Provincial Conference 2017
ONTARIO ELKS ASSOCIATION 51st ANNUAL CONFERENCE
May 19th-20th, 2017
Trenton, Ontario
CONFERENCE MEETING MINUTES
Friday, May 19th, 2017 at 0900 hours
Trenton – Wooler Elks Lodge #486
NOTE: Recess will be called at the discretion of the President. Guest speakers will be allotted time prior to the first break in the morning, before lunch, and right after the noon continuance. The Host and Co-Chairpersons will be available at all times to answer any questions pertaining to after hours activities.
Meeting
1) Opening Ceremonies- Under the direction of Provincial President Annie Reid, the Conference was opened in due form.
The Officers were: 1st Vice Michael Hutchison, 2nd Vice Dave Bowden, 3rd Vice Randy Vincent, Esquire Carol Hunter.
2) Roll Call- At the direction of President Annie Reid, the Secretary of the Ontario Elks called roll call: all present except Mark Montgomery, Tom Headrick andPierre Beaupre, all absent with cause
3) Presentation of Colours:
When the Colour Party was ready, Esquire Carol Hunter asked for permission to enter and proceed with the Presentation of Colours.
President Annie gave three raps of the gavel calling up the Conference. The Colours were then presented.
Canadian Flag- PPP – Carl Potter
Provincial Association Flag- PPP Randy Pond
Provincial Flag- PPP Terry Hunter
Host Lodge Flag- ER Fred Rosenplot
Fund for Children Flag- PPP Roger Anderson
The President then dismissed the Colour Party with thanks. The Assembly was seated.
4) Minute of Silence for Departed Members: was observed.
5) Introduction of Visitors and Distinguished Guests:
President Annie then recognized the following:
GER Dennis Ellingboe
G. LECT. KNIGHT Derek Barkley
PGER Paul Clendenning
GL Committee Chairs Michael Hutchison, (Member Services), and Myles Reid (Charities)
GL Committee Member Pat Clark (Marketing)
“All received a round of applause”
6) Introduction of Past Provincial Presidents:
The Past Presidents met in the ante room and were then escorted in by the Esquire. They lined up in order of seniority, marched to the Altar, turned and faced the delegates and were introduced by Name and Lodge by the Esquire.
They were:
Carl Potter (1981-83) of Trenton- Wooler # 486
William Rhodes (1983-84) of Sault Ste. Marie # 341
Rodger Anderson (1987-88) of Wellington # 566
Paul Clendenning (1991-92) of Sarnia # 503
Don Pezzutto (1993-94) of Sault Ste. Marie # 341
Anthony Kadikoff (1997-98) of Fort Frances # 313
Eric Kimball (2004 – 2005) ofPicton #
Randy Pond (2005-06) of Belleville # 325
Terry Hunter (2007-08) of Kitchener- Waterloo # 578
Wayne Sherlock (2009-10) of Sault Ste. Marie # 341
Derek Barkley (2010-11) of North Bay # 25
Ron Hough (2011-12) of Wellington # 566
Pat Clark (2012-13) of Wellington # 566
Myles Reid (2013-14) of Echo Bay # 535
“All were honoured with a round of applause”
7) Installation of Ontario Regional Representatives:
The Regional Reps were installed in due form by GER Dennis Ellingboe with the
assistance of Provincial President Annie Reid. They were escorted to the Altar by President Annie and introduced to the Assembly as they were presented
their Collars.
The Regional Reps. are:
Region #1 – Norm Sarrasin
Region#2- Bob Russell
Region #3 –Fred Rosenplot
Region #4- Carol Hunter
Following this, the Past Regional Rep. for Region 2 Myles Reid was called to the Altar by GER Dennis Ellingboe where he was presented with his Past Regional Rep jewel.
“Myles received a round of applause as thanks for his service”
8) Opening Remarks were made by Provincial President Annie Reid. She welcomed everyone in attendance, thanked Trenton - Wooler for hosting, thanked the PPP’s for the Colour Party, and welcomed all the delegates to this- the 51st Anniversary of the Ontario Elks Association. She also thanked her Executive for their support and assistance.
9) Rules of the Day: Section A- Page 2 were read by the President.
10) Announcements:
President Annie Reid announced that due to Secretary Mark being absent, Brother Rod MacIntyre has volunteered to step in, Brother Brian Krauskopf will step in to cover the Chaplin duties with the assistance of his daughter, Heather Krauskopf.
President Annie Reid detailed the binder layout, the share the wealth
draw, the Association pens, pins and 50th Anniversary pins for sale, the Feedback Form at the back of the room, and the Motion forms at the back of the room.
Pat Clark Membership Director spoke on the New Member Promotion, and offered to meet any new members at the break.
Marketing Myles Reid spoke on the Association clothing and hats for sale (fire sale)
President Annie Reid spoke on the 200 Club and the Assembly was advised that there were still a few tickets for sale.
11) Committee Appointments: The President appointed the following:
a) Registration- Carl Potter
b) Resolutions- Terry Hunter
c) Scrutineers - Past Provincial Presidents in attendance
d) Sheriff - Randy Vincent and Deputy Mary Hough. They were
brought to the Altar where they were presented with their “equipment” including ‘Name Tags’ identifying their status in the Conference.
“A hearty laugh and applause were given”
12) Registration Report: (first report to establish a quorum) Section A- Page 3
Carl Potter reported 10 Lodges represented, 50 Voting Delegates registered, and 1 guest for total attendance of 51.
Motion: Wayne Sherlock, seconded by Ron Hough, to accept the report and to confirm that we have a quorum. “Carried”
We have 1 first time Conference attendee present.
The Conference Contest for a redemption of 50% of their Registration fees was Sister Lisa Walton of North Bay Lodge #25.
“Another hearty round of applause welcomed her to the Conference”
13) Adoption of the 2016 Conference Minutes
Motion: Brian Krauskopf, seconded by Terry Hunter, to adopt the 2016 Conference Minutes as distributed, without reading. “Carried”
14) Correspondence (Section B)
Motion Rod MacIntyre/Terry Hunter, to Table the 7 pages of Correspondence until after lunch break to allow the delegates time to read the lists. “Tabled”
15) Report of Association Officers: Section C
President: Annie Reid (Page 1)
First Vice: Michael Hutchison (Page 2)
Second Vice: Dave Bowden (Page 3)
Third Vice: Randy Vincent (Page 4)
16) Report of the Membership Director- Pat Clark (Page 5)
Motion Heather Krauskopf, seconded by Ron Hough, to receive the Reports of the Officers and the Membership Chair. “Carried”
17) Regional Representatives Reports:
- Region #1 Norm Sarrasin (Page 6)
- Region #2 Myles Reid (Page 7)
- Region #3 Fred Rosenplot (Page 8)
- Region #4 Terry Hunter (Page 9) No Report (Recommend reviewing requirement for Rep in Region #4
Motion: Pat Clark, seconded by Jane Misener, to accept the Regional Rep Reports. “Carried”
10:30 Esquire attended the Bible “Break”
10:45 Esquire attended the Bible- “meeting resumed”
18) Report on Lodges under Trusteeship / Supervision:
- Thunder Bay #82 Mark Montgomery (Page 10) Read by President Annie.
The Lodge remains under Trusteeship and is being monitored by the Grand Lodge. Mark Montgomery and Norm Sarrasin remain as Trustees.
-North Bay # 25 Now under Supervision due to internal issues.
The 11 O 'Clock Service was performed at 11 O' Clock
The Grand Exalted Ruler gave the 11 O Clock Service after the Hour was called by President Annie Reid
19) New Lodge Development: No new lodge development to report
20) Committee Reports:
Audit- Kaylee Conway (not attached)
Motion by Don Pezzutto, seconded by Terry Hunter, the audited report be forwarded once received(This is due to the Auditor being sick) “Carried”
Treasurers Report – Don Pezzutto (Page 12, 13)
Charity Fund- Don Pezzutto (Page 14)
Charity Fund Raising- Randy Vincent (Page 15)
Conference Site- Mark Montgomery (read by President Annie Reid) (Page 16)
Still looking for 2019 Conference Host
Motion by Ron Hough seconded by Rod MacIntyre, to accept Echo Bay Lodge #535 offer to host for 2020 OEA Conference “Carried”
Chaplain and Elks and Royal Purple Fund for Children/
Walk-a-Thon- Rod MacIntyre (Page 17)
Exalted Ruler Training- Annie Reid (Page 18)
Moved by Terry Hunter, seconded by Heather Krauskopf, to continue with ER Training “Carried”
Historian- Pierre Beaupre - NO REPORT
Judiciary- Terry Hunter (Page 19) Resolutions to be discussed Saturday.
Marketing/Publicity - Myles Reid (Page 20)
Sheriff Reportby Randy - Fines levied by Mary Hough, Proceeds to go to Share the Wealth.
11:45 Esquire attended the Bible, Lunch break
12:50 Esquire attended the Bible, meeting resumed
Sheriff fined for losing his tools of the trade
Regional Representative Visitations- Tom Headrick (Page 22A)
Regional Representatives Training- Tom Headrick (Page 22B)
Ritual and Ceremonial- Carol Hunter (Page 23)
VOICE- Lise LaCelle (Page 24)
Web Site- Myles Reid (Page 28)
Moved by Myles Reid, seconded by Don Pezzuto, to cancel our contract with Sharron Allhusen and go forward with Square Space for our web site for no greater than $200. “Carried”
Registration Report: (Section ‘A’ Page 3)
Carl Potter reported 10 Lodges represented, 51 Voting delegates registered, 51 voting delegates present, plus 1 visitor, for a total attendance of 52.
Moved by Brian Krauskopf, seconded by Mary Hough, to accept the Registration report. “Carried”
Club 200 Fundraiser- Don Pezzutto/ Annie Reid (Page 25) SOLD OUT.
Moved by Heather Krauskopf, seconded by Ron Hough, to lift the correspondence. “Carried”
Moved by Bob Russell, seconded by Heather Krauskopf, to accept the correspondence. “Carried”
Motion Terry Hunter, seconded by Lise LaCelle, to receive all the reports
“Carried”
Break Out Sessions Held
Marketing: (Charlie the Mascot) full size and Mini Colour books and stickers
Membership: (What do New Members want?)
Regional Reps: (Mixture of Pros & Cons)
Boston Pizza Promotion explained by MylesReid and Michael Hutchinson
14:25 Esquire attended the Bible, break
14:37 Esquire attended the Bible, meeting resumed
21) Resolutions- Terry Hunter - Section D
Resolution # 1: Removal of Historian from the executive R.6
Recommended by the executive that we amend the Ontario Elks
Regulation R.6 to remove the Historian as an Officer of the executive of the Association. “Carried Unanimously”
Resolution # 2: Bonding
Recommended by the executive the Regulation 18 be removed in its entirety and all subsequent regulations be renumbered to reflect this change. “Carried by 50 % plus 1”
Resolution # 3: Charity Fund Raising
Recommended by the executive that Bylaw B 8.3.2 be amended to refer to Regulation 12.2 and B 8.3.4 also be changed to read “Disbursements: shall be made per the guidelines that govern the Charity Fund Committee. (See R 12.2) “Carried Unanimously”
22) Grand Lodge Resolutions- Terry Hunter- NIL
23) Forecast of Receipts and Expenditures-Treasurer Don Pezzutto (Section C- Page 30)
Moved by Don Pezzutto, seconded by Brian Krauskopf to Table the Forecast until the completion of New Business. “Tabled”
24) Outstanding Annual Statistical Reports and / or Financial Reports
(Page 26)
All Lodges National Affiliation Fees and Provincial Membership Fees are current.
All Lodges are current on their Financial Reporting and Statistical Reports.
25) Unfinished Business: Moved by Lise LaCelle that the OEA purchase the beverage for Voice Camp to a max of $125.00 as amended, seconded by Wayne Sherlock “Defeated”
26) Announcements by Host Lodge on evening plans
Brother Carl Potter advised on evening plans
Bar opens at 6:30, 7:00 Supper then the Live Auction would follow as well as the 200 Club Draws.
27) Share the Wealth Draw: The Sheriff and his Deputy as well as his “informants”
levied a series of infraction fines that were added to the Share the Wealth.
The winner of $125.00 was Brian Krauskopf of North Bay # 25. He donated his
winnings to go with the other $125 for a total of $250 to the Fund for Children.
“A hearty round of applause followed this generous gesture”
28) Closure for the Day: There being no other announcements, the President had
the Provincial Esquire close the Bible, and called closure for the day.
Re-adjourn at 8:30 a.m. sharp tomorrow.
Adjourned at 3:40 p.m.