Annual General Meeting: Minutes

Linux Open Source Users of Regina Saskatchewan (LOSURS), Inc.
2003 Annual General Meeting Minutes

Meeting Date: 2003 Oct 26

Chairperson: Scott Wunsch, acting President
Secretary: Garett Harnish, acting Secretary

In attendance: Bernie Cohen, Michael Francis, Garett Harnish, Ted Hastings, Bob Horton, Mark Humphreys, Bill Jones, Doug Machan, Kevin Mack, Ray Olson, Aadila Soobrattee, Mike Warnecke, Stacey Worrall, Scott Wunsch.

One member voiced concerns about how things progress towards incorporation. To settle this, the chairman called for a vote on whether organisation should be incorporated. The secretary counted 14 regular members present, sufficient for a quorum of regular members (54). Vote was conducted by hand.
Vote: 13 for, 0 against, 1 abstain.

The secretary presented the financial statements. General comments on the meaning of some fields, objections to word choice in the letter, and claification on some transactions. Michael F. and Bill J. both voiced objections to giving money to ROSPA from the surplus of the Expo without membership consultation. It was suggested that the board request ROSPA get their own bank account or at the least to stop using ours. There was also a discussion about domain ownership, and that the domain should be owned by the organisations which they were purchased for. To this end losurs.org should be register to LOSURS, Inc., and rospa.ca should be registered to ROSPA. Michael F. donated the outstanding Linux Journal Customs Fees to the organisation in return for thanks for his pizza. The members recommended that in the future that the organisation audit the financial statements. Vote called to accept the financial statements. Vote was conducted by hand.
Vote: 14 for, 0 against, 0 abstain.

The membership decided to forego reading the bylaws.

Amendments Proposed:

1. 1.1 (g) replace "means" with "refers to"
2. 3.4 (c) change 10% to match quorum definition.
3. reorder 3.4 to be a, b, c, h, e, d, f, g, i, j, k, l, m.
4. 4.1 replaced "affiars" with "routine business affairs"
5. 4.1 append ", subject to instruction from the membership"
   Strong opinions on both sides, vote called for on this amendment. Vote conducted by hand.
   Vote 1: 5 for, 5 against, 4 abstain.
   Second vote called for after a brief discussion.
   Vote 2: 4 for, 8 against, 2 abstain.
   Amendment defeated.
6. 4.5 replace "purposes" with "purpose"
7. Renumber second 5.1 to be 5.2
8. Prepend all instances of "Financial Statements" with the word "Annual"
9. 6.2 (e) Move subsection i into its own section (f) as follows:

      (e) The Corporation shall, not less than fifteen (15) days before each
          Annual General Meeting:
        (i) make a copy of the Annual Financial Statements and report of the
            Auditor, if any, to all Members via the Corporation's Internet
            Web Site.
   
      (f) The Corporation shall, at the same time as filing the Annual Return:
        (i) send a copy of the Annual Financial Statements and report of the
            Auditor, if any, to the Director, Corporations Branch, Saskatchewan
            Justice

10. 6.3 replaced "an account" with "at least one account"
11. 7.1 add "The Board must notify the members of any such resolution within seven (7) days."
12. Strike 8.1 and strike the word "also" from 8.2
13. lowercase "General Meetings" except when used in "Annual General Meetings"

At the same time as the ammendments were proposed, the members also discussed a way to address the 18 years of age restriction required by the Act. The idea of a SIG was presented. It was also mentioned that two policy documents needed to be created: Policy Document to handling "lent" equipment, and another to handle "inactivity" and the definition thereof.

A vote was called to accept the bylaws with the 12 accepted amendments. Vote was conducted by hand.
Vote: 13 for, 0 against, 1 abstain.

The members elected the Directors for next year. Election Counters: Ray Olson, Aadila Soobrattee

The votes were collected, counted, and announced at the meeting. The results were:

Vote was accepted and the ballots destroyed.

Minutes recorded by Garett Harnish, LOSURS Secretary.