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By michellekirby, April 17, 2010 7:18 pm

The Community Association of Oak Bay held it’s Annual General Meeting this afternoon at the Scout Hall. Over coffee generously donated by Black Bear Coffee roasted at Willows Park Grocery, Juice generously donated by Fairways Market and cookies, an enthusiastic crowd of twenty members voted to amend the Constitution and Bylaws, elect new Directors, reviewed the accomplishments of the last year, and discussed what we hope to do next.

We have two new Directors, Corey Burger and Gail Price-Douglas. We are thrilled to have both of these committed, active community members join the Association Executive. President Tom Croft, Treasurer Claire Eraut, and Director Kathleen Matthews were re-elected to their positions. Thanks to each of them for continuing their commitment to the CAOB. All Executive Directors elected at this AGM will stand for a two-year term.

We had a report from Maeve Lydon, Director of Community Vibrancy, on the Green Mapping Project. She hopes our Oak Bay Green Map will be printed by the summer.

Sonja Ruthe, Director of Social Safety reported on her work with Emergency Preparedness Oak Bay, building resiliency and lowering vulnerability of our Seniors, and the successful education work they have done this year.

Michelle Kirby, Director of Special Events gave a quick review of the successful events held this year. She will be focusing on encouraging residents to organize block parties this summer, to get to know their neighbours, and build community street by street.

Fundraising Director, Lynne Milnes has a particularly challenging job in these difficult economic times, but has still found some money for the Green Mapping Project.

We learned some fantastic news from Pam Copley, Acting Mayor of Oak Bay, that we are going to receive some funding assistance! We had submitted a grant application to Oak Bay Council in December. Today we learned that we will be receiving $1,500 as seed money to help us build as an organization. This will allow us to reach continue to reach out to the community, while helping to cover the costs of hall rentals, printing costs, or fees for the registration of the website.

Oak Bay Councillors Nils Jensen and Tara Ney were also in attendance, and shared some good news about increased funding for improved cycling infrastructure, as well as the Oak Bay High School Redevelopment Project/Neighbourhood Learning Centre Proposal.

We had a presentation about our communications strategy for the ongoing community consultation on the redevelopment of Oak Bay High School, and the Neighbourhood Learning Centre process, by CAOB member Margaret Case. She has made this process much more manageable, by breaking down the process into smaller tasks, so no one volunteer feels overwhelmed by the weight of the project.

All in all, a fantastic turnout, and a great afternoon! Thanks to Jill and Tom Croft, and Donna and Claire Eraut, and Kathryn MacLean for all their hard work organizing the Annual General Meeting.

Thanks again to our generous sponsors, Willows Park Grocery, and Fairways Market!

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By michellekirby, April 17, 2010 8:41 am

Come on, Come all! It’s the Community Association of Oak Bay’s Annual General Meeting today.
You can join your Community Association for a $10 annual fee. We hope you’ll come join us!

We’ll be electing three new Director’s to our Executive, making some amendments to our constitution regarding membership, and discussing our role in the Oak Bay High School Redevelopment Project.

1-2 PM
Scout Hall (beside Fireman’s Park)

View Larger Map

Everyone welcome! Hope to see you there!

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By michellekirby, March 21, 2010 9:00 am

Community Association of Oak Bay
NOTICE OF THE ANNUAL GENERAL MEETING

Please be advised that notice is given that the Annual General Meeting (AGM) will be held on Saturday, April 17, 2010 from 1 to 3pm in the Scout Hall, next to OB Police Station.

What is the purpose of the AGM?
The purpose of the AGM is to receive and consider Annual Committee Reports, Financial Statements and for transacting other business that requires your consideration.

Why should I attend?
The AGM is an opportunity for you to learn about the financial standing of the Association.

At the Annual General Meeting you will accordingly be asked to ratify the change in the constitution approved unanimously by the Directors so that we may obtain our Charitable Tax Status as follows:

Motion to Ratify Change in Constitution Article ii
Prior Constitution
ii. The purpose of the society is to work for social, physical, economic and environmental improvement in Oak Bay.
Without limiting the foregoing, the purpose of the association shall:
1. Foster community involvement in all development and land use planning;
2. Support development and co-operative use of community facilities;
3. Promote safety and well-being of community residents;
4. Maintain the character of Oak Bay in harmony with the environment;
5. Encourage the formation of neighbourhood associations.
Current Constitution
ii. Purposes:

The purposes of the Society are to promote, support or to undertake any activity that will enhance the quality of life in the Oak Bay community including, but not limited to, the following:

a. To foster community participation in land use changes within the area.
b. To enter into contracts with various agencies to improve the well being of the community.
c. To encourage participation of residents in all public projects within the community and to encourage consultation with residents concerning policies, planning and program delivery, including consultation and participation in the preparation and implementation of the Oak Bay Official Community Plan,
d. To actively liaise with other neighbourhoods to ensure all residents of Oak Bay have informative forums to discuss issues that affect the quality of their environment and their lives.
e. To promote or operate facilities which will enable the Society to fulfill its purposes and carry on its activities.
f. To nominate candidates to boards or advisory commissions.
g. To enhance the quality of life in Oak Bay by offering services and programs consistent with the interests and issues of area residents.
h. To encourage a preventative approach to the maintenance and improvement of health care and social conditions in the community and by the education in these matters to strengthen individual, family and community life.
i. To plan, administer, operate and maintain the necessary organizational structure, facilities and staff to achieve the purposes and functions of the Association.
j. To receive, administer and allot funds, and provide services according to the priorities agreed between the Association and funding authorities.
Proposed Bylaw Changes
The CAOB Directors have determined that it is in the best interest of the Society that Bylaws be amended by adding a new type of membership “Associate”; and by clarifying the method of delivering notice of an annual or special meeting by adding “email”; and adding new Bylaws regarding payment of membership fee.
Proposed Changes and New Bylaws
Current Bylaw
1 Membership in the society shall be individual.
1.1 Any person who lives, works has a business or owns property within Oak Bay may apply for membership.
Proposed Change to Bylaw
1 Membership in the society shall be individual or associate.
1.1 a. Individual membership is any person who lives, works, has a business or owns property within Oak Bay.
b. Associate membership is any registered non-profit organization providing services within Oak Bay. Associate membership is non-voting.
New Bylaws
1.5 To be eligible to vote at the Annual General Meeting a member must have paid the annual membership fee at least fourteen (14) days prior to the meeting.
1.6 The membership fee is due and payable on January 1st of each year.
Current Bylaw
3.1 The membership shall be informed at least fourteen (14) days in advance of the meeting. A notice may be given to the member, either personally or delivered to him/her at his/her registered address.
Proposed Change to Bylaw
3.1 The membership shall be informed at least fourteen (14) days in advance of the meeting. A notice may be given to the member, either personally or by email or delivered to him/her at his/her registered address.