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April 21, 2017

Dear Members of the Saskatoon Council on Aging Inc.

I would like to let you know that our annual general meeting is scheduled to be held on May 25, 2017 at 2:00 pm at the

Rusty McDonald Library – 225 Primrose Drive.

For your information I am attaching to this letter:

Minutes of the last annual general meeting held May 26, 2016

Agenda for the May 25, 2017 meeting

By-law revisions

Membership fee system

A full annual report with audited financials will be provided and presented at the meeting.

Sincerely,

June Gawdun, Executive Director

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SASKATOON COUNCIL ON AGING

THURSDAY, MAY 26, 2016 from 2:00 p.m. to 4:00 p.m.

YWCA Saskatoon – Studio Room - Annual General Meeting Minutes

1. Call to Oder

- The meeting was called to order at 2:00 p.m. by Jane McPhee. There were 39 members in

attendance.

2. Approval of Agenda for May 26, 2016

Motion: To approve agenda with following corrections: 6.1 Approval of Slate instead of Approval

of Agenda, 4.3 By Law Revisions Report – Bruce Irvine instead of Shan Landry.

M/S Leo Monseler, Dave Gibson Carried.

3. Approval of Minutes of Annual General Meeting May 28, 2015

Motion: To approve minutes of May 28, 2015 with following correction:

4.2 Change Treasure to Treasurer. M/S Burna Purkin/Shan Landry Carried.

3.1 Announcements – June Gawdun

- Zoomer Idol Auditions June 21, 22.

- World Older Adult Abuse Awareness Day workshop June 8.

- West Jet Tickets on sale $5.00 each.

4. Officers’ Reports

4.1 Co-Presidents’/Executive Director’s Report – Jane McPhee/Janet Barnes/June Gawdun

- Reports within the annual report document were highlighted.

4.2 Treasurer’s Report – Bruce Irvine

- Detailed presentation shown on power point highlighting the facts of the Treasurer’s Report

included in the annual report document. SCOA is in good financial shape.

Motion: That the audited financial statements be accepted. M/S Bruce Irvine/Peter Sen Carried.

Motion: That the firm KPMG be appointed as auditors for SCOA for the year ended

March 31, 2017 subject to mutual agreement. M/S Bruce Irvine/Elliot PausJenssen. Carried.

4.3 By-Law Revisions – Bruce Irvine

Motion: That item XI Signing Officers be changed to read:

1. Legal Documents – The President (Co-Presidents), Vice President and Treasurer shall be signees

for all legal documents.

2. Cheques – a) Designated signees shall be the Executive Director and any four members of the

executive identified by the Board. b) Cheques shall be signed by any two of the designated

signees. M/S Bruce Irvine/Jim Wasilenko Carried.

5. Reports of SCOA - (reports within the annual report document were reviewed)

5.1 Age-friendly Saskatoon Initiative-Cheryl Loadman

5.2 Bullying - Elliot PausJenssen

5.3 Bus Buddy-Jennifer Holmes

5.4 Century Club - Karen Heise

5.5 Communication - Mercedes Montgomery

5.6 Education and Awareness - Shan Landry

5.7 Finance and Fundraising - Jim Wasilenko

5.8 Lifelong Learning Courses - Sandra Schweder

5.9 Membership - Sandra Schweder

5.10 Older Adult Abuse Task Force - Joan Lidington

5.11 Partnerships/Supporters - June Gawdun/Virginia Dakiniewich

5.12 Resources for Older Adults - June Gawdun

5.13 Saskatoon Caregiver Information and Support - Lorraine Holtslander/Katherine Ash

5.14 Saskatoon Seniors Globe Walk - Sheila Angelstad

5.15 Senior Tech Buddy - Sandra Schweder

5.16 Seniors’ Neighbourhood Hub Club - Sandra Schweder

5.17 Spotlight on Seniors - Joan Lidington

5.18 Volunteers - June Gawdun

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5.19 Zoomer Idol - June Gawdun/Sharon Fyke

6. Report of Nominations Committee – Shan Landry

6.1 Nominations to Board of Directors Approval of Slate

- SCOA board can range from 9 to 15 members.

- Positions run for 3 terms with 2 years each term to total 6 years.

- Board Slate for 16/17 is as follows:

Executive Officers Name

Past President Janet Barnes

Co-President Jane McPhee

Co-President Shan Landry

Treasurer Bruce Irvine

Finance/Fundraising Jim Wasilenko

Standing Committee Chairs

Communication Mercedes Montgomery

Finance/ Fundraising Jim Wasilenko

Education and Awareness Murray Scharf (not on Board)

Nominations Shan Landry

Members at Large Jan King

Dave Gibson

Jane Richardson

Ila Sarkar

Jeananne Klein * New

Sheila Clements * New

Motion: Approve the slate of Board of Directors as above for 16/17 year. M/S Shan Landry/Jane

McPhee. Carried.

- Thank you Burna Purkin, Peter Sen, Leo Monseler, and Joan Lidington who are retiring from SCOA’s

Board. Small gifts were presented to members leaving.

6.2 Installation of 2016/2017 Board of Directors (stand to be acknowledged)

- Board members present at today’s meeting stood and were welcomed.

Motion: Approval of installation of board members (according to slate under 6.1) M/S Dave

Gibson/Wilma Mollard. Carried.

7. New Business - None

8. Adjournment of Business Meeting at 2:50 p.m. by Jane McPhee.

9. Social Time 2:50 p.m. – 3:05 p.m.

10. Program Presentation: 3:05 p.m. – 4:00 p.m.

10.1 Video “Vignettes” of SCOA Programs - June Gawdun

- Videos created by Evan Hardy Students Media Class were shown highlighting SCOA’s programs

and services.

10.2 News: Age-friendly Saskatoon-Cheryl Loadman/Candace Skrapek

- Age Friendly Report in the annual report document was highlighted. The final Age Friendly

Saskatoon Initiative (AFSI) Final Report will be made public by June 30, 2016. Three subprojects

were developed from the AFSI:

1. LGBT Project - Received national media attention regarding abuse that LGBT older adults

experience living in congregate housing.

2. Bullying in Congregate Housing – Numerous presentations have been given to management

on how to deal with bullying.

3. Engaging Aboriginal Community through Age Friendly Conversations – Video produced and

was shown that reflects the needs of aboriginal older adults as they grow old in Saskatoon.

10.3 SCOA Website - Virginia Dakiniewich

- Handouts were circulated regarding SCOA’s website and members were encouraged to use this

site as a resource to them.

Minutes Recorded By June Gawdun, Executive Director

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SASKATOON COUNCIL ON AGING INC. ANNUAL GENERAL MEETING

THURSDAY, MAY 25th, 2017, 2:00 –3:30 PM Rusty MacDonald Branch Library Meeting Room

225 Primrose Drive, Saskatoon SK

AGENDA

1. Call to Order – Shan Landry – 2:00 pm 2. Approval of Agenda 3. Approval of Minutes of Annual General Meeting – May 26, 2016 4. Officers’ Reports: 4.1 Co-Presidents’/ Executive Director’s Report - Jane McPhee/Shan Landry/June Gawdun Motion - Move the acceptance of the Co-Presidents’/Executive Director’s Report 4.2 Treasurer’s Report – Bruce Irvine

Motions: - Move that the Annual Audited Financial Statements be Accepted for 16/17 Fiscal Year - Move that the firm KPMG be appointed as auditors for SCOA for the year ended March 31, 2018 subject

to mutual agreement. 5. Reports of Council: 5.1 Age-friendly Community Development – Candace Skrapek 5.2 Bullying Project - Elliot PausJenssen 5.3 Bus Buddy – June Gawdun 5.4 Century Club - Karen Heise 5.5 Communication - Mercedes Montgomery 5.6 Education and Awareness – Murray Scharf 5.7 Finance and Fundraising - Jim Wasilenko 5.8 Lifelong Learning Courses- Sheila Angelstad 5.9 Membership - Sandra Schweder 5.10 Older Adult Abuse Task Force - Joan Lidington 5.11 Partnerships/Supporters - June Gawdun/Virginia Dakiniewich 5.12 Resources for Older Adults - June Gawdun 5.13 Saskatoon Caregiver Information and Support - Lorraine Holtslander 5.14 SCOA Globe Walk – Beth Hill 5.15 Senior Tech Buddy - Sandra Schweder 5.16 Seniors’ Neighbourhood Hub Club– Sheila Angelstad 5.17 Spotlight on Seniors - Joan Lidington 5.18 Volunteers – Sheila Angelstad 5.19 Zoomer Idol – Sharon Fyke - Motion: Move that the Committee Reports be accepted 6. Nomination Committee Report – Janet Barnes 6.1 Nominations to Board of Directors Motion: Move that nomination slate be accepted 6.2 Installation of 2017/2018 Board of Directors (stand to be acknowledged) 7. New Business: 7.1 Membership Fee System

- Motion: Move that SCOA implement the proposed membership fee system effective May 25/17 7.2 By-law Revisions – Janet Barnes

- Motion: Move that the bylaw revisions for SCOA be accepted effective May 25/17 8. Adjournment of Business Meeting 9. Program - New Partnerships and What that Means to Our Members: Bourassa & Associates Rehabilitation

Centre, YWCA, YMCA and Saskatoon Fire Department – Remembering When Program- 2:45 p.m. 10. Social Time – 3:05 p.m. – 3:30 p.m.

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By-law Revisions for May 25, 2017 Annual General Meeting

II. MISSION The Saskatoon Council on Aging (SCOA) is a community leader in the promotion of

dignity, health and independence of older adults through programs, services,

education and awareness.

Proposed changes in red:

II. MISSION The Saskatoon Council on Aging (SCOA) is a community-based, non-profit organization

dedicated to promoting positive aging for all in an age-friendly community. We strive

to achieve our mission by providing programs, services and policy advocacy to

promote dignity, health and independence of older adults.

X. COMMITTEES

1.4 Education and Awareness Committee

1.4.1 Researches and responds through SCOA on issues important to older adults in our

community.

1.4.1 Chaired by a member of the Board of Directors.

1.4.3 Membership open to all SCOA members

Proposed changes in red:

1.4 Education and Awareness Committee

1.4.1 Researches and responds through SCOA as an advocate on systemic issues

important to older adults in Saskatoon and surrounding community.

1.4.2 Chaired by a member of the Board of Directors.

1.4.3 Membership open to all SCOA members

1.5 Communication

1.5.1 Produces and distributes the Coming of Age publication three times per year.

1.5.2 Provides exposure and awareness of SCOA to older adults through a variety of

communication strategies

1.5.3 Oversees the work of the educational / speaker’s bureau.

1.5.4 Membership open to all SCOA members and the committee selects the

chairperson

Proposed changes in red:

1.5 Communication Committee

1.5.1 Produces and distributes the Coming of Age publication three times per year and

oversees distribution to SCOA members and key locations in the city.

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1.5.2 Provides exposure and awareness of SCOA to older adults through a variety of

communication strategies

1.5.3 Oversees the work of the educational / speaker’s bureau.

1.5.4 Oversees SCOA communication functions including social media and website.

1.5.5 Optimizes inter committee flow of information

1.5.6 Membership open to all SCOA members and the committee selects the

chairperson.

1.6 Age-Friendly Community Development Committee

1.6.1 Builds community capacity and promotes civic engagement and volunteerism

among older adults that facilitates their direct involvement in enhancing our

community to be age-friendly. 1.6.2 Serves as SCOA's age-friendly champion for developing a vision, gathering

momentum, and encouraging action.

1.6.3 Members join with intention to learn about and implement age-friendly initiatives,

and aid in building awareness and linkages for an enhanced age-friendly community.

1.6.4. Membership is inclusive of community and organizational representatives, SCOA

Board and members.

1.7 Human Resources Committee

1.7.1 Develops performance appraisal system for the Executive Director

1.7.2 Develops policies and procedures, when required, relating to human resources

issues.

1.7.3 Membership and chairperson are appointed by the Board.

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Proposed SCOA Membership Fee System effective May 25, 2017

Individual Full Member: $25 Individual Associate Member: No fee Non-profit Organization Member: $25 Corporate Member: $250 With the exception of the Individual Associate Members, all other members shall have the

right to vote at any general meetings and the Annual General Meeting of SCOA and are eligible to be a member of the Board of Directors.

An exemption from paying an Individual Full Member fee is granted to anyone 90 years of age or older.

The membership period runs from April 1 to March 31. Renewals are to be effective April 1 of each year. No membership cards are to be issued but membership is recorded by SCOA. No charitable donation receipts are to be given for a membership fee. Volunteer time will not be counted as a way to obtain Individual Full Membership without

paying the required fee.

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