Bare Oaks Bare Oaks Social Committee
Minutes
June 20, 2009
Members
Present:
Don
Dorothy
Greg
Heather
Kim
Paul
Rainy
Suzy
Regrets:
Stony
Stephane (Ex-Officio)

Call to Order and Welcome
Meeting Called to Order at 11:01 am.

Item 1 - Approval of Agenda
Motioned By Kim, Seconded by Paul. Carried

Item 2 - Declaraction of Conflict of Interest
No Conflicts stated.

Item 3 - Adoption of Minutes
Amend to have meeting date in motion.
Amend motion from Item 6 of May 16 to read:
“The committee will elect a chair each year. The chair may stand for a maximum of two consecutive years.  Chair to be elected from committee members having served on the committee for a minimum of the previous year.”

Motion: “To approve minutes as amended.”
Motioned By Paul, Seconded by Suzy. Carried

Item 4 - Review of Action Items

Item A - Coordinate Comedy Night (Don)
No Report

Item B - Volunteers (Stony report presented by Suzy)
Stony has list.

Item C - Draft BOSC Guidelines (Kim)
Kim will email everyone a copy of Draft Guidelines.  This Item to be included in July Meeting Agenda.

Item D - Draft Orientation Manual (Heather)
Manual still in progress.

Item E - Temporary Dog Run (Suzy)
Meeting with Stephane went well.  Several sites proposed with the best being in Strawberry Fields North end.  Permission of Members with sites close by is required.

Item F - Park Rules re Pets (Heather and Kim)
A petition will be circulated.

Item G - Election/Appointment of New Committee Members
Greg stated that if a park member volunteers to join the committee he will step down to give room for that member.  Rainy said she would do the same.


(1) Motion: “Prior to BOSC Annual General Meeting (AGM) 2 committee members will be asked to volunteer to step down from the Committee should there be interested Bare Oaks Park members who will sit on the Committee.”
Made By Heather, Seconded by Kim. Carried

(2) Motion: “Vacant seats will be filled by BO members by nomination/election process at BOSC AGM.  All BO members in good standing comprise the electorate.”
Made By Heather, Seconded by Paul. Carried

(3) Motion: “Immediately following the AGM members of the BOSC will nominate the elect through blind ballot the following positions:
Chair, Vice Chair, Secretary, Treasurer.
The acting Chair during this process is to be selected from BOSC members not standing for any of the positions.”

Made By Paul, Seconded by Rainy. Carried

Note: This committee recommends that the 2010-2011 BOSC revisit the maximum term for BOSC members.  This is to be captured in the BOSC Guidelines.

Item 5 - Reports

(a) Events held since last Meeting:
Potluck May 16 (Heather): 50 people attended.  Larger tables now available.

All events are now being added to the AANR Bulletins.

(b) Treasurer's: (Kim)
Currently $505.95 on hand in cash box.

(c) Entertainment: (Don)
Flashback will be the live band at the Volleyball tournament in July.

(d) Youth Activities: (Suzy)
Three families have approached Suzy.  Therefore activities may be canceled.  Body painting will occur August 1st, 2009.

Item 6 - Business Arising

(a) BOSC does not have a formal welcoming committee.  It was deemed not required.

(b) Regular BOSC Meeting are now held the 3rd Saturday of the month.  As suggested by Don and agreed to by everyone present the meetings will start at 10:00am and be completed no later than 12:00pm.

(c) The Vice Chair will police the bulletin board in the club house foyer.

Item 7 - Event Proposals (Paul)

No proposals submitted since last meeting.

Item 8 - Adjourn

Motion: “To meeting be adjourned.”
Made By Dorothy, Seconded by Don. Carried

Next Meeting
Saturday July 18th, 2009 at 10:00 am - Teleconference is available.

Future Meetings
August 15th, 2009 10:00 am
September 5th, 2009 10:00 am (short one for membership decisions)
Annual General Meeting: September 12th 2009 10:00 am
September 19th 2009 10:00 am (New BOSC Term)

ACTION ITEMS
Ref # Item Person Responsible Outcome
4(a) Coordinate Comedy Night Don  
4(b) Canvass Park for volunteers Stony Ongoing
4(c) Draft BOSC Guidelines Kim To be Emailed to members
4(d) Draft a meeting manual for orientation Heather Ongoing
4(e) Temporary Dog Run Suzy Ongoing
4(f) Park Rules re: animals Heather & Kim Petition to be circulated
4(g) Capturing BOSC revisit of maximum terms in Guidelines * Kim  
6(b) Regular BOSC Meeting are now held the 3rd Saturday of the month.   Starting at 10am.  Ending at 12pm * Greg  
6(c) Police the bulletin board * Heather  
* Items added this meeting.

 


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