Minutes
Extraordinary General Assembly of the Association for Contact Improvisation

Date: Sunday 9 December 2007, 2:30 pm
Place: Studio 303, 372 rue Sainte-Catherine Ouest, Montréal
Present: Catherine Lessard, Nina Galea, Justin Bur, David Scribner, Marilyn Bronstein,
	Benoît Guillemette, Jacinthe Duchesneau, Robert H. (Bob) Schweitzer, Franc-Sois Dandurand,
	Paul Guérard, Daniel Proulx (until 4:20), Suzanne Goulet (until 3:20)

1) Call to order [2:41]

2) Nomination of a chairperson and meeting secretary [2:42]
Franc-Sois Dandurand accepts the chair (moved by Catherine, seconded by Jacinthe)
Justin Bur accepts the position of secretary (moved by Bob, seconded by Marilyn)

[2:43] The chairman checks that everyone understands French. The meeting is held mostly in French, with some comments made in English.

3) Reading and adoption of the agenda as amended
The board's amendments had been included (in blue type) in the printed agenda and proposed bylaw amendments.
An additional amendment is presented by David. Add the following sentence at the end of the new article of the bylaws that describes standing committees: "Standing committees must maintain records of income and expenses and submit them to the board at the end of each quarter, and in annual summary form by 15 July each year."
The chairman suggests adding two points: Varia and Resolutions Arising from the meeting.
Agenda as amended adopted (moved by Bob, seconded by Justin, carried anonymously)

4) Presentation of the board members and their roles (5 min) [2:53]
Catherine does the presentation.

5) Quick update of the current status of the committees (5 min) [2:56]
Catherine does the presentation.
It is noted that the board is not a committee.
The communication committee needs two more people: one for public relations, the other for computer graphics and promotional flyers.
The production committee needs one more person.
A new welcoming committee (ad hoc for the time being) has been set up to help new participants feel at ease at jams, answer questions, be resource people as needed, lead the closing circle from time to time, sign up new members. It needs two or three more people.

6) Presentation of the duties and responsibilities of the board (5 min) [3:10]
Justin does the presentation, to explain that which was unclear at the AGM in October:
The board is responsible for the financial affairs of the association (including allocating funds to committees and fees paid to professionals). It has the duty to act transparently and without conflict of interest. It is accountable to the annual general assembly and must present a financial report and budget.

7) Modifications to the Bylaws (15 min) [3:13] (see attached document)
Justin does the presentation.
– The modification to article 21 (voting – secret ballot) is not upheld by the assembly.
– The modification to article 25 is a recommendation rather than a rule. Daniel notes that this is not appropriate language in the context. Catherine reminds us that the sentence is necessary, since it warns against the difficult situation the prevailed in the previous year's board. Marilyn suggests changing the recommendation into a requirement, but Justin thinks this would be too restrictive. In the end, a compromise is reached where the sentence will be clearly labelled "Recommendation", which explains its different tone from the rest of the document.
– A sentence is added to the new article (46) on standing committees, as presented during the adoption of the agenda. This sentence describes the financial responsibilities of the committees. Also, members of standing committees should be recruited by an open invitation to all members.
The modifications, as amended, are adopted unanimously (moved: Marilyn; seconded: Bob)

8) Presentation and adoption of the 2007-8 budget (10 min) [4:20] (see attached document)
Catherine does the presentation.
There is some confusion over the separation of the budget into two: "classic" expenses, and new, riskier activities. The level of participation necessary for these activities to break even seems reasonable. The activities themselves are worthwhile. The Association is financially solid enough to absorb any deficit that may arise. The new activities are therefore approved by the assembly, to be incorporated into the teaching committee budget in the amount of $3500 (both authorized spending and anticipated revenue). The total amount of the budget therefore becomes $17,200.
Moved by Franc-Sois, seconded by Jacinthe. Carried unanimously.

9) Selection of a financial review committee (2 min) [4:37]
Loïs Darie is named to the financial review committee with the mandate to find a second person. (By email to the board on 17 December, he proposes Michel Loignon as his co-reviewer.) Moved by Justin, seconded by Catherine. Carried unanimously.

10) Propositions of the board submitted for approval by the assembly (5 min) [4:38]
Reimbursement of expenses: Resolved that when the board meets for two hours or more, food and beverage expenses are reimbursable by the Association, up to a limit of $6 per director present.
Moved by Franc-Sois, seconded by Benoit. Carried unanimously.

Free admission to the Annual Jam for the outgoing board: Resolved that the members of the board be admitted free to the Annual Jam following one full year of service, in the same way as the volunteer heads of the organizational committees of the Jam.
Moved by Franc-Sois, seconded by Bob. Carried unanimously.

11) Music at the Sunday jam [4:41]
Discussion postponed. To be talked about by the community, in closing circles.

12) Varia
– Nina wonders if we should have rules to govern the presence of children at the Sunday jam. Catherine reminds us that the community does not wish to exclude parents and children. Nevertheless, we can request that children run around in the corridor, not in the studio. Marilyn suggests that we should make a poster.

– Paul mentions that he is the only person responsible for the money collected at Sunday jams. He would appreciate that someone else count the money with him, before he deposits it in the bank.

– The meeting chairman requests that the board evaluate the time required for each point more realistically. Moreover, it would be helpful to indicate the clock time at certain points in the agenda, including the expected time of adjournment. The secretary takes note of the suggestions.

13) Resolutions Arising from the meeting
None.

14)	 Adjournment [4:51]
Moved by Catherine.