clandonaldcanada.com · web viewminutes. september 12, 2015, cornwall, ontario. agenda item:...

CDC AGM 2015Clan Donald Canada AGM Minutes

September 12, 2015, Cornwall, OntarioAgenda Item Notes Action Items

1.0 Call to Order - High Commissioner J.R. Macdonell

AGM called to order by High Commissioner J.R. MacDonald with 21 members present. High Commissioner Macdonell thanked all those attending for attending the AGM.

2.0 Additions to the Agenda 9.4 Branches monies held in Trust3.0 Approval of the Agenda Motion by Mark MacDonell to approve the agenda with addition of 9.4.

Seconded by: Bob SpurgeonMotion Carried

4.0 In Memoriam Antigonish Branch : Father Malcolm MacDonellCape Breton Branch: Hon. Flora MacDonald Glengarry-Stormont Branch: Kerri MacMillan; Ambrose MacDonell; Glenda MacDonald; Kyle MacDonald-Wolchatiuk; Anna MacDonald; Harold MacLeod and Archie O'ConnorPictou Branch: Ellice MacDonald and Eugene MacDonaldSouthern Ontario: Donald MacDonald

A minute of silence occurred in honour of those deceased members. 5.0 Minutes of 2014 AGM Minutes - Priscilla Sharkey

Minutes were distributed prior to the meeting electronically as well as in hard copy at the AGM. Errors: Page 4- 2nd paragraph under the discussion "anti-scam" should read "anti-spam"1st paragraph under actions "from" should read "form"

Motion by Priscilla Sharkey for acceptance of 2014 AGM minutes with above amendments. Seconded by: Nathan MacDonaldMotion carried

6.0 Business Arising

6.1 Web Design and Development

Discussion in regards to: 1) the problem with the site not having accurate information - branch executives, national executive2) information not being updated in a timely manner; need someone to do this on a continuous basis 3) new information not being uploaded on a consistent basis - newsletters, events, minutes

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6.2 Membership renewal payment options

4) each someone designated from each branch to contribute information5) Someone needs to be designated to receive and to send on information to Gordie, the Web Master. 5) need a point person to be the "clearing house" for information to go on the website to assure that it should be on the CDC website

Need a commitment from someone who truly wants to do this work and is interested in doing so. Is there a person among the group that has the expertise and interest to do the work? Is the current Web Master still interested? Can we ask how and when we can assist? Web Master also is the administrator of the CDC Facebook page ; when people ask questions or post something, there needs to be a timely response.

Someone needs to speak with current Web Master to discuss concerns and his interest; how can we assist him in accomplishing this?

It was noted by Bob Spurgeon that we currently get out web domain and web name is through our current Web Master.

Is there someone willing to take over the Web site or to assist him with keeping the site current and updating same? Nathan MacDonald and Alexander Mallwraith offered their assistance with working with the current Web master.

Motion by Ruth MacDonell that Bob Spurgeon contact Gordie MacDonald , the Web Master, to introduce him to Alexander and have a discussion as to the web site design and how we go forwards to have a website that people will go to and is continuously updated. Seconded by: Joan LemieuxMotion Carried.

Nathan MacDonald spoke about the research that he was able to do regarding this. Automatic renewal via the credit card method is very convenient but costly.There is a simple option which is to have an online membership form for members to complete. The member would need to log in, complete the form indicating which branch they want to join and it could be emailed to someone. If the member wants to pay by PayPal there would be a small fee which the member would be responsible to pay. The PayPal would be administered through the CDC. CDC would forward the

Bob Spurgeon contact Gordie MacDonald, the Web Master, to introduce him to Alexander and have a discussion as to the web site design and how we go forwards to have a website that people will go to and is continuously updated.

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6.3 Membership form revision

6.4 Redevelopment of CDC pamphlet

membership form and applicable fee to the local branch that the member wanted to join.

With PayPal the system is secure; we would not need to hold credit card information and CDC would hold no liability.

Some members spoke against this idea as many members would not use this PayPal approach as we have an older membership community. Some felt that a more personal approach is necessary and some members pay for a two year term.

It was stated that PayPal was not to be used to eliminate the personal approach but as an option for those who want to use it. We need to be able to secure people by using whatever means possible. It was also mentioned that some branches rarely have meetings anymore, so other means of communication and reaching individuals need to be found.

Motion by Nathan MacDonald that PayPal be developed as a payment option on the CDC website.Seconded by: Bob SpurgeonMotion Carried

Discussion ensued about an updated membership form that the member has the ability to consent to CDC and local branches to use their email addresses for communication. This consent will also have to be incorporated into the electronic format as well as the hard copy format.

Motion by Nathan MacDonald that he will develop a new membership form in electronic and hard copy to include the ability for the member to provide consent to use their contact information for communication purposes and forward to CDC Board for approval.Seconded by: Ruth Macdonell Motion carried

The pamphlet that needs to be redeveloped is the one designed and printed by the late Harold MacIsaac. Nathan MacDonald offered to take a look at the brochure and will forward template to the CDC executive for approval.

Alexander Mallwraite to work with the Web Master to develop a link to this payment option.

Nathan MacDonald that he will develop a new membership form in electronic and hard copy to include the ability for the member to provide consent to use their contact information for communication purposes and will forward to CDC Board for approval.

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CDC AGM 2015Motion by Nathan MacDonald that he will develop a new Clan Donald brochure and forward to CDC Board for approval.Seconded by: Ruth Macdonell Motion carried

Nathan MacDonald that he will develop a new Clan Donald brochure and forward to CDC Board for approval.

7.0 Reports -

7.1 Treasurer - Bob Spurgeon

7.2 Membership Committee - Wade MacDonald

Bob Spurgeon presented an unaudited financial report for the 2014-15 fiscal year as he had questions regarding the report that he discovered just recently that he needed clarity on prior to sending the report to an auditor. Such items included:1) membership fees; some members paid for two years rather than one. When membership fees were forwarded to him, not always did he receive information regarding whose membership fees were included and for how many years; fees were just deposited in the account from a branch. 2) How do we deal with Life Memberships when the member dies. Does it go to the Promotions fund?3) Mutual Funds - why do we have them as it was decided in former minutes that we were not to invest in mutual funds but stable investments only.

Draft financial report presented. See Appendix A

Motioned by Barry MacDonald to accept draft financial report as presented with a audited report to be presented at the 2016 AGMSeconded by: Glenda MacDonellMotion Carried

In the Chair's absence the Membership report was presented. See Appendix B

Questions surrounded accuracy of this report as members form branches felt that there were more members than indicated in the report. Bob Spurgeon asked members to note that this report was developed with information that the Chair had on September 1, 2015; Memberships paid and forwarded after that date are not included. The concern as to who are the members who paid and for how many years as mentioned previously in the financial report. Each branch needs to confirm their numbers with Wade MacDonald and Bob Spurgeon so that an accurate membership list and financial report can be prepared.

Motion by Alexander Mallwraite to accept membership report as presented.Seconded by: Grace DwyerMotion Carried.

Bob will seek clarity to the questions he has regarding historic decisions.

Audited financial report for 2014 -15 will be presented at 2016 AGM.

Branch Commissioners to contact Wade MacDonald and clarity membership numbers and fees.

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CDC AGM 20157.3 Nomination Committee - Wayne Macdonell

7.4 CDC Newsletter - Wayne Macdonell

In Chair's absence, the nomination slate was presented as:High Commissioner - J.R. MacDonell ( 2017) Deputy High Commissioner: Nathan MacDonald ( 2017)Secretary: Priscilla Sharkey ( 2017) Treasurer: Bob Spurgeon (2017)Directors: Ruth MacDonell (2017) Wayne MacDonell (2018) Joan Lemieux (2017) Barry MacDonald (2017) Dennis MacDonald (2017)

Commissioners called for nominations from the floor; None presented. Slate of Officers for CDC for the year 2015-16 as presented.

Discussion regarding the publication of the newsletter occurred as only one Newsletter from CDC was sent out this year. The wish is to have the Newsletter at least twice a year.Should each branch take a turn in publishing the Newsletter? Members were reminded that went to Glengarry-Stormont due to the costs of publishing the newsletter in Eastern Canada due to printing costs as well as postage.The three components / phases of printing a Newsletter are development, printing and distribution needs to be considered and all components need to be considered when a decision is made.

Nathan MacDonald offered to develop the newsletter and will send to Glengarry-Stormont for printing and distribution. Glengarry-Stormont consented to same.

Motion by Mark MacDonell that we accept Nathan MacDonald's offer to develop the Winter Newsletter and to forward the Newsletter to Glengarry-Stormont for printing and distribution.Seconded by: Ruth MacDonellMotion carried.

Deadline for submission for Winter Newsletter October 31, 2105.

Nathan MacDonald's to develop the Winter Newsletter and to forward the Newsletter to Glengarry-Stormont for printing and distribution.

8.0 Branch Reports 8.1 Annapolis - Gail Gordan 8.2 Antigonish - Ron McConnell/Irene Lefort - deferred 8.3 Glengarry -Stormont - Glenda

Summary of branch reports were provided. Complete reports will be included in Appendix C.

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CDC AGM 2015MacDonell 8.4 Halifax - Alastair MacDonald 8.5 Nova Scotia - Eric Mapplebeck 8.6 Pictou - Pat Christensen 8.7 Southern Ontario - Nathan MacDonald9.0 New Business

9.1 Bereavement Contribution Criteria

9.2 Emeritus Nomination Criteria

9.3 International Clan Donald Visit - October 2016

There are many of our membership who have provided many years of service and have held positions within CDC that are at the age where an significant event could occur which could result in them longer being with us. CDC may want to recognize their contribution at the time of their passing. The question arises as to how best to do this.

Motion by Barry MacDonald that this be left with the Board of Directors to determine the amount for a memorial donation, and for the High Commissioner to notify the Treasurer who will forward the donation accordingly. Seconded by: ??Motion Carried.

Discussion ensued as to how the CDC determine whether past High Commissioners should attain Emeritus status. It was suggested that all nominations must be brought to the CDC AGM and the nomination will be discussed and voted on.

Motion by Barry MacDonald that Past High Commissioner Glenda MacDonnell be awarded High Commissioner Emeritus status. Seconded by: Alexander MallwraithMotion Carried.

Nathan MacDonald and Priscilla Sharkey spoke to group regarding an International Clan Donald Group who are in the midst of planning a Celtic Color Tour to Cape Breton, NS and PEI in October 2016 and are interested in joining CDC for any event during this time and possibly their AGM if dates could potentially be changed to align with their potential visit. This discussion is through a gentleman named Chas MacDonald from Scotland who has planned other group tours. Nathan and Priscilla spoke about the potential advantages for CDC through exposure, possible revenue generating opportunity, social, membership growth etc. Their participation would potentially include the Meet and Greet Friday night and the AGM banquet on Saturday night.

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9.4 Branch monies in Trust

Moved by Ruth MacDonnell that CDC make an attempt to incorporate the International Clan Donald Tour into the 2016 AGM. Seconded by: ??Motion Carried.

Question asked by member as to where the monies come from and how is the monies accessed? These monies in trust com e form branches that once existed and no longer do so the monies that the branch had left is held in trust by CDC in case they want to start up another branch in the future.

Motion by Mike MacDonell that Bob Spurgeon and J.R. MacDonell conduct to research these monies held in trust to determine the origin of the monies held in trust, and how money is distributed and to bring result of research or recommendation to the 2016 AGM.Seconded by: Alexander MallwraithMotion Carried.

Bob Spurgeon and J.R. MacDonell conduct to research these monies held in trust to determine the origin of the monies held in trust, and how money is distributed and to bring result of research or recommendation to the 2016 AGM.

10.0 Host of 2016 CDC AGM Clan Donald Nova Scotia offered to host the CDC AGM for 2016. Tentative dates are October 14-16 at the Best Western Glengarry, Truro, Nova Scotia.

Motion by Joan Lemieux the 2016 AGM to be hosted by CDNS October 14-16, 2016.Seconded by: Nathan MacDonaldMotion Carried

11.0 Adjournment Motion to adjourn CDC AGM by High Commissioner J.R. MacDonell at 1145. Motion Carried

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Appendix A - Treasurer Report

Clan Donald Canada CorporationBalance Sheet as of 30 June 2015

Assets

Bank 9124.65Investments – Life MembershipsBonds 4799.31GIC 2175.69GIC 4400.00 11375.00CDC and Other TrustsGIC 4000.00GIC 2500.00Mutual Funds 2778.69 9278.69Total Assets 29778.34

Liabilities

Accounts PayableWebsite 98.00Trust Funds PayableLife Member Trusts 11375.00No Branch Trust 3867.28Promotional Trust 3341.03Total Trust Funds 18583.31Total Liabilities 18681.31

Equity

Retained Earnings 10184.34Net Profit 912.69Total Equity 11097.03

Total Liabilities & Equity 29778.34

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Clan Donald Canada CorporationTrust Funds

As of 30 June 2015Branch Trusts

Alberta No Branch 210.00British Columbia No Branch 809.23Cape Breton No Branch 115.00Manitoba No Branch 450.00New Brunswick No Branch 223.05Nova Scotia No Branch 10.00Ontario No Branch 1,860.00Prince Edward Island No Branch 100.00Quebec No Branch 50.00Saskatchewan No Branch 40.00Total Branch Trusts 3,867.28

Promotional Fund Trust 3,341.03

Life Membership TrustsLife Membership @ $75.00 - 29 2,175.00Life Membership @ $300.00 - 24 7,200.00Life Membership @ $500.00 - 4 2,000.00Total Life Membership Trusts 11,375.00

Grand Total Trust Funds 18,583.31

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Income Statement 2014 – 2015Clan Donald Canada Corporation

RevenueProfit from AGM 334.46Dues 1145.00Investment income 589.64

Total Revenue 2069.10

ExpensesBursaryCorporation Fees (yr of continuance) 0.00Life Mbr’s Dues To Branches To Provinces To Promotion Fund

280.0030.00

110.00 420.00

Newsletter Exp.2015 Spring Postage Postage Printing

217.1153.90

429.40 700.41Photocopying 36.00PostagePromotionsTelephoneWebsite Management

Total Expenses 1156.41

Profit 912.69

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CDC AGM 2015Appendix B- Membership Report

September 15, 2015

BranchDues

MembersLife

Members Total Paid2014 Non-Renewed

Membership Members

Annapolis Valley 14 5 19 0

Antigonish 0 2 2 29

Glengarry-Stormont 151 11 162 23

Halifax Region 20 1 21 5

Pictou County 11 12 23 3

Southern Ontario 1 0 1 60

Cape Breton* 0 1 1 0

PEI* 0 0 1

No Branch 0 6 6 0

Totals 235 121

* No Branch exists for these areas

Wade MacDonald

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Membership Chair

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CDC AGM 2015Appendix C- Branch Reports

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Clan Donald Pictou CountyAnnual Report 2014-15

The past year has been a quiet year for Clan Donald Pictou County as members are getting up in years and is it more difficult to get numbers out to evening meetings but those that were able to attended and participated in what we could.

April found members attending the Culloden Memorial Service in Arisaig, NS. The weather reminded us of the day the battle was fought in the home land.

June found some members participating in the Kirkin’ of the Tartan celebration at the Covender Church in Grande Pre, NS where the Lamont tartan was honored. It was a great opportunity to socialize with other Clan members.

On June 20, 2015, CDNS held their annual awards banquet. One of our past Commissioners was inducted into the Hall of Honor this year – Douglas MacLeod. We were entertained at this event by Alastair and John Spyder MacDonald, which everyone thoroughly enjoyed.

In August, Clan Donald Nova Scotia held their 25th Memorial Service at the Clan Donald Monument at the Pictou Rotary. Rev. Dr. Glen Matheson presided over the service. Refreshments and cake celebrating the anniversary were enjoyed by all those attending following the service.

The fall CDNS meeting will be hosted by the Pictou County branch in October. We hope that this year we can get more members involved in activities to promote and share our Scottish culture with young and old.

Respectfully submitted;

Priscilla Sharkey, Secretary on behalf of Pat Christensen, Commissioner

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CDC AGM 2015

Clan Donald Southern Ontario

Overview:

The past 12 months have been promising for Clan Donald Southern Ontario. In addition to attending 5 Highland Games in the summer of 2015, we hosted a branch AGM in late 2014 and a Robbie Burns Supper in January that was very well attended.

While membership recruitment is strong, we are still facing significant challenges with membership renewals. We understand that this is a problem being faced by many clan societies and we do have some ideas on how this can be improved. Once again, the success of our endeavour has the result of the commitment of a small handful of us, notably James McDonald of Aurora, ON and Alexander McIlwraith of Cambridge, ON, both of whom sit on our branch executive.

Accomplishments:

21 New members this summer 7 renewals, others expected Convened a branch tent at 6 games this summer Facebook page and engagement on other Clan Donald facebook pages Email newsletters remain strong Took on a leadership role as Clans Organizer at Highlands of Durham Games

Outreach:

Participation and membership within Commun Gaidhlig Thoronto Continued membership within St. Andrew’s Society of Toronto Participation in online communities including Clan Donald Worldwide and Clan Donald Commissioners Facebook

communities

Events:

January 24th, 2015 | Clan Donald Burns Night Celebration in Mississauga Ontario.o Nathan performed Scottish music along with a fiddler and pianisto Event was promoted to CDSO members as clan event and roughly 50 people attended.

Summer 2015, Highland Games attended:

Georgetown Highland Games Cambridge Highland Games Kincardine Scottish Festival and Highland Games Highlands of Durham Scottish Festival (Uxbridge, ON) Fergus Highland Games & Scottish Festival

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Plans for 2016:

Host another Burns Supper if possible Host another branch AGM Continue to work for online membership and renewals Engage the Facebook Clan Donald community to become paid Clan Donald Canada members

Conclusion:

Our third summer and second official year was a qualified success. We brought many members together and have ensured that the other clans and games community have felt the impact of a renewed and invigorated Clan Donald presence in Southern Ontario. Once again, we accomplished many of our recruitment goals but challenges remain. We need to adapt to the online world and rethink the value equation we offer members. Many of the services we once provided in terms of genealogy and history are a mouse click away and free of charge.

We are confident that we can rise to meet these challenges but to do that, we need to find a way to embrace change and to move quickly. There are challenges to this approach as many online tools come with a cost. We must also be mindful that in order to reach many of our older members, we must view any new approaches online as an addition to rather than a replacement of traditional means of connection and communication. Certainly, we must engage with our existing members in the formats with which they are most accustomed and most comfortable.

We cannot be complacent as we have already seen the relevance of our storied Clan wane steadily over the centuries among our kinsfolk. Today’s technology provides tremendous opportunities for MacDonalds from around the globe to interact and educate each other. We aim to make sure that Clan Donald Southern Ontario and Clan Donald Canada remain relevant in the coming decades but this will be no small task.

Clan Donald Southern OntarioCommissioner’s Report

For

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CDC AGM 20152015 Clan Donald Canada Annual General Meetingeral Meeting

mmissioner, Clan Donald Canada

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