Executive CAOAC Meeting
Date: Monday, June 10, 2024
Meeting Time: 8h00pm (EDT); Zoom
Topics: Welcome & Acknowledgement of Lapse in Meetings; Treasurer Announcement to Retire & Bank Signatories; CAOAC Event/Auction for November; Dealing with Problem Members at the Club Level; Creation of Agenda for General Meeting; Adjournment.
Item 1: Welcome & Acknowledgement of Lapse in Meetings
CAOAC is resuming regular meetings and planning a General Meeting. This temporary divergence in meetings was a result of key Executive officers facing unexpected family emergencies that required significant attention. Those affected express their gratitude for the understanding and empathy shown by everyone. The Executive is now focused on getting back on track with meetings and planning.
The next general meeting will be set for July 8th at 8pm EDT on Zoom.
Item 2: Treasurer Announcement & Bank Signatories to CAOAC Bank Account
Albert van Montfort, Treasurer of CAOAC, announced his intention to step down from this position when a suitable replacement for him can be found. According to CAOAC Bylaws, an interim vacancy occurring this close to the AGM (September) may be filled by a vote of the Executive. Nevertheless, the decision was made to advertise the Treasurer position nationwide, outlining the desired attributes and responsibilities of the role to give all clubs the opportunity to respond.
Additionally, the signatories on the CAOAC bank account still need to be updated to reflect the current signing officers for 2024. While this is an urgent matter, it may be more effective to address it once the new Treasurer is appointed. Current bank balance is approx $6,600.
Item 3: Potential CAOAC Event for November
CAOAC will be seeking feedback from clubs regarding the timing and scale of a potential event in November, which may include an auction. Clubs are encouraged to consider their ability to assist with the auction. Additionally, there is potential for some clubs to hold their auctions at the CAOAC venue, which could benefit both CAOAC and the participating clubs by attracting a larger audience. Discussions have taken place with PRAC and GTA about possibly hosting their joint auction at the CAOAC venue, and CAOAC remains open to other opportunities.
The venue for the event has not yet been chosen, but Niagara Falls and Toronto are being considered for their added tourist appeal.
Item 4: Dealing with Problem Members at the Club Level
In the first quarter of 2024, CAOAC was heavily consulted to address serious issues at the club level and assist in their resolution. Additionally, CAOAC provided support in unrelated matters that arose during two club auctions.
As a result, CAOAC is currently reviewing existing policies regarding problematic members to assess their enforceability and practicality. This will be an ongoing project.
CAOAC wishes to reinforce that a club’s first line of defense is its own Bylaws. Clubs will be advised to ensure that their Bylaws are current and include provisions for addressing problematic members. To assist with this, CAOAC will draft a sample template for clubs to incorporate such provisions and offer advice on these matters.
Item 5: Creation of Agenda for General Meeting
The Executives collaborated to prepare an agenda for the forthcoming General Meeting, designed to encompass essential discussion points while ensuring that every Executive member has the opportunity to address the assembly. In addition, the agenda will facilitate broader participation from the membership, allowing for a comprehensive dialogue that reflects the diverse perspectives and interests within CAOAC. This approach underscores the importance of inclusive communication and collaboration, fostering an environment where all voices are heard and valued. The Executives are committed to creating a productive forum that will contribute to the overall advancement of CAOAC objectives.
Attendees: Frank Aguirre (President Caoac, PRAC); Ernest Biktimirov (First Vice President Caoac, SCAAS); ; Dave Holland (Recording Secretary, Caoac; PRAC); Cindy Barrett (Corresponding Secretary, Caoac; SCAAS); Ann Marie Towell (2nd vice-president, Caoac; CAS); Albert van Montfort (CAOAC Treasurer; DRAS); Quorum Achieved
Apologies: Michael Beat, Webmaster
Adjournment
Frank Aguirre adjourned the Executive meeting at 9h36pm.
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