells.