AGM MEETING MINUTES: March 19th, 2023

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1. PRESENT: Steve White, Dan Zimmer, Lori Gervais, Steve Marks, Curtis Tomas, James Melnyk,  Jane Henderson (Administrator) and 52 members
2. REGRETS: Will MacDonald  

• MOTION (23-12) by Member (08) to move $403.00 from the current account into the Infrastructure Reserve Fund. Seconded by Member (06). Carried. 
• MOTION (23-13) by Member (08) to appoint Accelerate Accounting to prepare 2023 financial statements. Seconded by Member (317). Carried. 
• MOTION (23-14)by Member (317) to rescind motions 37 “to budget $5000 per year for Board governance yearly as the Board deems required” and Motion 42”to budget $20.000 for the expansion and soundproofing of the storeroom” passed March 15, 2022. Seconded by Member (91). Carried.
• MOTION (23-15) by Member (4A) that the Infrastructure Reverse Fund is designated for “NEW” development and construction of infrastructure or remodeling of existing buildings. Seconded by Member (317). Carried.
• MOTION (23-16) by Member (317) to accept the 2023 Orientation and Rules: Dated Jan 25, 2023: Rev 1, including authorizing the board to add addendum to the document as they deem required. Seconded by Member (24). Carried. 
• MOTION (23-17) by Member (317) to accept the Board Motion 23-02 to proceed with an In-Person Orientation for NEW RRGC MEMBERS including any Member that the Discipline Committee deems requiring . The cost of $20.00 per participant (collected by the trainer) of which $5.00 is returned to the club. New Members are defined as any Primary (PAL) holder or Secondary (PAL) holder that was not a RRGC member in the previous year. Seconded by Member (455). Carried. 
• MOTION (23-18) by Member (317) that after 2 notifications to New Members, no reply to the club with alternative dates, after 60 days from time of purchase,  delinquent files will be shared with Discipline Committee who has authority to deactivate gate access.  Seconded by Member (43). Carried.
• MOTION (23-19)  by Member (370) that all forementioned bookings have agreement from the membership to close the appropriate ranges for their events. Seconded by Member (91). Carried. 
• MOTION (23-20)by Member (370) to accept presented budgets: Website $10.000: Safety $3,000: Maintenance $15,000:  Range Recertification: $40,000 are accepted as presented. Seconded by Member.(04A) Carried. 
• MOTION (23-21)  by Member (370) to accept presented budgets: Range A $500: Handgun $500: IPSC $4750 are accepted as presented. Seconded by Member (91). Carried. 
•  MOTION (23-22)  by Member (370) that the membership permits the Future Development Committee the  authority to investigate the construction of a multi-use building as presented. Seconded by Member (43). Carried. 

PRESENT: Steve White, Dan Zimmer, Lori Gervais, Will MacDonald, Curtis Tomas, James Melnyk,  Steve Marks, Jane Henderson (Administrator)

• MOTION (23-06) by Member (06)to permit Administration to contact any member that requests their memberships refunded to state: That the member may send a letter to the club withdrawing their 2023 membership and enclosing their gate pass to the clubs mailing address. Seconded by Member( 02). Carried.  

1.  PRESENT: Steve White, Dan Zimmer, Lori Gervais, Will MacDonald, Curtis Tomas, James Melnyk, Steve Marks, Jane Henderson (Administrator): and 36 other members present

• MOTION  by Member (504) to change the guest pass back to $20, Seconded by Member (112). Defeated
• MOTION by Member (149) AMEND RRGC BYLAWS dated February 2016. Seconded by Member (118). Carried   

1. PRESENT: Steve White, Lori Gervais, James Melnyk, Will MacDonald, Steve Marks, Jane Henderson (Administrator)
2. REGRETS: Curtis Tomas, Dan Zimmer 

• MOTION: by Member (254) to accept the 2014 Waiver as previously circulated. Seconded by Member (729) Motion rescinded after further discussion
• MOTION: by Member (254) to accept the Waiver as amended “Under Waiver and the Indemnification and Hold Harmless Clauses: Replace the word officers with directors, employees, volunteers, and agents” Seconded by Member (729). Carried.
• MOTION: by Member (254) to correct  the logo, remove shooting sports and insert our correct name of Rocky Rod and Gun Club. Seconded by Member (265). Carried. 
• MOTION: by Member (254 ) that Rocky Rod and Gun Club no longer offer group memberships. Seconded by Member (265). Carried. 
• MOTION: by Member (21A) to accept the quotation received from Empringham Disposal Services. Seconded by Member (729). Carried 

1. PRESENT: Steve White, Dan Zimmer, Lori Gervais, Curtis Tomas, Jane Henderson (Administrator), and 14 members
2. REGRETS: James Melnyk, Will MacDonald    

• MOTION by Member (261) to adopt the policy to allow one (1) guest - four (4) times (or visits) per calendar year, changing from only (2) two visits. Seconded by Member (504). Carried. 

1. PRESENT: Steve White, Dan Zimmer, Lori Gervais, James Melnyk, Will MacDonald, Brad LeMaistre, Curtis Tomas 

• MOTION by Member 01 to allow Grandparents to purchase a Family Membership that allows listing any Grandchildren under eighteen under their membership. Seconded by Member 254. Carried. 
• MOTION by Member 254 to remove signing authority of Steve White, Dan Zimmer, and Curtis Tomas from Accounts 513XXX and 723XXXX at the Rocky Credit Union, effective April 13, 2022. Seconded by Member 265. Carried. 
• MOTION by Member 01  to add signing authority on Account 513XXXX and 723XXX at the Rocky Credit Union to Steve White (president): Dan Zimmer (vice-president): Will Macdonald (treasurer: with two out of the three signing authority’s signatures required on cheque payments and two of three signing authorities’ authorization of digital e Transfer payments or online bill payments, effective April 13, 2022. Seconded by Member 51. Carried 
• MOTION by Member 61 to open another saving account listed for infrastructure and transfer $20.971.40 from account #513XXX to this new account, effective April 13, 2022. Seconded by Member 01. Carried. 
• MOTION by Member 254  to remove Curtis Tomas from the MasterCard #511XXX and replace with Will MacDonald, effective April 13, 2022. Seconded by Member 21A.  Carried MOTION by Member 265 to change existing limit of $1000 on MasterCard #511XXX and increase limit to $3000, effective April 13, 2022. Seconded by Member 01. Carried
• MOTION by Member 21A to insure only RRGC buildings or equipment that has a replacement cost of $5000 or more. Seconded by Member 01. Carried 
• MOTION by Member 106r to offer the 2ndMaintenance Position to Nolan Vandenakerboom, at the hourly rate of $35.00 per hour including use of his own truck and small tools. Seconded by Member 01. Carried
• MOTION by Member 61 to accept the Maintenance Agreement as amended by the board on April 13th, 2022. Seconded by Member 254. Carried

1. BOARD PRESENT: Steve White, Dan Zimmer, Eugene Gervais, Colten Soppit, Will MacDonald, Curtis Tomas, James Melnyk, Colten Soppit, Jane Henderson (Administrator): and 38 other members present

•  MOTION by Member 01 to appoint Accelerate LLP to complete 2022 Financials, Seconded by Member 61. Carried.  COMPLETED
• MOTION by Member 21A to Rescind Motion “to temporarily amend bylaws practise for paid directors’ duties” passed September 1, 2022. Seconded by Member 504. Carried 
•  MOTION by Member 48 to budget $5000 per year for Board Governance Development as the board deems required. Seconded by Member 512. Carried. 
•  MOTION by Member 47 to change the Shotgun 3-Year Plan and offer budget of $20,000 for the next 2 years, including the surplus revenue of clay targets sales to be credited to shotgun budget. Seconded by Member 5. Carried. 
•  MOTION by Member 48 to budget $10000 for the Handgun Committee which includes $2500 for infrastructure for Handgun Bays as needed. Seconded by Member 504. Carried. 
• MOTION by Member 166 for a budget of $5000 to cover infrastructure expenditures for Range A. Seconded by Member 21A. Carried. 
•  MOTION by Member 40  for a budget of $2500 to cover miscellaneous expenditures for the Archery Range of which $!500 is to mulch pathways. Seconded by Member 21A. Carried. 
• MOTION by Member 166 to budget $20,000 for the expansion of the storeroom in Range A Clubhouse to include soundproof office. Seconded by Member 145. Carried. 
•  MOTION by Member 47 for a budget $3000 for the expenditure to provide RSO certification for ten members interested in rules enforcement for the club. Seconded by Member 504. Carried. 
•  MOTION by Member 61 to change the guest pass charge from $20 to $30. Seconded by Member 37. Carried. OPPOSED 5
•  MOTION by Member 512 to increase the discretionary spending limit for the Board to $5000. Seconded  Member 48. Carried. 
•  MOTION by Member 37 to donate $5000 to Lords Food Bank and $5000 to the Ferrier Community Association. Seconded by Member 48. Carried. 
• MOTION by Member 145 that all forementioned Bookings have agreement from the membership to close the appropriate Ranges for their events. Seconded by Member 166. Carried.  

1. PRESENT: Steve White, Dan Zimmer, Eugene Gervais, Curtis Tomas, James Melnyk, Will MacDonald on phone
2. GUESTS:  Eric Moland: All Insurance, Hugh Parton: Discipline Committee  REGRETS: Colten Soppit 

• MOTION by Member 01 to Purchase General Commercial Liability Insurance for the quote of $.6760.00 and a Directors and Officers Policy for $1525.00 from All-Insurance as presented, Seconded by Member 106. Carried 
• MOTION by Member 254 to Cancel National Firearms Insurance Policy # 13827 Effective Immediately, Seconded by Member 01. Carried 
• MOTION by Member 254 to add Rider for the Gate on Building Policy “effective immediately”, Seconded by Member 21. Carried 
• MOTION by Member 21 to adopt Policy  on Membership Cards and Guest passes requirements and enforcement presented by Hugh Parton. Seconded by Member 57. Carried
•  MOTION by Member 106 to increase Credit Card Limit from $1000 to $3000, Seconded by Member 01 Carried. 
• EMAIL MOTION: FEB 18 by Member 21 for a budget of $1500 for freight and other incidentals to have flag poles delivered to Range, Seconded by Member 265 Carried. 
• MOTION by Member 21 to hire Chevallier Geo-Con as per quote dated January 14, 2022, estimate of $3395, Seconded by Member 254. Carried. This quote included Power Saw Person Hand, Service Truck and Trucking to Job Site. THIS QUOTE WAS NOT ACCEPTED AS FOR  1 MILE OF FENCE. 
• MOTION by Member 106 to remove any names from older documents from the Banned List and start anew from 2022. Clean up the Lifetime List to include persons that are alive. Seconded by Member 254. Carried. 

1.  PRESENT: Steve White, Dan Zimmer, Eugene Gervais, Colten Soppit, Will MacDonald, Curtis Tomas, Jane Henderson (Administrator) James Melnyk on phone

• MOTION by Member 21 to have 2 flag poles built and installed to the cost of $2500. Seconded by Member 106. Carried. 
• MOTION by Member 21 for the purchase and installation of 2 Motion Sensor Lights (on beam on firing line and above outside entry door) to a maximum of $1000.00. Seconded by Member 265. Carried. 
• MOTION by Member 01 to purchase Suggestion Notepad (include membership#) to the maximum of $40. Seconded by Member 265. Carried.