The Mission to Seafarers: Port of Thunder Bay
Notice of Annual General Meeting
Updated 20 Apr 2018
The Annual General Meeting of the Mission to Seafarers will be held on Wednesday, May 2, 2018 at the Seafarersí Centre, Keefer Terminal, 100 Main St. (extension of the Harbour Expressway) Thunder Bay, with lunch at 12:45 p.m. and meeting at 1:15. A Eucharist will be held at 12:10 p.m.
In order to provide service to seafarers, as an organization, the Mission to Seafarers: Port of Thunder Bay needs to meet to present its reports to the members of the Society of the Mission to Seafarers, pass the Financial Statements, pass a motion to amend the By-laws (see below) and elect 5 Directors.
The members of the Society consist of Regular Members, Life Members, Corporate Members, Honorary Members and members of the Board of Directors. Regular Members include individuals who have contributed an identifiable financial donation or volunteer hours in lieu of this subscription in the year prior to the Annual General Meeting. Corporate Members, being persons appointed by an organization, congregation or business which has made a financial donation to the Society in the year prior to the Annual General Meeting. A quorum of 10 members is required. The Constitution and By-laws are located at www.missiontoseafarers.ca/thunderbay/Constitution.html.
Motion to Amend the Mission to Seafarers: Port of Thunder Bay By-laws
The Constitution and By-laws are located at www.missiontoseafarers.ca/thunderbay/Constitution.html.
These changes have been discussed and endorsed by the Board of Directors.
∑ A change in By-law 1.1 is housekeeping, to make it read Constitution and By-laws.
∑ A number of changes are made to effect the decision to make the Treasurer a non-voting member of the Board with a three year term.
∑ Changes in By-law 4.5 update the Treasurerís Specific Duties, which are more to bring them in line with current practise rather than make significant changes.
Moved by Canon Ed Swayze and seconded by Brad Yeo that By-law 1.1 be amended to read:
The affairs and property of the Society, except as otherwise provided in or under the Constitution and By-laws shall be administered by the Board of Directors.
that By-law 1.3 (d) through (e) be renumbered (e) through (f) and that By-law 1.3 (d) be added:
The Treasurer shall be a non-voting member of the Board of Directors;
that By-laws 2.2 through 2.5 be renumbered 2.3 through 2.6, that By-law 2.1 be amended to read:
The Executive Committee shall consist of the Chair, Vice-Chair, Treasurer and Secretary.
that By-law 2.2 be added:
The Chair, Vice-Chair and Secretary shall be elected from among the Directors at the Board of Directors meeting following the Annual General Meeting for a one year term. In the event of one of these positions becoming vacant, the Board of Directors elects another Director to fill the remaining portion of the term.
that By-law 4.1 be amended to read:
Appointment The Board of Directors appoints the Treasurer for a three year term at a Board of Directors meeting following an Annual General Meeting.
and that By-law 4.5 be amended to read:
Specific Duties The Treasurer:
(a) oversees designated persons with respect to financial duties:
i. the maintenance of the Petty Cash boxes at the Seafarersí Centre, book keeping of Petty Cash funds, and deposit of Petty Cash funds, and
ii. the deposit of donations received and entering of donor information into the database;
(b) ensures a thank you letter and an income tax receipt are issued for donations from identifiable donors within four weeks of a donation being received;
(c) prepares a Financial Report for each quarterly Board of Directors meeting;
(d) oversees the investments and brings investment matters to the attention of the Board of Directors for decisions;
(e) under the direction of the Board of Directors arranges for the financial review of the books;
(f) prepares a Financial Report for the Annual General Meeting;
(g) prepares the Budget in consultation with the Chaplain;
(h) submits the Harmonized Sales Tax (HST) rebate as required by the Canada Revenue Agency;
(i) submits the Charity Return to the Canada Revenue Agency;
(j) maintains the financial files; and
(k) does any other duties that are agreed to at a Board of Directorís meeting.