Wed, Jan 16, 2019: Meeting: Club Business & Film

• Event Photos

The agenda for this meeting was developed by the attending members of the Main working group and comments and ideas expressed by members to date:

Agenda

1. Welcome ; Display table. Reminder: take a picture.

2. Next chapter of the geology film series. 7:10p, approx 30m.

3. Call for new business.

4. Membership Changes: Annual payments are requested by Feb and raffle.

5. On-Line Signup Form.

6. Waiver presentation.

7. Working Groups: What they are and how to become involved.

8. Calendar: General Meetings, Events, Classes and Trips.

9. Non-Profit Incorporation Status.

10. New Business.

Welcome ; Display table.

A display table showing members of the Tourmaline and Beryl groups along with some prepared specimens from club field trips.

Next chapter of the geology film series. 7:10p, approx 30m.

We will be showing "An introduction to Geology - Chapter 2 - Origin of the Solar System" film of about 30m in length.

New Business

• Call for new business

Membership Changes: Annual Payments due by Feb & Raffle.

The Club is requesting that all members renew and pay for their annual memberships by Feb. We will have a raffle for those that signup by the Feb meeting.

On-Line Signup Form and Waiver

We are also introducing an on-line registration and waiver. The purpose of this change is to free up time in future meetings for talks and activities, to streamline paperwork and most importantly make sure that for field trips, classes or event participants have signed a waiver. All of this becomes very important as we work towards becoming an association or non-profit incorporated entity that may rent space and need insurance. 

A paper signup  and waiver forms will still be available to use but your participation in this new process is appreciated.  We hope to extend this process to allow for efficient self-signups for individual field trips.

On-Line Signup Form.

• An online signup form will allow us to determine who is a member, track who has paid and to have updated contact information.

• The link to the On-Line signup form is on the Website Home Page

Waiver presentation.

• All members that want to attend a field trip, class or participate in an event must sign the current Club waiver.

• The waiver is now separate from the membership form as it may be required to be signed for every separate field trip, class or participating event by every member.

• The waiver must identify the parties included in the waiver, provide a detailed description of the risks (and negligence), specifically warn the member that they give up the right to sue (and initial) and be clear, short and simple to understand. Format is typically 1 piece of paper.

• Our waiver must be presented to members such that they are informed and have ample opportunity to consider the waiver.

• Our waiver may evolve over time and need to be re-signed. Doing this manually may not be accurate and timely (i.e. at Terry Fox Lookout)

• The link to the On-Line Waiver Form is on the Home Page

Working Groups: What they are and how to become involved.

1. What is a Working Group

   1. A working group (WG) is a group of members that are:

      1. Developing, participating and working towards a goal or goals

      2. Documenting their progress to other groups.

      3. Communicating progress to our membership.

   2. Working Group Members are expected to:

      1. Set and understand their working group's goals

      2. Attend their working group meetings, participate, communicate.

      3. have Fun.

2. List of Working Groups and who to talk to.

The Main Working Group is sponsored by the club executive (TBD).  Ask members to identify themselves.

• 1. Currently there is the Main Working Group which sponsors and is a member of every other working group. It does the "association & incorporation" task.

  2. The following Working Groups are suggested:

     1. Membership: Signups, Waivers, Payments (Lynn, Joan)

     2. Promotions: Cards/Pamphlet, Social Media, Website, Photos, Gem/Craft Shows. (Stephen)

     3. General Meetings: Booking, Content, Speakers (Gerry, Joan)

     4. Events we participate with: e.g. Mining Day, LRCA/Hazelwood, Silver Cove (Gerry, Clair, Joan)

     5. Trips we develop and go on: About 3-5 per year. (Gerry, Clair)

     6. Classes we develop: Lapidary, About 3-5 per year, usually in winter months.  (???)

     7. Spaces & Equipment: (Clair)

        1. Find a space to work from. probably once we get our non-profit and insurance settled.

        2. Equipment setup, training and use/H&S.

Calendar: General Meetings, Talks, Events, Classes and Trips.

A draft calendar of events has been posted on the site. The goal is that members can plan towards attending and the club can promote events.

Non-Profit Incorporation Status.

• Plan to seek legal advice.

• Not sure where the capacity to run a non-profit corporation would come from at present.

• Consider starting with an unincorporated association. Good up to $5,000/yr,  personal liability. Can possibly access CCFMS insurance.

New Business.