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
PROXIES HELD: 4 written, 94 by electronic submission
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.
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