Kapuskasing Village BIA
Sample Agenda for a Board Meeting
(Location) 123 Main Street – March 1, 2002 at 9:30 am.
Chair’s Opening Remarks and Correspondence
Secretary’s Report – Review and approval of Minutes of meeting held on February 3, 2002
Review invoices submitted (Appendix A)
Approval of expenditures (as itemized)
Adoption of Treasurer’s Report
Directors’ Reports (Committee Reports)
Other business *
The above is a sample and intended to be tailored for each meeting as required. One important comment is added because procedure is sometimes misapplied in meetings.
* The entry ‘Other Business’ should not be used to introduce an issue not previously made known to the Board members. Such action is referred to as an ‘ambush’. Members are not expected to deal with unannounced items, since not having been previously informed, they are unlikely to be prepared for any meaningful debate. If allowed, it may lead to unwise, unconsidered decisions.
To introduce ‘new’ business, the proper procedure is to notify the Secretary a few days in advance of the meeting and request an issue be added to the agenda – then, when the agenda is circulated, the Board is cognizant of what will be discussed.
* ‘Other business’ is an entry to be used for re-visiting an item previously addressed in past meeting(s) and for which discussion took place but the matter was not adequately resolved – unfinished business.
Kapuskasing Village BIA
Date: March 1, 2002 Time: 9:40 am Location: 123 Main Street
Tom … Chair (Note when the meeting begins; note quorum)
Rich … Secretary (Also note if any voting member arrives late or
Harry ..Treasurer leaves early – it determines quorum)
Lily … Director (Arr. 9:14)
Bill … Director
Joy.… Councillor (Dep. 10:44)
Igor … Councillor
Regrets: Janet… Vice Chair
Dierdre… staff, Councillor Sandra
William… staff, Councillor Boris
Michael …manager, Street Festival Event management
Barbara … BIA Coordinator
Meeting Agenda – attached as Appendix A
Call Meeting to Order
The meeting was called to order at 9:40 am with quorum and no conflict of interest declared.
Approval of BOM Meeting Minutes of February 3, 2002.
Moved by Bill.., seconded by Lily… Passed. 2002-03-01-1
a) Invoices Recommended for Payment
The list of invoices is attached as Appendix B. The Treasurer presented the report.
The invoices were reviewed as submitted and approved for payment.
Moved by Doris.., seconded by Rich.. Passed. 2002-03-01-2
Kapuskasing BIA Board of Management
The Chair reported that the Board of Management now had 4 new Board members for a total of 10 Board members (including 2 Councillors); creating a meeting quorum of 4.
Doris reported that the city was assigning police officers to patrol the main intersection during weekends and long holidays to reduce drunkenness and drug activity.
John reported that the Street Festival is proceeding according to plan and it is scheduled for the long week-end of April 1, 2002. He invited Michael from the events management company to add a few words and answer any questions.
Barry reported that the web designer whose quote was accepted has created a draft sample of the new web-site and will present it at the next meeting by attending and bringing his laptop.
At this time, the web designer would like to be given an advance payment of $300.
Motion to provide a $300 cheque to the web designer as an advance on the account.
Moved by Doris.., seconded by Rich.. Passed. 2002-03-01-3
There being no other business, the Chair adjourned the meeting at 11:55 am.
Tom… , Chair Rich…, Secretary