CGA Constitution and 2012 Minutes

CGA's 2nd annual general meeting was held May 9, 2012 at the Capilano Rugby Club.

In addition to the election of a new Executive Board for the association, a new Constitution and Rules were adopted by the membership.
Our thanks go out to the members of the Constitution Committee who drafted the document and the members in attendance at the AGM who helped to fine-tune the constitution to make it workable for our circumstances and community.  Below are the 2012 AGM Minutes and adopted Constitution.

CAPILANO GATEWAY ASSOCIATION CONSTITUTION

 adopted May 9, 2012

 

Mandate and Objectives

The Capilano Gateway Association (CGA) has been created as a volunteer community organization to foster and develop community pride by encouraging involvement in the neighbourhood and community development, thereby enhancing the social well-being and interaction of the residents.

The Executive Board will communicate regularly to discuss issues brought to their attention by the Municipality or residents as these issues arise.

BYLAWS

1.  Geographic Area

The geographic area of interest for the CGA is as follows: Marine Drive northward to the Upper Levels Highway, Capilano Road westward to the Capilano River, and the Woodcroft apartment complex.

2.  Membership

Membership in the Association is voluntary and all property owners, leaseholders and persons living within the geographic area described above shall be eligible to join the Association upon the payment of the annual dues that shall be determined from time to time.

For any new members, the application form for Membership can be attained on line or by request from an Executive Board member.

Notwithstanding the above, CGA welcomes and accepts Associate Membership (non-voting) from individuals living outside the described boundaries of the CGA.

3.  Election of Executive Officers

i)           At each Annual General Meeting (AGM) the eligible voters who are present in person or by proxy at the meeting shall elect the Executive Officers from amongst the registered members in good standing.

ii)         For a Member to stand for an Executive Officer position; their Membership application and dues must be submitted not less than 1 week prior to the AGM.

iii)        All nominations for Executive Officers will be accepted from the floor at the AGM, either in person or by communication to the Chair prior to the meeting.

iv)        There shall be a minimum of 3 and a maximum of 5 Executive Officers elected.

v)          The Executive Officers will serve one term until the elections at the next AGM.

vi)        At the first Executive Meeting the elected Executive Officers shall appoint a Chairperson, Vice Chairperson and a Secretary/Treasurer.

vii)       During Executive meetings; in the event of a tie on a voting decision, the Chairperson shall have the deciding vote.

viii)     Any vacancy of a position on the Executive Board that occurs between AGMs shall be appointed by the Executive Officers from amongst the membership.

4.  Annual General Meeting

i)           The Annual General Meeting (AGM) shall be held within 14 months of the last AGM.

ii)         Notice of the AGM shall be given to the eligible membership 2 weeks prior to the AGM by way of written notice or email.

iii)        The notice of the AGM or Special General Meeting (SGM) must include an agenda with a description of the matters that will be voted on at the meeting, including the proposed wording on any resolution requiring a 2/3 vote.

iv)        All business at the AGM or SGM may not be conducted unless a quorum is present (or unless a ½ hour delay is provided for alternative quorum as defined below).

v)          A quorum for an AGM or SGM is eligible voters holding 1/3 of the membership’s votes, present in person or by proxy.

vi)        If within ½ hour from the time appointed for the meeting a quorum is not present, then the eligible voters in person or by proxy constitute a quorum.

5.  Voting

i)           An eligible voter is as outlined in Section #2 Membership.

ii)         To vote at meetings members must be in good standing, over the age of 18 and have paid current annual dues at least one week before the AGM.

iii)        One vote per registered household on business matters other than the election of Officers of the Board, where it is 1 vote per membership.

iv)        At the AGM, all matters are decided by majority vote, unless a 2/3 vote is required for any Resolution

6.  Minutes of Meetings

The secretary of the Association will maintain minutes of meetings and records of other business that may come before the association. Copies of the minutes will be available to registered members of the association, on request, via email and/or the CGA Blog site.

7.  Contacting the Association

The association may be contacted by phone, email or mail. Accepting that the association is a volunteer community group, the executive will undertake to place concerns and information brought to them before the general membership in the most efficient methods possible.

8.  Duties of the Executive Board

In performing the duties of the Association, the Executive Officers shall act honestly and in good faith with a view to the best interests of the Association, to exercise the care, diligence and skill of a reasonably prudent person in comparable circumstances.

GENERAL RULES

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Association may adopt.

Capilano Gateway Association

2012 Annual General Meeting - Minutes

Date:  May 9, 2012    Time:  Start 7:10 pm       Location:  Capilano Rugby Club, 305 Klahanie Court Participants: Gunilla Oberg:  Meeting Chair                        Douglas Curran; Chairperson Kim Belcher; Treasurer                                  Elaine Grenon, Secretary CGA Members:    23 Present,    14 Represented by Proxy,    11 Absent

1. A Quorum was established by Gunilla Oberg,  Meeting Chair
2. Approval of the Agenda

A motion to approve was made by Mike Riley, 2^nd Catherine O’Kane.  Passed by a vote of members

3. Approval of the minutes of the last AGM May 12, 2011   

A motion to approve was made by Art Philips, 2^nd by Jim Morrison.  Passed by a vote of members.

4. Chairperson Report - Executive Board and CGA Activities Overview   

Key issues and accomplishments were presented and open to the membership for discussion. 

The presentation slides are appended to the minutes (Appendix B)

¨     CGA Accomplishments  May – June 2011

·       Lower Capilano Community Services Enhancement initiative Grant proposal finalized and signed off.  ($2,000 in funding approved for “Big Bench Sessions” Fall 2011)

·       Initial development of the work plan for three “Big Bench” educational and collaborative sessions in alignment with and to support OCP implementation.

·       CGA blog site and general communications strategies developed. Discussion related to communications was brought forward under New Business.

¨     Lower Capilano Community Centre Tour  August 4, 2011

·       Informed planning for the conceptual community centre within the Lower Capilano-Marine Drive Village Center plan.

·       Highlighted the need for community partnerships and not-for-profit community involvement in community center operational model.

¨     Sept 21st, Oct 26^th, Nov 30^th – Building a Healthy Community Big Bench Sessions

·       A brief overview of the final report to include outcomes was presented. – see Appendix B or the CGA Blog site for more detail. 

¨     Beets, Bees and Beauty, Sustainable Garden Workshop, Belle Isle Park on Sunday May 27^th  

¨     An Advancing Urban Agriculture 2012/13 Proposal to Vancouver Coastal Health was approved for $1,500 in funding to support a Sustainable Garden Workshop.  An additional $500 has been granted by the Lower Capilano Neighbourhood Enhancement Fund.    All area residents are invited to attend.

¨     Key Issues – Community Engagement and the DNV decision making process

·       CGA Executive developed recommendations for an open process that informs and engages all relevant stakeholders for decision making.  Presented by a CGA delegation to DNV Council Monday October 17^th 2011. 

·       FONCVA (DNV community association representatives) Gaps in municipal governance have been identified.  The role of FONCVA in decision making and adherence to DNV criteria for membership, resident’s rights and legitimate representation are key issues. 

¨     Lower Capilano Partnership Committee.  CGA became a partner  June 2011

·       This group was formed as an interim group to address a need for the coordination of community services and community centre/space. 

·       The need for a community-driven operational model for the delivery of services in our community was mentioned.

·       As a member of this group CGA is able to strengthen our partnerships with leaders and service providers in the community and identify gaps in the operational and support systems currently in place.  

·       A stronger partnership with Capilano Community Services as a major partner in the community has enhanced our grant funding options.

·       Lionsview Seniors’ Planning Society, also a key partner on this Committee, recently held a Seniors Workshop for Lower Capilano stakeholders.  Several CGA members attended.  Participants strongly agreed on the need for a central meeting/gathering place in our community that could also provide “navigation” and support to seniors. 

¨     March 2012 - Lower Capilano Community Services Enhancement initiative Grant proposal finalized and signed off.   Application for Whole Foods Market Donation finalized and support approved. 

¨     March 2012 – CGA led the formation of a Fullerton Avenue Streetscape Improvement Committee to include the engagement of a traffic consultant.

¨     CGA Executive met with Mayor Walton and have requested:

·       A commitment by DNV Council to a Community Centre in the heart of the Lower Capilano Village and that amenity contributions be invested directly back into the community to include the Community Centre. 

·       That design guidelines and access requirements for the streets within and adjacent to the Village Centre be developed as a pedestrian-dominated, livable community and that the Terms of Reference for traffic are provided to us.

·       That the community and developers are partners in any new design concepts and plans for the Village Centre

Discussion by members at the meeting supported the need for planning to include Fullerton, as well as to address laning and access requirements.   These issues are important to the scope of the overall OCP plan for the Village Centre as developed during the OCP Conceptual Planning process.

5. Budget Report  

2011 Balance                                                                                                                              ($357.09)

Revenue:         Paid members (47)                                       $245.00

Donations ($)                                                                                             $61.00

Healthy Neighbourhood Fund                                                           $53.44

Lower Cap Community Enhancement Grant                  $2000.00                 

                                                                                                            Total Revenue                  $2359.44

Expenses:         Venue:                                                      $866.34        

Speakers                                                                                          $415.57                 

Printing, stationary, blog, development costs                  $361.00                 

                                                                                                            Total Expenses                  $1642.9

2012 Balance                                                                $359.44                    

2012 Committed Grant funding not yet received

Sustainable Garden Workshop VCH Grant                                                      $1500

Lower Cap Community Neighbourhood Grant                                                      $ 500

Lower Cap Community Enhancement Grant                                                      $1300

2012 Expense Budget to date

Sustainable Garden Workshop

Bees, Beets and Beauty” Budget                                             $2000

Ongoing Bench Sessions Budget                                                                         $1300

6.     Membership Report

As of May 9^th, 2012:    33 Members Renewed, 15 New Members                      Total 48 Members

7.     New Business

7.1.     Adoption of Revised 2012 Constitution and Bylaws as per Appendix A

7.3.1.    Motion to revise item 2. Membership “… all property owners, leaseholders and persons living within the geographic area….” Moved by Art Philips, 2^nd by Len (Ian) Carmichael

7.3.2.    Motion to revise item 5. Voting   i) “An eligible voter is as outlined in section 2. Membership”  Moved by Art Philips, 2^nd by Kim Belcher

7.3.3.    Motion to revise 7. Contacting the Association delete “Issues of concern to members can be posted to the association blog site and/or web site for open discussion.”  Moved by Wayne Adare, 2^nd by Jai Jadhav.

7.3.4.    Motion to revise item 5. Voting ii) “To vote at meetings members must by in good standing, over the age of 18 and have paid current annual dues.”  Moved by Jim Morrison, 2^nd by Josie Riley

7.3.5.    Motion to revise item 5. Voting ii) “To vote at meetings members must by in good standing, over the age of 18 and have paid current annual dues at least one week before the AGM.”  Moved by Wayne Adare, 2^nd by Jai Jadhav

7.3.6.    Motion to accept the Constitution with all the proposed revised changes.  Moved by John Croockewit, 2^nd Elaine Grenon.  Passed by a vote of members.

7.2.     Election of the 2012 Executive Board 

7.3.1.    A Slate of Volunteers willing to stand for election was presented.  Each candidate provided a brief overview of who they are and their reasons for wanting to serve on the CGA Executive Board for the coming year.  Candidates included Doug Curran, Kim Belcher, Elaine Grenon, Catherine O’Kane and John Croockewit.

7.3.2.    Motion to accept the slate of candidates as presented.  Moved by Art Philips, 2^nd by Wayne Adare.  Passed by a unanimous vote of members.

7.3.     Communications

Moshe Renert suggested enhancing CGA communications by launching a web based open forum.  No motion was forthcoming; however, discussion led to a general consensus that face-to-face meetings  allow all neighbours to discuss issues directly, especially given the potentially contentious nature of the issues related to the implementation of the OCP.  The need for enhanced opportunities for face-to-face discussions at any community bench sessions and meetings was noted by the CGA Executive.  

7.4.     Residential Property Values and the Economic Impacts of Development

Moshe Renert expressed the need for more discussion related to this issue.  The CGA Executive and many members have expressed a need to have a workshop to address similar concerns.   A workshop/education session is being planned to help residents understand the impacts of development and OCP implementation. 

8.    Meeting Adjourned    Motion to adjourn the meeting.  Moved by Elaine Grenon, 2^nd by Josie Riley

The 2012 CGA Executive Board 

- Kim Belcher  604-904-2409

- John Croockewit  604-929-8443

- Doug Curran  604-985-5621

- Elaine Grenon  604-904-7581

- Catherine O'Kane  604-983-9284