Fraser Valley Community CharitableGaming Association

NOTICE OF Annual General Meeting

DATE: April 13, 2019TIME: Doors open at 10:30amLOCATION: Chances Abbotsford, Community Room,

30835 Peardonville Road, Abbotsford, BC

Business to be conducted:Approval of Financial Statement for Year Ended March 31, 2019

Election of Directors: there will be a minimum of 3 seats open to a maximum of 11

AND other such Association business

Coffee and Tea provided complimentary by Red 21

AGENDA

1. Meeting Call to Ordera) Welcome b) Introduction of Board of Directors and Guests

2. Approval of Agenda

3. Approval of Minutes of the June 9, 2018, Annual General Meeting

a) Business arising from Minutes

4. President’s Report

5. Financial Report Year Ending March 31, 2019

6. Regional Manager Report

7. Election of Directors - Board size is a minimum of 3 directors to a maximum of 11 directors

2018/2019 Directors Status as of March 2019Deleine Chamberlain not running, lives in Vancouver – two year term openGlen Gordon past presidentMelanie Kish not running, two year term openStephen Chan resigned - one year term now openJack Bell 1 year left in termSharon Jessiman not running, lives in Vancouver – two year term openAli Kai resigned – one year term now open

There are THREE two year terms and TWO one year terms available

8. Ratification of all previous board decisions for the fiscal year ending March 31, 2019

9. New Business

10. Closing Comments / Adjournment

** Newly Elected Board will remain for short meeting

FVCCGA – Annual General MeetingSaturday June 9 , 201811:00amHeld at – Chances Playtime - Abbotsford

Meeting called by: Glen Gordon Type of meeting: Annual General MeetingFacilitator: Board of Directors Note taker: Melanie Kish & Tracy Butterfield

Attendees: Melanie Kish, Jack Bell, Glen Gordon, Tracy Butterfield, Keith G. TeachRegrets: Ali Kia, Stephen Chan, Deleine Chamberlain, Keith G Teach, Sharon JessimanPlease bring: Attachments provided at meeting to all attendees.

Minutes

Agenda Item 1: Welcome and Approval of Agenda & 2017 Minutes Presenter: Glen Gordon

Agenda Item 2: Approval of the Agenda

Discussion: Review of the Agenda for Annual General Meeting June 9, 2018

Motion to approve AgendaAcceptance of Motion Person responsible Decision✓ First Robert Rohrer Carried✓ Second Lindsey Babineau Carried

Agenda Item 3: Approval of Minutes from 2017 AGMPresenter: Glen Gordon

Discussion: Minutes for the 2016 / 2017 AGM, held June 8, 2017 reviewed.

Motion to accept the Minutes

Acceptance of Motion Person responsible Decision✓ First Stephen Chan Carried✓ Second Gary Teach CarriedFloor handed over to Director, Melanie Kish to present the financials in the absence of Treasurer SharonJessiman

Agenda Item 4: Financial and Activity reports from the Directors Presenter: Melanie Kish

Discussion: Financial Statements for the year ending March 31, 2018 were reviewed. No questions from themembership were put forward. Motion to approve FinancialsAcceptance of Motion Person responsible Decision✓ First Melanie Kish Carried✓ Second Jack Bell Carried

Floor turned over the Melanie Kish

Agenda Item 5: Election of Board of Directors 2018- 2019 Presenter: Melanie KishDiscussion: Board of Directors 2018 – 2019

Board of Directors presented to the MembersGlen Gordon, Chair Resigning as PresidentStephen Chan, Vice Chair Term complete up for Re-ElectKeith G. Teach, Treasurer Begin Year 2 of 2-year termAli Kia, Director Term complete up for Re-ElectMelanie Kish, Director Begin Year 2 of 2-year termJack Bell, Director Term complete up for Re- ElectSharon Jessiman, Director Begin Year 2 of 2-year termDeleine Chamberlain Director Begin Year 2 of 2-year term

Discussion:1. Currently the Board of Directors meets once per month with meetings lasting from 1 to 2 hours.

Meetings typically take place during mid-day of a weekday. Moving forward, the Board is hoping tobecome a “Digital Board” conducting meetings via Meeting Software such as Skype.

2. The Board has agreed to reduce their meetings to a Quarterly basis, unless otherwise needed. AllBoard members are free to call a meeting at any time.

3. The Board encourages members to join our Board of Directors as have openings up to sixnominations.

Floor is now open for Nominations••••

Called Nominations to the floor - OnceCalled nominations to the floor – Twice Called nominations to the floor – Three timesNo nominations were made

Motion to approve the Slate of DirectorsAcceptance of Motion Person responsible Decision✓ First Surinder Gahir Carried✓ Second Paul Patterson CarriedFloor turned over to Glen Gordon

Agenda Item 6: Introduction of FVCCGA new Facilitator Tracy Butterfield Presenter: Glen Gordon

Floor turned over to Tracy Butterfield Discussion: Changes within the FVCCGA

1. Announcement of David Sheach resigning2.3.

Notice of the expanded region as per David Sheach, with the support of the BCACGTracy Butterfield – Owner, The Office Delegate, 30 years in administration and marketing services.

4. New Abbotsford Office to service all programs with set days and hours5. Intention to conduct more workshops with a classroom learning environment in conjunction with

BC Gaming application tools currently available.6. Updates to website and new Facebook page for FVCCGA – new information will be readily

available.

3

10. Launching online access to the FVCCGA Facilitator using Skype and Zoom. 11. Changings in Gaming include:

a. New BCACG Director – Kelina Kwan – More information to come as the transition occurs.

b. New BC Gaming Branch, Outreach Manager – Matt Dells – more information to be providedto the membership as the FVCCGA receives it.

c. Capital Projects Grant has been approved for 2018 - watch for workshop notifications

d. PAC / DPAC – Playgrounds are no longer part of the Capital Projects Grant, as the Ministry ofEducation has budgeted for building school playgrounds. DPAC will provide PAC’s withinformation regarding this change.

NO Motion to approve required – Floor turned over to Glen Gordon

NEW BUSINESSDiscussion: Glen Gordon announced that he will be stepping down as President of the FVCCGA under theadvice of his health practitioner. Thank you to the Association and all the members for their continued support as President of the FVCCGA. Hisinvolvement with the association has been a wonderful experience, and he looks forward to witnessing thegrowth and continued development of the FVCCGA.

Floor opened to membership for questions No Questions presented by the membership

Adjournment of the meeting at 11:42 Person Responsible: Glen Gordon

7. Information sessions via webinars is a projected action soon. 8. Newsletter to be created and sent out monthly to the membership.9. Membership, and the benefits of membership. No fees required for membership. Application can

be found on the website.

PRESIDENT’S REPORT

BOARD OF DIRECTOR PRESIDENT

MELANIE KISH

The President, Melanie Kish chose to report to the membership by reading a letter she had sent to the BC Gaming Grant Branch and Tracy Butterfield, Regional Manager

FVCCGA ONE YEAR Revival

Good Morning Tracy

Last night when I should have been sleeping and dreaming of my trip I was thinking of the survey and questions from BCACG.

This made me realize, you have been with FVCCGA for a year now. Wow! What we have accomplished in a year!

You came on as a contracted Administrative Auditor to get David organized a task even he felt was daunting. Very shortly afterward David announced he was changing his career and would be leaving FV. You accepted the position as Interim ED and dove into the Gaming Grant world feet first. Your prior experience had only been as a PAC mom.

Within a couple weeks, it was very clear to the FV Board that not only did you get the Association organized – your energy rejuvenated the board. Accepting the position as Regional Manager of the FVCCGA was a blessing to this association. Many of the directors had felt like we were just spinning our wheels, several were prepared to resign. You jumped on our bus, took the driver’s seat and the wheels began to move.

Thank you for driving us through the mud and the dark tunnel to get to the sunshine. The road we are now on is the vision Martha and Art had so many years ago and the path the board longed to take.

I can’t believe how much you have accomplished in a year and how you engage the board in what you are doing. With a budget of only 12 hours per week it amazes me how you have organized us internally providing all our legal documents in one easy to find area, an SOP binder, an office, social media presence, newsletters, increased membership, new logo, new website and more – all this while you learned the ins & outs of how Gaming Grants work. AND with confidence you presented your first Workshop less than three months after walking into our doors. I can only imagine what more of an increase you will accomplish for us and other NPO’s when given more hours to work.

So, on behalf of the Board of the Fraser Valley Community Charitable Association – thank you.

And from me, the President - I truly believe that without your commitment FVCCGA would NOT be here today.

Melanie Kish, President FVCCGA

Account BalancesFraser Valley Community Charitable Gaming Assoc

Date Range: Apr 01, 2018 to Mar 31, 2019

ACCOUNT STARTINGBALANCE DEBIT CREDIT NET

MOVEMENTENDING

BALANCE

Assets

CommunityOrganizationAccount 0

$16,590.71 $43,008.79 $31,807.80 $11,200.99 $27,791.70

Total Assets $16,590.71 $43,008.79 $31,807.80 $11,200.99 $27,791.70

Liabilities

Accounts Payable $1,253.04 $31,807.80 $30,692.26 -$1,115.54 $137.50

BC CommunityGaming Grant $0.00 $0.00 $27,000.00 $27,000.00 $27,000.00

Total Liabilities $1,253.04 $31,807.80 $57,692.26 $25,884.46 $27,137.50

Equity

Total Equity $0.00 $0.00 $0.00 $0.00 $0.00

Income

Bank Interest $0.00 $8.79 $8.79

BC CommunityGaming Grant $0.00 $16,000.00 $16,000.00

Total Income $0.00 $16,008.79 $16,008.79

Account Balances - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019Date Range: Apr 01, 2018 to Mar 31, 2019 Page 1 / 2

Expenses

AdvertisingMarketing $446.80 $0.00 $446.80

Bank Fees $44.36 $0.00 $44.36

Contract Services $24,071.25 $0.00 $24,071.25

Dues andSubscriptions $40.00 $0.00 $40.00

Education and/ orTraining $275.00 $0.00 $275.00

Insurance - Liability,D&O $436.38 $0.00 $436.38

Internet Services $315.00 $0.00 $315.00

Meals andEntertainment $215.25 $0.00 $215.25

Office Supplies $155.63 $0.00 $155.63

Printing andReproduction $87.25 $0.00 $87.25

Rent Expense $3,486.12 $0.00 $3,486.12

Telephone – LandLine $13.55 $0.00 $13.55

Travel Expense $286.67 $0.00 $286.67

Utilities $819.00 $0.00 $819.00

Total Expenses $30,692.26 $0.00 $30,692.26

Account Balances - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019Date Range: Apr 01, 2018 to Mar 31, 2019 Page 2 / 2

Balance SheetFraser Valley Community Charitable Gaming AssocAs of Mar 31, 2019

ACCOUNTS Mar 31, 2019

Assets

Total Cash and Bank $27,791.70

Total Other Current Assets $0.00

Total Long-term Assets $0.00

Total Assets $27,791.70

Liabilities

Total Current Liabilities $27,137.50

Total Long-term Liabilities $0.00

Total Liabilities $27,137.50

Equity

Total Other Equity $0.00

Total Retained Earnings $654.20

Total Equity $654.20

Balance Sheet - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019As of Mar 31, 2019 Page 1 / 1

Trial BalanceFraser Valley Community Charitable Gaming AssocAs of Mar 31, 2019

ACCOUNTS DEBIT CREDIT

Assets

Community Organization Account 0 27,791.70 0.00

Total Assets 27,791.70 0.00

Liabilities

Accounts Payable 0.00 137.50

BC Community Gaming Grant 0.00 27,000.00

Total Liabilities 0.00 27,137.50

Equity

Profit for all prior years 0.00 15,337.67

Total Equity 0.00 15,337.67

Income

BC Community Gaming Grant 0.00 16,000.00

Bank Interest 0.00 8.79

Total Income 0.00 16,008.79

Trial Balance - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019As of Mar 31, 2019 Page 1 / 2

Expenses

Advertising Marketing 446.80 0.00

Bank Fees 44.36 0.00

Contract Services 24,071.25 0.00

Dues and Subscriptions 40.00 0.00

Education and/ or Training 275.00 0.00

Insurance - Liability, D&O 436.38 0.00

Internet Services 315.00 0.00

Meals and Entertainment 215.25 0.00

Office Supplies 155.63 0.00

Printing and Reproduction 87.25 0.00

Rent Expense 3,486.12 0.00

Telephone – Land Line 13.55 0.00

Travel Expense 286.67 0.00

Utilities 819.00 0.00

Total Expenses 30,692.26 0.00

Total for all accounts 58,483.96 58,483.96

Trial Balance - Fraser Valley Community Charitable Gaming Assoc Created on Apr 08, 2019As of Mar 31, 2019 Page 2 / 2

REGIONAL MANAGER REPORT

State of the Organization

• 122 Members – up from 63

• 2019 Application - $27,000 (requested $43,000)

• Letter of Reconsideration being drafted in response to BC Gaming Response

• Current assets will afford 10 hours per week to run the organization (down from 20)

• Developed Tracking System – Image on next slide

• New Website was launched January 2019 – Will move hosting to TOD Server

• Set up the organization on Facebook, Twitter, Instagram, Eventbrite, Mailchimp et al

• Set up the Organization in WAVE accounting – took over the duties of bookkeeping

• We have been encouraged to fundraise moving forward

• Volunteers welcome to assist with the duties of the organization

• Overall the Organization presents more professionally, efficiently and effectively

FRASER VALLEY COMMUNITY CHARITABLE GAMING ASSOCIATION TASK TRACKING MONTHLY

FRASER VALLEY COMMUNITY CHARITABLE GAMING ASSOCIATION TASK TRACKING MONTHLY

FRASER VALLEY COMMUNITY CHARITABLE GAMING ASSOCIATION TASK TRACKING ANNUAL

UPDATES FROM B.C. GAMING BRANCHThe updated online Gaming Grant Application has just gone live. For those who are familiar with the old version, the online application still looks very much the same so don’t be alarmed!

GASR (Gaming Account Summary Report) is also live and can be filled in online – THIS IS MANDATORY!

Below are some of the changes you will encounter:Questions on primary target participants The following 3 questions are now on the first page. They relate to the “primary users” of each program:1. Does this program primarily target or benefit Indigenous people?2. Does this program primarily benefit children and/or youth?3. Does this program primarily target or benefit people with disabilities?

There is no need to submit future year’s budget. You will only need to submit previous year income and expenses, and current year budget.

In the section for submitting the level of grant funding requested, you will also be asked to describe how you plan to use the grant funds.

Please read the instructions carefully for this section:

Indicate the level of grant funding your organization is seeking for your program for the next 12 months. Provide a list of the expenses you intend to use grant funds on. See Section 4.3 of the Guidelines. Stating "refer to

budget" is insufficient. If you anticipate that you may need to use the funds for Out of Province travel, please provide the proposed date,

the reason for travel, and the estimated cost of travel. As per the instructions (above), you must provide a list of expenses you intend to use the grant funds on, you

cannot just say “as per budget submitted” even though you may have listed them in the budget.

There is no longer a separate question on whether the grant funds will be used for out-of-province travel. You must declare it yourself in this description, provide the proposed date, reason for travel and estimated cost.

There is also no separate question on whether the program received any other provincial or federal funding. You need to include these in your program budget so it is clear.

There is no question on whether the grant funds will be used for a major capital project that has a total value of more than $20,000. Smaller capital and capital acquisitions can still be included in the gaming grant. For larger capital projects, there will be a separate Capital Project Grant application again this year (intake period between June 1 to July 31, 2019). More detail on capital grants will be coming.

As per previous years, you can either email or mail in documents you want to submit or attach them. However, you must fill in your program description and how you intend to use the grant funds in the online application (by filling in the text boxes provided, or by attaching documents).

Short Form ApplicationAs per previous year, some organizations can use the Short Form Application. However, you can only use the Short Form if the requested grant is for the same program(s) and for the same level of funding approved in the last fiscal year.

For the Short Form, there are no requests to submit the AGM date or AGM minutes.

There are prompts for you to click and edit your programs. Within each program, you still need to submit previous year’s income and expenses and current year budget. You will still need to provide information as to how you intend to use the grant funds. You will also be asked to fill in the amount of grant you are asking for. You must fill in the same amount as last year.

The only thing you do not have to do is to re-submit your program description. However, this also means that you cannot change anything within your program description, nor is there a way for you to add information or attachments.

Questions about the Regional Report?

If you would like to schedule a workshop in your area, please contact Tracy at 604-200-7136 or fraservalleyccga@gmail.com

End of report.

ELECTION OF BOARD OF DIRECTORS

• THE FVCCGA IS A NON PROFIT ORGANIZATION

• MANDATED BY BC GAMING GRANTS BRANCH

• GOVERNED BY A BOARD OF DIRECTORS

• 1 EMPLOYEE – REGIONAL MANAGER ON CONTRACT BASIS

• 3 TWO YEAR TERMS OPEN

• 2 ONE YEAR TERMS OPEN

• BE A PART OF SOMETHING EXCEPTIONAL!

• NOMINATIONS ARE TO BE READ OUT AND OR BROUGHT FORWARD AT THIS TIME

• ELECTION OF THE BOARD OF DIRECTORS FOR 2019 – 2020 ET AL

IT’S RATIFICATION TIMERATIFICATION OF ALL PREVIOUS BOARD

DECISIONS FOR THE FISCAL YEAR ENDING MARCH 31, 2019

NEW BUSINESS

CLOSING COMMENTS&

ADJOURNMENT OF THE AGM 2019

THANK YOU

PLEASE WELCOME OUR NEW BOARD OF DIRECTORS!

BOARD OF DIRECTORS ARE TO REMAIN AFTER THE AGM FOR THE FIRST MEETING OF THE 2019 – 2020 FISCAL YEAR.