You are cordially invited to a WCSFA Special General Meeting to vote on changes to the Constitution & Bylaws to be held Saturday April 28th 2007 (3 pm - 4 pm) in conjunction with VCON 32's "6 Months To VCON" Party...

at the Common Room(s) of Tammie & Clayton's residence:
THE CLARIDGES
6837 STATION HILL DR
BURNABY BC V3N 5B7.

AGENDA of the WCSFA Special General Meeting to vote on changes to the Constitution & Bylaws

  1. Call to Order
  2. Reading of the Minutes*
  3. Business arising from the Minutes
  4. First Budget Report from VCON32
  5. Motion, discussion and vote on changes to WCSFA's Constitution & Bylaws.
  6. Adjournment

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*WCSFA MEETING MINUTES

Annual General Meeting - February 18, 2007 at 6837 Station Hill Drive, Burnaby

Executive Members in attendance: Clint Budd, President Donna McMahon, Treasurer Graeme Cameron, Archivist Danielle Stephens, VCON 32 chair Deej Barens, Member at Large Christina Carr, Member at Large Clayten Hamacher, Member at Large Tammie Hamacher, Member at Large

Other members: Tatina Osokin, Keith Lim, Ray Seredin, Josette Kernaghan, Howard Cherniack, Linda Earl, Chad Ma, Pauline Walsh, Michael Walsh, Susan Walsh, Edmund Yee, Chilam

Meeting was called to order at 1:20 pm.

    1. MOTION: Moved to approve the minutes of October 8/06 (meeting at Vcon) and Dec. 17/06 (Special meeting). Moved by Donna. Seconded by Linda. Passed unanimously.
    2. The Treasurer presented the VCON31 final financial statement, showing a surplus of $2727.70. MOTION: Moved to accept the Treasurer's Report. Moved by Howard. Seconded by Deej. Passed unanimously.
    3. Danielle gave a verbal VCON32 Progress Report. The GoH they invited has declined so they are still searching for a GoH, but they have an Art GoH. The person at the Richmond Radisson who is responsible for negotiating the contract went on vacation, so the contract is still not signed. Josette raised several blind accessibility issues (guide dog relief, braille on signage, orientation).
    4. MOTION: Moved to accept the VCON32 Report.
      Moved by Danielle. Seconded by Graeme. Passed unanimously.
    1. The chair proposed striking four temporary subcommittees and asked for volunteers: i) Constitutional Change - Clint, Graeme, Linda, Clayten ii) Inventory/Storage - Jason iii) Display Cabinet - Martin, Keith iv) Contact (other fan groups)
    2. MOTION: Moved to accept the creation of these four committees.
      Moved by Clint. Seconded by Graeme. Passed unanimously.
    3. Announcements: i) The Calgary Westercon is giving WCSFA a $800 grant. It was suggested that the grant might suitably be put towards CanVention programming or guests. Danielle agreed to come up with a proposal for using the funds and bring it to the next WCSFA meeting. ii) Clint has the new WCSFA site up. Feedback is solicited.
    1. The WCFSA/VCON bank account was discussed. There is currently about $9,000 in the account and some of it should be put aside in a GIC.
    2. MOTION: That the treasurer be authorized to move money into GICs from the
      current account at her discretion.
      Moved by Howard. Seconded by Linda. Passed unanimously.
    3. Although we held a WCSFA AGM at VCON in October, this is not practical because our fiscal year doesn't end until December 31, and we need a final report from our major function (VCON). Under the Societies act, an AGM should be held within 60 days of the society's fiscal year end. Therefore, the AGM should be in January or February.

MOTION: That the WCFSA AGM be moved to within 60 days of the end of our fiscal year.
Moved by Clint. Seconded by Howard. Passed unanimously.

MOTION: That we bring forward the executive (elected at VCON) and hold a new
election in 2008.
Moved by Donna. Seconded by Graeme. Passed unanimously.

Note: Toren Atkinson has resigned, so the executive currently consists of: Clint, Marie, Donna, Graeme, Danielle, Deej, Christina, Palle, Clayten, Tammie, Eva and Kristina.

    1. A motion to give free VCON memberships to attendants of disabled persons was tabled. This is a VCON decision, not a WCSFA matter, so it was passed to VCON as advice.
    2. Other Organizations: Christina gave a brief report on the Renaissance Fair scheduled for July 27-29 in Aldergrove. Ed discussed possible cross-programming with Anime Evolution.
    3. It was generally agreed that VCON should have a permanent mailing address (PO box) and phone number, and that since these are ongoing, WCFSA should pay for them. Pauline has put us on a waiting list for a PO box near the Broadway skytrain station, and Susan is researching voicemail options.

MOTION: That the WCFSA pay for the VCON post office box on an annual basis.
Moved by Pauline. Seconded by Tammie. Passed unanimously.


MOTION: That WCFSA, on behalf of VCON, get a permanent phone number with
voicemail.
Moved by Susan. Seconded by Pauline. Passed unanimously.

The meeting was adjourned at 2:55 pm.