Convention 2019

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The purpose of this page is to document the plans and preparations for the 2019 Convention.

Note that shortly after the June 7, 2018 General Election Allen Small, the Party Leader resigned. In spite of the ambiguity of the Constitution, it was agreed that the Deputy Leader, Rob Ferguson, should become the Leader. Gene Balfour recruited two candidates for Deputy Leader, Gerry Boudreau and Jacques Bourdeau. The Party Caucus (all candidates in the recent General Election) were invited to vote for one or the other. Gerry Boudreau was elected.

There had been several other changes in the Executive Committee since the 2017 Convention. As a result, there was agreement that a Convention should be held sooner than the normal 3 year interval, November 2020. The next General Election is scheduled for June 2022. It as agreed that November 2018 was too soon to organize a proper Convention, given considerations for updating the Constitution and Bylaws. November 2019 has the advantage of electing an Executive Committee for a three year period that extends beyond the date of the next General Election in 2022.

Post-Convention Report[edit]

  1. There was some confusion and as to whether the Convention was to begin at 8:30 or 9:30. The time identified on the Registration page on the Web Site specified 9:30 AM for Registration and Continental Breakfast. This was in deference for members traveling to the Convention from out of town.
  2. Unfortunately the current/existing web site was replaced by the WordPress version under development, without the Convention Registration page about a week prior to the Convention. The existing web site with the Convention Registration page was reinstated about 3 days before the Convention. It is unknown how many people did not attend because of this.
  3. 25 "Delgates" and ?? others attended.
  4. The Treasurer advised to order lunch for 50, which is what the Party paid for.
  5. 5 Proxies were submitted
  6. All elected positions were filled on the first vote! No "runoffs" were required.
  7. 15 attendees completed and submitted Feedback Forms, rating each item on the Agenda as either: Poor (1), Fair (2), Okay (3), Good (4) or Great (5). (Numbers in Parentheses are the weights used to score each form and item.)
    1. The overall rating was 3.73 (Good-)
    2. Individuals rated the Convention from 2.85 (Okay-) to 4.23 (Good+) with a median of 3.69 (Good-)
    3. The Leaders Debate scored best at 4.47.
    4. The Reports of Officers scored worst at 2.60.
    5. The median score of 3.80 was for Coffee Breaks.
  8. 80 pens with illuminated Party name and contact information were distributed to the tables. None remained at the end of the Convention.
    1. 10 were distributed to members of the Executive Committee prior to the Convention.
    2. Jim has the remaining 10 of the 100 he donated to the Party.

 

Action Items[edit]

To Do[edit]

  1. Upload to our web site profiles for leadership candidates and a list of candidates for other positions (and profiles if provide).
  2. Attach to the Proxy page the document with the 20 amendments published with Bulletin and correct the link to the Amendments on the menu.
  3. Treasurer to provide Income and Expenses statements for 2018 compared to 2017 and for January to September 2019 compared to the same period in 2018, to be included in the handouts for attendees.
  4. Request Officers to prepare written reports
  5. Print sufficient copies for attendees of the Income and Expense statements, minutes of the 2018 AGM, and Proposed Amendments.
  6. Assign a Registrar who can prepare a list of participants to check off members and guests as they arrive, collect “Pending” fees, provide Name Tags and give handouts.
  7. Jim to produce Ballots for the election of Executive and Ethics Committee members to be included in Delegate handouts at registration.
  8. Jim to produce Name Tags identifying “Delegates”, “Members” (joined after August 4) and “Guests”, as long as the Registrar provides a list of attendees with Join and Expiry Dates 3 days prior to the meeting.
  9. Jim to advise Annandale of number of attendees, provided the Registrar provides an estimate by October 28.
  10. Someone to set up and manage the Live Streaming of the Leaders’ Debate (and the Convention)?
  11. Assign a member to chair the elections who is not running for election .
  12. At the Convention, request 3 members to volunteer as scrutineers. According to Bylaws Article 9, it “shall consist of at least three members of the Ethics Committee who are not themselves candidates for Party office.” Jean-Serge, Wendy Kadonoff and Allen Small are suitable if they attend.
  13. Jim to provide laptop and projector to display nominated candidates and vote results, Amendments and other items from the handouts as required.
  14. Jim to get all new Executive Commitee and Ethics Committee members to sign Oath of Office,

Advise Jim if you think of anything else.

Credentials Committee[edit]

Traditionally we have asked for volunteers to be on the Credential Committee at the start of Elections, to distribute and collect ballots and to tally the votes. Bylaw Article 9.1 states, "There shall be a Credentials Committee for each Convention and General Meeting. The Credentials Committee shall consist of at least three members of the Ethics Committee who are not themselves candidates for Party office."

As of the 2018 AGM, the following were members of the Ethics Committee (in order of seniority); Jean-Serge Brisson, Wendy Kadonoff, Neal Donnelly, Gene Balfour, Allen Small, and Andrew Allison.

  • Jim sent an email to the Ethics Committee asking for volunteers Aug 18
  • Jean-Serge is running for re-election which disqualifies him (email 2019-08-18). Could assist except during elections for Ethics Committee.
  • Gene is running for Leader and will likely be nominated for one or more other positions. Gene subsequently resigned as a Member of the Party.
  • Neal Donnelly will not be attending the Convention (email 2019-08-19) and has resigned from the Committee.
  • Andrew Allison is running for Treasurer and is not eligible.
  • Since Gene and Neal will not be members of the Ethics Committee as of the Convention, Jean-Serge is automatically appointed to the Ethics Committee and as a result does not need to be elected.
  • The Credentials Committee will consist of Jean-Serge Brisson, Wendy Kadonoff and Allen Small. If Allen is unable to attend we will select a volunteer from the attendees.

If Andrew Allison is elected as Treasurer, (or any other position on the Executive Committee) we will need to elect three new members to the Ethics Committee. If not, only two.

Completed Item[edit]

  • Constitution Article 12.3 states. "The Executive Committee shall appoint a Convention chairman and shall announce this appointment with the Convention notice. The Convention chairman shall appoint the appropriate committees to carry out the business of the Convention."
    • Mark Wrzesniewski volunteered but had to withdraw and Jim McIntosh took over.
    • Neither appointment was announced with the Convention notice, which was included in the Summer issue of Bulletin. Jim is identified as the Convention Chairman in the article in the fall Bulletin describing the Convention agenda.
    • A Constitution and Bylaws Committee consisting of Rob Ferguson, George Dance, Andrew Allison and Jim McIntosh drafted several amendments documented on the Wiki as Constitutional Amendments during three meetings in April and May. (Mark Snow and Gene Balfour were invited to participate but did not attend the meetings.) Matt Dougherty documented an amendment previously approved by the Executive Committee, and Cindy Davidson and Jim added further related amendments. Gene Balfour proposed several additional amendments. 
  • Bylaws Article 13.5 states, "All proxies shall be forwarded unopened to a certified or chartered accountant appointed by the Credentials Committee."
    • Jim sent an email to Ian Edmonds, CC: the Ethics Committee asking if he would collect and document Proxies Aug 18
    • Ian confirmed he would accept Proxies. (email 2019-08-20)
  • Annandale will provide Vegetarian and gluten-free options (email confirmation 2019-08-21)
  • Jim created a Registration page and Proxy page and (with an attached fillable Proxy Form) and uploaded the 20 Amendments on the web site with links to each on the Menu. (The Proxy form directs members to send it directly to Ian Edmonds.) Unfortunately the link to the 20 Amendments now gets a “Page Not Found” error and Jim does not have the authority to fix it.
  • Prepare fall/Convention Bulletin and address Coupon
    • Include Registration and Proxy forms, and Proposed Amendments.
    • Print addresses on 6x9 envelopes instead of address coupons.
    • Print Bulletin at Staples, self serve, 40 copies, $83.17 or $2.079 each.  Paragon cost $73.45 for 60 copies, folded, or $1.224 each.  If delivered for $11.30, cost is $1.396 each. Should generate Tabloid format in Publisher and take it to Staples on a thumb drive, or email it.
  • Keith Komar posted an Event for the Convention on the Party’s Facebook page. 
  • Jim created an event for the Convention on the Toronto Libertarians Meetup page, with instructions and a link to register on our web site.
  • Jim asked Wojo if he wants to welcome delegates, and to review Convention article Bulletin via email (2019-09-01) and phone message (2-Sep). Advised Bulletin going to press 3-Sep, need answer ASAP. No response. Since the Party Leader normally welcomes participants, the Agenda was set thus.

2018 AGM[edit]

By Jim McIntosh

  • See *2018 AGM Minutes for details of the Meeting.
  • Jim McIntosh was the organizer.
  • Cynthia Sneath and Gene Balfour volunteered to schedule a speaker.
  • 39 members and guests attended the AGM.
  • Thanks to Gerry for preparing the Ballots, Sabile for copying the handouts and video recording Dr. Whatley's presentation and "testimonials" from participants, Cynthia for taking minutes, and Wojo for providing high quality smart phone and setting it up to Live Stream the meeting to Facebook.
  • Registration fees amounted to $925 plus collection of $65. Allen Small made a $50 donation after the AGM to cover his and Rita's registration fee since he was not sure he would be able to attend until the day of. It was fortunate he was able to attend and receive the Marilee Haylock Award in person.
  • The Monte Carlo Inn charged $2,086 ($70.16/person x 40 people including our guest speaker).
  • Using the projector (instead of flip charts) to record nominations and election results expedited the process of preparing the minutes. Unfortunately the projected info was too small and difficult to read from the back of the room. This might be fixed by moving the projector further from the screen, or using software other than our Wiki that allows larger fonts.
  • Gerry recommended that the ballots be provided in an envelope to each delegate when they register. This would save time during the elections and allow delegates who need to leave their ballots (completed or blank) with a trusted delegate or the Credentials Committee.
  • Action Item - Jim to send Oath of Office" to new executives to sign and return. Jim will upload them to CRM.
  • Jim asked for receipts for any expenses incurred for the AGM for reimbursement -Gerry asked if personal expenses i.e. hotel rooms, would be reimbursed: -Jim recommended reimbursement for a significant amount would need prior approval -WoJo said that attending the Convention, and its cost, is the responsibility of the attendee -We need to define what kind of expenses can be credited -WoJo offered that if it was an Official Duty, it should be considered for reimbursement
  • Jim said re: Minutes, anything on Minutes can be corrected after-the-fact by any meeting attendees.

Date and time[edit]

Agreed - Saturday November 2, 2019 8:30 AM to 4:30 PM

Location[edit]

The following locations were considered.

At the May 6/19 Executive Meeting there was agreement to hold it in Ajax, at Annandale Golf and Curling Club. There was discussion about holding future AGMs and Conventions at other locations outside of Toronto.

On May 8/19 Jim emailed Christine Cassidy at Annandale requesting price and availability for our November Convention. She confirmed the room is available and the estimate for 40 people is $2,742.29, below the cost for Monte Carlo Inns $2,806.40 for last year's Convention. Jim Extrapolated the cost for 60 participants at $3,983.34. Both are within the $4,000 approved budget. On May 14 he emailed the executive advising them he would deliver a cheque for the $200 deposit on Friday unless anyone raised concerns or objections.

Annandale Golf and Curling Club[edit]

Last November Jim visited the Annandale Golf and Curling Club in Ajax to determine if it could accommodate our next general meeting (Convention). It has a nice spacious room with lots of windows overlooking the golf course and can accommodate at least 60. The prices are lower than Monte Carlo. The menus are here, and the $45/person option (plus 15% Gratuity, $300 Room and Setup charges and HST) compares well with the $53.99 Presidents Package at the Monte Carlo Inn. However the Annandale $45 option does not include morning and afternoon breaks. Extra fees are $9 per pot of coffee and $1 per cookie. (Maybe they won't object if we bring our own cookies.)

See #Price Comparison below for the prices for 40 and 60 people for each menu comparing the Annandale $39 and $45 options to the Monte Carlo $45 and $54 options.

Menu[edit]

The Menus for our meeting at Annandale are here.

The Executive Committee was polled on menu options (See #Menu Options polls below) and the consensus was as follows;

  • The $45 Premium All Day Meeting Package ($50.68 with tip and HST),
  • Grilled Flat Iron Steak, Roasted Wild Mushrooms, Thyme Jus Accompanied with Seasonal Vegetables and Herb Roasted Potatoes, and
  • Traditional Caesar Salad and Mixed Greens Salad with House Vinaigrette.

Registration Fee[edit]

Based on the #Registration Fee Options polls below, the consensus of Executive Committee members participating was that the Registration Fee should be $65, enough to cover the cost of the Convention.

Jim McIntosh will modify the Event pages used for the 2018 AGM for the Convention to include $65 as the Registration Fee.

Agenda[edit]

Time Activity
8:30 Registration and continental breakfast
9:00 Welcome by Leader and acceptance of Minutes of 2018 Annual General Meeting
10:00 Reports of Officers
11:00 Leadership Debate
12:00 Lunch
1:00 Elections
3:00 Amendments to Constitution and Bylaws
4:30 Other Business
5:00 Adjournment
   

Create Online Registration Page[edit]

Once the date, venue and fee are decided, an Event Registration page should be created for the Convention.

  1. Copy and modify the Proxy (Word document) for the previous annual meeting. Create a PDF and, if you have a suitable program, make it a form that can be completed online.
  2. Modify the existing Proxy page as required. Replace the previous Proxy Form attachment with the new one.
  3. If there are amendments to be voted on at the meeting, It would be a good idea to create a web page describing the procedure and attach the PDF document containing the proposed amendments to the Constitution and Bylaws. Create an alias for this web page (ontariolibertarian.ca/Amendments). Aliases make it easier to create links in Bulletin and emails.
  4. Select >Events >Event Management> and search for all events. Select the most recent AGM or Convention to see what needs to be included.
  5. In a separate browser window, select >Events >Event Management> Add new Event. Use the previously accessed event as a model for completing all of the sections required.
  6. There is no option to create an alias for an event page in Drupal. Instead go to /admin/config/search/path and create a new alias to civicrm/event/info?reset=1&id=3. Go to https://civicrm.stackexchange.com/questions/87/how-do-i-change-the-default-urls-to-contribution-or-event-registration-pages/146#146 for these instructions and for how to do it in WordPress (if it doesn't provide it for events).
  7. Finally, create a Menu item for the event. The parent menu should be the event name (e.g. Convention 2019) and have sub menus for Registration, Proxy, and Amendments. It may also include an item for Candidates, if there is a list and profiles. In Drupal go to the Drupal Home page and select Structure (as I recall). This should take you to the menu editing option. You can either make changes to an existing event item (e.g. the previous annual meeting, which in likely disabled) or create a new one

Candidates[edit]

In my opinion, the best format for including candidates for election at a Convention is a "Book" format. The top 'Parent' page should include a list of all the positions up for election and the names of any declared candidates. A Child Page should be created with the profile for each candidate who provides one. For details of how to do this, review the Upload Bulletin Wiki page.

Constitution and Bylaws Amendments[edit]

Bylaws Article 10:

  1. The Constitution and Bylaws Committee shall meet in open session to consider amendments to the Constitution and Bylaws originating with itself or with other Members or Associates. (Emphasis added)
  2. At least 30 days prior to the Convention the chairman of this committee shall mail, to all Party Members and Associates, all amendments which the committee has reviewed. These amendments shall be placed on the Convention agenda for consideration by the Delegates.

The amendments proposed by the Committee as of the end of May were published in the Summer issue of Bulletin. This is likely the format as it will be presented to the Convention. One or two additional amendments have been added. Follow the link in the Agenda for the latest set of proposed amendments.

Price Comparison[edit]

Here are the prices for 40 and 60 people for each menu comparing the Annandale $39 and $45 options to the Monte Carlo $45 and $54 options.

Description 40 @$39 Meal 60 @$39 Meal 40 @$45 Meal 60 @$45 Meal
Annandale $2,277.22 $3,330.83 $2,589.10 $3,798.65
per person $56.93 $55.51 $64.73 $63.31
 
Monte Carlo Inns $2,338.58 $3,507.87 $2,806.40 $4,209.60
Monte Carlo per person $58.46 $58.46 $70.16 $70.16
 
Ratio Annandale/Monte Carlo 97.4% 95.0% 92.3% 90.2%
Savings $61.36 $177.04 $217.30 $410.95

In addition to the minor $avings, it does have the following advantages;

  • The price per person goes down with more attendees. 
  • It’s a short drive from the 401. (Exit at Brock Road from the west, Westney from the east.)
  • Short drive from the Ajax Go Station (from and to which Jim can provide a shuttle service)
  • Super 8 Motel a short distance south of the Go Station
  • Saves about 1 hour driving from Ottawa
  • Adds about 15 minutes to trip from anywhere west of Hwy 404.

It’s website is short on pictures of the facilities, but Google Maps has a number of photos. (Click on the photo to see more,)

It has a couple of Aesthetic drawbacks. It is not as attractive from the outside, and while there is lots of parking close to the entrance, it could use repaving.

Polls[edit]

Menu Options[edit]

Our first decision is the $45 Premium All Day Meeting Package ($58.48 with tip and HST) or the $39 All Day Meeting Package($50.68 with tip and HST). Since the $39 menu is sandwiches and wraps for lunch and is only $8 less, I believe the consensus was the $45 menu. Our choice could depend on whether we want the Registration Fee to cover all or most of the expense or if we plan to charge a nominal amount (e.g. $25 or $30).

NOTICE: One March 1st 2020 a system error was detected on this page related to content surrounding polls.  The original source is available here: https://pastebin.com/yDBwEwWJ. It has been removed so that the error-free content can still be viewed.  
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