Note from Susan Dack:

Mae has not yet submitted any minutes from May's meeting.  I found my agenda from then and my 'chicken scratch' notes and have put something together.

Notes from May 2011 Minutes

1.      Donna provided a treasurers report was about $2153 in the account.
2.      Karl reported on the formation on a web site and was looking for volunteers to form a subcommittee. ?Cannot recall if anyone offered to help.
3.      Accident report forms, Joanne presented a sample we discussed and she will tweak and send out.  Action not completed as of Nov. 13, 2011. Note: in the summer of 2011 Joanne stepped aside as she will be out of the country for work. I asked her to resume when she returns and she did not reply.
4.      MEO Outdoor Club Night June 3, Sandi requested help, Debbie said she would help.
5.      Cancellation no show policy-discussed and the overall policy approved.
6.      Two cut off dates proposed for out of town events. Small discussion no decision.
7.      Review of policy and procedures manual.  Action-- Rhonda, Susan and Donna to review. Susan and Rhonda met to review and separate. Susan to review with Ian and Larry C the FAQ's.
8.      Tabled-Registered society
9.      Tabled-insurance for directors
10.     Volunteer training-short discussion. To be added to the corrinator's manual under policies. Minutes from 2009 or 2010 has notes from a discussion the volunteer team had.
11.     Report:  Volunteer Coordinator
12.     Report: President
13.     Report: VP
14.     Report: Communications
15.     Report: Sponsorship
16.     Report AGM-went well (Mae, Susan and Donna organized)
17.     Positions-Susan asked that officers review their job descriptions and update them, forward them and as a team we will meet to discuss. Action: to complete and meet at Susan's place in June.  Note many completed. Still need to complete.
18.     Attendance at volunteer meetings: short discussion as there was some offline conversations as to how many meetings a year volunteers should attend at minimum. No decision made.
19.     Additional Items:
a.      Annual Planning: Summer BBQ; Re-gifting Party in January and Anniversary Party (AGM-April)
i.      BBQ: Sandy, Larry and Debbie (note Sandy coordinated and recruited others)
ii.     Re gifting Party? Need to confirm a date and committee
iii.    Anniversary Party April. Need to confirm a date and a committee-Susan, Donna and Mae said they would do this but we may need to revisit.
b.      Discussion on food at meetings. Motion to not fund food at our meetings and it was approved.
20.     Next Meeting: September 14/11
a.      Note: cancelled as few signed up to attend and there was nothing on the agenda.