Minutes for January 19, 2009 Garden Club Meeting at the Library
Agenda Item	Action Taken	Discussion
Welcome to our first meeting of 2009 and discussions from the executive meeting. The executive discussed our successes and made suggestions on how to improve our work. They are included in the following reports.
Executive discussion re Treasurer's Report: The treasurer’s report will be a “year to date” report and will be posted on our members’ page on our web site. The executive felt that a more detailed report would be cumbersome. Any members who what exact monthly details can email Dorte who will in turn email the excel spread sheet page. We suggest an informal audit by two club members each December. Dorte Froslev · Year end report · Proposed budget ·	Motion: Move to establish a committee of two members to audit the financial statement each December. Moved by: Ellen Grant Seconded by: Dave Colwell Motion: accepted Motion: Move to accept the treasurer’s report as posted on our members’ page. Moved by: Moira Biggin Pound Seconded by: Glenda Begley Motion: acceptedb Motion: Move to accept the treasurer’s proposed budget. Moved by: Dale Embree Seconded by: Nairn Stewart Motion: accepted	Some questions as to the membership being $900 per year. That represents about 60 members. There is always some discrepancy in that some members pay for their membership the year before it actually starts and others pay their membership in the particular year. Explanation of why money is a bit higher at present: We need to pay out some to donations from 2008. There had been a motion to defer some items in November, ie Railway Park, BC Council of Gardens and magazine subscriptions. Mamquam Florists are no longer in business. Dorte turned in our remaining gift certificates for books.
Correspondence: There has been a mix up in our mail. Glenda will now be our designated person to pick up the mail. Judy Crowston has agreed to be our secretary when she is able to come to meetings. When she is unable to come, a member of the executive will take notes. Our minutes will be posted on our members’ page on the web site. They will take the form of Agenda Items, Action Taken, and Discussion.
Web Site & Newsletter Committee: Dave Colwell & Ellen Grant - A reminder of how you can get your newsletter. Go to our website. Make sure you add it as a favourite. Depending on your security you may receive a message about scripted messages. Follow the instructions to allow you to get to the members page. To open our members’ page use the password “plantit”		Members need to use the “Member’s Page” more to access, treasurers report, minutes, membership, and other information.
Refreshment Committee: Gerd Moore A list for members to sign up for refreshments is being passed around. Please sign up.
A list of Executive and Committee members will be posted on our Members’ Page. A list of general meeting dates and committee dates will be posted on the Members Page next week. The first Thursday of each month is being set aside for executive or committee meetings. Other meeting times may be set by individual committees. The first Garden Tour meeting will be Thursday, February 5, 2009. It will be at my home at 7 pm.		First garden tour meeting is Thursday, February 5.
Garden Tour Date. June 20 is the Test of Metal June 21 is Father’s Day June 5 may be the Relay for Life. What day is best?	Motion: Move to have June 14th be the date for the 2009 Garden Tour Moved by: Dave Colwell Seconded by: Patsy Riecker Motion: accepted	A lot of discussion about dates. September and July were suggested but there was not a lot of interest in those months. This date avoids the Relay for Life, the Test of Metal and Father’s Day.
Program Committee: We have added another committee. Nairn Stewart has agreed to be on a Field Trip Committee. Any other members who would like to be on this committee with her please let me know and I will add your name. Nairn and Carla have agreed to support Kristen Hall and will work on the program committee with Kristen. Any members who have ideas should email Kristen if they are not discussed tonight.
Donations: At our last meeting, the decision was delayed regarding donations. The Library was give $450 from Garden Tour	Motion: · to give the Library $ for Fine Gardening and Gardens West · Increase Scholarship funds to $300 Scholarship Funds and $100 to Howe Secondary scholarship fund re horticulture/agriculture · Railway Museum to receive $300 specifically for garden project Moved by: Diddi Price Seconded by: Ellen Grant Motion: accepted Motion: · We will not donate to Lily’s Garden But put the $200 towards speakers. Moved by: Ellen Grant Seconded by: Glenda Beglelu
Any other business
Programme Committee: Ellen Grant – Members Forum		Ellen spoke to group on generating ideas on interest regarding speakers/forums and field trips for the year. What questions do members want answered? Where do our interests lie? Any members not present can send ideas to Kristen Hall – kris10hall@hotmail.com