Megantic English-speaking community Development Corporation Corporation de développement de la communauté d’expression anglaise de Mégantic

ANNUAL GENERAL MEETING

2014-2015

June 9, 2015 – 5:00 p.m. Community Hall, Kinnear’s Mills

has contributed financially to the

production of this document.

MCDC Annual General Meeting June 9, 2015

AGENDA

1. Call to order 2. Welcome and quorum

3. Approval of agenda

4. Approval of the minutes of the 2013-2014 meeting

5. Business arising from the minutes

6. Report of the Executive Director

7. Annual Financial Statements 2014-2015

8. Change to MCDC By-Laws – Article 8

9. Ratification of the motions adopted by the Board of

Directors of MCDC in 2014-2015

10. Appointment of Auditor

11. Election of Directors

12. Varia

13. Question period

14. Adjournment

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Notes _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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MCDC Annual General Meeting June 9, 2015

MESSAGE FROM THE PRESIDENT Dear Friends: This year marked a milestone in the history of our

community organization. On August 29 2015, ownership of

the Community Resource Centre (formally known as the

Manse) passed from the United Church to MCDC. Very

few community organizations own their facility and this

should be a great source of pride, not only for MCDC, but

also for the community. I want to take this opportunity

to thank the Thetford Mines United Church for their collaboration in making this happen.

Working together allowed us to come to an agreement that will be beneficial to all

involved for many years to come.

This year also saw many changes in the governance of public institutions and some of

these changes had a direct impact on access to services in English. We are most

grateful to our very good friends and partners QCGN (Quebec Community Groups

Network), CHSSN (Community Health and Social Services Network) and the Jeffery

Hale Community Services for having vigorously represented the best interests of the

English-speaking communities of Quebec and advocated on our behalf.

Fifteen years ago, on November 24, 2000, MCDC was officially incorporated. What a

road we have travelled since the first Board meeting and our first office in the basement

of A.S. Johnson High School. This calls for celebrations and, in the coming months, we

will inform you of the special activities that will mark this great anniversary.

Special thanks go to funders who believe in us and in our capacity to successfully

maintain our current programs and bring new projects to life: Canadian Heritage, Health

Canada, CHSSN, McGill University, Service Canada, the Jeffery Hale Foundation,

L’APPUI Chaudière-Appalaches, CISSS Chaudière-Appalaches and CIUSSS Mauricie

et Centre-du-Québec.

Finally, I wish to thank our staff, our Board members and our volunteers for their loyalty,

dedication and commitment towards the well-being of our community.

Your suggestions, comments, and constructive feed-back are all contributing to making us a better organization. I invite you to share them freely with Board members and staff.

Ann Marie Laughrea Powell

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MCDC Annual General Meeting June 9, 2015

MINUTES OF THE ANNUAL GENERAL MEETING June 4, 2014 – 5:00 p.m.

United Church – Thetford Mines

Presents: Janet Dempsey Patsy Fowler Lisa Dempsey Christine Young Lorraine Learmonth Denise Carrier Joan Smith Brenda Trenfield Robert Fowler Marie-Yvette Hall Dick Hall Joan McCammon Annie Stewart Alice Renaud Pauline Davidson Ross Davidson Frances Beattie Joan Routhier Ned Young Peter Whitcomb Judy Johnson Christian Lapointe Suzanne Aubre Ann Marie Laughrea Powell Aline Visser Normand Baker Diane Cameron Maureen Small Hélène Doré Julie Gagné Partners and special guests: Robert Dion – L’APPUI Chaudière-Appalaches Jean-François Morissette – City of Thetford Mines 1. Call to order

Ann Marie Powell chaired the meeting and called the meeting to order. 2. Welcome and Quorum

With 32 members present, quorum was declared. The Chair welcomed everyone and in particular special guests Robert Dion of L’APPUI Chaudière-Appalaches and Jean-François Morissette of City of Thetford Mines.

3. Approval of Agenda

It was proposed by Ross Davidson and seconded by Joan Routhier that the agenda be approved. Motion carried unanimously.

4. Minutes of the last Meeting

It was proposed by Aline Visser and seconded by Diane Cameron that the minutes of the last Annual General Meeting held on June 5, 2013 be approved. Motion carried unanimously.

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5. Business arising

No business arising. 6. Report of the Executive Director

Suzanne Aubre presented her report to the Assembly.

It was proposed by Brenda Trenfield and seconded by Patsy Fowler that the report of the Executive Director be approved. Motion carried unanimously.

7. Financial Report 2013-2014

Suzanne Aubre presented the annual financial statements prepared by Raymond Chabot Grant Thornton.

It was proposed by Aline Visser and seconded by Peter Whitcomb that the financial statements be received. Motion carried unanimously.

8. Ratification of the motions adopted by the Board of Directors of MCDC in 2013-

2014

It was proposed by Normand Baker and seconded by Maureen Small that the motions adopted by the Board of Directors of MCDC in 2013-2014 be ratified. Motion carried unanimously.

9. Appointment of Auditor

It was proposed by Alice Renaud and seconded by Peter Whitcomb that the accounting firm Raymond Chabot Grant Thornton be appointed as Auditors for MCDC for the 2013-2014 fiscal year. Motion carried unanimously.

10. Election of Directors

It was proposed by Aline Visser and seconded by Brenda Trenfield that Ross Davidson be appointed President of Elections. Motion carried unanimously.

Ross Davidson then proceeded to inform the assembly that the official notice of the AGM had been posted and distributed within the delays specified in the by-laws and that therefore, the election could proceed. He also informed the assembly that there were nine (9) positions open on the MCDC Board of Directors and that the candidates were as follows: Ann Marie Powell James Allan Joan Routhier Bianca Pouliot Joan McCammon Pauline Davidson Brenda Trenfield Two vacant seats (one being a one-year term to complete the mandate of Kent Jamieson, and one two-year term)

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The President of Elections then asked if there were any nominations from the floor. Peter Whitcomb nominated Ned Young who accepted to be nominated. After the closing of the nomination, the President of Election asked for a motion to elect the nominees to the Board of Directors

It was proposed by Alice Renaud and seconded by Hélène Doré that the following individuals be elected to the Board of Directors of the MCDC: Ann Marie Powell – 2-year term James Allan – 2-year term Joan Routhier – 2-year term Bianca Pouliot – 2-year term Joan McCammon – 2-year term Pauline Davidson – 2-year term Brenda Trenfield (2-year term) Ned Young (1-year term) Motion carried unanimously.

It was proposed by Peter Whitcomb and seconded by Aline Visser to request that the Board of Directors make every effort to fill the vacant seat as soon as possible. Motion carried unanimously.

11. Varia

Ann Marie Powell thanked her fellow Board members, the staff and the volunteers for their dedication towards MCDC and the community. She invited the community to share their ideas, comments, suggestions and constructive criticism with her and the staff so that the organization continues to improve and grow.

12. Question period

No questions. 13. Adjournment

On a motion by Annie Stewart, the meeting adjourned at 6:00 p.m.

__________________________________ Frances Beattie Secretary

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MCDC Annual General Meeting June 9, 2015

REPORT OF THE EXECUTIVE DIRECTOR

Dear Members: What a year this was! Thanks to money saved over the years, the generous donations of local community groups, community members and two private foundations, we were able to purchase the former Manse of the United Church. It also allowed us to add an entrance that provides easy access (especially to those with limited mobility) to the improved community room and library. There was another milestone this year: our dear friend and colleague Peter Whitcomb, the very first employee of MCDC, retired in November after 15 years of good and loyal services. But thankfully for all of us, he continues to be very involved as volunteer. During the year, we welcomed two new employees. Gordon Brown joined our team as Youth Coordinator in replacement of Judy Lawrence. Also, with the transfer of the Seniors’ Drop-in afternoon from the Jeffery Hale Community Services to MCDC, Jan Lowry officially joined our team and we were extremely happy to welcome them both. This was one of our most successful years with regards to funding. MCDC is among the top community organizations in the province in terms of funding per capita. This allowed us to maintain our services and launch new projects, such as the “Buddy System” for vulnerable seniors, an awareness campaign on elder abuse, and the promotion of volunteerism and linguistic duality among the youth, in partnership with A.S. Johnson High School and Polyvalente de Black Lake. The year ahead promises to be just as exciting and busy as the last one. Thanks to the commitment and loyalty of our staff, we can face these new challenges with confidence and enthusiasm. MCDC is very fortunate to be able to count on such a dedicated team and many of the successes that we have known over the years are due to them. I also wish to thank our President and the members of the MCDC Board for their continued support and guidance.

Suzanne Aubre

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SUMMARY OF ACTIVITIES / April 1, 2014 – March 31, 2015

This is a summary of all the initiatives, activities, programs and services that MCDC implemented, developed and provided over the last fiscal year:

Social Activities Weekly Bowling Club Monthly Book Club Movie Nights Summer Fling – June 2014 Visit to Grosse Ile – June 2014 Thanksgiving Lunch for Seniors - Oct 2014 Two Visits to the Wales Home “The Night Patsy met Hank” Show & Fundraiser – November 2014 Shopping trip to Quebec City – November 2014 Christmas Meet & Greet – December 2014 Boxing Day Family Bowling – December 2014 Community Resource Centre New direct access for people with limited mobility to the community library and

community meeting room Easy access to the staff for information, referrals and services Information corner (flyers on government programs, health issues, pension, etc.) Mutual support between MCDC and local community groups MCDC raised $5,330 through different fundraising activities. Twelve community

groups and many community members made donations towards our annual Silent Auction.

MCDC used the facilities of community groups for meetings and social activities (United Church in Thetford Mines, the Community Hall in Kinnear’s Mills and the Odd Fellows Hall in Inverness).

MCDC promoted fundraising and social activities organized by local community groups by advertising the events through our newsletter, website, e-mailing list and quarterly calendar of events, as well as donating door prizes and recording messages on CBC at their request .

MCDC attended 11 activities organized by community groups during the year (represented by a Board or staff member).

MCDC organized activities and games for children at the annual Masons’ Sugar Party in April to help increase young family participation.

The MCDC Community room was used by local community groups during the year for their own activities.

COMMUNITY LIFE

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Welcoming Newcomers During the year, we welcomed 6 English-speaking newcomers in our region. We personally met with each of them, we gave them a “Welcome package” and we provided assistance upon request. All of them joined the MCDC membership. Increasing awareness of the needs of the English-speaking community Active representation of the needs and interests of the English-speaking community

on 21 different local, regional and provincial French and English committees.

Increasing awareness of the contributions of the English-speaking community

Translation of material on request (surveys, flyers, information material, resumes)

Interpreter services on request (from public health institutions and community groups)

Weekly “Parents & Tots” playgroup – 12 toddlers and their parents

Weekly Conversation Club – 16 participants Press releases, press conferences, articles in Courrier Frontenac, Quebec Chronicle

Telegraph, CBC Radio.

“I Volunteer in English et en Français: Fifty-five (55) students (44 from A.S. Johnson High School and 11 from Polyvalente Black Lake) got to know each other, volunteer together and even wrote and recorded a song together through this initiative. During the year, this program provided 120 volunteering opportunities for the young volunteers, going from the School Breakfast Program to serving meals to the lonely, to bringing comfort to abandoned animals at the local SPA.

McGill Retention and Bursary Program: An informative booklet on career in the health sector was prepared for the benefit

of high school students. Thanks to funding from the McGill Bursary Program, one student from our

community received a $2,500 bursary to pursue her studies in the health sector. A meeting between the A.S. Johnson High School students and one health

professional (Social Worker) was held to discuss the challenges and rewards of a career in the health sector.

Welcome packages were put together for future interns coming to our region.

YOUTH & FAMILY SERVICES

ACTIVITIES TO SHOWCASE THE ENGLISH-SPEAKING COMMUNITY

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Career Exploration Activities We arranged presentations/conferences for

the benefit of the students: Emploi-Québec on summer employment Career opportunities with the Canadian

Forces Rewards and challenges of a career as a

Police Officer We made arrangements with local

businesses and organizations for 10 half-day job shadowing opportunities for Secondary IV students.

Training We offered two training workshops for the benefit of students during the year: a babysitting course by St. John’s Ambulance in December 2014 and a workshop on basic first a aid skills in March 2015.

“From Cradle to Classroom” MCDC put together a welcome kit for kindergarten toddlers and their parents to help them prepare for the transition from cradle to classroom. The kit was distributed by the school to all the new young students in September 2014.

Youth Advisory Committee In March 2015, MCDC invited 10 representatives from the Students’ Council and the Volunteer program for lunch to discuss current initiatives and receive feedback as well as to invite them to share project ideas. Their suggestions will be taken into account when MCDC updates its 2016-2018 Strategic & Operation Plan.

Alumni Directory We updated our Alumni Directory and added the 14 Secondary V graduates in June 2014.

Health Initiative

During the year, we organized many activities to inform our community members and promote healthy living lifestyles: Five sessions of the “Jog Your Mind”

program; Two information sessions: one on

domestic violence and one on foot care; Two activities to stimulate physical

health: exercise at Parc St-Noel and introduction Wii console;

Six arts & craft workshops; Two activities to promote healthy

nutrition: a lunch for seniors and a healthy snack cooking and tasting at the English school;

Eight video-conferences on different health topics.

HEALTH & SOCIAL SERVICES

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Since November 2014, we have been managing the Seniors’ wellness centre (“Drop-In Afternoons for seniors) and we started to offer monthly health capsules when the activity takes place in Thetford Mines.

We provided timely and interesting information tools to assist the members of the community: Regular updates of our website “Health” section Quarterly publication of our “Partners in Health” newsletter Publication of our annual Calendar on health

We kept our public partners well informed and represented the needs and interests of the English-speaking community by publishing our bi-annual information bulletin (“Info-Partenaires) and participating actively to many local and regional committees.

We translated documents at the request of community and public partners to make some of their documentation available to the English.

At the invitation of our provincial partner CHSSN, we met on two occasions during the year with our friends and colleagues who serve English-speaking communities in other regions, to discuss common issues, and to share challenges and best practices.

Volunteer Services

MCDC provided transportation/interpreter/ accompaniment services to medical appointments on 58 occasions during the year.

We arranged an information session and lunch for volunteer drivers to review the MCDC Volunteer Policy and the Code of Ethics.

We invited all MCDC volunteers to a complimentary lunch during the annual “National Volunteer Week” in April 2014 to show our appreciation in the work they do for the well-being of the community.

Support to Caregivers

Greater Thetford Mines area: During the year, we provided direct support to 21 caregivers around the Greater Thetford Mines area: We visited caregivers and followed up by telephone to provide psychological

support or assistance in navigating the health care system; We provided respite to caregivers; We organized caregivers’ support groups on 15 occasions during the year; We organized 2 information sessions to better support caregivers : one on

available help and resources and one on what to do when certain events happen;

We organized 1 training workshop on palliative care; We actively participated to meetings of “Table des proches-aidants du CSSS

Région de Thetford”. Greater Lévis area:

During the year, we raised awareness of the needs of English-speaking caregivers in the Greater Lévis area by:

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Actively participating to meetings of “Table des proches-aidants du CSSS Alphonse-Desjardins”;

Meeting with French community and public partners who provide front-line services to caregivers to discuss the needs of the English community;

Providing information material in English to local service providers for the benefit of English-speaking caregivers;

Translating flyers at the request of community partners; Publishing ads in the local newspaper (“Peuple de Lévis”) to inform the

English community that services in English are available; Organizing an information session for English-speaking caregivers who reside

in that area. Raising Awareness on Elder Abuse

In October, we organized a brunch at the Thetford Mines Golf Club with the participation of the local police force and the CSSS Thetford. We discussed different scenarios and forms of elder abuse and provided participants with tips on how to fight it.

We printed ads in local newspapers and distributed information material and promotional tools to raise awareness on elder abuse.

At the suggestion of and with the assistance of seven community volunteers, we set up a new “Buddy system” to: help identify vulnerable seniors who live

alone, and therefore more at risk of being the target of abuse;

keep in close contact through regular visits or telephone calls to ensure the well-being of these seniors.

To date, the volunteers have been keeping in touch one to three times a week with 28 vulnerable seniors in our community.

In order to reduce the cost of postage, we have been more pro-active in distributing information material via e-mail, our internet website and our Facebook page. However, we are very aware that some of our community members do not have access or are not frequent users of these electronic tools. So we continue to make sure that they have access to our information material either by hand-delivering them, mailing them or making copies available at various locations and community events.

Downhome News

The MCDC Downhome Newsletter is published monthly and distributed electronically, posted on our website and handed out throughout the community. We also mail it to community members who do not have any other means of receiving it.

CBC Community Announcements

This service was used regularly throughout the year by MCDC to promote activities and special events.

COMMUNICATIONS

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MCDC Website

We have kept our website regularly updated with recent news, press releases and general information that we believe could be of interest to the community. During the year, the number of “hits” on our website increased by 25% over last year (22,496 hits).

MCDC Facebook Page Our Facebook Page is regularly updated to

promote events and inform the community on important news.

MCDC Community Directory We updated our Community Directory,

thanks to the financial assistance of local sponsors. An on-line version is also available on our website.

MCDC Community Calendar of Events

We continued to distribute and mail three Community Calendars per year throughout the community. These calendars inform community members of the social activities organized by the MCDC and by local community groups.

Regular Board meetings

During the year, the Board of Directors met on six (6) occasions. Special Board Meeting

A special meeting of the Board was held in June 2014 to discuss and approve the “Offer to Purchase” to the Thetford Mines United Church.

Committees appointed by the Board

The Finance Committee met on four occasions during the year

The Nomination Committee, the Funding Committee and the 15th Anniversary Committee met on one occasion during the year

Policies, Board Manual and Employee Handbook

The Executive Committee and the Finance Committee met in September 2014 to review the MCDC Personnel Policy, the Salary Policy and the job descriptions to ensure that they are kept updated and in compliance with government rules.

ADMINISTRATION

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Sharing best practices with partners

MCDC attended the Voice of English-speaking Quebec (VEQ), Townshippers’ Association and QCGN Annual General Meetings.

MCDC shared best practices with 10 other English community groups. Training for staff

To ensure the maximum efficiency of the organization and to support the staff in their respective responsibilities, the MCDC provided the following training sessions:

A workshop on first aid; A workshop on recognizing the signs of elder abuse;

We also held our annual training and planning Staff day in September 2014 for the whole team.

Funder Project Amount Canadian Heritage Program funding $ 72,000

Canadian Heritage I Volunteer in English et en Français $ 23,000

Canadian Heritage Lifeskills Workshops 2013-14-15 $ 11,325

Agence Chaudière-Appalaches Adaptation project $ 43,586

Agence Chaudière-Appalaches Support to activities $ 7,500

Agence Mauricie Centre-du-Qc Adaptation project $ 18,500

Service Canada – New Horizons Awareness – Elder Abuse $ 7,250

Jeffery Hale Foundation Support to activities $ 28,200

Health Canada – CHSSN Networking & Partnership Initiative $ 80,000

Health Canada - CHSSN Health & Promotion Project 2013-14-15 $ 6,290

Health Canada - CHSSN Health & Promotion Project 2014-15 $ 28,000

Health Canada - McGill Retention & Bursary $ 15,655

APPUI Chaudière-Appalaches Support to caregivers – Local project $ 12,000

APPUI Chaudière-Appalaches Support to caregivers – Reg. project $ 16,000

General Activities, donations $ 33,174

Total $402,480

Total revenues $402,480,00

Expenses

Salaries (administration only) $84,582.00 21%

Operating expenses (rent utilities, accounting, insurance, office

supplies and equipment, postage, maintenance, travels, training, memberships)

$56,545.00 15%

Communication and services (salaries for direct services,

newsletters, booklets, website, seniors and youth activities, volunteer and caregiver services, information sessions, etc.)

$246,087.00 64%

Total expenses ** $387,214 100%

Surplus (deficit) $15,266.00

Explanatory notes: (*) At the time this report was prepared, these numbers had not been audited. (**) The total expenses exclude depreciation in the amount of $6,462.

FUNDING SOURCES 2014-2015

SUMMARY - BUDGET OF OPERATIONS 2014-2015 *

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Annual General Meeting June 9, 2015

MOTIONS ADOPTED BY THE BOARD OF DIRECTORS

OF THE MCDC IN 2014-2015 April 15, 2014* It was proposed by Aline Visser and seconded by Alice Renaud to support the project presented by “Table de concertation des Aînés de l’Érable” that aimes at recruiting a Coordinator to improve the living conditions of seniors living in MRC de l’Érable. Motion carried unanimously. May 8, 2014

It was proposed by Joan McCammon and seconded by Kent Jamieson that Judy Johnson be hired for the permanent position of Health Coordinator and Administrative Support, 30 hours per week, 44 weeks per year. Motion carried unanimously.

It was moved by Bianca Pouliot and seconded by Annie Stewart to appoint Ann Marie Powell, Alice Renaud and Aline Visser to the Nomination Committee. Motion carried unanimously.

It was moved by Stephen Renaud and seconded by Annie Stewart to approve the 2014-2015 Budget of Operations. Motion carried unanimously.

It was proposed by Stephen Renaud and seconded by Alice Renaud to approve the salary increases as recommended by the Finance Committee. Motion carried unanimously.

It was proposed by Aline Visser and seconded by Joan McCammon to increase the rate of mileage from $0.45 to $0.47. It was further agreed that, should the price at the pump go over $1.50/litre and remain consistently above $1.50 for more than 8 consecutive weeks in the Greater Thetford Mines region, the mileage rate will then be increased to $0.50/km. Motion carried unanimously.

It was proposed by Joan Routhier and seconded by Frances Beattie to renew MCDC membership to CDC des Appalaches. Motion carried unanimously.

June 4, 2014

It was proposed by Alice Renaud and seconded by Joan Routhier to ratify the audited financial statements as presented by RCGT. Motion carried unanimously.

It was proposed by Aline Visser and seconded by Annie Stewart that MCDC nominate Ann Marie Powell to be the voting delegate and Suzanne Aubre to be the alternate voting delegate at the QCGN Annual General Meeting and other meetings. Motion carried unanimously.

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It was proposed by Aline Visser and seconded by Annie Stewart that MCDC support the Quebec Community Groups Network (QCGN) Statement of Principles. Motion carried unanimously.

June 26, 2014

It was proposed by Alice Renaud and seconded by Aline Visser to officially ratify the Offer to Purchase made by MCDC to the Thetford Mines United Church, for an amount of $82,500. Motion carried. One abstention.

It was proposed by Stephen Renaud and seconded by Joan McCammon to obtain the mortgage loan from Caisse Populaire. Motion carried unanimously.

In the spirit of supporting the Church and its pastoral mission, it was proposed by Joan McCammon and seconded by Brenda Trenfield to pay a rent of $300 a month, from September 1st, until March 31, 2015 or until the building is sold, whichever comes first. Motion carried unanimously.

September 10, 2014

It was proposed by Joan McCammon and seconded by Joan Routhier to elect the following Board Members as Officers of MCDC: - Ann Marie Powell: President - Annie Stewart: Vice-President - Alice Renaud: Treasurer - Frances Beattie: Secretary Motion carried unanimously

It was proposed by Stephen Renaud and seconded by Frances Beattie to request two bids from local contractors for the addition of a door to the basement of the Community Resource Centre. Motion carried unanimously.

It was proposed by Joan Routhier and seconded by Alice Renaud that the work to create access to the basement would also include creating additional parking space by excavating and levelling a portion of the lot next to the building. Motion carried unanimously.

It was proposed by Aline Visser and seconded by Pauline Davidson that Gordon Brown be hired as Youth Coordinator, 28 hours per week, 44 weeks per year. Motion carried unanimously.

November 20, 2014

It was proposed by Brenda Trenfield and seconded by Joan McCammon to increase the number of hours worked per week from 30 to 32 for Suzanne Aubre and from 32 to 35 for Christian Lapointe, effective December 1st, 2014. Motion carried unanimously.

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It was proposed by Normand Baker and seconded by Brenda Trenfield to update the MCDC Salary Policy and Scales to include a new category of employment (Assistant Executive Director) and to reclassify the “Supervisor – Community Health Services” at the same level as “Office Manager”. Motion carried unanimously.

It was proposed by Aline Visser and seconded by Annie Stewart to: a) reduce the

number of seats on the Board of Directors by attrition from 15 to 13; and b) lower the quorum to 40% for normal business of operating MCDC and to 50% + 1 for decisions outside normal business (i.e. the purchase of the Manse). At the next MCDC AGM in June 2015, these recommendations will be submitted to the members. Upon ratification, the by-laws will be updated accordingly. Motion carried unanimously. (Note: This motion was rescinded at the April 28, 2015 Board meeting. A new motion was adopted and this new motion is the one that has been posted publicly and that will be presented at the MCDC AGM for ratification).

It was proposed by Joan McCammon and seconded by Frances Beattie to include the following guidelines in the Board Manual regarding bid requests: a) When the estimated work to be done is less than $5,000, no bids are necessary,

except when required by the funder; b) When the estimated work to be done is more than $5,000 and it is paid for by

public funds, at least 2 bids are required; when private funds are used to pay for the work, it is up to the Board to decide if bids should be necessary;

c) When bids are necessary, the contract will be allocated to the best bid (not necessarily the lowest bid).

Motion carried unanimously.

It was proposed by Pauline Davidson and seconded by Frances Beattie to approve the updated budget of operations for the remainder of the 2014-2015 Fiscal Year (see attached copy). Motion carried unanimously.

It was proposed by Annie Stewart and seconded by Brenda Trenfield to renew MCDC membership to Conseil des Aînés et Retraités de la MRC des Appalaches for the annual membership fee of $20. Motion carried unanimously.

It was proposed by Joan Routhier and seconded by Bianca Pouliot to renew MCDC membership to TROCCA for the annual membership fee of $25. Motion carried unanimously.

January 21, 2015* It was proposed by Alice Renaud and seconded by Aline Visser to designate Suzanne Aubre, Executive Director, to act on behalf of MCDC with Conférence régionale des Élus de Chaudière-Appalaches, as responsible for the funding request and to be authorized to sign the contribution agreement and other legal documents that may be required by the project. Motion carried unanimously. January 29, 2015

It was proposed by Alice Renaud and seconded by Joan McCammon to renew our membership to Chambre de Commerce de Thetford. Motion carried unanimously.

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It was proposed by Pauline Davidson and seconded by Normand Baker that MCDC become a member of Regroupement des proches aidants de Bellechasse. Motion carried unanimously.

It was proposed by Stephen Renaud and seconded by Aline Visser to appoint Hélène Doré as the person authorized to request police checks for new volunteers. Motion carried unanimously.

February 5, 2015* It was proposed by Aline Visser and seconded by Normand Baker that MCDC make a donation of $100 to Corporation de développement communautaire des Appalaches to support them through their financial difficulties, and in recognition of the great work they do and the support they provide to non-profit community groups in MRC des Appalaches. Motion carried unanimously. March 12, 2015

It was proposed by Joan McCammon and seconded by Stephen Renaud to update the MCDC signing policy as follows: a) All legally binding documents (with the exception of the documents listed below

under b), as well as all cheques and/or payments must be authorized and signed by two of the following five officers:

The President

The Vice-President

The Treasurer

The Executive Director

A member of the Finance Committee duly appointed by the Board b) All applications, contribution agreements, narrative and finance reports and any

other documents required by funders must be signed by one of the following officers:

The President

The Vice-President

The Treasurer

The Executive Director To avoid conflicts of interests, none of these persons will be authorized to sign a cheque if they are directly linked to the payment (for example, the payment of an expense account or pay cheque). Motion carried unanimously.

(*) These motions were made by conference call or via e-mail as they were required to be passed before the next meeting

of the Board was scheduled.

__________________________

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THE BOARD OF DIRECTORS OF MCDC As of March 31, 2015

OFFICERS Ann-Marie Powell President Ste. Agathe Annie Stewart Vice-President Thetford Mines Frances Beattie Secretary St. Pierre de Broughton Alice Renaud Treasurer Thetford Mines

DIRECTORS James Allan Director Kinnear’s Mills Normand Baker Director Disraeli Pauline Davidson Director Thetford Mines Joan McCammon Director Thetford Mines Bianca Pouliot Director Adstock Stephen Renaud Director Thetford Mines Joan Routhier Director St. Pierre de Broughton Brenda Trenfield Director Thetford Mines Aline Visser Director Thetford Mines Ned Young Director Thetford Mines

MCDC STAFF

Suzanne Aubre

Executive Director

Julie Gagné

Office Manager & Assistant to the

Executive Director

Christian Lapointe

Supervisor Community Health

Services

Maureen Small

Coordinator Community Life & Communications

Gordon Brown

Coordinator Youth and

Family Services

Hélène Doré Coordinator

Volunteer Services

Judy Johnson

Administrative Support

Jan Lowry

Coordinator – Drop-Ins for Seniors

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906 Mooney Street West Thetford Mines (Qc) G6G 6H2

418-332-3851 1-877-332-3851

mcdc@bellnet.ca www.mcdc.info