OVGRC AGM May 4 th 2012. These minutes are unapproved and will be approved at the 2013 AGM. Members present; Pat Enright. Kate McDermott. Peter Martin. Sue Roberts. Denis Saumure. Doug Walker. Darwin Boles. Lisa Day. Laureen Kinney. Frances Holmes. Bruce Hiscoke. Pamela Martin. Terry Pearce. Mike Ducross. Mary Ducross. Donna Lahaise. Meeting commenced at 1930 in the upstairs room of Brown s Independent Grocery Store, Stittsville. Approval of the minutes from 2011 AGM A motion by Sue Roberts to approve the minutes was seconded by Pamela Martin. Director s reports. President. Pat Enright talked about the successful Christmas Party that was held in 2011. The event was so popular and appreciated it will likely be repeated in 2012. She also talked about holding a picnic/bbq event sometime during the summer. Vice President. As written by Susan Roberts. This year, the Board of Directors of OVGRC, based on a proposal put forward by Frances Holmes, made the decision to provide a moderated forum for members of the club who are listed on the OVGRC website as involved in the breeding of Golden Retrievers and who follow the Code of Ethics of the Golden Retriever Club of Canada. The objectives were two-fold: 1) To provide a forum to discuss Golden Retriever health clearance policies, particularly in light of the disappearance of the Ontario Veterinary College hip and elbow clearance program, and 2) To provide informed input to the Golden Retriever Club of Canada proposed policy on health clearances for Golden Retrievers in Canada. Response from the breeder community to the invitation that was issued was very limited. In addition, an initiative was subsequently started amongst the breeder community of Ontario that provided a vehicle for breeders to provide their individual comments directly to the Board of Directors for the Golden
Retriever Club of Canada who were in the process of reviewing health clearance policy within the parent club. In light of these two factors, the OVGRC Board of Directors made the decision to cancel the proposed discussion. The Board hopes to propose further topics for possible discussion in the future. Secretary. As written by Kate McDermott. In the period that I have been secretary I have formatted the BOD minutes within days of each BOD meeting and attempted to have them approved and available for the membership through the website shortly thereafter. With the approval of the BOD, all minutes and directors reports have been filed digitally either on the website or the BOD yahoo group forum so they are accessible by OVGRC directors at any time. These documents are also backed up onto a memory stick that will be passed on to the next secretary. There have been no paper documents generated during the last year. The archival material dated before 2011 remains in a collection of three Bankers boxes that has been returned to Pat Enright. Agility. As written by Ann Lambert. We didn t hold an agility trial this year. It was hard finding a date and CKC increased fees so we decided not to hold one. We will be holding one in 2012. It will be July 14/15. If you would like to help please contact Frances or me. We need lots of volunteers. No Experience is needed!! Membership. As written by Frances Holmes. In August, 2011 we launched a new website which on the whole was successful. We still experience the odd glitch but the webmaster is prompt in resolving any problems that we may have. As of April 3rd, we have 61 members. 26 are family members and 35 are single members. 6 of the 61 members are Lifetime members. We had 9 new members sign up this year and only one did not follow up with a payment. That membership will be terminated after the AGM. 2 notices have been sent out without a response. At the time of the 2010 AGM, we had 45 paid up members vs. 60 paid up members at this time so our membership has increased significantly. Obedience. As written by Darwin Boles. Two obedience trial weekends, with a total of 8 trials, were held during the fiscal year, with a total profit over the year of $750. There are several factors at work related to holding obedience trials as a Club activity: In order for the Obedience trial function to break even or actually show a profit we must always use local judges with no travel/accommodation expenses. If we choose to bring in judges from a distance then we must always do fund raising activities such as fun matches. This year our profit margin was affected by the following realities;
We were unable to hold as many fund-raising activities over the year two events were cancelled due to bad weather and we scheduled fewer fun matches to begin with. We brought in judges from out of town try to balance one local with one out of town judge but costs are higher. CKC changes required the purchase of complete sets of rosettes for several new classes those costs will not be as high for subsequent trials as we will just be replacing rosettes and not having to purchase complete sets. Trial weekends are scheduled for November and February. Pamela Martin reported that there is a waiting list for the Bridget Carlson seminars on 17 th & 18 th November and there are two working places available for Monday 19 th November. The club is making money from the venture. Treasurer. As written by Mary Ducross. Ottawa Valley Golden Retriever Club Profit & Loss Statement April 1, 2011 through March 31, 2012 Field events Hunt Test Revenues 8,305.23 Expense (-6,926.80) TOTAL Hunt Test 1,378.43 WC Trials Revenues 1,580.00 Expense (-1,137.13) TOTAL WC Trials 442.87 TOTAL Field events 1,821.30 Obedience Revenues 11,810.86 Expense (-11,110.38) TOTAL Obedience 700.48 Overhead Membership Dues 745.00 Overhead (-4,517.70) TOTAL Overhead (-3,772.70) Net Income (-1,250.92) Bank Balance Opening Bank Balance April 1, 2011 10,741.20 Closing Bank Balance March 31, 2012 9,490.28 Change in balance (-1,250.92)
Director at large. As written by Ginny Chafe. OVGRC 2012 REPORT ON THE DINNER FOR MEMBERS AND VOLUNTEERS The dinner was held Mon. March 5, at the Rideau Carleton Raceway. The Club paid for the buffet dinner but guests paid for their own beverages. The total cost of the dinner including tax and gratuity was $337.53. The Raceway provided $5 coupons to use for the slots and I understand at least two guests went home with more money than when they arrived. This year the invitation was extended to all current Club members as well as non-members who volunteered for Club events in 2011. Invitations went out to 56 members of whom 21 are family members plus 14 non-member volunteers, for a possible total of 91 guests. Only 4 non-members accepted the invitation and 24 members accepted, all of whom had volunteered during the past year. This is the smallest number we have had at the annual dinner. Previously we have had 35 to 40. I believe the smaller number was due to the fact that there fewer volunteers because agility trials were not held in 2011. It was an enjoyable evening and I think should be held again next year. Field report. As written by Deb Brunner-Walker. 2011 was another successful year for our Field enthusiasts. You could always find somebody out training at Ambertrail and as a result, there were many new titles earned by our club members. Once again, we put on 2 well attended events our Hunt Test in July and WC tests in September. Both sets of events were revenue positive which is always a good thing. These events would not be possible without the amazing organizational skills and dedication of Susan Roberts, Ross & Laurel McLaughlin, Bruce Hiscoke & Pamela Martin to make these happen and the help of our club members to fill in the other volunteer roles that make everything run so smoothly. With the early spring upon us, it looks to be another long and productive field season. We look forward to plenty of good weather and hope that our members will continue their support. If you would like to volunteer to help out, please contact me and we ll certainly find a place for you. This year s Hunt Test weekend is again the last weekend of June and the WC tests are scheduled for mid September. Watch the club website for more information. Happy training. Old Business. PROPOSAL TO CO-HOST 2014 GOLDEN NATIONAL SPECIALTY Excerpts of the letter from the GRCC to the OVGRC. <As the Board of Directors of the GRCC, we are obligated to fulfill the Club s Constitutional requirement that a National Specialty must be held on a regular basis. Traditionally, we have relied on affiliate clubs such as the OVGRC to totally plan and host the event. The GRCC Board willingly acknowledges that expecting one Club to plan and host an entire National Specialty is a huge undertaking. In fact, the energy and time to take on the administration of the National Specialty is daunting enough to have Clubs hesitate to even enter into such an endeavor. The solution that I would like to propose to you and your Board is that the GRCC and OVGRC work together to jointly plan and co-host a National Specialty in 2014. This proposal is at a very high level and we will need to drill down to look at specifics of course.
We have developed a very workable co-operative model that we used last year in BC with the GRCBC and we will be using the same model back in BC for 2012. In this model, the GRCC is responsible for the overall planning and coordination of the Specialty and administration of the financial planning and controls, with the OVGRC adding its support by managing and coordinating specific events. We certainly need your Club to take on roles such as locating venues, linking up with events and organizing planning commitments such as prizes, banquets, welcome bags etc. We can look at specifics in due course.> When Pat Enright sent this letter to the membership she had five people reply that they would be willing to help the OVGRC host a GRCC sponsored National Specialty. The model is that the OVGRC would run the event, probably in conjunction with an all-breed show and the GRCC would help with the organizing. Pamela Martin stated that the OVGRC has not sufficient interest in running a National Speciality. She asked if there were enough members who were willing to commit to the two year term of organizing the show. Bruce Hiscoke questioned if we have a project co-ordinator and team leaders to head the various committees that would be needed. Some questions were addressed to Pat Enright as to which all breed clubs would be willing to work with us in this project. She replied that SD & G had a reputation for being helpful in this respect. Mike Ducross suggested that the BOD should examine the template that the GRCC has for operating a National Specialty in conjunction with an all-breed club. This format has worked well on the west coast. Susan Roberts suggested the BOD organise a general meeting to determine how much interest there is within our community and who would be prepared to undertake the various roles. It was also pointed out that the club needs to organize and run two sanction matches before we can undertake a National Specialty. Mike Ducross suggested that people, who buy puppies from OVGRC breeders, get a one year free member ship. Action: Deb Brunner Walker is formulating a proposal regarding this suggestion and was to present it at the AGM but she is on a business trip. Denis Saumure suggested that the club have events that would be of interest to new puppy owners. The suggestion that the OVGRC secretary contact new members to welcome them to the club will be discussed at a future BOD meeting. Pat Enright will send out an information newsletter. Frances Holmes presented plaques and bars to members whose dogs had earned titles during 2011. Election of new BOD. Three members are leaving the BOD this year. Frances Holmes offered heartfelt thanks to Mary Ducross for stepping in and helping the club in the middle of the previous financial year. Pat Enright mentioned how Ann Lambert has been a member of the board since the inception of the club. Ann Lambert will remain member at large organizing agility events. Kate McDermott is the third member leaving the board.
The three new directors are Pamela Martin, Bruce Hiscoke and Liz Doran. A motion was made by Mike Ducross to accept the new members and this was seconded by Laureen Kinney. A good selection of hot and cold food, beverages and desserts was provided by the club. Two bottles of wine were given as door prizes and won my Mike Ducross and Pamela Martin. A motion to adjourn the meeting was made by Bruce Hiscoke at 2055. This was seconded by Peter Martin. Kate McDermott Secretary OVGRC