Draft Agenda for the Annual General Meeting
Alexander Community Centre, 960 Silver Street
May 20, 2015, 7:00 to 9:00 pm

ItemTime
Arrival and sign-in/memberships 6:45
Call to order & establishment of quorum 7:00
Approval of agenda 7:05
Approval of 2014 AGM minutes (PDF: 760Kb)
Approval of the April General Meeting minutes
7:10
Councillor’s update 7:15
Guest speaker: “Growing Overbrook Together… people, passion and opportunities for all” Sheila Perry and Michel Baronettewill share Overbrook’s success in working towards the revitalization of their community centre (10 minute presentation followed by discussion) 7:30
President’s Report Upcoming events: Yard & Plant Sale and Greening the Triangle 7:55
Treasurer’s Report 8:10
Directors and Officers Liability Insurance See background and proposed motion below 8:15
     10. Nomination Committee Report8:30
     11. Elections8:35
     12. Tribute to Carlington Veterans (during vote counting)
See background and proposed motions below
8:45
     13. Adjournment9:00
     14. Snacks, mingling and clean-up (building closes at 9.30 pm)

BACKGROUND ON DIRECTORS AND OFFICERS LIABILITY INSURANCE:

DIRECTORS AND OFFICERS (D&O) LIABILITY COVERAGE: Protects against claims alleging an error or omission leading to a financial loss, which can be attributed to the governance or management of an organization. Coverage would still respond to claims against directors and officers should the Entity [CCA] not be able to, i.e. financial insolvency. In addition, coverage for claims made against the Entity [CCA] is provided. Under this coverage feature, the policy would reimburse the Entity for claims made against it, not just individual directors and officers.

Quote obtained through City of Ottawa’s Community Partners Program:

  • Annual premium of $500 for $1 million limit from June 1, 2015 to June 1, 2016
  • nnual premium of $800 for $2 million limit from June 1, 2015 to June 1, 2016

Example of a claim for Directors and Officers Liability Insurance:

  • Service Club – Breach of Bylaws

The volunteer board of a small service club voted unanimously to expel a member of the club after several incidents of disruptive behavior, many of which occurred after the member had consumed several alcoholic beverages. On one occasion, the member became verbally and physically abusive toward another member. Upon receiving the news of exclusion, the member commenced legal action against the club, alleging that they had acted in breach of the club’s bylaws. The insurer retained counsel to defend the action which was subsequently dismissed. The insurer paid approximately $15,000 in defence costs. There was no deductible applicable to defence costs.

Download more examples of claims here (PDF, 200Kb)

MOTION: That the CCA Board of Directors be approved to purchase Directors & Officers liability insurance coverage for 2015-2016. The limit amount shall be determined by the Board based on alignment with CCA finances.


BACKGROUND ON TRIBUTE TO CARLINGTON VETERANS:

A Tribute to the Vets has been on the back burner for as long as I (Bob Crout) can remember. I think it’s time we, the CCA Members, do something about it in the next two years. I would like to see something in place by Canada’s birthday in 2017.

Reasoning: 1. It gives us time to do all the I’s and cross all the T’s; 2. It finally gives respect and a place in this community for those who served, and their families; 3. Timing is right and is also an issue – we are now on the second generation of the original Vets; 4. The CCA has $1,000 earmarked for a veteran’s memorial that can be used to start the ball rolling.

Through the City of Ottawa, a commemorative bench may be donated to a City Park. The bench becomes part of the City’s inventory and is maintained by the City for the life of the bench. The exception to this is the bronze plaque which is the donor’s responsibility if it was stolen or if there was damage to it.

The estimated cost is $3,500 plus tax for the bench. The city will provide translation and the maintenance, repair and/or replacement for the life of the bench. The Plaque inscription is up to us to pay for – with input from the Legion.

MOTIONS:

  1. That the CCA go forward with the project to commemorate the Veterans of Carlington by having a Commemorative Bench placed in Harrold Place Park in 2017 to commemorate the Veterans on Canada’s 150 Birthday.
  2. That we, the community, already have a donation of $1000 and will raise the remaining funds (estimated at $3000) to pay for the Commemorative Bench tribute.

For more information on the proposed project download here (Word document)