Minutes / Procès-verbal

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Meeting Minutes [PDF]

49th Annual General Meeting / 49e Assemblée Générale Annuelle

Saturday May 14 2022 / le samedi le 14 mai 2022
Virtual / virtuel : online / en ligne

1. Call to Order / Appel à l’ordre
   Meeting called to order at 12:19 p.m. Quorum: 14.9 people required for quorum: 1 proxy, 22 members were present online. Quorum for the meeting was met.
   Vincent Elit, President, chaired the meeting and Jeka Dupont acted as Parliamentarian.

   Attendance: Kate Terech, Vincent Elit, Tiffany Riberio, Barbara Cope, Brenda Holz, Janna Colton, Jeka Dupont, Sarah Goodyear, Linda Landreville, Michele Jean-Baptist, Sharon Wigney, Tamara Monster, Tracy Morgan, Jessica Hymers, Kelly Sobie, Lori O’Connor, Penni Chalk, Katie Schedlich, Liz Aldrey, Doug Wilford, Laura Ford

2. Adoption of the Agenda of the 49th Annual General Meeting / Adoption de l’ordre du jour de jour de la 49e assemblée générale annuelle
   No additions or changes to the Agenda. Motion to adopt the Agenda by Barbara Cope, seconded by Janna Colton. Motion – Carried.
3. Adoption of the Minutes of the 48th Annual General Meeting / Adoption du procès-verbal de la 48e assemblée générale annuelle
   Barbara Cope – a few times the last name of individuals is not in the minutes
   Tracy Morgan – a typo under section 6.1 – Committee was struck (not stuck); section 9 – Janna’s name was Jan.
   Moved by Tracy Morgan, seconded by Linda Landreville to adopt the Minutes from the 48th Annual General Meeting as read. Motion – Carried.
4. Reports / Rapports
   The Association’s Bylaws require that three Board members prepare reports for the Annual General Meeting: The President reports on the Association’s activities during the previous year, the Treasurer on the overall financial well-being of the Association, including membership. Finally, the Conference Coordinator reports on financials related to the annual conference, as this is the single largest expense the Association bears.
   a. Board of Directors / Conseil d’administration
   i. President / Président
   Vincent Elit presented his President’s Report; the full report is available online (https://oaltabo.on.ca/49th-annual-president) and as an attachment to these minutes. Kate Terech noted that we did host an event at the OLA SuperConference event, which was open to all attendees this year.
   ii. Treasurer / Trésorière
   Lori O’Connor presented the Treasurer’s Report; the full report is available online (https://oaltabo.on.ca/49th-annual-treasurer) and as an attachment to these minutes.
   Barbara Cope – As a non-profit corporation, is there a restriction on the amount of money held. A response was given related to both the OBCA and NFP Acts
   Tracy Morgan – Asked about the typographical change, regarding the notes (footnote 4)
   iii. Conference Report / Rapport de la conférence
   Janna Munkittrick-Colton presented the Conference Coordinator’s Report. The full report is available online (https://oaltabo.on.ca/49th-annual-conference) and as an attachment to these minutes.
   Brenda Holz – Why will there not be an in person conference next year? Explained that it will be a combination of onsite and virtual workshops.
   Barbara Cope – The 25^th anniversary, there were polo shirts. Hoping that the Board are working on something for the 50^th annual conference.
   Moved by Doug Wilford, seconded by Liz Aldrey to adopt all three reports as written and presented. Motion Carried.

5. 5. Committees / Comité
      i. Presidential Award / Prix du président
      This year the Board of Directors did not receive any nominations, and therefore no committee was struck.

ii. Award for Innovation / Prix pour l’innovation
This year the Board of Directors did not receive any nominations, and therefore no committee was struck.

iii. Nominating Committee / Comité des candidatures
No written nominations were received by the committee.

Elections of Officers

Liz Aldrey will be parliamentarian for the nominations and elections.

President
Vincent Elit is willing to stand in the position.
No other nominations.
Moved to close by Barbara Cope, seconded by Kelly Sobie.
Motion Carried
Vincent Elit acclaims the position.

President-Elect
No Nominations
Moved to close by Doug Wilford, seconded by Janna Munkittrick-Colton.
Motion Carried
Position Vacant.

Treasurer
Lori O’Connor is willing to stand in the position.
No other nominations.
Motion to close by Kate Terech, seconded by Janna Munkittrick-Colton.
Motion Carried
Lori O’Connor acclaims the position.

External Communications Coordinator
No nominations
Motion to close by Doug Wilford, seconded by Jeka Dupont.
Motion Carried
Position Vacant

Internal Communications Coordinator
No nominations
Motion to close by Barbara Cope, seconded by Linda Landreville.
Motion Carried
Position Vacant

Conference Coordinator
Janna Munkittrick-Colton is willing to stand in the position.
No other nominations
Motion to close by Tracy Morgan, seconded by Linda Landreville.
Motion Carried
Janna Munkittrick-Colton acclaims the position.

Chapter Coordinator
No nominations
Motion to close by Janna Munkittrick-Colton, seconded by Doug Wilford.
Motion Carried
Position Vacant

Motion to adopt the committee reports as presented moved by Janna Munkittrick-Colton, seconded by Liz Aldrey/Tracy Morgan. Motion Carried.

5. Unfinished Business / Affaires en suspens

• Tracy Morgan is following up on the dissolution of Chapters work done in 2017. The update is that we are working on the Not-for-profit Corporations Act which will need to be worked on in the next while.

6. New Business /Affaires nouvelles

• There were no items of New Business

7. Acknowledgement of the outgoing Board of Directors / Remerciements aux membres sortants du conseil d’administration

At this point the membership has the pleasure of thanking the members of the 2021/2022 Board, who have served the Association so well in the past year.
Vincent personally thanked the Board for their efforts over this past year and on behalf of the association gave the Board members a token of gratitude. These were mailed out before this meeting.
Lori O’Connor, Sarah Goodyear, Kate Terech, Janna Munkittrick-Colton, Jeka Dupont, Tiffany Ribeiro, Jessica Hymers, Tamara Monster and Mary Doyle.

8. Appointment of Board of Directors / Nominations du conseil d’administration

President: Vincent Elit
Treasurer: Lori O’Connor
External Communications Coordinator: vacant
Internal Communications Coordinator: vacant
2023 Conference Coordinator: Janna Munkittrick-Colton
Chapter Coordinator: vacant

Moved to accept the slate of directors by Barbara Cope, seconded by Linda Landreville. Motion Carried.

9. Thanks to Conference Committee / Remerciements au comité d’organisation de la conférence

Vincent thanked Janna Munkittrick-Colton, the Conference Team and our volunteer moderators. As previous mentioned, the 2022 Conference was initially planned as being in person, but due to the changing public health measures, the decision was made to do the conference virtually. We also would like to thank our speakers and authors from SF Canada. A survey will be sent out shortly after the conference, as well as links to the three books from the authors from SF Canada, who spoke at our SF Canada Extravaganza.

10. Future Conferences / Prochaines conférences

There was a brief discussion earlier in the meeting, with some ideas of session, which Janna did take away, and we have our brainstorming meeting session scheduled for June 11^th.
Question – Are there any plans for another conference in Ottawa in the future? The discussion is pending discussions of the new Ottawa Public Library – Library and Archives Canada building
Tracy – Was appreciative that the conference was virtual, and is glad that we are trying to work on this for next year. Thanked the Board for the innovation.

11. Adjournment / Levée de séance

Moved by Tracy Morgan to adjourn the meeting, seconded by Katie Schedlich. Motion Carried. The 49th Annual General Meeting of OALT/ABO is hereby adjourned at 1:41 p.m.