2015 Annual General Meeting

See Annual General Meeting 2015 Minutes

Budget

• Monte Carlo Toronto-Markham Inn, 8900 Woodbine Ave.
  • $325 for Moulin Rouge room - seats 40 in class room style, audio video equipment and WiFi available.
  • Plus 13% HST = $367.25
• Menu
  • $7.95/person for Continental Breakfast (juice, coffee, pastries)
  • $14.75/person for lunch (soup, salad, wraps, fruit, yogurt, coffee)
  • $2.00 each for afternoon break (coffee @ $1.75, pop @ $1.75, bottled water @ $2.00, charged based on consumption)
• $24.70 TOTAL per person
• PLus 15% Service Fee and 13% HST on food = $32.10 per person

The following shows Registration Fees (at $40/person) and expenses for various paid registrations, assuming the speaker has lunch with us.

Paid Attendees	15	20	25	35	50
Registration Fees	$600	$800	$1,000	$1,400	$2,000
Expenses	$881	$1,041	$1,202	$1,523	$2,004
Fees minus Expenses	-$281	-$241	-$202	-$123	-$4

Given our attendance will be closer to 20 than to 50, it was agreed that we should raise the fee to $50, $60 at the door and $25 for students.

At $50 per delegate, the economics are as follows.

Paid Attendees	15	20	23	30	40
Registration Fees	$750	$1,000	$1,150	$1,500	$2,000
Expenses	$881	$1,041	$1,138	$1,362	$1,683
Fees minus expenses	($131)	($41)	$12	$138	$317

Actual Income & Expenses

We had a total of 27 attendees (see minutes of meeting).

• 19 voting delegates
• 3 new (less than 90 days) Members
• 1 Associate (Gerry Nichols, Speaker)
• 4 supporters

Registration Fees were as follows;

• 2 at no charge (Speaker and Chairperson)
• $50 for 2 students @ $25
• $1,000 for 20 registrations @ $50
• $240 for 4 registrations at the door
• $1,290 Total

Agenda

Time	Activity
9:30 AM	Registration and Continental Breakfast
10:00 AM	Welcome by Leader and Reports of Officers
11:00 AM	TJ Walker via Skype, Online Media and Public Speaking Training for Political Candidates
12:00 PM	Lunch
1:00 PM	Gerry Nicholls, How the Federal Election was Won and Lost
2:00 PM	Elections, Campaign Director, 2 Members at Large and 2 Ethics Committee Members
3:00 PM	Panel Discussion - Running an active campaign
4:30 PM	Wrap Up and Adjournment

Details

Pre-AGM

1. Finalize speaker, agenda, Registration Fee, Proxy Fee (Executive).  $40 up to October 25, or $50 at the door. (Done)
   1. Registration Fee revised to $50 in advance, $60 at the door and $25 for students. (Done)
2. Decide on interactive/member participation event. (Done)
   1. Heath Thomas recommended a Panel on "Active Campaigns" and volunteered to be on it. Also include Paolo, Allen, and Rob (Done)
3. Facebook Event (Allen, done), promote on LPC FB page.  Add details for speakers, agenda, membership renewal included, etc
4. Set up Event  - Online Registration Page, CRM Event.  (Phillip, Done) Allow pay by cheque if mailed by October 23.  Modify on October 26 to specify $60 at the door (i.e. Payment Pending) 
5. Mail Registration & Proxy forms to all members and donors.  (Jim, John Shaw, Done)
6. Email to others with links to Registration & Proxy forms. (Phillip, Done) 
7. Written Executive Reports copied for attendees.  
8.  Finalize numbers with hotel. (Jim: Done) 
9. Print list of Attendees, prepare name tags (identify Members. Associates and Guests) (Jim)
10. Buy flip chart pad? (Jim - No)
11. Line up digital Projector (John Shaw) 
12. John delivered to Allen (Done)
13. Prepare ballots (Jim Done)
14. Arrange car pools (on FB?) 
15. Buy gift for Gerry Nichols (Healing our World) (Done)
16. Arrange who will introduce and thank speaker  (Done) Paolo will introduce, Jim will thank
17. Who will chair elections? (Phillip not likely to attend)  (Done)
    1. Jim recruited George Dance to chair the meeting.  

November

1. Hotel will set up room and Continental Breakfast
2. Set up registration table, PC w/Skype and projector (or HDMI cable), White board and flip chart stand.  
3. Jim to manage Registration table, collect Fees, keep track of attendees. 
4. Jim to recruit scrutineers to distribute and count ballots during elections.
5. John White to take notes, minutes for elections.
6. 10:50 am - make connection with TJ Walker on Skype.
7. Elections - Use PC and Projector to display nominees, nominators, and results.  Jim to announce number of Delegates eligible to vote and any change in numbers if Delegates leave or arrive.
8. Motion to destroy ballots 30 days after publication of results in Bulletin (Jim)
9. Include results of Member Participation activity in minutes.  Resolutions may be presented from the floor.
10. ??

Post AGM

1. Write up minutes on Wiki (John W) and review (Executive) 
2. Distribute minutes to Attendee (?? Phillip, Jim)
3. AGM Article for Bulletin (Jim)