September 22, 2019 Minutes
Hand Weavers Spinners and Dyers of Alberta
SPECIAL GENERAL MEETING – Agenda
September 22, 2019 1:00 pm
Tin Roof Fibre Studio, 178062 320 St. W., Priddis, AB T0L 1W0
Executive: President Judy Sysak, Vice-president Lynne Cowe Falls, Past President Lois Larson, Treasurer Norma Westcott, Secretary Katherine Rankin, Membership Secretary Lorel Dederer (absent)
Call to Order at 1:15 pm by President and Chair Judy Sysak
Confirmation of Quorum: 16 present in person and 29 proxies. Total 45 members represented.
Approval of minutes from AGM on June 1, 2019 as distributed M/S Lyn P. Val Forcese Carried.
Addition/Deletions to Agenda/Approval of Agenda M/S Cheryl Renwick. Wanda Shewan.
Presentation by Lynne Cowe Falls & Judy Sysak
There are three options available.
Poll: (vote by written ballot) Three options for Re-Invention have emerged from the research/data over the past year. Please indicate your choice. Only vote for one.
- Reinvention with Paid Employee Reporting to volunteer Board of Directors
- Reinvention with Volunteer(s) Reporting to volunteer Board of Directors
- Endow the Alberta Craft Council with the remaining funds of the HWSDA for them to create a Fibre Arts arm that provides grants/scholarships, etc. on for fibre artists in the province who choose to become a member of the ACC
Count of ballots, results:
Motion to ratify the results of the previous poll. M/S Judy Sysak Lynne Cowe Falls
Motion will be voted on by written ballot as per Bylaw 14: “On a show of hands every eligible member present shall have one vote. On a poll, eligible members may vote in person or by proxy.” (The reason for voting by written ballot is to ensure that proxies of members not present can be counted.) This motion will ask members to ratify the top choice that was indicated through the previous written ballot.)
Count of ballots, results:
Report of Financials for June to Sept 2019 by Norma Westcott.
The funds endowed to ACC from HWSDA will be invested and the interest earned will be used to fund scholarships and grants. The funds will be managed by the Edmonton Community Foundation which will provide a guaranteed return on investment every year.
New Business (con’t)
Motion: Empower the current Executive to negotiate with ACC. M/S Lyn Pflueger Margaret Hall Carried
Motion: To empower the current Executive to manage the aspects of dissolution of HWSDA and amalgamation with ACC. Final agreement will be subject to acceptance through a vote by email by members of HWSDA. M/S Wanda Shewan Marg Steel. Carried.
Motion: To transfer all remaining documents to Provincial Archives of Alberta. The legacy of HWSDA is Master Weaver and Spinner programs with Olds. M/S Katherine Damien Karen Martinoski. Carried.
Motion: To empower current Executive to liquidate of all assets in an appropriate manner and close all accounts attached to the HWSDA. M/S Cheryl Renwick Val Forcese. Motion tabled.
Motion: Upon successful negotiation with the ACC, HWSDA Executive be empowered to request permission of members to pass contact information to ACC. M/S Laurie Bullock Margaret Hall. Motion tabled.
What do we want from ACC?
- Dedicated scholarship/grant fund for fibre artists who are members of ACC.
- HWSDA involvement in writing terms of reference for grants and scholarships. We can nominate people to participate in the writing of these terms. That some members of the selection committee who decide how funds are awarded be fibre artists.
- Request periodic or recurring exhibition or showcase of fibre arts.
- Ask for one position on ACC Board be filled by a fibre artist.
- Want once occurring celebration to acknowledge our donation and participation in ACC. Article and/or inclusion in annual awards ceremony.
- One year free membership to current HWSDA members.
- Representation in ACC website. Perhaps a fibre arts forum. For sale page?
What we bring
- Responsibility for Finances; 2. Potential members who are highly skilled and geographically diverse. 3. Expertise
Communication: Lyn Pfleuger has agreed to continue sending the memo to HWSDA members over the next few months to keep membership informed of what is happening. Lyn has agreed.
Report by Lois Larson. The website is paid and available until May 2020. Lois will continue to manage it until then.
Adjournment. SGM adjourned at 3:20 pm.
From the President:
I hope everyone has had a lovely summer. The HWSDA Working Group had a busy few months and as of last Sunday, have sent out packages regarding the Reinvention Options that the membership mandated us to look into at the AGM.
Please look closely at this document along with all the attached working group documents from our meetings. Again, the 3 options that you will be voting on have come directly from the research from the past year, and I encourage you to read through the documents so you have a full picture of how we came to these final options.
The Special General Meeting (SGM) to vote on which of these options you as a membership would like to put in place, takes place on
Date: Sunday, September 22 Time: 1:00 pm
Location: Tin Roof Fibre Studio – Priddis, Alberta.
RSVP: By September 15th your intention to attend to Judy Sysak at firstname.lastname@example.org
We need you to either attend the meeting or send your proxies by mail or with a member/friend that is attending so we again, can have as much of the membership represented in this vote. Proxy Sept 2019 form
If you have any questions at all, please contact one of the executive members – we look forward to seeing as many of you as possible on the 22nd.
ANNUAL GENERAL MEETING
The AGM was held June 1st in Calgary, with 23 people attending and 22 proxy forms submitted — constituting a quorum. The executive had worked astonishingly hard to ensure that attendees remained focused and clear, so the meeting went as smooth as silk…
Lynne Cowe Falls presented a summary of the work done to date concerning the structure of the guild. (This information is all on the website). Members then cast ballots to choose one of the three options presented: to dissolve, keep in its present form, or to reinvent the guild. The meeting voted to reinvent by a margin of 2:1.
The present executive will stay in place for the next 6 months, to ensure continuity as we explore what this decision will mean. They will come up with a broad plan to present to the membership on September 21 (location to be determined), for ratification. The relevant information will be sent out to each member by August 21.
There was some discussion about various aspects of these decisions, but the meeting remained very focused—a tribute to Judy and the executive. The need for us all to think clearly about the purpose of the guild was raised, as was the responsibility, particularly of the “reinvent” voters, to participate in the process… an essential ingredient of ratification of the plan.
It has been a year of research here at the HWSDA and as the Executive, we have been working diligently to find an answer to the ongoing questions regarding the future of our provincial guild.
As reported previously, the initial brainstorming session that took place in July of 2018, resulted in the decision that the guild was at a crossroads and there was a need for an objective and experienced outside consultant to help us delve into the many questions that lay before us regarding the future of the HWSDA as it is structured today.
In Fall of 2018, we hired Bespoke Consulting to conduct 5 one-on-one interviews with members, and conduct a survey that went out to all members of the HWSDA. We had an incredible response, with 84 members answering the survey questions – which was 2/3 of the questionnaires that went out. We were thrilled! They also facilitated a one-day Strategy Session Workshop in December where 13 members, including executive and area reps, met for a day of brainstorming/analyzing data/and answering the ever important questions of “what is working/not working”, “what do we need moving forward in a provincial guild?” and “how do we get there”? You will find the details of that one day session in “Bespoke Consulting: HWSDA Strategy Session Summary”.
Bespoke Consulting then analyzed the one-on-one interviews, email survey responses and the Strategy Session workshop responses and consolidated those findings into a final report, which we have attached here as “Bespoke Consulting: HWSDA Strategy Final Report”.
The Executive met in February to go through the report at length, and crafted, from the input and direction of the membership, what we believe is a solid solution going forward for the guild. You will find our analysis and recommendations in the AGM Communication Presentation to the Members.
In this electronic package, you will find:
1. Minutes from AGM May 11, 2018
2. Bespoke Consulting: HWSDA Strategy Final Report (all results of the survey, meetings, recommendations)
3. Agenda for June 1, 2019 AGM at Heritage Park
4. ‘Moving Forward’ Communication Presentation
5. Proxy form
Please Note – There are 2 other Bespoke Consulting documents – “HWSDA Session Presentation” and “HWSDA Session Strategy Summary”. We did not include these in this package as we believe the Final Report consolidates this information really well. If you would like to have access to these other 2 documents, please contact Katherine Rankin and she will send you an electronic copy.
We encourage everyone to read and become familiar with these documents—bring any questions/concerns you may have to the AGM – and please talk with other members regarding these results and the current executives recommendations involving the future direction of the HWSDA.
Please plan to attend the Annual General Meeting being held on Saturday, June 1st at the Railway Café at Heritage Park from 1:00 p.m. – 3:00 p.m. There will be many important decisions being presented and made at this meeting — the future of this guild depends on all your voices being represented, either in person, or by proxy.
If you have any questions or concerns regarding the information in this package, please email Judy Sysak at email@example.com <mailto:firstname.lastname@example.org>.
Your HWSDA Executive
Judy Sysak, President
Lynne Cowe-Falls, Vice President
Norma Westcott, Treasurer
Katherine Rankin, Secertary
Lois Larson, Past President
Packages will be going out by email to members for the very important AGM to be held June 1, 2019. If you need a paper copy because you don’t have email, contact secretary Katherine Rankin (403-977-9007).
The Strategic Planning Committee received the final report from Bespoke Consulting and met yesterday to review the report and draft a recommendation for the executive. The executive has been briefed on these recommendations and is currently working on a comprehensive package to send out to the membership by the end of March. This package will include the AGM agenda, the final report from Bespoke Consulting, as well as the Strategic Planning Committee’s recommendations, the proposed budget, and proxy information for those that will not be able to attend the Annual General Meeting, scheduled to take place on June 1st, in Calgary at Heritage Park’s Railway Cafe at 1:00 p.m. (So please save the date!)
If you have any questions, comments or concerns, please feel free to reach out to me either by email or by phone at (403) 973-2950.
Judy Sysak, President
Hand Weavers, Spinners, and Dyers of Alberta