Canadian Administrators of
Volunteer Resources

Annual General Meeting
Friday, October 20, 2000
Radisson Hotel, Saskatoon, Saskatchewan

1. CALL TO ORDER:
   CAVR President, Lenore Good called the meeting to order at 12:45 p.m.

2. APPOINTMENT OF SECRETARY:
   Pat Gillis was appointed as recording Secretary for this meeting.

3. REPORT OF THE CREDENTIALS COMMITTEE:
   Judy Boyle reported that there are 58 active members in attendance as well as 3 proxies for a total of 61 votes.

4. CONFIRMATION OF QUORUM:
   Judy Boyle reported that there is a quorum for the meeting.

5. ACCEPTANCE OF THE AGM RULES OF ORDER:
   Moved by Lynne Tourond, seconded by Carol Dixon. That the rules of order for this Annual General Meeting be accepted. CARRIED.

6. APPOINTMENT OF PARLIAMENTARIAN:
   Past President, Janice Halliday was appointed parliamentarian.

7. APPOINTMENT OF SCRUTINEERS:
   Laura Pavilonis and Colleen Watts were appointed scrutineers.

8. ACCEPTANCE OF MINUTES OF AGM HELD ON OCTOBER 30, 1999.
   Moved by Judy Boyle, seconded by Bernard Cyr. That the minutes of October 30, 1999 AGM be accepted as circulated. CARRIED.

9. ANNUAL REPORTS

1. President's Report:
   President Lenore Good read her written report on pages 7 & 8 of the Annual Report. Lenore offered her thanks to the Executive, Board and members for their support over the past year. Lenore asked that her report be placed on file.

2. Treasurer's / Auditor's Report:
   Carol Dixon presented the Financial Statements and Auditor's Report and copies were available for members attending this meeting. On overheads, Carol reviewed the financial statements with members.

   Moved by Carol Dixon and seconded by Elizabeth Cormier. To accept the Treasurer's Report.CARRIED.

   Moved by Carol Dixon and seconded by Pam Hoddinott. That we appoint Anne Greaux as the Auditor for the Fiscal year 2000-2001. CARRIED.

3. Constitution and By-Laws - Pat Gillis
   Past President Pat Gillis referred to her report in the Annual Report. There are no proposed changes/revisions to the Constitution or By-laws this year. Pat asked that her report be placed on file.

4. First Vice President's Report - Mireille Roy
   Mireille Roy referred to her report in the Annual Report and asked that her report be placed on file.

5. Second Vice President's Report - Marjolaine Lalonde
   Mireille Roy referred to the report of Marjolaine Lalonde in the Annual Report and asked that her report be placed on file. Mireille explained that due to Marjolaine's participation in the McGill Master's program, she was unable to attend this year's conference and AGM.

6. Third Vice President's Report - Judy Boyle
   Judy referred to her report in the Annual Report and the new format used for provincial representatives. Judy also noted in the Annual Report the information on the current CAVR membership numbers. Judy asked that her report be placed on file.

10. PROPOSED BUDGET 2000-01
    Carol Dixon reviewed the proposed budget for 2000-01 with the members. Most revenues are expected from a conservative estimate of 265 members. The board has managed to greatly reduce expenses such as travel and board meetings through the use of conference calls and email.
    There was a question from the membership regarding the Robitaille Fund's inclusion in the financial statements. Carol Dixon explained that the accounting for this Fund is important to the Board and the membership and although this fund has it's own operating Terms of Reference, Carol chose to include the accounting of this Fund with the financial statements to be evident to the membership.

    Moved by Carol Dixon and seconded by Elizabeth Cormier. To accept the proposed budget as presented. CARRIED.

11. OLD BUSINESS

1. Nomination Committee Report:
   Pat Gillis referred to the Nominating Committee Report in the Annual Report and asked that her report be placed on file.
   Pat thanked the members of this committee: Chris Baert-Wilson, Pamela Hoddinott, Harvinder Lallh and Sharon Frizell.

2. Election of Officers:
   Pat Gillis referred to the slate of officers listed on page 22 of the Annual Report:
   

   Mireille Roy	President
   Lenore Good	Past President
   Marjolaine Lalonde	First Vice President
   Judy Boyle	Second Vice President
   Barbara Gemmell	Third Vice President
   Carol Dixon	Treasurer
   Congratulations to these new Executive officers of CAVR for 2000-01.

3. Appointment of Provincial Representatives:
   Pat Gillis announced the appointment of the Provincial Representatives as follows:

   Newfoundland	Glenda Janes, CAVR
   Prince Edward Island	Kathy MacDougall
   Nova Scotia	Kelly Cameron, CAVR
   New Brunswick	Elizabeth Cormier
   Quebec	Bernard Cyr
   Ontario	Laura Pavilonis
   Manitoba	Colleen Watts
   Saskatchewan	Lorraine Greenwood, CAVR
   Alberta	vacant
   British Columbia	Sandra Palmer

12. New CAVR President Mireille Roy assumed the chair for the rest of this meeting.
    

13. NEW BUSINESS

1. CAVR Regulation Changes:
   Pat Gillis reported that after reviewing the Regulations and the revisions made at the 1999 AGM, no further revisions are recommended at this time. These current operating regulations are now posted for the members' information on the CAVR web site.

2. Volunteer Canada Partnership:
   Mireille Roy invited Lenore Good to update the members. As mutually agreed the joint membership has become financially untenable. The process has begun for redefining a new relationship agreement with Volunteer Canada on a Board to Board level. This process has begun and as Past President, Lenore Good will continue this work

3. CAVR Membership Services Agreement
   Lenore Good reported that a two-year no fee contract has been negotiated with JTC Inc. to manage CAVR's membership and membership renewals. The Internet and electronic communications will be used to capacity to reduce all costs involved. Members can now easily renew their membership via the CAVR web site and forward their membership dues to the address listed on the membership form. JTC Inc. has developed new member management software. Ginette Johnstone of JTC Inc. is available at this conference and members are encouraged to visit their table to check their membership status and update their information. The membership extended their appreciation and thanks to JTC. Inc.

4. Ethics Joint Task Force:
   Marjolaine Lalonde has continued to sit on this national task force, representing CAVR. CAVR has hosted an Ethics Survey on its web site to assist with the work of this committee. Ginette Johnstone is chairing the work of this committee.

5. Canadian Journal of Volunteer Resources Management
   Mireille Roy reported that as First Vice President she has continued to meet and work with the Editorial Team of CJVRM. The sharing of the Certification papers will also be a valuable contribution to the Journal. As part of the new membership agreement, the Journal will be included as a benefit for all new members.

6. Membership Task Force
   Lenore Good reported on a process begun with the Presidents of the Provincial Associations and Regional Volunteer Management Groups. This group (or designates) has met for the first time at this conference and have plans to work together on numerous projects to strengthen our voice on behalf of the profession. A Draft Terms of Reference has been agreed on for future collaborations on national issues.

7. International Year of the Volunteers - 2001
   Task Force of members was established and worked together to come up with ideas for CAVR's participation. Thanks were extended to Janet Foley, Karen Kennedy, Lynne Tourond, and Jeff Fox. Some of the ideas shared were:
   • letter to CEO's regarding the role of Administrations of Volunteer Resources for 2001

   • media participation

   • press kits for Administrators to accompany the Volunteer Canada kits to celebrate IVY

   • members dedicate projects and create a scrapbook

   • twin with other cities / programs

   • create a Brochure to raise awareness of the profession.

14. FURTHER BUSINESS

1. 2001 Annual Conference and General Membership Meeting
   CAVR will support the 2001 AVA International Conference MOSAIC planned for Toronto October 3-7, 2001. PAVRO has begun the planning process and Laura Pavilonis, new Ontario rep and Carol Dixon will investigate facilities to bring our members to Toronto to participate in this IYV Conference.

2. Recognition of Board Members
   Mireille Roy and Lenore Good presented outgoing provincial reps with gifts of appreciation and the appreciation of CAVR members for their term (s) of office.

   A special presentation was then made to Pat Gillis, outgoing Past President for her contributions over the past 10 years to the CAVR Board.

Meeting adjourned at 2:00 p.m.

Lenore Good	Patricia Gillis
President	Secretary

For further information contact Pat Gillis: pgillis@cw.bc.ca

 


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