Langham Cultural Centre Annual General Meeting Minutes
May 1, 2008 - April 30, 2009

Lynn van Deursen, Langham Secretary called the meeting to order @ 7:20 pm
Minutes Recorded by: Lynn van Deursen
Quorum was established with 11 voting members present

BUSINESS
Motion to Accept the agenda as presented
Anne / Karen / all in favour / carried
Minutes of last AGM were read aloud
Motion to Accept: Pat / Alice / all in favour / carried

(all reports are available in the Annual Report ~ copies are availabe at the office)
 
Presidents Report: Fiona Anderson (stepping down after numerous years) (PDF version)
Highlights: focus has been on completing major projects, building and museum upgrades ~ impressed with the volunteer energy from the board, gallery hosts, and the success of the community gallery ~ funds are in place to complete 2009 projects currently underway ~ encouraged new board to look at employee status and to move out of the “over worked and underpaid” administration ~ and that there’s always a need to build the membership base.
Motion to Accept: Anne / Bob / all in favour / carried

Executive Director's Report: Alice Winsor (PDF version)
Highlights: marvelous musing about “FLOW” in anticipation of Brent Bukowski’s upcoming rigorous show which will be shown in both galleries.
“Flowing water can move mountains” as can the work of many volunteers over many years. The 1974 restoration now seems a long time ago ~ and there’s always more to do.  As with the seasonal shifts in the flow of water, people come and go, and new streams of communication get created ~ the desire is to stream line book keeping & communication.
Motion to Accept: Karen / Pat / all in favour / carried

Treasurer's Report: Fiona Anderson (PDF version)
Highlights: More money is good and it also means more money management is required ~ along with training a new board member to oversee the treasurer’s position, there is a need to hire a part time book keeper ~ so many improvements have been made in the past year with quick books ~ really appreciated the opportunity to work with the PIPS (partners in philanthropy) program and Jane Ballantyne’s financial management expertise ~ really pleased with the completion of the financial review by Gadicke & Miniciello ~ and a reminder for the new board to pursue better insurance options (for building & board coverage) ~ and to invest more in administration.
Motion to Accept: Anne / Alice / all in favour / carried
Motion to Accept: Gadicke & Minichiello’s financial review: Kim / Alice / all in favour / carried

Gallery Report: Eliza Fry (PDF version)
Highlights: exciting realizations as she basically learned the job of curator day by day as she met artists, hung shows, dealt with buraucracy, got new insights in to her family heritage / art / talent when she showed her grandfathers exhibit ~ the growing participation of the family art day ~ the growing appreciation and participation in the community gallery ~ and looking forward to another year.
Motion to Accept: Pat / Heather / all in favour / carried

Theatre Report: Lynn van Deursen (PDF version)
Lynn & Marianne Johnstone are currently lining up artists for the 2009 / 2010 season and are planning on publishing another “clip & save” display ad in September ~ really pleased with the onging support from the community ~ always a challenge to balance the price of the ticket with the cost of the artist ~ still plan to bring in more great Canadian music & theatre in the coming year and hope to be able to upgrade the sound system one piece of equipment at a time.
Motion to Accept: Anne / Fiona / all in favour / carried

Japanese Canadian Museum Report: Ian Fraser (PDF version)
Highlights: ongoing upgrades to the third floor of the museum, paying attention to the years after internment up to redress in Sept. 22, 1988 ~ new sound stations, lighting, and signage are things to look forward to this year.
Motion to Accept: Kim / Manon / all in favour / carried

Bylaw Amendment: 

The following is the exact wording of the By-Law changes that were made at the AGM last year on the 24th of April 2008:

that By-Law 4.2a be changed from its current form which reads:  "The board of directors shall be made up of the officers (4) and five members elected at the annual general meeting." to:  "The board of directors shall be made up of the officers (4) and two to five members elected at the annual general meeting."

that By-Law 3.7c  be changed from its current form which reads: "No business shall be transacted at any meeting of the board of directors unless a quorum consisting of five directors be present." to:  "No business shall be transacted at any meeting of the board of directors unless a quorum consisting of 50% + 1 of the elected board of directors be present."

This means that the minimum board size is 6 (but can be as high as 9) and that a minimum quorum could be as small as 4.

The current board wishes to leave 4.2a as it stands
And amend 3.7c back to a quorum of five (5).  This way, regardless of whether there are 6 active board members or 9, a minimum quorum of 5 will still be required.  
Motion to amend bylaw 3.7c: Heather / Manon / all in favour / carried

Election of Officers:
Acknowledgement & Thanks given to outgoing board members Fiona Anderson, Robert Wilson

Remaining Board Members: 
~ with one year left:  Bob Stair, Heather Hamilton, Kim Walker  

Standing for re-election for a one year term: Lynn van Deursen 
Motion to accept: Anne / Pat / all in favour / carried

Board Members who came on mid term and who need to be officially welcomed to the board for a two year term are: Anne Young, Liz Honey, Manon Gagnon
Asked if they are willing to have their names stand for a two year term. YES
Motion to accept: Kim / Bob / all in favour / carried

Nomination of New Board Members for a two year term are:
Laurence (Lorrie) Moss
Robin Wiltse 

The membership was asked 3x if there were any nominations from the floor.
Motion to accept the nominations as presented: Anne / Manon / all in favour / carried

Welcome new members, next regular meeting of the board: Tues., May 5th, 2009 @ 6:45 pm

ADJOURN BUSINESS MEETING @ 8:15 pm

Surprise Guest Speakers ~ Brodie Whitney and Lynn van Deursen improvised their expertise about a variety of topics chosen by those present (everything from IPP’s to Desktop Fusion)

Food & Fellowship ~ thanks to Kim and her team of helpers and to Front Street Market for the 20% discount