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Initial meeting Minutes
O'LEARY CHEER AND DANCE PARENT ASSOCIATION
MEETING MINUTES
JUNE 26, 2001 - 7PM TO 9PM

Present:  Susan Rich, Chair & School Staff Liaison, Julie L'Heureux, President, David Liska, Designated Coach, Rosalina Valeriano, Anne Howe, Sheila McKay, Cathy Paetz, Karen St. John, Olena Dukewich, Michel L'Heureux, (temporary) Team Rep.

Absent (with notice):  Denise Beaupre, Bonnie Drouillard, Linda Wawryko, Rhonda Cable, Julie and Al Vandenbroek.

Introductions
Were made by Susan Rich.
Michel L'Heureux and David Liska reviewed the sign in sheets with Parents present.

Voting Membership
A motion to change the maximum of two voting members per active team participant to one was proposed by Susan Rich in consideration for single parents.  Julie L'Heureux made the motion, Sheila McKay seconded.  Motion passed.
Sheila McKay clarified that if a family has two athletes on the team, they are entitled to two votes.
Susan Rich reminded parents that they can "sponsor" a team member in need of adult support  "with their spouse" or another dedicated support person if the need due to special circumstances and is identified by the association.

Omissions and Additions to the Agenda
There were no omissions or additions raised by those present.

Constitution Committee
The Constitution was reviewed in detail at the meeting; Susan Rich motioned that, rather than strike a committee, she revise the Constitution to reflect the decisions made at the meeting, and present any unresolved issues for proxy vote (as per the Constitution).   The motion was seconded by Julie L'Heureux and passed.
A proxy vote date was set as follows:  Susan Rich will be open to telephone suggestions regarding unresolved Constitutional issues until Tuesday, July 3, 2001.  The Constitution will then be sent to the qualified voting membership for resolution via mail, e-mail, or telephone proxy vote.
The vote will include acceptance/rejection of any identified contentious or overlooked issues, individually, as well as a vote to accept/reject the constitution, as a whole.  A 2/3 majority of membership who vote by proxy will be required to pass the issues identified as contentious as well as to pass the constitution as a whole (with acceptance of all contentious issues).  The proxy-vote deadline will be two weeks after the minutes and proposed Constitution is mailed out/ posted on the web site (http://SpartansCheer.tripod.com).


Constitutional Review
Please refer to the attached Proposed Constitution, and specifically to sections in bold, which identifies issues that were either considered contentious and revised after the meeting, or were overlooked at the meeting.
Susan Rich explained for the purposes of clarification that she prepared the Proposed Constitution under extreme time limitations and apologized for typos and sentence structure errors.  All corrections of this nature were identified, corrected, and accepted by all members present.

The following motions  were made:
Article I-2a)
Sheila McKay motioned to expand this clause to include competitions, Susan Rich seconded and revised the motion to include committees, and "etc.".  Motion Passed.
Article I-7)    
Sheila McKay motioned that this clause be generalized so that it is not year-specific.  Motion seconded by Cathy Paetz.  Passed.
Article II-2)
See above Minutes point 2a.
Article III-6a)
Sheila McKay motioned that the duty of "writing letters" be moved to the Secretary position, and the responsibility of "main (evening) phone contact" be moved to Communications Director.  Susan Rich seconded.  Motions Passed.  
Article III-5)
Cathy Paetz requested clarification regarding the two-year term for President.  Susan Rich identified the reasoning for the three Presidential Positions - ideally Vice President will be an adult support person for a grade 10 student who will then proceed through the Positions of President and Past President respectively, with an eye towards continuity in the association's leadership.  This is merely a framework with no constitutional requirements attached to it.  Susan Rich suggested (as a motion) that the term be changed to one year with the addition of this explanatory clause.  Cathy Paetz seconded.  Motion Passed.
Article III-6c)
Sheila McKay motioned that since one-year terms have been identified, the Position of "President-Elect" be renamed Vice President.  Susan Rich revised the motion to include both titles to reflect the spirit of Article III-5.  Julie L'Heureux seconded.  Motion and revision passed.
Sheila McKay motioned that the position should include presidential duties in his/her absence.  Susan Rich seconded.  Motion Passed.
Olena Dukewich identified that the duties of Parent Association Liaison were quite minimal.  Julie L'Heureux motioned that the responsibility be added to those of the Vice President.  David Liska seconded.  Motion Passed.
     Article III-6d)
Proxy Vote - see below Minutes point 6.
Articles III-6e-g
Proxy Vote - see below Minutes point 6.
     Article III-6h
The agenda issue number 4 was addressed at this time.
Susan Rich identified the advantages (Financial control of all fees and funds-raising funds in the hands of the Association; credibility as a not-for-profit organization) vs. the disadvantages (collecting funds, sales items distribution, convenience...) for having a Treasurer and O.C.D.P.A. bank account (as opposed to operating an account entirely through the school).
Karen St. John asked for clarification regarding funds.  Susan Rich explained that the school provides a portion of the necessary TEAM costs, annually.  Susan Rich, as School Staff Liaison, is responsible for maintaining and justifying expenditures from the school-assigned budget.  In addition to these budgeted funds, there are TWO types of funds RAISED by the team, itself:  TEAM fund-raisers, and INDIVIDUAL fund-raising efforts PLUS fees and optional costs.  It would be the responsibility of the Treasurer to account for both kinds of team-raised funds.
After much discussion, Cathy Paetz motioned that the Association HAVE a separate account and Treasurer. The signing authorities were identified:  President, School Staff Liaison, and Treasurer; two of the three must sign all O.C.D.P.A. cheques.  Anne Howe seconded.  Motion passed.
THIS MEANS:  ALL FUNDS RAISED MUST BE RESPONSIBLY DELIVERED INTO THE HANDS OF THE TREASURER.  IT IS THE RESPONSIBILITY OF ATHLETES AND ADULT SUPPORT PERSONS TO ENSURE THAT THESE FUNDS ARE:
Delivered safely into the hands of the Treasurer via mail, or responsible adult delivery (the Treasurer's son/daughter will NOT be expected to safely deliver funds to the Treasurer).
Clearly labeled regarding:
Athlete Name
Amount
Fund raiser/ Purpose of Funds
All Cheques (starting September 1, 2001) must be made out to the O'Leary Cheer and Dance Parent Association or "O.C.D.P.A".
PLEASE NOTE THAT OUR ELECTED TREASURER, THIS YEAR, DOES NOT DRIVE (and is rarely present at team practices).  
Parents are encouraged to collect cash from their son/daughter and "convert" it into a cheque.  This cheque can then be sent by mail to:
O.C.D.P.A.
c/o Rosalina Valeriano
8610 - 156 A Avenue
Edmonton, Alberta     T5Z 3B3
Mrs. Rich will accept SEALED AND ADDRESSED envelopes ONLY for delivery to Mrs. Valeriano!
Anne Howe seconded.  Motion Passed.
Olena Dukewich wished that her dissent from this vote be formally acknowledged.

Article III-6I-l)
Proxy Vote - see below Minutes point 6.
Article IV-1
After much discussion Susan Rich motioned that the minimum number of annual meetings be reduced to two from four in anticipation of a more established association.  Olena Dukewich seconded.  Motion Passed.

Issues for Proxy Vote:
Article III-6d - (Revision)
Formally separate the duties of Treasurer from those of Secretary; if both filled, both are quorum positions.  Rosalina Valeriano will hold this position in the 2001/2002 School Season.  A "YES" vote includes acceptance of designate (if identified) and position responsibilities.
Article III-6e - (Overlooked)
The duties and role of School Staff Liaison as quorum position.  Susan Rich will hold this position in the 2001/2002 School Season. A "YES" vote includes acceptance of designate (if identified) and position responsibilities.
Article III-6f - (Overlooked))
The duties and role of Designated Coach as quorum position.  David Liska will hold this position in the 2001/2002 School Season. .  A"YES" vote includes acceptance of designate (if identified) and position responsibilities.
Article III-6g  - (Overlooked))
The duties and role of Team Liaison as quorum position.  Tara Cable (Team Captain) will hold this position in the 2001/2002 School Season. "YES" vote includes acceptance of designate (if identified) and position responsibilities.
Article III-6I - k - (Revision)
Three Directorships will be identified as quorum (voting) positions in the 2001/2002 season as they are not event-specific: Communications Director, Fund-raising Director and Supervision Director. A "YES" vote includes acceptance of designate (if identified) and position responsibilities (proxy vote will separate each Directorship).
Article III-6l - (Revision)
An open category for "as needed" non-quorum Directorships.  These Directorships will be identified by the voting executive as needed.
ACCEPTANCE OF CONSTITUTION MEANS ACCEPTANCE OF ALL  ABOVE-MENTIONED ISSUES.  IT WILL TAKE A 2/3 MAJORITY OF ALL QUALIFIED RESPONDENTS TO PASS THESE PROXY VOTES.

Nominations and Vote:
Julie L'Heureux wished to remind all parents that a position on the executive is purely a position of co-ordination; hours spent ON the Association in these positions are considered part of the requirement of six hours of adult volunteerism, TO THE TEAM,  per athlete, per month.
All O.C.D.P.A. members and O'Leary Cheer and Dance team members, can expect to be called upon to volunteer for making phone calls, participating in events, supervision (adults), and committee work to fulfill of the requirement of six hours of adult volunteerism, TO THE TEAM,  per athlete, per month and the 20 hours of athlete volunteerism, TO THE TEAM, per season.
Julie L'Heureux clarified that volunteering for INDIVIDUAL fund-raising adds to the athlete's individual fund-raising efforts, but does not meet this volunteerism requirement.   Positions are filled (and remain vacant) as follows (some are subject to proxy vote.
POSITIONS ON THE EXECUTIVE:
PRESIDENT - Julie L'Heureux
PRESIDENT ELECT / VICE PRESIDENT - vacant - members nominated in absentia (see point 8 below).  Any qualified Association Member willing to take on these duties will be considered nominated, seconded, and elected.
SECRETARY - vacant
(Susan Rich volunteered assume these duties for the 2001/2002 season in the event that this event that this position is not filled.  If this position is not filled, it will not be a voting (quorum) position). Any qualified Association Member willing to take on these duties will be considered nominated, seconded, and elected.
TREASURER - Rosalina Valeriano
SCHOOL STAFF LIAISON - Susan Rich
DESIGNATED COACH - David Liska
TEAM LIAISON - Tara Cable
FUNDRAISING DIRECTOR: vacant - members nominated in absentia (see point 8 below).  Any qualified Association Member willing to take on these duties will be considered nominated, seconded, and elected.
Bingo Coordinator - Sheila McKay
Car Wash Coordinator - Susan Rich
Pick and Choose Coordinator - Susan Rich
Future Coordinator - Karen St. John
SUPERVISION DIRECTOR: vacant - members nominated in absentia (see point 8 below).  Any qualified Association Member willing to take on these duties will be considered nominated, seconded, and elected.
COMMUNICATIONS DIRECTOR: vacant - members nominated in absentia (see point 8 below).  Any qualified Association Member willing to take on these duties will be considered nominated, seconded, and elected.

Nominations in Absentia
Julie L'Heureux compiled a list of several (not present) Association Members who had identified themselves (to herself, Susan Rich, Denise Beaupre  or other Association members) as potential Association executive and will endeavor to fill all positions as soon as possible, and as needed by the Association's fall meeting.
ANY ADULT SUPPORT PERSONS INTERESTED IN FILLING THE VACANT POSITIONS ABOVE ARE STRONGLY ENCOURAGED TO CONTACT THE PRESIDENT AT 455-8390.

Athlete Addresses and Phone Numbers
Susan Rich asked if there were any objections to making a te
am roster, including parent names, addresses, phone numbers and e-mails addresses available to all Team and Association members.
No objections

Immediate Plans (and volunteers) for Fundraising
Car washes - TEAM FUND RAISING
Susan Rich will arrange for two-three car washes through the summer at the Petro Canada on 144Avenue and 82 Street.  
Athletes who participate will work towards their 20-hour/season requirement;  adult support persons who participate will work towards their six-hour per month requirement.

Chocolates /  Beef Jerky / Entertainment Books / Lottery Packs - INDIVIDUAL FUND RAISING
Will be distributed out of the Treasurer's home and will not be distributed until the fall.

Pick and Choose Lottery - INDIVIDUAL FUND RAISING
Team members are encouraged to collect items through the summer  and to remind contributors that a charitable donation receipt (for taxes) will be provided by the Association after the draws at Christmas Time.
Association and Team members are reminded that ANY contribution (merchandise, crafts, service vouchers, etc.) are qualified charitable donations.  Julie L'Heureux reminded all team members and adult support persons to TALK TO RELATIVES AND FRIENDS AND BUSINESS ASSOCIATES.  REMIND MERCHANTS THAT A DONATION INVOLVES  FREE ADVERTISEING (see  Pick and Choose letter and instructions).
Michel L'Heureux will research "venues" (malls, Churches, events, etc.) where our Lottery items  may be safely displayed (other than in the school).  SUGGESTIONS ARE ENCOURAGED - contact Michel at 455-8390.

Bingos - INDIVIDUAL FUND RAISING
Sheila McKay, as our new Bingo Coordinator, reminded all involved that there will be a great need for Bingos workersduring the summer.  A list of dates.  A list of available dates for Team members/Support persons to work Bingos is included and will be updated by e-mail or on the web site.  Please contact Sheila McKay regarding dates you would like to work.
Karen St. John suggested making one Bingo night a "family" or "friend" event and sign up several workers at once.  All hours volunteered by, or on behalf of an athlete goes directly to that athlete's individual fundraising efforts..
Susan Rich reminded all present that ANY qualified person working a bingo for a team member (siblings, cousins, parents, aunts, grand parents, etc.) will contribute directly to that team member's individual fund raising efforts.
Sheila and Susan reminded all present and all reading these minutes that our Association does not yet have a gaming license, but other charitable associations are occasionally short of workers for their venues and are willing to make a reasonable donation to the O.C.D.P.A. (on behalf of a particular athlete) for volunteers to fill these positions.
ANY Association or Team members who know of a Charitable Association in occasional need of extra "bodies" at Bingos, Casinos, or other related activities are asked to have their coordinator contact our coordinator (Bingos - Sheila McKay - 473 4679.
INCLUDED IN THIS PACKAGE IS A LIST OF BINGO DATES.  YOUR BEST BET IS THROUGH THE SUMMER!  (Talk to all of you relatives and go on a one-night blitz for your athlete!)