january board minutes

Meeting brought to order at 4:34 pm on Zoom

1. Between meetings, Wendy announced to the board by email that she was stepping down as board president.  Kay Coburn, acting as chair, conducted the officer election. The board will consider committee re-assignments in February.

MOTION to acclaim Kay Coburn as President
M/Cathy-Ann S/Leannah
CARRIED All in favour

MOTION to acclaim Cathy-Ann as Vice President
M/Maggie S/Paul
CARRIED All in favour

4:41pm Ashley, Sean, Wendy joined the meeting

Adoption of January Meeting Agenda:  M/Maggie S/Cathy-Ann  no amendments. All in favour.
Declaration of Interests: none
Approval of December Meeting Minutes:  M/Maggie S/Kay, no amendments. All in favour.
Approval of consent agenda, including: 

• Governance Committee minutes
• Board Development Committee minutes
• Finance Committee minutes
• Member Engagement Committee minutes

M/CathyAnn S/Paul
A director asked whether the appropriate staff person was referenced in ME minutes.  The minutes were accurate
CARRIED. All in favour.

Business Arising

2. Review Member Feedback – There was no member feedback
3. Reminder – Gap Analysis – A director reminds directors to rate their skills and experience, as circulated.
4. Approve TOR and Workplans – No TORs are ready for review this month.
5. Set AGM Date – There was general agreement to hold the AGM on Thursday September 25th.
   1. The AGM must be held by the end of September, and marketing staff requested it not be held on a Wednesday.

4:49pm Rachel McGown arrived

6. Manager of the Month – Rachel McGown Front End Manager
   1. Rachel shared with the board information about the Front End department – an overview of the staff, the activities, and upcoming change to Online Shop platform.
   2. Rachel responded to questions from directors. Directors celebrated the efficiencies and member experience expected in the new Online Shop.

5:03pm Rachel left

7. Prep for Strategic Planning Session. A director reminded their colleagues about the upcoming session and discussed logistics.
8. Kay Columinate Training
   1. A director requested to participate in a leadership training offered by Columinate.  The request is brought to the board as there is not time for Finance to review before the course begins.

MOTION To approve up to $400CAD for Kay Coburn to  “Leadership Learning Circle.”
M/Maggie S/Paul
Several directors were enthusiastic about Kay’s participation.
CARRIED All in favour

9. Risk Register
   1. The Finance Committee presented the updated Risk Register.  This document is reviewed at this time of year to inform the annual review of the strategic plan.
   2. There were no major changes this year, and no concerns expressed by directors.
   3.  There was general agreement for the Finance Committee to update the formatting for better specificity before the next board review.

IGM Report – Presented by Sean Silverson and Ashley Elliott

10. Sean shared the highlights from the December financials, as circulated.  As with the last number of months, sales and net income continue to be strong, with December sales approximately 12% above the same month last year. A director celebrated the efforts of floor staff and management to support a record-breaking month.
11. Sean shared short term liquidity
12. Sean provided an update on renovations
13. IGMs discussed ongoing break-ins by one individual
14. Questions from member attendees – There are no non-board members in attendance.

Next Meetings:

Jan 25th 9am-1pm – Strategic Planning
Feb 18th – 4:30pm on Zoom
March 18th – 4:30pm on Zoom

The meeting adjourned to in camera session at 5:42pm