Minutes of the 4th meeting of steering committee

Yarker,Colebrook and District Community Association

Meeting 4 - Yarker Public school – 7pm

In attendance – Eric Depoe/Anna Szczepaniec/Wayne Goodyer/Judy Skinner/Carolyn Pickering/Rob Renaud/Debbie Richmond/John and Sharon Westendorp/
Chair Eric Depoe

Minutes of the last meeting – accepted

Items for discussion
1. By-laws
2. Updated version of the survey

Comments and suggestions about the By-laws- (change draft to interim)
1. Majority = 50%.
2. What constitutes a member in good standing? – a resident of Yarker,Colebrook and District – Postal Code area K0K3N0
3. How do we identify leaders of special interest groups?
4. The by-laws we begin with will be interim by-laws . Just need some by-laws to begin with then when the actual executive is chosen then the by-laws will be ratified.
5. No 3 - Any member of the Association can speak at any time. This does not give them a right to vote. Request was made that members should give the executive notice of their intention to speak at the meeting so they can be included in the agenda. Time limits will be applied as there was some concern about “runaway” meetings. Unscheduled items will be attended to at the end of the meeting.
6. 4F- every effort will be made to bring group to a consensus
7. 6C – Decisions made by consensus wherever possible.
Chair will resolve a conflict. Board meetings will be open to the public
6I) Voting by proxy. If you don’t engage in the debate you will not be able to vote by proxy at a YCDCA meeting. Can give your proxy vote to someone else if they give you a letter to define this.
How to prevent a wholesale proxy vote? Do we need a membership fee (small) to allow for proxy? Could have a list to sign in recheck next time with name and address. This will give us information about members. New members can become full members by filling out the survey complete with name and address etc (contact information).

8. Change 9 to wording of last week. Registered Canadian Charity to Bona Fida Charity operating in Yarke Colebrook and District. Accept as interim bylaw. Vote taken – concencus.

The Survey:- changes – how to do it electronically?
– drop off points?

Problem with Sports/Rec – too loaded for Sports need more Recreation
Add “others” to Social Life
Change how important are Seniors to number 6
Change ratings higher
Under contact information make note about qualifying as member of YCDCA
Don’t be too complicated !!!!!!
Voted to accept motion that the survey be accepted with modifications noted – consensus
Stakeholders – should we contact them personally to make general points about aim of survey.
Need to formulate questions ?????
At the same time we will become aware of the many things already going on in the area.
To cover this we should decide who will work on distribution of survey and who will contact the stakeholders?
Make a list and assign a task.
Next meeting we will consult the list and define responsibilities.

How to distribute – discussion
Cost/Format/ Physical make-up. Could use 81/2 x 14 and add letter to it. Cost would be $100.00 for 889 people to use Canada Post. Distribute in Jan to avoid the Christmas rush. Some problems with Canada Post were mentioned especially failure to deliver on rural routes.
Will try the larger format to limit to one sheet, folding the paper to reduce the size.

Timeline for the survey.
Jan 2010 - Second week Jan 11th 2010
Have in the mail on Jan 8th 2010 . This will give a three day span for delivery.
Give people 2 weeks to complete and return by Jan 29th 2010
We will finance as a group.
Pot luck planned to launch the Survey Jan 9th selected as a date for this location not yet finalized. Need posters to advertise the event.

Focus of Next Meeting:-
Logistics of the Survey
Pot Luck
Stakeholders.
Next meeting Dec 9th@ 7pm

Minutes submitted by Carolyn Pickering