Convention 2019

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.

2018 AGM

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

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

Location

The following locations were considered.

• Monte Carlo Inn, 8900 Woodbine Ave., Markham
• Annandale Golf and Curling Club, 221 Church St S, Ajax

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

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.)

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.

Menu

The Menus for our meeting at Annandale are here.

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).

<Poll>Which Menu should we choose for the Convention?

The $39 All Day Meeting Package($50.68 with tip and HST).

The $45 Premium All Day Meeting Package ($58.48 with tip and HST) </Poll> On the assumption that the $45 menu is approved, we have two choices for Salad and one choice for the Entre.

<Poll>Which Entre do you prefer for lunch (the choice with the most votes will be selected)

Pan Roasted Atlantic Salmon, Lemon and Leek Beurre Blanc

Rosemary Roasted Chicken Supreme, Orange and Tarragon Reduction

Grilled Flat Iron Steak, Roasted Wild Mushrooms, Thyme Jus Accompanied with Seasonal Vegetables and Herb Roasted Potatoes </Poll>

We can choose two salads. First Choice votes will be worth 2 points; second choice 1 point. The two salads with the highest points will be selected. <Poll>Which salad is your first choice

Mixed Greens Salad, House Vinaigrette

Traditional Caesar Salad

Traditional Greek Salad

Antipasti of Grilled Roasted and Marinated Vegetables </Poll> <Poll>Which salad is your second choice

Mixed Greens Salad, House Vinaigrette

Traditional Caesar Salad

Traditional Greek Salad

Antipasti of Grilled Roasted and Marinated Vegetables </Poll>

Registration Fee

Jim McIntosh will modify the Event pages used for the 2018 AGM for the Convention once a few issues are resolved, such as the Fee to be charged, and creating online Proxies.

In the past Elections Ontario allowed fees for Party Business meetings to be treated as donations. We would charge enough to cover the cost of the meeting. This changed in 2017. In order to encourage attendance the Party decided to charge only $25 (roughly the cost to attendees after the Political Tax Credit). Should we continue this tradition or should we charge enough to cover the cost of the convention? The overall cost for 40 attendees is $2,589.10 or $64.73 per person; for 60 attendees is $3,798.65 or $63.31 per person (Gratuity and HST included).

<Poll>Registration Fee? Continue to charge $25 (to encourage more members to attend);

Charge more then $25 but not more than $50;

Charge enough to cover the cost of the Convention. </Poll>

<Poll>Assuming we decide to charge enough to cover the cost of the Convention: Charge $50/person;

Charge $60/person;

Charge $65/person

I believe we can fill the room even at $75/person. </Poll> Feel free to add a comment here. Please add your "Signature" (second last icon in WikiTextEditor).

--CMDavidson 12:45, 4 August 2019 (EDT)

Agenda

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

Constitution and Bylaws Amendments

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.