Guy Proulx Teri Caruci Lysanne Gauvin Lucie Houle Anne Morin Barry Paulson Ann Perry Wendy Potvin Michael Snaauw Sheila Willis (by phone)
Leslie Lawry Brian McCauley Jean-François Normand Lisa Rondeau
Guy Proulx welcomed the directors to the meeting.
The minutes of the meeting of June 10, 2015 were approved and require posting on the QCC website. Wendy Potvin will action this item. Wendy will also ensure that the minutes of the March 12, 2015 meeting are posted.
Michael Snaauw spoke with the directors of the QCC about possible linkages with the CRA’s Young Professional Network (YPN). He indicated that this was a group that is very active and self-directed. Michael stated that the YPN organizes both work related and social events. He thought that there were very good opportunities for the members of the QCC and the YPN to work together and gain benefits from each other.
It was agreed that this would be pursued further to both support the YPN and increase the visibility of the QCC within the CRA. Guy will contact Brian Philbin, the National Youth champion and Bradley Rebelo, the National Chair of the CRA YPN to discuss possible approaches and next steps.
Teri Caruci informed the Directors that the balance in the QCC bank account is about $3,800.00. This is an increase of about $800.00 from the March 12, 2015 update but still short of the comfortable balance of $5,000.00.
Teri also provided a draft of the 2014 financial statements which will be presented to the membership at the Annual General Meeting (AGM) on November 12, 2015. Barry Paulson reminded directors of the importance of completing event reports as these assist in the reconciliation of expenditures and revenues.
Teri agreed to find the final 2013 financial statements. Barry, the QCC’s previous treasurer, indicated that these were completed. Teri will forward the 2013 financial statements to Wendy for posting on the QCC website.
It was agreed to add Wendy as a co-signer on the QCC bank account.
Wendy reported that about 25 people attended this event. It was a fun evening with some participants indicating that it was the first time that they had attended a QCC event. This event generated $19.00.
Guy indicated that the Nine and Dine was cancelled due to lack of take-up. It was agreed that this was a good event to pursue next year but that it was important to provide more lead time. The future Nine and Dine may be merged with the Fall Social Hour or it may replace the Fall Social Hour.
Ann Perry noted that she will have the notice to the membership ready to be sent to Sheila Willis by end of day September 18, 2015. Sheila said that she would e-mail this notice early the next week. Ann P. also said that pizza slices will be sold at the curling bonspiel.
Leslie Lawry was unable to attend this meeting but did provide a written update to Guy. She indicated that fourteen people have paid for the evening while an additional eight have expressed interest. Leslie gave Barry the cheques so that these could be passed on to Teri for deposit. Leslie stated that she required an update from Brian McCauley as to exactly how the Food Bank donations, both in non-perishable products and cheques, would work.
It was agreed that Sheila will send a reminder notice out early the week of September 21, 2105 with a final reminder to go out in mid-October 2015.
Barry, Anne Morin and Lysanne are co-hosting this event. Anne M. indicated that she will contact Leslie to provide additional help to her.
Ann P. said that the venue has been booked and the notice to the QCC membership will be provided to both Wendy and Sheila in the next few weeks. Sheila will ensure that the notice is sent to the membership while Wendy will post the notice to the QCC website. Teri is working with Ann P. on this event.
Wendy and Lysanne Gauvin said that they would be shortly booking the Heart and Crown in the By-Ward Market for this event.
Brian McCauley will provide the results of his research for a potential wine tasting event at the next meeting of the directors of the QCC.
Guy will explore the possibility of an Ottawa River cruise. This will be done in such a way as to nullify any financial risks to the QCC. Discussion focused on the timing for this potential event and it was agreed that having this cruise while the fireworks competition is underway at the Hull Casino would be fun and entertaining.
Michael is to provide Guy with a name from the Collections and Verification Branch.
Guy announced that Barry is stepping down as a director of the QCC. This is a great loss as Barry has been a director for thirteen years and brought wonderful corporate memory to the other directors of the QCC. He was thanked for his contribution.
Guy indicated that he would be approaching someone to replace Barry as a director.
Wendy indicated that she is doing a quality review of the data that the consultant, David Bellerive-Lamarre, has imported from the CRA QCC English website to the new QCC website. David will soon start loading the French CRA QCC information onto the new website.
It was agreed that no photos of the directors would be uploaded to the new website. It was also agreed that each director will have an e-mail account on the new website and that Sheila will be set up under “secretariat”. Guy encouraged all the directors to review the new website.
Wendy said that she would ensure that Public Affairs Branch (PAB) would post the March 12, 2015 and June 10, 2015 minutes, the results of the spring curling bonspiel, the June 2015 golf tournament, the Comedy Night and AGM e-mail, the 2013 and 2014 financial statements as well as the e-mail for the Fall curling and the euchre evening. It was agreed that all the updates would aim to be completed by October 31, 2015 with the required assistance from PAB. After that date, David would do a final download from the CRA website to the new website. Once that is done, all new postings will be done only on the new QCC website.
A letter will then be sent to the membership advising of the new address of the QCC website and asking that it be book marked on their devices. This will be done shortly after all the information is loaded and reviewed on the new QCC website.
Wendy also said that she would correct the date on the CRA QCC website for the upcoming Comedy Night and AGM.
It was agreed that shortly after the new website is up and running, Guy will approach the CRA in order to make a presentation to the Agency Management Committee. The generic QCC poster will need to be developed for this presentation. Guy and Lysanne will work on this. Once the wording is finalized, David will do up some designs. The directors will then choose the design that will be used as a poster.
Lucie reported that she has obtained the updated list of coordinators, however, she is waiting for the website information before communicating with them. The communication will be a reminder to send the updated letter to the newly 25 years long service award recipients.
Guy proposed that it would be prudent to have back-ups for certain specific work undertaken by the directors of the QCC. Ann P. agreed to be the back-up for Sheila while Guy agreed to be the back-up for Teri. Guy will circulate a note to the directors in order to identify a back-up for Wendy and the work that she is doing on the website.
Various options were discussed concerning the ongoing maintenance of the distribution list that Sheila uses to forward e-mails to the membership for the QCC. This will be discussed in more depth at future meetings.
The next meeting will be on October 28, 2015, 5:00 pm at the Train Yards.