Minutes of the First Meeting of the 2016 Interim Executive Committee
The Interim Executive Committee met on July 20, 2016, at the Valcartier Garrison cafeteria, Building 505, Québec City.
1. Call to Order
At 12:30 p.m., Acting President Jean-Luc Bédard called the meeting to order. The only other member present was Acting Secretary-Treasurer Jean-Sébastien Binette. Acting Vice-President Alain Janot did not attend.
2. Purpose of the Meeting
The purpose of the meeting was for Jean-Luc Bédard to present to the Executive Committee the information he had gathered at the Sub-Group Presidents’ meeting in Regina on July 8 and 9, to discuss the Executive Committee’s upcoming work, and to plan the first Annual General Meeting for this fall.
3. Highlights
It was decided that the Executive Committee would receive training before the AGM so that the meeting would be easier to organize. We expect that Robert Tellier will be giving a one-day training session. We are targeting mid-September for the training session and mid-October for the AGM.
Jean-Luc suggested giving out promotional items, worth $250, to AGM attendees. Jean-Sébastien suggested holding the AGM in a restaurant at suppertime in order to get a larger turnout. He also suggested having a two- to three-hour meeting, which is difficult to do at lunch time.
4. Action Items
Here is a list of actions to be taken:
1) Jean-Sébastien will check whether we are eligible for a special allowance for promotional items, room rental, meals for the Executive Committee over the course of the year, etc.
2) Jean-Luc will check with Glen Schjerning and Yves Cousineau to see if they are available to be guest speakers at our upcoming AGM.
3) Jean-Luc will check to see if Robert Tellier is available to give the Executive Committee training session in September.
4) Jean-Luc will prepare the AGM agenda.
5) Jean-Sébastien will prepare a list of promotional items to be given out at the AGM, but this must be verified by the Executive Committee prior to purchasing them. 6) Jean-Sébastien will draw up a list of restaurants with a private room and projection equipment for our AGM, as well as look into prices.
7) We agreed to once again send out a list of the main issues a week or two prior to the AGM, in order to get an idea of the members’ concerns.
5. Upcoming Executive Committee Activities
The Executive Committee’s next activities will be to approve the Sub-Group’s By-Laws and Regulations and to attend the training session given by Robert Tellier. The training date will be confirmed at a later point in time.
6. Adjournment
The meeting was adjourned at 1:35 p.m.