grand river bead society › ... › 22141976 › agm_… · web viewgrand river bead society...

Grand River Bead Society

Annual General Meeting

Minutes AGM: June 19, 2017

Meeting called to order at: 7:10pm

1. Opening ProceduresThe meeting was opened by Beth Clinton, who welcomed all and presented the meeting agenda.

i. Approval of the minutes from the last AGMMinutes of the last AGM (DATE) were posted on the website and were also read by the Secretary Lin Chapman.There were no errors or omissions. Minutes moved for approval ( Moved: Sherry / Seconded: Olivia McFarlane . Passed (no abstentions, no opposed)ii. Business Arising: None

3. President’s Reports Beth Clinton: presented her report to the membership. The following points were made:

a) She reminded the membership that her report covers the fiscal year ending Aug 31 /2017. She noted there were better financials this year than last, and that we have the ability to cover a year’s operating costs in the bank. Therefore we will not have a membership fee increase. We were able to buy some audio-visual technology (being used at this meeting) in the form of a small digital projector and a small PA system.

b) The Bead Show had a good response this year and there were good vendors. The Marketing, Communications, Volunteer and Bead Show Vendor teams worked well on the past show in November and the teams are already hard at work for the next show (Nov11/12) at the Evergreen Seniors Community Centre in Guelph.

c) The Communications portfolio has been split to good advantage between Naomi Smith and Sandy Bassie. They worked very hard all year to provide good coverage, information and interesting reports for us .

d) The Marketing portfolio was worked extensively by Roxann Blazetich-Ozols as she worked with the Library system to put displays up, and foster better relationships with a significant number of guilds in Guelph to increase our profile.e) The Membership chair was Kathy Henson. Instituted this year was a name label system

that helped us identify each other more easily. Also if a new member pays their membership fee at the April meeting, they can be members in May and June free!

f) The Volunteer chair (Sherry Stockton) was busy all year, running the 50/50 draws and getting volunteers for tables at our Bead Show and other shows in the area.

g) The Program chair, Catherine Salmon, Worked tirelessly, sometimes against all odds, to put interesting and varied programs into our monthly meetings and the Bead Show. PLEASE NOTE: THE MONTHLY MEETINGS IN FEBRUARY AND MAY WILL BE PUSHED TO THE TUESDAY NIGHT BECAUSE OF STATUARY HOLIDAYS LANDING ON THE 3rd MONDAY OF THE MONTH

GRBS AGM Meeting June19, 2017

h) Beth announced that she was stepping down from the president’s position because of health concerns.

Asking for Questions or concerns there were none. Marilyn Gardiner thanked Beth for her past service to the society as president.

President’s Report moved for approval ( Moved: Liz Piper / Seconded: Jean Bean Passed (no abstentions, no opposed)

4. Treasurers ReportAlison Ellett provided an extensive treasurers report for the membership. See Attached Report. Mainly we are in really good shape. We were able to buy some equipment. Unfortunately Alison also announced her resignation due to relocation and moving to Scotland.

Alison asked if there were any questions. There was one: It was asked what the room at The Hampton Inn and Suites cost: The answer was $340/mo and we rent it for 10 months. The Treasurers Report was called for approval ( Moved: Jana Skladan / Seconded: Marlene Alder Passed (no abstentions, no opposed)

5. : Special Committee Reports: No special committees struck this year.

6. Elections:It was explained that there were 6 vacancies to fill on the board due to members terms ending and members leaving the Board before their term was up. The Board Members are first elected to the Board, then the Positions are allocated/voted on by the newly elected and existing Board Members Board Member Positions up for re-election (Positions to be filled (Three Year Term: Secretary, Vendors for Bead Show, Membership. POSITIONS left open by Resignations: President {1yr}, Treasurer {2yr}, Programs {1yr} ): The three year terms are elected from Board members and at this time Nominations to the Board were called for:Nominated: Marja Batraks: (Moved by: Sue Henry / Seconded by: Cindy Goldrick )Nominated: Jana Skladan: (Moved by: Marilyn Gardiner / Seconded by: Mary Ann Helmond)


Nominated: Lin Chapman: (Moved by: Alison Ellett / Seconded by: Alexis Bradford )Nominated: Marilyn Gardiner: (Moved by: Alison Ellett / Seconded by: Marja Batraks)Nominated: Olivia MacFarlane : (Moved by: Veronica Husbands/Seconded by: Patricia Killin )Nominated: Mary Ann Helmond : (Moved by: Roxann Blazetich-Ozols/ Seconded by: Jana Skladan)

Beth asked if there were more persons willing to stand as nominees for the Board. Having no more names come forward a motion from the floor was called to close Nominations. Moved by Jean Bean seconded by Sherry Stockton.

All names nominated will stand as members for the Board of Directors.

7.Unfinished Business: None

8. New Business : None

9. Adjourn : AGM Meeting adjourned at :8 :35 pm (Moved by Sue Henry / Seconded by Cindy Goldrick. ( Passed)

Reports for 2016-2017

Annual Volunteer Report for 2016 - 2017

Once again, I commend and thank all member volunteers who helped to make the past ten months another successful beading year! Your enthusiasm is contagious and donation of time is appreciated.

Our volunteers helped to create more awareness of GRBS to others at the Ancaster Gem and Mineral Show the end of September as well as at the Annual Bead show in November. Our success at these events can only happen with enthusiastic volunteer members willing to give of their time and expertise. Our welcoming spirit to guests both at our monthly meetings and events to become members is commendable. I know vendors and attendees appreciate seeing the enthusiasm and fun the volunteers were having and I anticipate more of the same for next year's show in November.

We continue to raise much needed funds through a monthly 50/50 draw or raffle for items generously donated by members. It is gratifying to see and hear the delight of our monthly winners.

Your ongoing support is very much needed and appreciated to keep GRBS a learning opportunity for every level of beader.

Respectfully submitted,

Sherry StocktonVolunteer Co-ordinator


End of year report 2016-2017 Programs.

The Programs for the 2016-2017 year consisted of :6 classes1 lecture2 Tech. Nights. Garage sale night.

The Tech nights (Dec and March meetings) were a success. Seven of our members passed on their skills to the membership.The classes were taught by guest teachers and members.A very informative lecture was given by Alison

The Bead Fair classes consisted of :10 teachers with 11 classes;2 classes cancelled no enrollmentOne extra class added by request.27 students in total. Larger room required, window lighting required and full day venue.

Programs for Fall 2017, scheduled:Sept 18th - Jeanne Bean – wire workOct. 16Th – Mary Ann Helmond – Lampwork Talk.Nov. 20Th – Catherine Salmon – Tubular nettingDec. 18th - Techn night.

Membership Survey 2017.20 individually completed the survey.A mixture of interests , bead weaving, polymer clay, Bead stringing, Wire work, Lampwork and Fiber Arts.The levels of ability varied from beginner to advanced.Several suggestions were given to help the GRBS expand and grow.Will be discussed at the uncoming Exective meeting. As of the June meeting I will have to step down from the position, of Program Co-odinator. I have found it to both rewarding and frustrating over the last two years as all volunteer positions are.I hope that in the future I will still be able to help out from time to time.

Sincerely:Catherine Salmon

1 MARKETING REPORT June 14, 2017 Roxann Blazetich-Ozols


1. Ongoing Guelph Arts Council notices sent out to publicize our meetings.

2. GRBS sale cards taken to fibre shows and given to classes that I have been teaching.

3. Our meeting space at the Hampton Inn has been confirmed and paid for. The 3rd Monday of each month has been booked except for:

TUESDAY FEBRUARY 20AND

TUESDAY MAY 22

Final Report from GRBS Communications

Prepared by: Sandy Bassie & Naomi Smith, GRBS Communications

Prepared for: GRBS Executive Team

Date: June 14, 2017

Admittedly this year has been a challenge for both communication team members, however we have made every effort to address the issues with our GRBS website and newsletter by booking meetings and splitting up tasks between each other.

GRBS website: Our biggest challenge was dealing with the website configuration. Naomi’s OS and older web browsers were NOT compatible with the Weebly interface and presented issues with signing in and adjusting the web pages. This issue will be ongoing until Naomi’s computer system is updated. The update will be taking place before the end of June. Following the update Sandy and Naomi will book a time to restructure elements of the GRBS website. Some members would like last years BEADSHOW web pages to be present on the GRBS website. Again, we are not sure why they are not visible anymore and will be looking into this.

It’s been quite a year of learning and helping each other with doing the newsletter and the website.

GRBS Newsletter: The largest hurdle was getting our membership to submit article for our GRBS newsletter. Discussions between the communication team members have lead to the idea of creating a submission form to be emailed to our members that suggests a deadline for each newsletter and submission criteria. We would also like to have the input of other executive team members during the planning of this form. This will be an ongoing project for the coming year. We welcome any suggestions or ideas for the newsletter and website at anytime from the GRBS membership.

In April one of our communications team member experience some medical issues, as a result she requested a reduction or change in roles. It was determined that the website would still be a joint project but that the newsletter would transition to the other team member. We still need to book a


meeting for this since it’s been difficult to book extra meeting dates to complete this transition, but we will be focusing on this during the summer.

GRBS Facebook Page: Both communication team members want to express our gratitude to Pearl Blay for her assistance with our GRBS Facebook page. Pearl has been such an asset to our communications team and the GRBS as a whole. Our Facebook page has been frequently updated and monitored thanks to Pearls time and efforts.

GRBS Beadshow: Naomi was again able to produce our 2017 GRBS Show flyer in a very short amount of time. We were pleased that members submitted wonderful images of their work for our show post card. Thank you to Marilyn Gardiner and Roxann for providing editing assistance and organizing the images. It really does take a team to make good things happen.

Our show postcards are out there being distributed, starting with BeadFX, a Fiber show and the many workshops our members have been part of.

The cost of printing the show cards did not change from last year.

Both of the Communication team members will assume their roles for the next year until their terms ends baring anything unforeseen.

Respectfully submitted on June 14, 2017

GRBS Bead Fair 2017 Report

1. Our 15th annual Bead Show & Sale will be held Nov 11-12 at the Evergreen Seniors Community Centre in Guelph. Roxann negotiated the contract for use of the ballroom/gym for the show, and the dining room for classes and demos. There is no extra fee for electricity. The dining room is not used on weekends, and it has a wall of windows.

2. The show cards have been designed and printed by Naomi. They have been handed out at some shows and at the May GRBS meeting.

3. So far we have 4 vendors paid, and others are on their way. I mailed 100 show cards to Canada Beading in Ottawa.

4. Planning for classes will happen after we have a new Program person elected at the June meeting. Roxann & I have some ideas for changes as to how the classes are organized.

There is a tentative floor layout for the vendors. This may change as applications are received


Treasurer’s Report :


grand river bead society › ... › 22141976 › agm_… · web viewgrand river bead society...

Documents