Minutes of Executive Meeting – March 9, 2021

April 13, 2021 /

Malvern Red & Black Society
Executive Committee
Minutes of Meeting – Tuesday, March 9, 2021
7:00 P.M. Via Zoom

Present:  Sandra Burk (Chair), David Fuller, Vandra Masemann, Lois Maxwell, Ken Scullion, Rod Tennyson, Ila Vaculik (Beattie), Bob Watson

Regrets: Adele Ashby Randy Deffett, Joyce Heighway, Irene Hubel, Erik Malmsten, Volker Masemann, Dianne Renwick

Meeting called to Order: The Chair, Sandra Burk, called the meeting to order at 7:11 P.M.

1. Minutes of Tuesday, December 8, 2020 meeting: 

Motion: Moved by Ken Scullion, seconded Vandra Masemann, that the minutes be approved.

2. Approval of the Agenda 

Motion: Moved by Ken Scullion, seconded Lois Maxwell, that the agenda be approved

3. Matters Arising from the Minutes:

  • Cenotaph – David Fuller reported that he had connected with the TDSB facilities Supervisor for the Malvern school area to discuss the roller system for protecting the cenotaph. The supervisor was very interested and saw application for the roller system across the Board. The supervisor will discuss the system with other Board employees and look into approving it for our cenotaph and then other applications in other areas. It was felt that since the installation would be an improvement to Board property and improve safety and security that the Board should pay associated costs. There was general consensus that we could engage in fund raising to assist in this project. David will reach out to the sculptor to see if he has completed his quote for repair work to the actual statue. Sanderson provided a quote for their part of the repair work, but David commented that the quote might have to be refreshed as so much time has gone by since it was issued. It was noted that that we needed to make this work a priority as the Centenary is next year.
  • Database – DB review update – In the absence of Dianne Renwick, Vandra reported that work has been ongoing and Donna is in the home stretch of reviewing the master database.  Plans are for Dianne, Donna and Vandra to get together, when possible, to review all of the “mini” databases.
  • Onward Malvern Foundation – covered in the meeting Agenda
  • Improving MRBS Communication – Sandra and Vandra indicated that they were still working together on this and will soon come with recommendations for improving communication.
  • Creation of a fund-raising committee – Sandra led this discussion. Vandra reported that MRBS had, at one point in time, a Cenotaph Fund Raising Committee. This committee was charged with dealing with all aspects of the cenotaph – fund raising, grant proposal and the like. To this day the committee still has its own Facebook page. Vandra suggested that we could re-energize this committee. It was noted that any funds raised would have to be administered by the TDSB. There was general consensus that we needed to (re)constitute such a committee with details left to a future meeting for discussion.
  • MRBS Charter update – covered in the meeting Agenda
  • MRBS website updating – covered in the meeting Agenda

4. Announcements:

  • Vandra reported that she had been in communication with the school’s principal and had been added to the mailing list of the Principal’s monthly newsletter. The Principal has offered to include any MRBS updates in her newsletter. Discussion ensued about the desirability of raising the consciousness of the school community about our cenotaph fund raising plans. Vandra offered to send a copy of the newsletter to interested MRBS executive members.
  • Sandra reported that a Malvern grad had contracted her about donating her mother’s 1954 MUSE. Along with the Muse the grad also included a glass from her own 1983 graduation.
  • David Fuller reported that he had given a presentation to the Toronto Branch of the Ontario Genealogical Society on how to research your family members that served in Imperial (British) Forces. David used Malvern students as examples. David also reported that he is working on a new article about a Malvernite named Cecil John Flood, a lieutenant in the Machine Gun Corp. David concluded by stating that by the end of his research and writing that he will have enough material for a book on all of the men and women mentioned on the cenotaph (and others).
  • Ken reported that he had three donations for the Malvern archives: 1) a 1939 Malvern Commencement program 2) a 1938 Malvern graduation pin and 3) a copy of a 1973 Malvern Music LP. The first two donations are courtesy of the Davidson family, long time beach area residents and whose grandmother was a Board Trustee. The LP comes from Ken.
  • Proposed reunion on hold until the COVID 19 situation is resolved and it is safe to gather together.

5. President’s Report – Sandra Burk: The President reported that she had no specific items requiring an update.

6. Communication Reports:

  • Mail (snail) – Vandra Masemann: Vandra reported that it has been difficult to pick up mail owing to COVID protocols. She has picked up mail on three separate occasions to date. Nothing for MRBS was received and OMF mail was passed along to Lorie McCauley, President of the OMF.
  • Email – Bob Watson: Bob reported that since December 9th, just two 1960’s emails  were received. For Red and Black one email came in with a personal email address update. All of the material was sent to Dianne for DB updates.
  • Database – Dianne Chadwick: As Dianne was absent her report was deferred to the next meeting.
  • Website, Facebook – David Fuller:  There was nothing new to report.

Motion: Moved by David Fuller, seconded by Lois Maxwell, that the Communication Reports be accepted.  Carried.

7. Treasurer’s Report – Bob Watson: Bob reported that the bank balance is $487.27 and that there are no items outstanding. Bob also reported that there had been no donations via Canada Helps in 2021 (to date). Vandra reported that she had received the invoice from Bluehost. The amount owing is not due until April. Vandra will renew and we will determine whether to continue with Bluehost as our web provider in concert with decisions about refreshing our website.

Motion: Moved by Bob Watson, seconded by Ken Scullion, that the Treasurer’s Report be accepted.  Carried.

8. Archives Committee Report – Vandra Masemann: Vandra reported that owing to Donna’s foresight she had taken a lot of work home with her in March (2020) and that she is still working diligently accessioning, cataloging items and such. Irene is still helping by working on the vertical file. Vandra also reported that the Archives Committee continues to get and respond to questions from interested parties. She further indicated that a number of questions are being submitted via our FB page. One notable inquiry was from a person trying to find Malvernite Bev Bowers, Canadian women’s roller skating champion. With the help of Erik Malmsten and others online, the search was successful.

Motion: Moved by Vandra Masemann, seconded by David Fuller, that the Archives Committee Report be accepted.  Carried.

9. Onward Malvern Foundation Status – Vandra reported that Lorie McCauley, President of the OMF, was in ill health and wished to resign her position. Lorie also indicated that she would facilitate the transfer of responsibilities. An OMF meeting is scheduled to take place at the conclusion of this MRBS meeting.

10. Proposed Amendments to MRBS Charter/Bylaws – Randy Deffett:  As Randy was absent, this item was deferred to the next meeting. It was noted that the Privacy policy will be the first update considered.

11. Updating MRBS Website – Randy Deffett:  As Randy was absent this item was deferred to the next meeting.

12. Other/New Business:

  • Sandra Burk: Sandra reported that an ‘80’s decade co-ordinator was found. Her name is Peg Prince, and we welcome her to the group.

13. Next Meeting: Tuesday, April 13, 2021, 7:00 p.m., via Zoom (David Fuller to arrange).

14. Motion to Adjourn: Ken Scullion moved adjournment at 8:05 PM. Meeting adjourned.

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