SIRRA Directors Meeting, May 13, 2016 Approved Minutes 1

SATURNA ISLAND RATEPAYERS AND RESIDENTS ASSOCIATION (SIRRA)
Directors Meeting, May 13, 2016
Directors Present: Joan Hoskinson, Jeanne Crerar, Ron Hall, Valerie McMillan, Bill Schermbrucker
SIRRA Members: Tom Johnstone, David Osborne
Regrets: Michael Fry.
Absent: Dian Johnstone, Ingrid Gaines, Ryan Dentry
1. Call to order
Chair Joan Hoskinson called the meeting to order at 11:37am. There was a quorum.
2. Approval of Agenda
The agenda was approved with the following additions: under New Business: amending Bill
Schermbrucker's appointment to the Board; communication strategy for SIRRA; and request for
funding for Community Hall renovations
3. Approval of Previous Minutes
Motion by Valerie/Bill to approve minutes of March 12, 2016. Carried
4. Planning the AGM
Start time of the meeting: Discussion regarded a time change relating to an Emergency Program
evacuation event planned on that same after noon. Decision to start the meeting at 10:30am. and
do routine business until 11am at which time guest speaker Martin Wale would be introduced by
Bill. Suggested time allocation 20 minutes plus 10 min. for questions. Ron offered to post notice
of the change on the SIRRA list serve.
Motion: Jeanne/Val to put out a mail drop to notify the community of the time change to
start the meeting at 10:30 for initial business, with guest speaker scheduled for 11am.
Carried
The AGM agenda was drafted and approved for posting (see separate AGM Agenda). Committee
chairs are requested to email a copy of their annual report to Bev for inclusion with the official
AGM minutes.
Val offered to have a membership table in the foyer for people to check in and/or to promote new
member sign-up.
In regard to the financial review, Dave Osborne suggested corporate filing of the documents. He
offered to help with this.
5. New Business:
5.1 Amending Bill Shermbruker's appointment to fill a vacant position on the Board -
The initial motion had been to appoint Bill to the SIRRA Board for a 3-year term to run from
2016-2018. However, the SIRRA Constitution stipulates the Board may fill a vacant position
SIRRA Directors Meeting, May 13, 2016 Approved Minutes 2
only until the next AGM. The Nominating Committee will add Bill's name to the list of
nominees. At this point that will make a full slate of officers.
5.2 Communications Strategy
Communications Chair, Dian Johnstone is leaving the Board. It may be appropriate to consider
development of a protocol for posting items on the list serve as communications/updates
specifically from SIRRA . This can happen through online discussion so the updates truly
represent SIRRA and the board. Suggestion to implement a communication planning system, who
has authority, a clear process for general procedures as well as identifying when exceptions may
be appropriate. Tom Johnstone will draft up something for the next meeting.
Bill Schermbrucker will draft an article for the June Scribbler elaborating on the recent MoTH
update.
5.3 Request for Funding Donation for Community Hall Renovations
Tabled to the next regular meeting. No written request has been received. Dave will facilitate a
formal request to the new Board.
Next Meeting of the new board following the AGM will be June 4 at 10:00 at Rec Centre Mezzanine.
Meeting Adjourned at 12:50 pm.