Present: 26 members

The meeting was called to order at 7:04 p.m.

Don Herbertson (Chair) thanked everyone for coming to the meeting
Motion: “To approve agenda”. Motion to accept (Maril Swan / Roely DeVries). Carried

Motion: “To approve minutes of the Annual General Meeting of the members on September 23, 2007

Motion to accept (Meriel Child / Barb Mclean). Carried

Jack Vance made a presentation of a plaque of appreciation to Wayne Kay. He said that without Wayne as a member of the Executive Committee, the remarkable renovation progress that had been made at the Marble Church Arts Centre would not have been possible. He hoped that everyone present would take the opportunity to look around the building, a see that the major changes so far are at the back of the building where the “johnny on the spot” had been replaced by a men’s, ladies and barrier free washrooms. He said that Wayne has spent an enormous amount of personal time helping. Wayne was initially reluctant to become involve, but is now “hooked”. He said that the development committee (now the executive committee) of which Wayne is a member has two guiding principles, namely retain the historic nature of the building and do no work until the money is in place to carry it out.

Nomination Committe
The following members have agreed to stand for election.
Bonnie Marentette, Wayne Kay, Richard Rashotte, Jane Szilvassy, Maril Swan, Don Herbertson, Roely Devries, Jack Vance & Meriel Child are in the second year of their term. There being no other nominations received by the deadline date of September 17, the new members are elected by acclamation.

Motion: “To accept the Nominating Committee Report and slate of directors renewing their terms and new candidates as presented for 2009-2011”. Motion to accept (Gord Stickwood / Carol Snell) Carried.

Treasurers Report
Don Herberson thanked all the donors large and small.
Please see attached report. Don said that he would send a copy of the 2008 audit to anyone who asked to see it. He said that there were still some grant applications outstanding, and of the 600 companies surveyed, only one had donated – AON Inc., owners of Moira Place.
Motion: “ To accept treasurers report as presented”. (Jack Vance / Jane Szilvassy). Carried

Appointment of Auditors
Motion: “To appoint Welch LLP (Chartered Accountants) as auditors for the 2009 fiscal year”. Motion to accept (Joe Kurek / Jack White). Carried

Committee reports
See agenda and the reports attached.
Communications: Carol Snell
Special Events: Meriel Child
Programme: Roely DeVries (prepared by Jane Szilvassy)
Membership: Bonnie Marentette
Motion: “To accept the committee reports as presented”. Motion to accept (Carol Snell / Gord Stickwood). Carried

Report of the Chair
See attached
Don Herbertson thanked all the committee chairs and members for their hard work during the year. He noted that since January 2007 we had raised $115,000. He hoped that we would continue to go forward and link with other Tweed organizations e.g. Kiwanis Club, Library, Lions Club, School and Moira Place.
Motion: “To accept the report of the chair as presented”.
Motion to accept (Roely DeVries / Jane Szilvassy). Carried

Amendment to the Constitution and By-laws

Motion: “That the constitution of the Tweed & Area Arts Council be amended as follows:
That Section 7 be added to By Law One-Board of Directors as follows:
7. Indemnity of Directors and Officers
Subject to the Corporations Act, the Corporation shall indemnify a Director or Officer of the Corporation against all costs, charges and expenses, including an amount paid to settle an action or satisfy a judgment, reasonably incurred by him/her in respect of any civil, criminal or administrative action or proceeding to which he/she is made a party by reason of being or having been a director or officer of such body corporate if (a) he/she acted honestly and in good faith with a view to the best interests of the Corporation; and (b) in the case of a criminal or administrative action or proceeding that is enforced by a monetary penalty, he/she had reasonable grounds for believing that his/her conduct was lawful. The corporation shall indemnify such person in all such matters, action, proceedings and circumstances as may be permitted by law.” Motion to accept (Don Herbertson / Jack Vance). Carried

Approval of the actions of the board
Motion: “That all acts, actions and proceedings of the T&AAC since the last general meeting are hereby ratified, confirmed and approved.” Motion to accept (Jack White / Carolynne Campbell). Carried

Open Discussion

Don Herbertson - Unfortunately we were unable to provide refreshments at the meeting.
Joe Kubek - Suggestion for the Special Events Committee that we hold an evening of stories of Tweed.
Gord Stickwood - Can the building be used in the winter?
Wayne said that the back area was heated, and that power to the rest of the building should be completed in the next 4-6 weeks
Maril Swan - Are the pews staying?
Don said that at the present time they would remain and that replacing them was a long way down the road when all the other renovations had been completed.
Carolynne Campbell - Is the wiring in the main church area was sufficient for stage lighting? She said that there was sufficient lighting in the daytime, but evening performances were not possible.
Don replied that we were “getting there” and suggested that Peter Snell might be willing to help in this regard. His dimmer packs require 110 volt outlets only.
Roely DeVries - Roely asked if the members knew to whom and where to go if they had any questions.
Don Herbertson - Thanked Joe Kubek for the painting generously donated by Studio 737. He hoped that this was just the beginning of a collection of work by local artists which would be on permanent display at the Marble Church Arts Centre.

Motion: “To adjourn the 2007-2008 Annual General Meeting of the Tweed & Area Arts Council”. Motion to accept (Maril Swan / Roely DeVries). Carried.