AGM 2014 Report by New President

The AABC held its Annual General Meeting this past Saturday, April 26, at  the Mearns Centre, University of Victoria. There we discussed follow up to  the Archives Summit, as well as reviewed the business of the organization  by reviewing annual reports, the budget, electing new members to the  Executive and discussing the new bylaws. You can review the reports in the  agenda package on the website 
/events/annual-general-meeting-2014/ .

There were engaging discussions of the possible partnerships and events for  this coming year, including a  conference at the time of the AGM in 2015,  tentatively to be hosted in Coquitlam. This event may include a  user-focused event or outreach in addition to a workshop/professional  development session.

A new Executive was elected, which includes:

President: Caroline Posynick, Royal Roads University

Vice-President: Emily Lonie, City of Coquitlam

Treasurer (confirmed appointment to finish 2013-15 term): Sarah Romkey, UBC

Secretary: Sarah Jensen, Government of BC

Member-at-Large: Ryan Gallagher, City of Surrey

Remaining on the Executive as Member at Large: Jane Morrison, University of  Victoria Archives.

Thank you very much to Jennifer Yuhasz (former President and, when called  for, Vice-President), Brenda Richmond (Secretary), Janet Turner  (Institutional Member at Large) for your service in a challenging year.

Also, many thanks to the BC Archives for sponsoring the yummy lunch at this  year's AGM.

The following four bylaw amendments were passed and will be sent for  registry with the Societies office:

1.      The first motion was to remove "Individual" and "Institutional"  from the two Member-at-Large position titles, to allow for flexibility in  portfolio assignments.

*Motion: Be it resolved to amend the bylaws of the Archives Association of  British Columbia by renaming the two Member-at-Large positions. *

*Passed*

2.      The second motion was to allow directors to serve more than one  term consecutively passed without change to wording; previously, all  directors except the Treasurer may serve only one term in the same office.
The purpose is to lessen the burden of volunteer recruitment.

*Motion: Be it resolved to amend the bylaws of the Archives Association of  British Columbia by permitting members of the Executive Committee to serve  two terms in the same office consecutively.*

*Passed*

3.      The third motion was to make changes to the Standing Committees  section, primarily to make the Finance Committee a standing committee  instead of an ad-hoc committee, also to clarify titles and duties of other  committees. As it was put forward:

Motion: Be it resolved to amend the bylaws of the Archives Association of  British Columbia by establishing the Finance Committee as a Standing  Committee and amending the names and purposes of the Nominations and Grants  Committees.

*Motion: Be it resolved to amend the bylaws of the Archives Association of  British Columbia by establishing the Finance Committee as a Standing  Committee and amending the names and purposes of the Nominations Committee,  and the Grants Committee.*

*Passed with the slight change to make it evident there were two distinct  committees.*

4.      The fourth motion was to amend Section II.2, the requirement to  appoint an accounting firm to review the accounts of the association  annually.  The requirement is in place from the time when the AABC did not 
employ an accountant as our financial manager.  The Treasurer will present  a report to each Annual General Meeting.  This will save the AABC $5,000  annually and is not required by the Societies Act.

*Motion: Be it resolved to amend the bylaws of the Archives Association of  British Columbia by amending Section II.2.*

*Passed*

*There was much discussion around this topic, and two motions were made  after the amendment passed to ensure transparency of the association's  financial management: the first, to lay out the existing financial 
processes to the membership, and the second, for the executive to establish  an additional financial review mechanism and report back to the membership  prior to the next AGM.  *

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