2023 AGM MINUTES

Minutes of the 75^th Annual General Meeting Held

Tuesday, February 21, 2023

Fritz Farm Room 5

Attendance:

1. Welcome to Citizens Present and Introduction of the Current Executive

We would like to acknowledge that Baie-D’Urfe is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

• Chairperson welcomed attending Citizens’ Association Executive Members and the following attendees to the meeting:
• Mayor: Heidi Ektvedt
• Town Councilors: Nadia Bissada, Wanda Lowensteyn
• Community and Industrial Park Coordinator: Antonella Di Marino
• Citizens: Cheryl Lowe, Aria Campbell-Kelly,

Chairperson introduced the members of the Executive, mentioning their role in the committee and/or special project responsibilities.  Jack Toyota vice chair and past chair, Linda Tait treasurer, Ines Forgue secretary until Sept and member at large, Richard Gregson News and Views Editor, Suzanne Dutoy Mother’s Day breakfast, Laurie Fearon Directory, Andrea Gilpin (Constitution) Jamie Bitensky Birdhouse project and scavenger hunt, Diane Weiss Tree lighting celebration, and Diane Tetreault member at large.

2. Opening of Meeting

Quorum present, meeting called to order at 7:38 p.m.

3. Review and Adoption of Proposed Agenda

 Additions – No additions to the agenda.

• Adoption – Agenda adopted. Moved by Richard, seconded by Linda.

4. Review and Adoption of Minutes of 2022 Annual General Meeting

• Corrections – No corrections to minutes.
• Adoption – Minutes approved. Moved by Linda, seconded by Laurie.

5. Treasurer’s Report

Treasurer Linda Tait presented the annual financial report for 2022.

See attached document at the bottom of these minutes

6. Financial Audit

Jack moved to dispense with a financial audit by an outside firm considering that CA’s assets and funds do not justify the cost of retaining financial audit services.   Suzanne seconded the motion.  Motion passed with all in favour and one abstention.

7. Review of Activities of 2022

• The Citizens’ Association celebrated its 75th anniversary. In celebration, we held a decorative birdhouse event, where citizens were able to paint the houses and are now displayed around Fritz property.
• Thankfully this year we were able to hold most of our annual events including Winterfest along with snowman competition, Town spring clean-up, Mother’s Day breakfast, toy drive and tree lighting. The weather for Baie-D’Urfé day was a little chilly and raining. Thanks to many devoted volunteers, we held most of our usual events. Luckily, the rain stopped in time for the BBQ and inflatables. Due to high winds, we postponed the fireworks until August.
• Jamie Bitensky introduced a new activity for children in collaboration with McGill Let’s Talk Science and the Baie-D’Urfé Library.
• The CA held their Annual General Meeting via Zoom on February 16, where all of the executives from the previous year returned. The CA also welcomed their newest member-at large, Miss Inès Forgue.
• 10 issues of News & Views/Entre-Nous magazine were published and delivered. Thanks to the distribution team including Jim and Marie Morrison and all the carriers. There were issues with cost of the printing of the News and Views this summer.  The CA tried out a new printer, PDI.  All has gone smoothly and everyone on the executive is happy with the change and quality of the printing.

8.   List of Nominees & Election of 2023 Executive:

There was one nomination received this year.  Aria Campbell-Kelly was acclaimed as a member at large on the 2023 Executive.

2023 Executive Committee: Elizabeth Benoit chair, Jack Toyota vice chair and past chair, Linda Tait treasurer, Richard Gregson News and Views Editor, Ines Forgue member at large, Suzanne Dutoy Mother’s Day breakfast and International Women’s Day , Laurie Fearon Directory, and Aria Campbell-Kelly member at large. Thank you to Jamie Bitensky, Diane Weiss, Andrea Gilpin and Diane Tetreault for their contributions to the committee.

9. Plans for 2023

 Continuation of annual events

 Presentation of new Constitution and vote

Andrea and Richard headed the changes to the Constitution.  The CA met monthly to discuss the proposed changes from Sept-Nov.

Richard presented the proposed amendments to the CA Constitution.

BDCA Notes on the Constitution changes from the AGM

It became apparent in the early months of 2022 that the BDCA Constitution no longer represented the workings of the Association in today’s world. The years roll by, times change, new faces appear and procedures need to be streamlined.

Accordingly a committee of the BDCA Executive lead by Andrea Gilpin, assisted by Richard Gregson set to work in early summer to modernize the rules under which we operate. The first stage was to consult with the members of the Association – which is to say with all the residents of the town. We invited members via the pages of News & Views to tell us what they think the BDCA is, what it could be and how they would like to see things change. Many interesting comments were received, the vast majority via an online questionnaire. These contributions were considered by the Executive and a draft revised Constitution was prepared and made available for final member contributions during December.

Tonight at the AGM we have the opportunity to vote in the acceptance of the new Constitution. Briefly, the significant changed or newly introduced features are as follows:

6. The values of the BDCA will now be spelled out. The BDCA aspires to adhere to the following values in all that it does:
   1. Collaboration, Engagement, Respect,Trust, Transparency, Inclusiveness
7. In the past all BDCA events have been organized and led by a member of the Executive. Going forward major BDCA Events will continue to be led and organized by a member of the BDCA Executive (e.g., Baie-D’Urfé Days). HOWEVER – Additional BDCA Events will be driven by community volunteers who are asked to approach the BDCA Executive for support and approval for their proposal. These proposals will need to include a team of volunteers to support the proposed event. Events brought to us must be non-partisan and be aligned with the BDCA’s mission and values. A member of the BDCA Executive will be named as liaison to ensure compliance with BDCA mandate and spirit of the organization.
   1. Reason: More members will be involved, new ideas can be developed and the fact that active volunteers are not as numerous as hitherto will be addressed. This encourages wider community involvement.
8. The membership of the Executive will change and now be constituted as follows. The maximum number of members at large will be reduced from seven to three and new positions of Communications Lead and Community Events Liaison will be created.
   1. Reason: Better reflects the way we work today and aids flexibility, especially with regard to improving communications (one of the most prominent things asked for during the public input stage of the process) and facilitation support of community ev
9. From the next AGM in February 2024 the AGM will include a land acknowledgement, introductions and a review of our mission, vision and values.
   1. The following land acknowledgement should be read: We [I] will begin by acknowledging that the land on which we gather is the traditional and unceded territory of the Kanien’keha:ka (Mohawk), a place which has long served as a site of meeting and exchange amongst nations. We are grateful to be able to hold our AGM and Executive meetings here.
      1. Reason: These are simply the right things to do
   2. Starting with the next AGM in February 2024, Virtual Participation in the Election of BDCA Executive will be made available. The AGM will be streamed on-line to allow for residents to attend remotely. The voting by on-line residents will be done using a suitable anonymous voting platform which will be managed by the Communications Lead and seconded by the Past-Chair.
      1. Note: This means we will have to have access to appropriate technology on the night and will be reaching out to the community to find a member with appropriate knowledge and skills to aid in its implementation. It is possible that from 2025, by which time the new Town Hall council chamber will have been completed, there may be a facility there which the BDCA could make use of but during 2024 we are alone in achieving this means to reach more members.
10. Other changes to the Constitution are primarily administrative and can be consulted in the copy of the Constitution available on-line. The Constitution, if adopted will be translated and posted on the BDCA website as soon s possible after the AGM

Richard motion that the new constitution be approved.  Betsy seconded.

The new constitution was approved unanimously.

Heidi asked when the new positions would be in place.  Richard answered at the next regular CA meeting it would be decided internally.

10. Question Period:

 Cheryl asked if we could post that we are independent from the Town and reach out for volunteers.  Jack replied that we have written articles in previous News and Views.  Richard said we could place more information in the publication.

Heidi suggested that we use our social media platform to post pictures of the executive, information about them and the events they run.  Betsy replied that it has been done in the last year within the interface.  Our website will be used more in the future.  Richard will continue to add more articles on the website for time sensitive articles.

Heidi thanked the Citizens’ Association for the past 75 years.

Suzanne mentioned the International Women’s Day event planned for this year.

 Welcome to CA Executive for 2023:

 Adjourn

Motion to close by Betsy. Seconded by Laurie.

Meeting adjourned at 8:26 p.m.

Treasurer’s report – 2022 year end