ANNUAL GENERAL MEETING Tuesday, May 11, 2010 at 1:45 pm Location: Georgian College, 1 Georgian Drive, Barrie, ON

Transcription

1 Chair: Trudy Beaulne, President ANNUAL GENERAL MEETING Tuesday, May 11, 2010 at 1:45 pm Location: Georgian College, 1 Georgian Drive, Barrie, ON 1. Announcements from the floor 2. A look back: InformOntario video AGENDA 3. Business Meeting Called to Order Trudy Beaulne REMINDER: Only IO members can initiate, second and vote on motions. a. Approval of the Agenda b. Approval of the AGM Minutes of May 6, 2009 c Annual Report d Treasurer s Report (Cathy Gowland) Financial Report 2. Appointment of Vendor for 2010 Financial Review e. Election of Directors i. Slate of Nominees ii. Call for Nominations iii. Recognition of Outgoing Board Members f. Adjourn Business Meeting 4. Recognition Awards Michele Watson, Chair 5. Celebration of IO 30 th Anniversary A Look Back

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3 Association of Community Information Centres in Ontario o/a InformOntario Meeting Title Annual General Meeting 2008 MINUTES Time 8:35 am 9:10 am Date May 6, 2009 Place Durham College, Oshawa Attendance Board Members: Pam Hillier (chair), John Allec, Trudy Beaulne, Christine Geoffrion, Cathy Gowland, Marie Klassen, Laura McDonald, Suzanne Robinson, Jennifer Tanner Regrets: Marie Klassen, Jennifer Tanner AGENDA ITEMS Action Discussion Motion Action Item Welcome Information President Pamela Hillier welcomed delegates to the Annual General Meeting. There was no quorum so the Board will be setting up an e-vote process for ratification of motions. Action: Board to set up e-voting process for ratification of motions for Annual General Meeting of May 6, Achievement Awards - Christine Geoffrion and Michele Watson Information Awards presented to individuals/organizations to recognize the work, leadership and initiatives of peers in Information and Referral sector. David Caufield (retired), Ancaster Community Services Marie Klassen, 211 North Ross Cooling, Community Connection Claudette M Gauthier, Essex Community Services John Allec, Findhelp Information Services Barbara McLachlan, InformOntario Thanks extended to committee members - Christine Geoffrion (Quinte), Michele Watson (Oshawa), Jennifer Tanner (Windsor) 2. Business Meeting Information Business meeting called to order. - Pamela Hillier a) Approval of Agenda Motion b) Approval of AGM minutes of May 12, 2008 Motion Page 3 Motion: That the InformOntario Annual General Meeting agenda of May 6, 2009 be approved as distributed David Harvie Jennifer Lindsey Carried Motion: That the InformOntario Annual General Meeting minutes of May 12, 2008 be approved as distributed Gary Vipond Susan MacDonald Carried

4 Association of Community Information Centres in Ontario o/a InformOntario AGENDA ITEMS Action Discussion Motion Action Item c) Business Arising d) 2008 Annual Report: i) Treasurer s Report - Cathy Gowland Item # Financial Report Item #2 - Appointment of Vendor for 2009 Financial Review Motion Item #1 an unreviewed draft review of 2008 financial statement within AGM package Bd was unable to obtain financial review before AGM. Treasurer and bookkeeper securing 3 rd party vendor to handle review. Statements to be distributed for final approval via e- voting process. Item #2 Treasurer recommended the accounting firm of Steinbach and Chappelle for 2009 financial review. Motion: That unreviewed 2008 financial statements for the corporation be accepted as distributed until final reviewed documents can be presented to the membership. Cathy Gowland Sean McCorkell Carried Motion: That the 2009 financial statements for the corporation will be reviewed by the firm of Steinbach and Chappelle. Cathy Gowland Sean McCorkell Carried Action: Board to set up e-voting process for ratification of 2008 financial review for InformOntario ii) Annual Report: - Pamela Hillier Motion Report within AGM package. Motion: That the 2008 InformOntario Annual Report be accepted as presented. Michael Hodgins Cathy Taylor Carried Action: electronic version of report will be posted on IO website e) Strategic Development Workplan for Trudy Beaulne Information Report and workplan distributed, including historic background work starting with Symposium in Creiff Hills in The document will be used by the Board to set its 2009 priorities and objectives. All members encouraged to participate in IO activities through its committees and task forces. Thanks extended to committee members Trudy Beaulne (Waterloo), Laura McDonald, Suzanne Robinson (Peel), Jennifer Tanner (Windsor) Page 4

5 Association of Community Information Centres in Ontario o/a InformOntario AGENDA ITEMS Action Discussion Motion Action Item f) Election of Officers Laura McDonald Motion Slate of officers within AGM package. Elect for 1 st term of 2 years - Marie-Andrée Carrière (Member Agency, Eastern Region) Motion: That Jennifer Lindsey be nominated to the InformOntario Board of Directors. Ross Cooling David Harvie Carried Re-elect for 2 nd term of 2 years - John Allec (Member Agency, Toronto Region) - Marie Klassen (Member Agency, Northern Region) - Suzanne Robinson (Member Agency, Toronto Region) Motion: That slate of officers for IO Board for be accepted as modified. Re-elect for 3 rd term of 2 years - Cathy Gowland (Member Agency, Toronto Region) - Pamela Hillier (Member Agency, Central East Region) Laura McDonald Susan MacDonald Carried There are 4 vacancies on the Board. Nominations were called from the floor. Jennifer Lindsey was nominated and accepted. Christine Geoffrion and Jennifer Tanner (absent) presented with gifts as retiring Board members f) New Business Information No new business g) Adjournment Motion Meeting adjourned Motion: That the InformOntario Annual General Meeting be adjourned. Jennifer Lindsey David Harvie Carried Page 5

6 AGM Attendees / E-vote Participants: 211 Windsor-Essex, Sean McCorkell Caledon Community Services, Beth Early-Rae Central West Community Care Access Centre, Maria Giergont Champlain Community Care Access Centre, Ilsa Eustice Child Development Resource Connection Peel, Deborah Doherty CMHA Peel, Suzanne Robinson Community Connection, Pamela Hillier Community Information Hamilton, Lesley Russell Community Information Centre of Ottawa, Julia English Community Link North Simcoe, Susan McDonald CONTACT South Simcoe, Lianne Picot County of Oxford, John Moore Deborah Woods Findhelp Information Services Toronto, John Allec Info Northumberland, Bary Witteveen Information Chatham-Kent, Patricia Weiller Information Durham, Cathy Gowland Information Oakville, Michael Hodgins Information Perth, David Harvie Information Sarnia-Lambton, Norm Lamoureux Lakehead Social Planning Council, Kristen Tomcko Laura McDonald Newmarket Information Centre, Jennifer Leveridge Region of Peel, Becky Woodcock Simcoe-Muskoka Community Care Access Centre,Trevor Clark Social Planning Council of Kitchener-Waterloo, Todd Turnbull United Way of Sault Ste Marie, Gary Vipond VIK Volunteer & Information Kingston, Jennifer Lindsey Volunteer Centre of Guelph-Wellington, Cathy Taylor Volunteer and Information Quinte, Christine Geoffrion Page 6

7 2009 Activities and Events PRESIDENT'S REMARKS President: Trudy Beaulne As I complete my first year as InformOntario President, it's easy to outline the accomplishments by this provincial association and its members. These include: Launch of a provincial Style Guide, and a series of webconference training sessions on its features Successful, annual membership conference May 2009 symposium. Continuation of our data agreement involving 11 members with the Ontario Association of Community Care Access Centres Continued strategies to ensure the Association is viable and of value to its members Creation of ad-hoc group between IO and CIOC (Community Information Online Consortium) to discuss common goals and initiatives Expanded administrative support for Board and Committee activities. We shared bookkeeping processes with InformCanada The Board is saying farewell to a number of members this year. My thanks to Pamela Hillier, John Allec, Marie-Andrée Carrière and Marie Klassen for their expertise, involvement and support of the Information and Referral sector and this provincial body. A number of individuals and their organizations have supported InformOntario in a number of initiatives: - Community Information Online Consortium (CIOC) for providing use of its Webinar application for the Style Guide web conferences - Information Durham for managing the Free Conference teleconferencing service - Community Connection (special thanks to Debbe Rogers) for handling all association correspondence - Lesley Russell for managing the Discussion Board I thank Barb McLaughlin for her excellent professional support as our IO Coordinator. We are privileged to have her knowledge, expertise, amazing organizational talent and passion for the sector. This report outlines the various activities and details related to standing committees and other initiatives. ANNUAL SYMPOSIUM & RECOGNITION AWARDS Chair: Cathy Gowland Members: Laura McDonald, Barbara McLachlan, Pamela Hillier The annual Symposium was held May 5-6, Back by popular demand, the Symposium was once again held at Durham College in Oshawa. Hosted by Information Durham, the 2-day event brought together more than 60 attendees for a series of both plenary and streambased workshops. A highlight was a rockin' time with "Elvis". Pictured (right) is Julia English (Ottawa) with the King of Rock and Roll. The association's Annual General Meeting was held May 6, Thank you thank you very much! Page 7

8 The annual Recognition Awards recognized individuals and organizations which have contributed to the growth of the I&R sector. Double nominees John Allec, Findhelp Information Services and from Barbara McLachlan, InformOntario. These two people were nominated together due to their tremendous dedication and commitment towards the creation of our sector's newest tool The Style Guide. Claudette M Gauthier, Essex Community Services, Enthusiastic, energetic and experienced, Claudette is a pioneer in the field of information and referral for the Windsor-Essex County area. For now over 28 years, her leadership helped her going through many storms. Claudette is committed and totally dedicated to her work. David Caulfield (retired), Ancaster Community Services, and as a former board member of both InformOntario and Community Information Online Consortium (CIOC) ** Long-standing member, committed to the information and referral sector, David Caulfield is an inspiration to many workers. He provided valuable insight and leadership to the I&R community. Marie Klassen, Lakehead Social Planning Council / 211 Ontario North Without Marie, the 211 North would not be established. These are the words used in the nomination form to recognize the work that Marie has done to establish 211 North that will eventually reach almost 800,000 residents of Ontario. Ross Cooling, Community Connection (Collingwood) Ross was instrumental in supporting Community Connection s eventual migration from Edibase to CIOC, and for supporting their network of data partners in Simcoe County. Ross has served several terms on InformOntario Board of Directors including the position of Treasurer. He is also the current CIOC Board President. The committees and task forces he has participated on are too numerous to mention. As well, the Board of Director recognized John Allec for his leadership in bringing the Style Guide to fruition, plus the members of the Committee - Laura McDonald, Corinne Gallois, Sean McCorkell, Jennifer Lindsay, Julia Brackenbury. ** In Memoriam It was with great sadness that we heard the news that David Caulfield had passed away December 12, David, who worked for Ancaster Information Centre and Community Services, served on the IO Board for many years. STANDARDS AND ACCREDITATION Chair: Co-Chairs John Allec / Pamela Hillier Members: Corinne Gallois, Brian Harding, Sean McCorkell, Laura McDonald, Barbara McLachlan, Mark Winfield, Bary Witteveen After several years of hard work and scores of meetings, the InformOntario Style Guide was proudly presented to the membership in an official "launch" during the annual Symposium. Its development was in partnership within InformOntario and the 211Ontario.ca project. It is estimated that IO through both inkind contributions from its members and financial support invested more than $13,000 in this initiative. Development of all French-language elements was coordinated by the InformCanada French Working Committee with translation provided by the Franco 211 project (Ontario Trillium Foundation). At the same time, a French version of the Style Guide was coordinated by the InformCanada French Working Committee with resources provided by the Franco 211 project (Ontario Trillium Foundation). This group also translated the 2007 Naming Standard guide. Page 8

9 The new Style Guide Implementation Team hosted a 4 web teleconferences on various Style Guide elements throughout the Fall of Oct 5, 2009, Our Newest Standard Subject Records, presenter: Sean McCorkell Oct 20, 2009, Harmonizing Location, Areas Served and Boundaries Fields, presenter: John Allec Nov 4, 2009, Lighter, Brighter Description Fields, presenter: Barbara McLachlan Dec 3, 2009, Naming Standard Consistency, presenter: John Allec The ability to offer these teleconferences wouldn't have been possible without the support of CIOC (Community Information Online Consortium). CIOC provided access to its Webinar teleconference account, which allowed 47 people from 28 different agencies to participate in the sessions. Special thanks to Laura McDonald who lent her time and expertise setting up and monitoring the teleconferences. Members of Style Guide Cmte. Pictured (L to R), John Allec, Chair; Sean McCorkell, Julia Brackenbury, Barbara McLachlan, Jennifer Lindsey, Corinne Gallois, Laura McDonald NOMINATONS AND MEMBERSHIP Membership in 2009 included 66 organizations and 7 individuals for a total of 73. Membership composition includes: Multi-service groups Community care access centres Libraries Volunteer centres Government entities 211 centres Social planning councils Mental health organizations Multicultural services Non-Ontario-based organizations A memorandum of understanding between InformOntario and InformCanada includes a tri-level membership structure. Membership in InformOntario includes membership in InformCanada and the Standard Membership with Alliance of Information and Referral Services (AIRS), an international organization, with all rights and privileges. The Membership application is available on the InformCanada website. Membership in InformOntario includes: full voting status and the right to stand for office in the provincial organization use of the InformOntario standards and database design Page 9

10 membership rates at provincial conference member rate to sit for the Certified Information and Referral Specialist and Certified Resource Specialist exams In addition to InformOntario rights and privileges, AIRS membership includes: full voting status and the opportunity to stand for office in AIRS administration of accreditation program the AIRS newsletter online training programs discounts on products Membership in InformCanada includes: full voting status and the opportunity to stand for office in InformCanada the opportunity to participate in country-wide projects, such as 211 licencing of the Canadian Taxonomy on Human Services membership rates at national conference administration of Canadian certification program (CIRS/CRS) STRATEGIC DEVELOPMENT Chair: Trudy Beaulne Members: Board of Directors Strategic planning was done at the Board level in 2009 included: - identifying key relationships within sector - identifying progress to-date with standards and next steps in development and/or maintenance of tools and support to members for implementation - review of diversity of membership and assessment of future directions and priorities - current vs desirable communications with membership with emphasis on more frequent communications to keep members informed and engaged - initiation of outreach to build formal connections to other key I&R sector bodies In Ontario this included formal invitations to meet to discuss joint activities to CIOC and to 211Ontario Services Corp and attendance at the 2008 AGM of the newly incorporated Alberta provincial I&R association Alberta Information and Referral Association (AIRSA) FINANCE Chair: Cathy Gowland An unaudited review of the association's financial affairs was completed and distributed to the membership in Sept The financial statements for 2009 are in a separate section within this annual report. The bookkeeping was contracted through Niagara Penn Accounting Services. Page 10

11 OACCAC PARTNERSHIP Co-Leads: Trudy Beaulne / Suzanne Robinson In April 2008, InformOntario and the Ontario Association of Community Care Access Centres signed an annualized Data Access Agreement to provide community information data as part of their provincial web solution. Findhelp Information Services was contracted to consolidate community, health, government and social services data from IO members in 8 CCAC regions into a single CIOC database. In 2009, more than 18,000 records have been contributed to this project. Our participating members are: Central West (Caledon Community Services; Community Information Partners Peel; Information Oakville/Halton Information Partners) Champlain (Community Information Centre of Ottawa (until June 2009); Volunteer & Information Kingston; Community Resource Centre (Killaloe) Inc) Hamilton Niagara Haldimand Brant (Information Niagara; Community Information Hamilton; Haldimand-Norfolk Information Centre) Mississauga Halton (Information Oakville; Halton Information Providers; Community Information Partners Peel) North East (Community Information Thunder Bay) North Simcoe Muskoka (Community Connection until June 2009) North West (Community Information Thunder Bay) Waterloo-Wellington (Community Information Centre of Waterloo Region; Community Information Guelph) InformOntario continues to develop an ongoing relationship with the OACCAC to demonstrate the value of working with IO and its participating members, and will hopefully lead to a more aligned I&R service delivery model. IO and OACCAC plan to continue their discussions around the use of IO standards and other information management tools. As the administrator of the agreement, the Board developed an RFP process for the contracted provincial data coordination role. It was an opportunity to re-examine and clarify deliverables, lines of communications and the resulting price structure. Three organizations submitted proposals. The selection process was still in process at year-end. ADMINISTRATION Contracted administrative support by Barbara McLachlan has included: - ensure ongoing Board and committee minutes - ongoing maintenance of the website - administrative support for the OACCAC partnership - communiqués to the membership - ongoing development of processes related to committees and the board - support for standing committees, with an emphasis on Symposium Planning and Style Guide Implementation Team, Standards and Accreditation website statistics: averages 27 hits per day; since April 2005, has had 43,400 hits Page 11

12 BOARD MEMBERS John Allec, Findhelp Information Services (resigned Apr 2010) Trudy Beaulne, Social Planning Council K- W/Community Information Centre of Waterloo Region Marie-Andrée Carrière Ottawa Community Information Centre (resigned Mar 2010) Cathy Gowland, Information Durham Pamela Hillier, Community Connection Collingwood Marie Klassen, Lakehead Social Planning Council Jennifer Lindsey, Volunteer and Information Kingston (resigned Sept 2009) Laura McDonald, individual member Suzanne Robinson, individual member INFORMONTARIO MEMBERS As of April 28, Peel Region of Peel Access Halton Regional Municipality of Halton Ancaster Information Centre and Community Services Caledon Community Services Information Services & Knowledge Management Canadian Mental Health Association Peel Central Community Care Access Centre Centre de Réféfence du Grand Montréal/Information and Referral Centre of Greater Montréal Centre for Information & Community Services of Ontario Champlain Community Care Access Centre Child Development Resource Connection Peel City of Windsor (formerly 211 Windsor-Essex) Community Connection / 211 Central East Community Information Centre of Ottawa/ Centre d'information communautaire d'ottawa Community Information Centre of Waterloo Region / Social Planning Council of Kitchener-Waterloo Community Information Hamilton Community Link North Simcoe Community Resource Centre (Killaloe) Inc ConnexOntario Health Services Information County of Oxford Deborah Woods Consulting Dundas Community Services Findhelp Information Services Flamborough Information & Community Services Halton Information Providers Oakville Public Library Hamilton Niagara Haldimand Brant Community Care Access Centre Info NORTHUMBERLAND Northumberland United Way Information Barrie / Barrie Public Library Page 12

13 Information Durham United Way of Oshawa Whitby Clarington Brock & Scugog Information Markham Information Niagara / 211 Niagara Information Sarnia Lambton Information/Volunteer Chatham-Kent / United Way of Chatham-Kent Jonquil Eyre Consulting Kids Help Phone K-W YMCA Cross Cultural & Community Services Immigrant Settlement & Adaptation Program Lakehead Social Planning Council / Community Information & Referral Thunder Bay Laura McDonald Mississauga Halton Community Care Access Centre McLachlan, Barbara Neighbourhood Centre North Simcoe Muskoka Community Care Access Centre Ontario Association for Community Care Access Centres (OACCAC) Ontario Ministry of Training, Colleges & Universities Perth County Information Network Information Perth Social Planning Council of Cambridge and North Dumfries / Information Cambridge and North Dumfries Social Planning Council of Sudbury my Community Program South East Community Care Access Centre South Simcoe Community Information Centre (CONTACT) South West Community Care Access Centre The Cross-Cultural Community Services Association (TCCSA) thehealthline.ca Toronto Catholic District School Board United Way of Sault Ste Marie VCCS Employment Services Victoria County Career Services Inc Volunteer and Information Quinte Volunteer Centre of Guelph/Wellington Volunteer Manitoba CONTACT Community Information Waterloo Wellington Community Care Access Centre YMCA of Greater Toronto Newcomer Information Centre/LINC York North Community Information & Volunteer Database / Town of Newmarket Page 13