Executive Meeting (January 2024)

Minutes

In attendance: Bill C, Heather W, Victoria S, Mary Q, Don L, Amanda J, Cathy T, Bill H, Cindy P
Regrets – Bill F

Meeting start 7:05pm.

• Treasurer
  • Archives, we have boxes of very old records, recommend we keep records for current year + 6 years back.
    Motion: Executive approved unanimously to destroy financial records prior to 2017.
  • Financial record keeping; the current spreadsheet is overly detailed & difficult to maintain, request that we review and simplify.
  • Action item: Mary & Heather will get together and go over the current spreadsheet for tracking financial records and report back with recommended changes.
• Brentwood Community Centre request; the Brentwood Centre manager contacted the club to report that a CRBA member is leaving religious tracts in the washrooms following the monthly meeting, and to
  request that we speak to our members and ask that it cease.
  • Action – it will be addressed at the next in-person meeting, the CBRA mtg is not the appropriate venue for religious sharing, we will be checking the hall prior to leaving each meeting as we do not want to risk
    loosing future use of the hall.
• Honey extractor auction – auction will take place in February. Bill C will add information to the monthly bulletin. Will be a live auction, held at the end of the February in-person meeting. Those attending virtually can bid by email by a specific date (TBD) and those email bids cannot be changed. In the event that the winning bid is shared by two email bids, the winner will be determined by the email time stamp.
• Audio visual update; Amanda provided a demonstration of what a club meeting recording would look like using YouTube. The recording would include the new beekeeper corner and the club meeting topics and
  would be posted to YouTube. The link to the recording would be shared with members via the monthly newsletter.
• Sterigenics updates;
  • Executive approved unanimously to move proceed with offering the service to club members in 2024
  • deadline to complete the trip by end of February, with report being filed early March
  • aiming for the 2nd or 3rd week of February
  • restrict drop off time to a shorter window
  • need more volunteers for the work to load the truck
  • max limit on amount of equipment allowed per member is under consideration
  • communications specific to the Sterigenics trip will be sent out asap, separate from monthly club email
• Dalan presentation – scheduled for the January club meeting starting at 7pm;
  • Action item: Bill C. to ask for permission to record the presentation
• Expense approvals;
  • approval to reimburse Bill C for the purchase of USB-C connector for laptop to the hall internet, $27.99
  • approval to reimburse Amanda for the purchase of an iPhone tripod for recording club meeting, $65.00
  • approval for Don to purchase a USB microphone input splitter, estimated cost $30, approval for max $50
  • approval to purchase equipment (ie: tie downs) for use with the Sterigenics shipment, to a max of $250
  • Motion: to approve the above reimbursements/purchase, Executive approved unanimously.
• Topics for February meeting will be discussed at the January 12th Executive meeting

Meeting adjourned 8:12pm.