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Minutes SpecialMeeting TuesdayJune172014

Minutes SpecialMeeting TuesdayJune172014

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Published by Daily Xtra
Minutes from special meeting of the Capital Pride Board of Directors held Tues. June 17, 2014.
Minutes from special meeting of the Capital Pride Board of Directors held Tues. June 17, 2014.

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Published by: Daily Xtra on Jul 14, 2014
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10/24/2014

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Capital Pride Festival / La fierté dans la capital
 
Board of Directors Special Meeting
 
Tuesday, June 17, 2014
 
Pink Triangle Services, 331 Cooper Street, Suite 200, Ottawa, ON
 
The mission of the Capital Pride Committee is to present and entertaining, professional Pride Festival which will perpetuate the spirit of pride in our community’s identity and provide a  positive economic impact to the Ottawa-Gatineau region through tourism.
 Present: Jodie McNamara, Rob Swartz, Daryle Gardipy, Ashley Blackwood, Andrea Guibault, Hannah Watt, Stephanie Lavergne, and Luke Smith Meeting called to order at 4:37pm
1) Approval of the Agenda
 
Motion to approve agenda
 
Moved:HW, Seconded: AG
 
Carried on consensus
 
2) Treasurer’s Report
 
A) Removal of Board Member 
 
!
 This motion was prepared by DG, Treasurer of Capital Pride, and not JM, the Chair of Capital Pride
!
 The Motion was put forward to the Board as several portfolios that LS was responsible for, as the Director of Communications, were handled in an unprofessional manner, contractors hired by the Board refused to work with him, and the failure to provide three (3) quotes for an RFP to contract a printer
!
 The motion was read in it’s entirety by DG
Whereas, The Director of Communications was given a Directive from the Chair of Capital Pride to vet all out going communication that deals with the 2014 Capital Pride Festival. This Directive was a result of the Director of Communication issuing responses
 
through social media that were not done in a professional manner and reflected poorly on Capital Pride.
 
Whereas, The Director of Communication lost a portion of his portfolio as the contractors that were hired to complete projects under this portfolio could not work with him.
 
Whereas, Capital Pride received correspondence from community members and community partners who had issues with the Director of Communication’s lack of professionalism and how he represented Capital Pride. Whereas, After being requested to do so by the Finance Committee, the Director of Communications failed to provide the required three quotes for an RFP to contract a printer for the 2014 festival. Whereas, The above incidents show that the Director of Communications has met one of the criteria of that calls for a vacation of office; specifically, Section 4.06 (b) of the Capital Pride Bylaws state “if an order is made declaring him or her to be
!
incapable of managing her or his affairs” as a criteria to remove a Director from office.
 
Whereas, A special meeting for the purpose of removing an officer can be called at a moment’s notice and is not subject to the required two-day notice period:
 
5.04 Removal of officers
!
a special meeting of the board called for such purpose upon the giving of written notice as specified in paragraph 4.08 of this by-law [Calling of meetings]
!
The provisions of said paragraph 4.08 permitting the holding of meetings of the board without notice shall not apply to a meeting at which an officer is or is proposed to be removed pursuant to this paragraph.”
 
Be it resolved that , The Board of Capital Pride enact Section 4.06 (b) of the Capital Pride Bylaws and remove Luke Smith from the office of Vice-Chair and Director of Communications.
 
Be it further resolved that , The Board of Capital Pride enact Section 5.04 of the Capital Pride Bylaws and remove Luke Smith as an officer from the Capital Pride Board of Directors.
 
Be it further resolved that , All the current portfolios of the Vice-Chair and Director of Communications be immediately transferred to the Chair for the interim period while the portfolios are transferred to other officers for the remainder of the fiscal year or until a replacement for the office of Vice-Chair and Director of Communications is found.
 
Moved: DG, Seconded: RS
 
Carried on consensus
 
!
 An amendment was requested to be added to the motion which was in relation a a confidentiality breach from LS
!
 The amendment is follows;
Whereas, The Director of Communications signed an Oath of Confidentiality, and has breached this Oath on three separate occasions (available upon request)
 
 
Motion to approve motion as amended
 
Moved: DG, Seconded: RS
 
Carried on consensus
 
!
 LS read the motion to the Board
!
 LS defended his actions that are outlined in the motion, stating that he had a good relationship with sponsors, and community partners. He also pointed out that he has spent hundreds of hours on creating programming for the festival. LS also explained why he breached the Confidentiality Agreement.
!
 LS indicated that he sent a Resignation Letter to RS the day before this meeting. RS did receive a Resignation Letter from LS, but it was unclear as there was conflicting information in the Resignation over Resigning as an Officer of the Board, but remaining on as a Director of the Board
!
 LS pointed out that the by-law cited in the motion doesn’t provide for the removal of a director, but only for the removal of a director from office.
!
 LS thus requested that the following points be struck from the motion as they do not follow Roberts Rules of Order or the Capital Pride By Laws: Be it resolved that, The Board of Capital Pride enact Section 4.06 (b) of the Capital Pride Bylaws and remove Luke Smith from the office of Vice-Chair and Director of Communications. Be it further resolved that , The Board of Capital Pride enact Section 5.04 of the Capital Pride Bylaws and remove Luke Smith as an officer from the Capital Pride Board of Directors.
!
 An amendment was requested by DG to read;
Whereas, LS has resigned as an Officer of the Board of Capital Pride. Recognizing that the by-laws (and thus the motion) do not provide for the removal of a director, LS will remain as such. All of the duties, and portfolios related to the position held with Capital Pride will be removed. The email access for LS will remain suspended due to the Confidentiality Breach.
 
Motion to approve as amended
 
Moved: DG, Seconded: HW
 
Carried on consensus
 
Motion to conduct secret ballot vote
 
Moved: LS
 
Motion to accept amended motion
 
 Yes - (6), No - (1), Abstention - (0)
 
Motion to destroy ballots
 

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