2018 Annual General Meeting
WHERE? Ocean Park Community Hall, 1577 128th St, Surrey, BC V4A 3V1
WHEN? May 12, 2018 9:30AM
WHY? We need YOU to attend! Updates on what is happening at your garden. Volunteer and electing your board :)
2018 AGENDA
1. Call to
Order
2. Welcome
Members – Presidents Remarks
3. Approval
of 2017 AGM Minutes as circulated
4. Committee
Reports:
4.1
Treasurer Report
4.2
Maintenance Report
4.3
Plot Rental Report
4.4
Bee
Report
4.5
Outreach Report
4.6
Newsletter Report
4.7
Social Report
5. COFFEE
6. Nominations
for Executive & Board Directors
7. New Business –
7.1
Approval of new By-laws.
8. Election of Officers
9. 50\50 Draw and Free Plot Rental Draw
10. Adjournment
2017 Past Agenda
|
DUNSMUIR GARDEN GROUP
Annual General Meeting
2017
|
Location: Ocean Park Community Hall
Date: March 4, 2017
2016 Executive in Attendance:
President – Steve Chitty
Vice-President – Craig Regan
Past President - Linda Miller (Absent)
Treasurer – Doug Pawson
Secretary – Susan Lane (Regrets)
1.
Call to
Order: Steve Chitty (President) 9:50 AM
Susan Lane (Secretary) sent her regrets.
Steve asked Pixie Hobby and Karen Regan to take minutes.
2.
Steve welcomed everyone. 53 members were in
attendance.
3.
Adoption of
2016 AGM minutes. Kathy O’Shea
suggested the 2016 minutes be amended to read: Reading & Approval of the
2015 AGM minutes, not 2014 AGM minutes. Moved (as amended) by Perry Lewis 2nd by Gary Nelson. Adopted.
4.
Committee
Reports:
a.
Treasurer’s
Report – Doug presented his report for 2016 fiscal year. Moved by Georges
Leroux 2nd by Anney Cambell, Treasure’s Report adopted as read. Doug
noted that DGG has a surplus & discussed some of the upcoming expenses for
2017 such as new bee equipment, solar panels for shed, electric rototiller and
new signage.
b.
Maintenance
Committee Report – Perry Lewis announced he will not be the coordinator
this year, but he will volunteer as a helper on the maintenance team.
c.
Plot
Rental Committee Report – Anney Cambell reported that there are currently 3 requests from members to change from a small
plot to a large plot; 2 member requests to change from a small plot to
different small plot; 1 member request to change from a large plot to a small
plot. There are 6 members on the Member
Wait List to transfer plots when these become available. There are currently 99
people on the General Wait List and 6 plots available for new members. Anney
reminded members to send her an email when they wish to change their plot, or
to request any information about the General Wait List or the Member Wait List.
d.
Bee Committee
Report – Dave Hoffman , Coordinator (absent) Steve read the report submitted by Bee Coordinator. Dave
advised the Board he will not take on the Coordinator position this year. Pixie
Hobby has offered to take on the Bee Coordinator position for this year. Steve
thanked both Dave and Eva for their outstanding contributions to the DCG over
many years.
e.
Outreach Committee
Report – Megan Baecker reported the total produce donation for 2016 was
over 1600 pounds! The produce was distributed to Sources Food Bank and Women’s
Place. Letters of Thanks were received from the Food Bank and Women’s Place for
all the fresh produce donated. Megan also reported she met with Neil from Camp
Alexandra and they agreed to coordinate their Outreach projects.
f.
Newsletter/Communication
Committee Report – Diana sent her regrets, and Karen reported on Diana’s
behalf. Georges reminded members that lots of money is saved on postage by
emailing the Newsletters and AGM material to all the DCG membership.
g.
Social Committee
Report – As there was no Social Committee Coordinator for 2016, Steve
commented on the successful Summer Picnic organized by Eva Hoffman and thanked
Eva for her efforts. Steve thanked Anne Lotter for organizing the 2017 AGM and
announced Anne would be stepping down from the Board.
5.
Nominations
for 2017 Executive: Randy Cooper chaired the nominations
a.
President – Perry Lewis nominated Craig Regan.
Craig declared President by acclamation.
b.
Vice-President – Anney Cambell nominated Megan
Baecker Megan declared Vice-President by acclamation.
c.
Treasurer - Doug Pawson nominated. Doug declared
Treasurer by acclamation.
d.
Secretary - Susan Lane nominated. Maiken de Villiers volunteered to
assist Susan as “co-Secretary”. Susan declared Secretary by acclamation.
6.
New
Business:
a.
New Website discussion- Doug Pawson suggested
DCG have a website with it’s own domain name. Discussion of Garden photos and
how they should be stored and transferred to the new website.
b.
Pathway discussion – It was pointed out that
Plastic and Bark Mulch are not eco-friendly. Lorna Holker suggested amending
the bylaws to prohibit the use of plastic on pathways. Members were reminded that the Bylaws require
gardeners to weed pathways rather than lay plastic on paths to curb weeds. It was suggested that the maintenance crew
remove existing plastic on pathways, or to include a ‘plastic removal’
requirement when the garden inspections are done. Also, it was suggested bark
mulch be prohibited for use inside garden plots.
c.
City of Surrey invited Craig and Steve to join
the Parks, Recreation & Culture Strategic Plan Committee.
d.
Concern was expressed about wasted produce in
garden plots. It was suggested the Outreach Coordinator look into harvesting
the unpicked produce for the drop box.
e.
There was a discussion about drones in the
garden. A decision was made to carry on
filming the garden as many members enjoy viewing the footage.
f.
Calendar
of Garden Events – Steve reported on upcoming events for 2017. Spring
Clean-Up April 8; Summer Picnic August 20; Fall Fair at Camp Alexandra on
October 29. Garden inspections May 1, August 1 and November 1. There was a discussion about having garden
members present and willing to provide information about gardening when school
teachers bring students to visit the garden.
g.
Proposed
By-Law amendment to Part 3 Notices of Meeting to Members. A motion was made by Craig, seconded by
Georges Leroux, to amend Paragraph 3 which reads as follows: “a notice of
the Annual General Meeting or Extraordinary General Meeting shall be given to
all members by mail at that member’s registered civic address.” The amendment will read as follows: “a
notice of the Annual General Meeting or Extraordinary General Meeting shall be
given to all members by email or, at the request of any member, by regular
mail at that member’s registered civic address.” Motion was carried.
h.
50/50
Draw – Total collected $199.00. Winning ticket number #6904067 for $99.50
which was won by Luc Ronse . Luc donated his winnings to the Dunsmuir Garden Group.
Thank you Luc !
i.
Plot Rental Draw – Was won by Margo Embree
for B-18. Congratulations!
j.
Steve thanked the departing Board members.
7.
Adjournment
– Moved by Georges Leroux 2nd by Pixie Hobby. The AGM was adjourned at 11:05 AM.
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