2017 ANNUAL GENERAL MEETING – MARCH 25

It’s that time of year again!  Time for the Annual General Meeting of the BC Council of Garden Clubs.

We have a very full agenda – Board reports, Amendments to the Constitution, Elections for President, Second Vice-President, Secretary and Scholarship Committee as well as two great speakers.

Not to mention the great lunch buffet, the world famous door draws, cookie break and vendor tables.  And best of all, a great opportunity to meet with other gardeners.

Complete details and registration options are available here.

Guest Speakers:

We have invited Julia Common from Hives for Humanity back.  Every meeting survey we had since her first appearance has had requests for her return visit and we are so pleased that she has agreed to come back.  Be prepared for a very entertaining and interesting presentation from her.

We also have Tasha Murray from the Invasive Species Council of Metro Vancouver giving us the lowdown on the Aliens Among Us.  Invasive plants are a growing problem and the topic has been on our requested list for some time.

This program promises to be a great one.

Amendments:

There are several amendments to the Constitution that will be presented for discussion and vote.  There are two areas of our Constitution that may be affected.

The first is the Quorum. This subject came up at the 2016 AGM and the Executive Board was asked to bring this amendment to the 2017 AGM for discussion and vote.  The notice regarding the Quorum can be found here.

These amendments are related to the Scholarship Trust Fund (STF) Committee.  There have been changes made to how we manage the Fund.  Several years ago we established a Fund with the VanCity Foundation and moved all funds there.  As a result, the STF no longer has a bank account, issues tax receipts and is no longer a charitable organization.  All these functions are carried out by the VanCity Foundation in accordance to Revenue Canada Guidelines.  The Constitution still contains sections related to the STF and need to be amended to accurately reflect the actual operation of the Committee and keep the Council and Committee in compliance with the Constitution. The Notice of Motions related to the Scholarship Trust Fund  can be found here.

Please read the Notice of Motions as presented at the Fall Meeting so you are fully informed.  There will be time for discussion prior to a vote.

Adieu to The Bulletin

bulletinlogoAdieu to The Bulletin

The Executive Board has been debating the state of the Bulletin for quite some time now. It has been on the agenda for the past 2 years and has been discussed in detail at both the Board meetings and the Council Meetings.  It has been a hard decision to make. The Council will cease publication of The Bulletin in its current format.  The March/April issue will be the last Bulletin to be published.

The concerns and issues around The Bulletin have been shared at the Council Meetings over the past two years. The cost of producing The Bulletin is fairly substantial at about $2,000 a year. Total expenses for 2015 were $2,590.32 less $504 in advertising resulting in a net cost of $2,086.32. The cost is for printing and mailing The Bulletin via Canada Post.

Currently we mail out 61 copies of the Bulletin six times a year. This works out to 366 copies (61 copies x 6) mailed out over the year, which means that every copy costs the Council $5.70 (or $34.20 for the year) to produce and mail.

More and more clubs are requesting copies by email, and we have been posting The Bulletin on our website as it becomes available which makes it available to our membership any time they want to view it. In fact, we have also been posting previous issues on the website as well so if you’ve missed an issue, you can also view or download a copy.

The biggest issue we have is finding a Bulletin Editor. Currently this is an elected Board position and when our last Bulletin Editor resigned, we have been unable to find anyone willing to take on this position. Fortunately, Beth MacLaren stepped up and agreed to edit the Bulletin, but she was unwilling to take on the Board responsibilities of this position and she was willing to do this for the balance of the Bulletin Editor’s term of office which ends March 2016. And in spite of repeated requests, no one has indicated any desire to take on this role.

So the Board is faced with the very real prospect of not having a Bulletin Editor since no one indicated any desire to take on the job. We finally had to make a decision at our last Board meeting.

So in view of all the issues, costs and lack of candidates for the position, the Executive Board of the BC Council of Garden Clubs has decided that the time for The Bulletin is at an end. The March/April issue (the one before the AGM) will be the last issue of The Bulletin.

The Constitution of the Council requires the Council:

“To issue a publication relating to the business of the Council and any horticultural information that would be of interest to the members of the Council;”

The decision to cease publication of The Bulletin does not affect this constitutional requirement. The Council is currently publishing information on Council business using the website as well as the Bulletin Express, Facebook and Twitter venues. Use of these forms of media results in more frequent contact with our members and provides easy access to current and up-to-date information related to Council business.

The Bulletin has had a long history and has served as a valuable tool for the Council. Times have changed and the need for The Bulletin in its current form has become impractical and costly. It is time to move forward and adopt more timely and more effective means of communicating with our members.

The Board had already put forth a Notice of Motion to change the role of Director (Bulletin Editor) as described in the current constitution to be one of overseeing the distribution of Council information through the various channels currently available.  We hope this will encourage people to volunteer to moderate the various channels without the additional responsibilities of a board position.  Please see Amendment #5 for details of this proposed amendment.

This motion will be made the the AGM on March 12, 2016 and will be open to discussion and debate prior to the vote.  We encourage you to review this amendment and let us know your thoughts.

As always, please feel free to contact any of the Board members via email directly.

 

2016 Annual General Meeting Registration

2016 AGM(1)

Registration is now available for the March 12, 2016 Annual General Meeting of the BC Council of Garden Clubs.

It promises to be another interesting, informative and fun day!

You can take advantage of Early Bird pricing by registering on-line or by downloading and mail in your cheque before March 5, so take action now.

For complete details on the upcoming AGM, see the 2016 AGM information page.

Notice of Motions – 2016 AGM

NOM AmendmentsOur Annual General Meeting is scheduled for March 12, 2016 and there are several items that will be on the agenda.

There are two amendments that will be made.  The Notice of Motions were presented at the Fall Meeting according to our Constitution.  They were also published in the Nov/Dec issue of the Bulletin and links will be provided to the Motions via FaceBook and the Bulletin Express.

Members are requested to review these motions and provide any input – pro or con.  Comments can be made on the webpage for each motion.

Specifically the two motions are:

Amendment #4

which deals with the position of Immediate Past President.  Currently the Past President is a member of the board until the a new president is elected.  The President may run for two consecutive 2 year terms which could be 4 years.  Then the outgoing President is faced with an additional possible 4 years.  This could mean 8 years of total service.  The Past President is not a position you can resign from so the responsibility remains whether you’re up for it or not.  This amendment limits the term for the Immediate Past President to 2 years as a Board member.

Amendment #5

deals with the current board position designated as Director (Bulletin Editor).  We have been without an elected Bulletin Editor for over a year.  The Board has appointed Beth MacLaren to that position and are very grateful that she has agreed to edit the newsletter.  However Beth made it clear that she would not be able to attend Board Meetings or act as a Board Member as outlined in our Constitution.  This led the Board to review this position. Since the Board now communicates with the membership using a number of different media – the website, FaceBook, the Bulletin Express (email), it was felt that the Board position should be one that could coordinate all these aspects and ensure that the same information was being distributed to our membership in a timely manner.  This does not mean that this person should do all these different facets, but rather ensure that these are done by a number of individuals who would be responsible for each of these communications form.  It would mean that we need to find volunteers for webmaster, Facebook moderator, Bulletin editor, Bulletin Express editor.  It is too much for one person to do.  So the amendment removes the words “Bulletin Editor” and changes the name of this position to “Communications Coordinator”.

Click on the above links to review the motions as proposed and please add your comments regarding these motions.  At the AGM there will be time for debate on these amendments before the delegates vote.

Also we will be having elections for a number of board positions.  We are seeking nominations for the following positions – First Vice-President, Treasurer, Bulletin Editor (see Amendment #5 to a possible change in responsibility), and Scholarship Trust Committee.  Click on the links to review the Terms of Reference for these positions.  If you or someone you know is interested in standing for any of these positions, please email nominations@bcgardenclubs.com.

 

FIRST EVER PHOTO CONTEST!!!

BCCGC FIRST EVER PHOTO CONTEST!!!

We are have our first ever Photo Contest!

Now you have a chance to really brag about your fantastic garden! (It is fantastic, right?)

You need to be a member of one of our affiliated member clubs to submit a photo or two.  Tell us a bit about your garden photo and then upload it.

You have until September 15th to enter your photos.

After entering your photo, you need to spread the word to all your friends, family and acquaintances because starting September 16, people will be able to vote for their favourite pic!   Only one vote per day!

Voting will cease on October 15th and the winners will be announced at the 2015 Fall Meeting of the BC Council of Garden Clubs!!

To enter, just complete the entry form.