Minutes of Executive Meeting — October 12, 2021
Malvern Red & Black Society
Executive Committee
Minutes of Meeting – Tuesday, October 12, 2021
7:00 P.M. Virtual Via Zoom
Present: Sandra Burk (Chair), Randy Deffett, Bob Watson, Vandra Masemann, David Fuller, Lois Maxwell, Dianne Renwick, Ila Vaculik, Rod Tennyson, Tim Daciuk
Regrets: Ken Scullion
Order of Business:
1. Call to Order – at 7:01 pm
2. Approval of the Agenda – Moved by Rod Tennyson. Seconded by Lois Maxwell. Carried.
3. Approval of the Minutes of September 14, 2021, as amended, with thanks to Vandra Masemann for preparing the minutes. Moved by David Fulller. Seconded by Bob Watson. Carried.
4. Matters arising from the Minutes
• Cenotaph – David Fuller reported that he emailed Greg McKinnon at the TDSB but has not yet received a reply. He will also contact the Facilities Supervisor.
• Projects Update – covered in Agenda.
5. Announcements
- Sandra reminded everyone that the AGM is on Sat. Nov. 6th, from 1:00-3:00 p.m. Registration is required, including members of the MRBS Executive. 29 people have registered to date.
- Committee Chairs are requested to have their reports in by October 19th to allow the President and Secretary to put together the Annual Report.
- Sandra noted that there is no info on the school’s website yet regarding Remembrance Day services. Vandra Masemann to follow up with Principal Sandy Kaskens.
6. President’s Report – Sandra Burk
Sandra noted that it has been an unusual and difficult year for the MRBS due to the pandemic, and thanked everyone for their support. Also, she thanked Randy Deffett for chairing the September meeting on short notice, and thanked Vandra Masemann, David Fuller, Paul Warner and Tim Daciuk for all of their hard work getting the MRBS Shop up and running so quickly. Sandra advised that as her term as President is ending and as we have a candidate who is energetic and eager to take on the role of President, she will not be standing for re-election, but is willing to serve as Vice-President.
Sandra moved acceptance of her report. Seconded by Vandra Masemann. Carried.
7. Communications Reports
- Vandra Masemann – mail – Vandra has not had an opportunity to check if there us any mail at the school this month. She did send 22 letters to non-email (snail.mail) members.
- Bob Watson – email – Bob reported that there were 10 emails for the Red and Black, and no emails for the 40s and 60s. One of the emails was a request for copies of 5 Muses. It was suggested that copies of Muses might be something we can offer on the MRBS Shop.
- Dianne Chadwick – database – has been working with Donna Halliday on entering changes to the database.
- David Fuller – website – Woocommerce software has been functioning for MRBS Shop. Can print out label with address and also produce a manifest list of parcels. 15 orders received so far. Discussion took place concerning glitches with start-up, allocation of start-up expenses, and reporting by PayPal, Stripe and Woocommerce. David to send info to Bob. There have been several additions/updates to the website.
- Sandra Burk /Vandra Masemann – Facebook – We now have 941 members in the Facebook group. Requests from people who did not answer question and/or do not appear to have any connection to MCI or the neighborhood have been denied. Most recent posts are about the AGM and Malvern Wear.
Lois Maxwell moved acceptance of the Communications reports. Seconded by Randy Deffett. Carried.
8. Treasurer’s Report – Bob Watson – current bank balance is $1073.62, with a book balance of $973.62. The cheque for the $100 MRBS Award has been distributed but still has not been cashed. Vandra is to contact the school office about this and report back. David reported that the first MRBS Shop payment was received from Stripe on October 15th.
Bob moved acceptance of his report. Seconded by Tim Daciuk. Carried.
9. Archives Committee Report – Vandra Masemann – Donna and Dianne have been working on updating the member database. Donna and Irene have been working on the vertical files.
Vandra moved acceptance of her report. Seconded by Randy Deffett. Carried.
10. OMF – Ken Scullion – in Ken’s absence, it was reported that two donations were received via Canada Helps.
11. Projects
- Malvern Wear – a breakdown on sales to date was provided. Discussion took place regarding item costs, mark-up, packaging and postage, including using credit card for postage. Also, free delivery to be offered in area bounded by Jones Ave. to Midland Ave., Lake Shore Blvd. E. to O’Connor Dr.
- Updating of Charter – Revised Charter has not yet been posted on website.
- Website Updates – “Becoming a Member” has been posted. Vandra to provide pics re website banner. Decade pages to be reviewed and updated. Randy requested bios for Decade Co-ordinators. Paul will reset passwords for webmail and create drop-box so that mailbox access can be maintained when decade reps change. It was suggested we look into putting “subscribe” button on our website. Discussion took place about how best to manage the database.
- Email Campaigns – Tim reported on campaigns, use of Mailchimp and related stats. (819 emails, 87 bounced, 6 unsubscribed.) He recommended mass emailing Oct. 24th for a reminder about Malvern Wear, and Nov. 1st for an reminder about the AGM.
12. Accounting Reports – Randy requested clarification as to how Malvern Wear sales and associated costs will be reported. Bob and David to work on this.
13. AGM Elections – Randy was thanked for preparing the AGM Notice and Call for Nominations. He requested an outline of the election process, which was provided. Vandra volunteered to serve as the Nominating Committee Chair. Under the revised Charter, terms will be as follows: President – 3 year term; Vice-President – one year remaining on Randy’s term; Recording Secretary – 2 year term; Treasurer – 4 year term; 4 Members At Large – one for 1 year term, two for 2 year term, and one for 3 years.
14. Motion to adjourn moved by Lois Maxwell at 8:59 pm. Seconded by Randy Deffett. Carried.
15. Next Meeting – AGM on Saturday, November 6, 2021, 1:00 p.m. via Zoom (David Fuller to arrange)
