THE FOUR VILLAGES COMMUNITY HEALTH CENTRE
ANNUAL GENERAL MEETING OF THE MEMBERSHIP
Held on Wednesday, June 12, 2013 from 6:30 p.m. to 8:10 p.m. at
The Four Villages Community Health Centre – Vilnius Manor – 3rd Floor, Hall
M I N U T E S
Chair: Chris Barnett
Corporate Members Present:
Henry Antolic, Chris Barnett, Irene Brenner, Biljana Boscovic, Lisa Dess, Ewa Deszynski, Margaret Fekete, Ted Fortuna, Simon Hagens, Zach Hyatt-Shaw, Martha Lowrie, Judith McCormick, Deanna McNeil, John Mohler, Anne Marie Mohler, Mark Nakamura, Manfred Netzel, Igor Rosic, Stephen Rotstein, Joyce Sly, Andrea Telfer, Ada Tsang
Proxies Received from Corporate Members: Yves Fournier, Stan Kumorek, Elfriede Spiwak, Marilyn White-Campbell, Richard Wilson,
Staff Present: Tarikua Abebe, Sandra Almeida, Ayesha Ashrafi, Sherri Bacchus, Tony Bacchus, Devika Beharry, Chantal Bombardier, Jane Boudebab, Gayle Bowen, Deirdre Callery, Daisy Chan, Rupita Chandra, Bojan Cosovic, Anne Czemerynski, Donna Evans, Cristina Fayet, Kasia Filaber, Wendy Fraser, Kathy Friedman, Imelda Frilles, Paul Garcia, Camilla George, John Gibson, Karen Haberman, Linda Huynh, Maryvic Irula, Salma Jaffer, Kavipreya Kanthavel, Caroline Klemens, Krystyna Lewicki, Ruth MacLeod, Leah Marquez, Kay Marsh, Junko Mifune, Saida Mohamed, Marlies Nanninga, Michelle Nicholls, Almerinda Rebelo, Ela Rozkowska, Ahana Sarkar, Sunita Seepersaud, Sally Sharpe, Jennifer Shin, Kiara Smith, Marina Solakhyan, Nayan Thaker, Kristy Williams, Monica Wright.
Guests: A total of 29 signed-in guests were present
Auditor present: Vinay Raja, Clarke Henning LLP
Regrets: Selam Al-Azar, Steve Shallhorn
Recorder: Marina Solakhyan
1. OPENING REMARKS AND WELCOME
Chris Barnett welcomed everyone in attendance to the Annual General Meeting of The Four Villages Community Health Centre.
Chris introduced himself as the President of the current Board. He then introduced the Board members present and asked them to stand as he called their names. He also introduced Almerinda Rebelo, the Executive Director.
2. REFLECTIONS FOR THE FUTURE
Chris Barnett welcomed Almerinda Rebelo, Executive Director, as a keynote speaker at the AGM. Almerinda discussed the history, evolution and achievements of The Four Villages Community Health Centre since 2000. She also noted the challenges facing the organization, and the CHC sector in general.
3. CALL TO ORDER
Chris Barnett called the 2012-2013 Annual General Meeting of the members of The Four Villages Community Health Centre to order. Pursuant to the By-Laws, and as President of the corporation, Chris Barnett acted as Chair of this meeting. He appointed Marina Solakhyan, Administrative Assistant, to act as recording secretary for this meeting. Chris Barnett introduced Vinay Raja, auditor, Clarke Henning, LLP, and informed that he would act as scrutineer at the Meeting.
4. CONSTITUTION OF MEETING
Notice of Meeting
In accordance with the stipulations of the By-Laws, Chris Barnett reported that the notice for this meeting was mailed to all corporate members on May 22, 2013 and posted at Four Villages on May 30, 2013. An agenda, a proxy vote form, and the recommended election slate, with biographies of Board candidates, were mailed with the notice. A summary of the audited financial statements, the minutes of the previous Annual General Meeting held on June 13, 2012 and copies of the motions passed by the Board of Directors during 2012/2013 were given to members upon arrival at the meeting.
5. ATTENDANCE REPORT
Chris Barnett reported that, at the time of the meeting, there were officially seventy (70) corporate members in good standing. In accordance with the current By-Laws, a quorum for the transactions of business at any meeting shall consist of not less than ten (10) members, either present in person or represented by proxy. Chris Barnett asked Vinay Raja to give the scrutineer’s report.
Vinay reported that there were 22 members present and that nine (9) proxies had been received. All of all the proxies six (5) were valid, four (4) were void due to incomplete information. Therefore the total number of votes was 27.
As there were more than ten (10) members present, Chris Barnett declared the meeting properly constituted for the transaction of business for which it had been called. He also provided instructions regarding approval of resolutions.
6. APPROVAL OF AGENDA
MOTION:
THAT THE AGENDA BE APROVED AS PRESENTED
Moved: Manfred Netzel
Seconded: Ewa Deszynski
CARRIED
7. APPROVAL OF MINUTES
MOTION:
THAT THE MINUTES OF THE ANNUAL GENERAL MEETING OF THE MEMBERSHIP HELD ON JUNE 13, 2012 BE APPROVED AND ACCEPTED AS PRESENTED.
Moved: Mark Nakamura
Seconded: Deanna McNeil
CARRIED
8. CONFIRMATION OF ACTIONS OF THE BOARD OF DIRECTORS
A copy of the motions passed by the Board during 2012/2013 as well as a copy of the audited financial statement was given to everybody before the meeting.
Chris Barnett reported on the Board’s work during 2012/2013 and highlighted the priority work areas. Questions were invited.
MOTION:
THAT THE ACTIONS OF THE 2012/2013 BOARD OF DIRECTORS OF THE FOUR VILLAGES COMMUNITY HEALTH CENTRE, ACTING ON BEHALF OF THE MEMBERSHIP OF THE CORPORATION, BE APPROVED.
Moved: Anne-Marie Mohler
Seconded: Martha Lowrie
CARRIED
9. PRESIDENT’S REPORT
Chris Barnett presented the highlights of the Board accomplishments during the year, including the development and submission of the Quality Improvement Plan (QIP) to the Ontario Quality Council; hosting a successful fundraising campaign to support the Healthy Women Healthy Babies program in September 2012, addressing leadership changes in the organization as Almerinda Rebelo will be retiring in July 2013, after 13 years of exemplary and dedicated service to Four Villages. He took the opportunity to introduce Tariq Asmi, who will be replacing Almerinda, effective July 10, 2013.
Chris took the opportunity to thank his colleagues, the Board members, and Almerinda Rebelo, the Executive Director for their support throughout the year.
10. EXECUTIVE DIRECTOR’S REPORT OF ACTIVITIES
Almerinda Rebelo reported on the highlights of Four Villages’ operations during 2012/2013. These included: 30% increase in access to programs and services; 4,088 clients seen for 37,912 appointments and 92 group programs offered with a total attendance of 17,854 people; a total of 196 children screened through an integrated, coordinated and interdisciplinary primary health care approach involving 20 partners; the Four Villages’ services and programs available in 52 various community sites to serve the clients; a visit by the Health Ministry’s Assistant Deputy Minister to Four Villages in May for a full day workshop to discuss the Four Villages strategies and observe programs promoting Health and Wellbeing of Children and Youth.
Almerinda took the opportunity to thank the Board, Staff and partners for their support and collaboration. She commended the staff for their commitment to social justice and continuous passion and enthusiasm for an integrated and coordinated primary health care delivery of services and programs to the clients who come to Four Villages for these services.
11. TREASURER’S REPORT – AUDITED FINANCIAL STATEMENTS 2012/2013
Mark Nakamura invited Vinay Raja, from Clarke Henning LLP, Auditor, to present the audited financial statements for the year ending March 31, 2013. Vinay Raja presented an overview of the financial statements and confirmed that the statements have been reviewed by the auditors, Four Villages’ management and the Board of Directors. He noted that the summary of the financial statements is also included in the Annual Report, and informed the corporate membership that complete copies of the audited financial statements could be available on request. He noted that all monies were spent in accordance with Four Villages’ budget. He thanked Four Villages’ staff for their assistance in conducting the audit and invited questions.
Mark Nakamura thanked Vinay for his report.
MOTION:
THAT THE AUDITED FINANCIAL STATEMENTS FOR THE FOUR VILLAGES COMMUNITY HEALTH CENTRE FOR THE FINANCIAL YEAR ENDED MARCH 31, 2013 BE ACCEPTED
Moved: Ewa Deszynski
Seconded: Simon Hagens
CARRIED
12. APPOINTMENT OF AUDITORS AND CONFIRMATION OF AUDIT FEES
Mark Nakamura informed the corporate membership that Clarke Henning LLP has been approved as Auditors for Four Villages since its inception and continues to satisfactorily meet performance expectations.
MOTION:
THAT CLARKE HENNING LLP CONTINUE, DURING THE FISCAL YEAR OF 2013-2014, AS AUDITORS OF THE CORPORATION
Moved: Stephen Rotstein
Seconded: Andrea Telfer
CARRIED
MOTION:
THAT THE FOUR VILLAGES BOARD OF DIRECTORS BE AUTHORIZED TO ESTABLISH THE AUDITOR’S FEE FOR THE FISCAL YEAR OF 2013-2014
Moved: Manfred Netzel
Seconded: Deanna McNeil
CARRIED
13. NOMINATING COMMITTEE REPORT
Election of Directors
Ewa Deszynski, as Chair of the Nominating Committee, reported on the Nominating Committee’s actions in 2012-2013.
Ewa Deszynski reported that recruitment for the Board vacancies, as within practice, was undertaken in January-February 2013. An ad was placed in the Bloor West Villager for two weeks and was posted at Four Villages. Recruitment posters were sent to local churches, community agencies, institutions, libraries, and local businesses. Board members and staff were encouraged to bring names of potential candidates forward to the Nominating Committee. An orientation for the candidates took place on January 30, 2013 and was well attended.
It is practice every year to put into place a selection process involving reviewing of applications, screening and interviewing. Recommendations for an election slate were presented to the Board on March 27, 2013. All candidates were informed of the process and results.
The election slate recommendation, with summary biographies of the candidates, was included in the package sent with the notice of meeting. Copies of the biographies were also available at the beginning of the meeting. This year, there were four three-year vacancies on the Board.
Since the number of eligible candidates for election to the Board of Directors was equal to the number of vacancies on the Board, Ewa Deszynski presented the following slate of four candidates to be elected by acclamation:
For a three-year term:
Irene Brenner
Martha Lowrie
Stephen Rotstein
Andrea Telfer
MOTION:
THAT THE FOLLOWING MEMBERS BE ELECTED TO THE BOARD OF FOUR VILLAGES BY ACCLAMATION FOR A THREE-YEAR TERM AS FOLLOWS: IRENE BRENNER, MARTHA LOWRIE, STEPHEN ROTSTEIN, ANDREA TELFER.
Moved: Anne Marie Mohler
Seconded: Manfred Netzel
CARRIED
Chris Barnett congratulated the new members of The Four Villages Community Health Centre Board and introduced the Board members for 2013/2014:
Selam Al-azar
Chris Barnett
Irene Brenner
Ewa Deszynski
Simon Hagens
Martha Lowrie
Mark Nakamura
Manfred Netzel
Man Stephen Rotstein
Andrea Telfer
Ada Tsang
Marilyn White-Campbell
14. RECOGNITION OF RETIRING BOARD MEMBERS
Outgoing Board Members and External Board Committee members
Every year a number of Board members reach the conclusion of their term. One member who is leaving the Board this year is Steve Shallhorn who completed one term (three years) with Four Villages. Chris expressed deep appreciation to Steve Shallhorn for his dedication, hard work and significant contribution in terms of time and energy during his term. As Steve was unable to be present, a token of appreciation will be presented to him at a later date.
External Members – Board Committee
Chris thanked external members -Tara Gomes, Carolyn Ann Gora, Chelsea Mohler, Kunwar Pal and Christine Thompson - for their contributions to the work of the Fundraising, Quality, Advocacy and Nominating Committees. He presented them with a certificate and a token of appreciation.
President
At this time, Stephen Rotstein, Board Vice-President, expressed appreciation and thanks to Chris Barnett for his work and leadership as President and Chair of the Board.
Recognition of Remainder Board Members
Almerinda Rebelo, Executive Director, called the remaining Board members present, Irene Brenner, Ewa Deszynski, Simon Hagens, Mark Nakamura, Manfred Netzel, Andrea Telfer and Ada Tsang, and recognized their outstanding volunteer commitment to the Mission and work of Four Villages and presented them with a certificate and a token of appreciation.
15. STAFF RECOGNITION
It is customary at the Annual General Meeting to pay tribute to the staff. Almerinda Rebelo commended the Four Villages’ staff for their commitment to the Four Villages’ Mission, Vision and Values and for their dedication to serving the needs of clients and community. As this is her last Annual General Meeting, before her retirement in July, she thanked all for their support and expressed her deep appreciation, collaboration, engagement and trust.
She then recognized Karen Haberman and Franca McKenzie who completed 20 years of service at Four Villages. Almerinda thanked them for their outstanding commitment to offer quality professional services and care to clients and for all their contributions to Four Villages and presented them a token of appreciation.
Chris Barnett then thanked Almerinda Rebelo, Executive Director, for her dedication, hard work and superb leadership defined by honesty, character and passion. He commended her for 13 years of dedicated and exemplary service to the Four Villages’ staff and clients and for delivering fair and equitable care for all. He emphasized that under Almerinda’s tenure Four Villages grew immensely, from 15 to 60 staff members and saw the opening of its satellite – the Dundas site. Almerinda worked tirelessly to demonstrate commitment and leadership and her work has significantly impacted not only on Four Villages but the CHC sector in general.
16. VOLUNTEER RECOGNITION
As it is customary at the Annual General Meeting of the membership to pay tribute to the volunteers at Four Villages, Chris Barnett thanked and commended all volunteers, including current Board members, who so generously donate their time and energy to contribute to quality services. He reported that, this year, there were 134 volunteers supporting and assisting in the delivery of programs. He asked all volunteers present to stand to receive a round of applause in recognition of their volunteer effort and work.
Chris Barnett then called Junko Mifune, Community Health Worker, who is also responsible for volunteer services coordination, to join her in thanking each volunteer by presenting them with a certificate and a token of appreciation.
Five volunteers with ten years of service received a special volunteer award.
17. CONCLUSION
Chris Barnett thanked everyone for attending the 2012 Annual General Meeting of The Four Villages Community Health Centre and invited them to stay for social time and refreshments.
He called the 2013/2014 newly constituted Board to convene, at the side of the room, for a first meeting of the new Board.
There being no further business to discuss, the business portion of this meeting was declared concluded.
MOTION:
THAT THE 2012 ANNUAL GENERAL MEETING BE CONCLUDED.
Moved: John Mohler
Seconded: Ewa Deszynski
CARRIED
______
Chris Barnett Ewa Deszynski
President of the Board of Directors Secretary of the Board of Directors
Minutes of the Annual General Meeting of the Membership
June 12, 2013 1