AGM Agenda, Treasurer Report and Minutes of 2021 AGM

Agenda for Annual General Meeting

Sunday 2022-05-22 at 5:00 pm

4870 Lochside Drive, Victoria, BC

Call to Order

Confirmation of Quorum

Approval of Agenda

Approval of 2021-08-15 AGM Minutes

Officer’s reports:

Local Secretary


BCIM Officer Election:

Slate put forward the by the nominating Committee:

Local Secretary: Richard Lloyd

Deputy Local Secretary: George May

Treasurer: Jim Grayson

New Business


BC Islands Mensa May 22, 2022 Treasurer’s Report

Small Business Account

Preferred Chequing Account

TD Bank 004 Branch 202000 Account 0502219

May 15, 2022 Fiscal Year End Balance $2,457.49


Sept. 20, 2019 Deposit $1.00


Oct. 8, 2019 BC Mensa Deposit $540.38


August 10, 2021 Deposit $5.00


April 19, 2022 Payment to George May for prepaid Website hosting charges -$147.79


April 29, 2022 Withdrawal Fees 1.95


We are not charged a fee on this account. E-Transfers and bank statements are not permitted on line. Bank statements are provided within the ban on request. Cash can be removed from the account using the bank card and access code. Bank statement can be provided to Treasurer at AGM.

Treasurer’s Year End Report issued May 15, 2022 by:

Mary Freeman, Treasurer

B.C. Islands Mensa Annual General Meeting Minutes

(Venue: Jim and Ute Grayson’s Residence 4870 Lochside Drive, Saanich, British Columbia)

August 15, 2021

Call to order

George May called the meeting to order at 6:20 pm.

Attendees (Members)

George May (Chairperson), Mary Freeman, Peter Freeman, Delma Murray, Richard Lloyd (Recording Secretary), Jim Grayson, Sandra Mattia, Caroline Mufford, Ruth Wellburn

Confirmation of Quorum

Sandra Mattia questioned whether a quorum had been reached. George May pointed out that there were nine members in attendance. The BCIM bylaws set a quorum at 10% of the membership, or more. The chapter currently has fewer than 80 members, therefore a quorum existed.

Authority for Holding this AGM

Sandra Mattia challenged the authority for holding this AGM, under the Bylaws of the Chapter. Issues raised included: the date of the meeting, notice periods for nominations, and the status of the incumbent Executive Committee, given that there was no AGM in 2020, due to Covid-19.

Motion to Address Concerns Regarding Authority to Hold this AGM

Whereas: All in-person activities were suspended, from February 2020 until July 2021, due to Covid 19. That suspension of activities precluded having an AGM in 2020 and delayed the 2021 AGM until August 15, 2021.

Whereas: If the BC Islands Chapter is not rejuvenated, our only alternative is suspension or dissolution of the Chapter, and probable absorption of the membership into the Vancouver chapter; and,

Whereas: Mensa Canada bylaws allow groups of members to form a new chapter, it follows that these same members would be authorized to rejuvenate an existing chapter.

Therefore: Be it resolved that we now proceed to rejuvenate the British Columbia Islands Mensa Chapter, and to adopt the Chapter’s pre-existing bylaws, and,

Be it further resolved that an objective of the new Executive Committee will be to achieve full compliance with those bylaws before the next AGM in May of 2022.

Moved By: Richard Lloyd Seconded by: Delma Murray

Carried: 7 in favour, 1 abstention (Sandra Mattia)

Approval of minutes from last meeting

Due to Covid-19, no AGM was held in 2020.

Minutes of the previous AGM, of May 19, 2019 were previously posted on the BCIM website.

Those minutes were deemed read and given unanimous approval.

Officers’ Reports

Local Secretary’s Report

George May reported that no in- person events took place, from the beginning of the pandemic in 2020, until a potluck hosted by Mary Freeman for fully-vaccinated members, on July 18, 2021.George also reported that he has created a new secure and interactive website for the chapter. This website includes a “Newsletter” tab, which meets the criteria for rebates from the National. Two new members joined the Chapter recently.

Further details are in George’s written report, which is appended to these minutes.

Deputy Local Secretary’s Report

The previous DLS (May Brown) was not in attendance. No report was submitted.

Treasurer’s Report

Mary Freeman reported no expenditures for 2020. Revenues of $ 540.38 were received from the National. Mary is working with the National to resolve an anomaly in that funding (which now appears to be in favour of BCIM). Mary also submitted a written Treasurer’s Report, which is appended to these minutes.

Proctor’s Report

Delma Murry gave an oral report on testing activities. Testing has been suspended during the pandemic. Two prospects have expressed interest in testing. (Note: Proctors report directly to the National and act an arm’s length from the BCIMensa chapter Executive Committee.)

Election of Officers

George May reported that advance .calls for nominations had received no responses. George sent an email to all members, and also posted a call for nominations on our new website. George asked the members in attendance for nominations (including self-nomination).

George May agreed to stand for the position of Local Secretary.

Richard Lloyd volunteered to stand for the position of Deputy Local Secretary.

Mary Freeman agreed to stand again for the position of Treasurer. Mary stated that she wanted resolve the apparent anomaly in funding from the National.

After some discussion, George called for voice votes, and the nominees were all elected by acclimation.


Mary Freeman called for adjournment, and George May adjourned the meeting at 7:14 pm.

Minutes submitted by: Richard Lloyd

Minutes approved by: George May

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