BIG BROTHERS BIG SISTERS OF PORTAGE LA PRAIRIE ANNUAL GENERAL MEETING

May 25, 2020 6:00 PM

Electronic Meeting

BIG BROTHERS & BIG SISTERS OF PORTAGE LA PRAIRIE ANNUAL GENERAL MEETING - AGENDA

APRIL 15, 2019 6:00 PM 15 Tupper St. S Portage la Prairie

1. CalltoOrder–Welcome

2. Motion:ToaccepttheMinutesofApril15,2019AnnualGeneralMeeting.

3. FinancialCommitteeReport–Treasurer

a. FinancialReport–ChristianToupin&JustinKirchnerMNPb. MotiontoadoptMeyersNorrisPennyasourAccountingFirm-Kyle

4. President’sReport–JanHalmarson

5. ExecutiveDirector’sReport–DawnFroese

6. CommitteeReports:

a. Organizational-Aunab. Fundraising-Cathyc. Program-Dawn

7. MotiontochangethenameofBigBrothersandBigSistersofPortagelaPrairie,Inc.to

BigBrothersBigSistersofCentralPlains,Inc.ComingintoeffectatalaterdatetobedeterminedbytheBoardofDirectors.

8. Officersfor2020-2021Motiontoaccept:

President:JanHalmarsonVice-President-DonMitchellSecretary–SusanMitchellTreasurer–KyleLopez

Motionforfinancialsignaturestobetwoofthefollowing:DawnFroese,JanetHalmarson,KyleLopez,DonMitchell.

9. Adjournment

BIGBROTHERSANDBIGSISTERSOFPORTAGELAPRAIRIEANNUALGENERALMEETINGAPRIL15,2019

Present: CathyPedden Co-President Auna-MarieBrown Co-President JanHalmarson Secretary KyleLopez Treasurer CindyPate BoardMember DennisBrownlee Vice-PresidentAttendance: DawnFroese ExecutiveDirector TylerHarland JaniceLaurent

ITEM DISCUSSION ACTION

1. CALLTOORDER

Co-PresidentAunaBrowncalledthemeetingtoorderat6:05.

2. APPROVALOFMINUTESMOTION:ToaccepttheminutesoftheApril9,2018AnnualGeneralMeeting.Movedby:DennisBrownlee Secondedby:KyleLopez Carried

3. FINANCIALCOMMITTEEREPORTa. TreasurerKyleLopezsharedhighlightsoftheReviewEngagement

MOTION:Toacceptthe2018ReviewEngagementaspreparedbyMNP.Movedby:KyleLopez Secondedby:CathyPedden Carried

b. MOTION:ToadoptMNPasouraccountingfirmtoprepareaReviewEngagementofour2019finances.Movedby:KyleLopez Secondedby:DennisBrownlee Carried

c. The2019budgethasbeenpresentedandratifiedbytheBoardpreviously.

4. PRESIDENT’SREPORTCo-presidentCathyPeddenreviewedtheyear.

5. EXECUTIVEDIRECTOR’SREPORT:Acceptedasinformationasattached.

6. COMMITTEEREPORTSORGANIZATIONALCOMMITTEE:AsattachedFUNDRAISINGCOMMITTEE:AsattachedPROGRAMREPORT:Asattached

7. MOTION:Toacceptthefollowingasofficersforthe2019-2020:MovedbyCathyPedden Secondedby:JaniceLaurent CarriedPresident JanHalmarsonVice-President DennisBrownleeSecretary CindyPateTreasurer KyleLopez

8. ADJOURNMENT:Themeetingwasadjournedat6:20pm.

President’sReport2019-JanHalmarson

Mostyears,wearefacedwiththechallengeofmaintainingBoardmembersandraisingenoughfundstooffertheprogramsthatareintegraltowhatBBBSdoes.Thisyeartherewereafewnewchallenges.In2019,wewerepresentedwithinformationregardingthenewTheoryofChangeandbrandingthatwerebeingimplementedbyBBBSCanada.ThelimitedinformationwehavereceivedindicatesthattherewillbeaBIGchangeinmanyaspectsofouroperations.Alittlescaryforusintermsofbeingabletoaccomplishthiswithlimitedstafftimeandlimitedresources.Aswell,2020wouldseeusinlineforaccreditation.Anotherbigstressintermsofpreparingtoinsureallofourpracticesmetstandards.Andasalways,therewasourperennialneedtofindwaystoraisefundswhichoftentookthemajorityofdiscussiontimeatmeetings.AhighlightthisyearwascompletingourStrategicPlanforthenextfewyears.Itwasapositiveexerciseforallofusinunderstandingwhoweareandinplanningwherewearegoing.I’dliketocommendDawnforguidingusthroughtheexerciseandinremindingusofourgoalsinallhercommunications–agendas,boardmeetingplansandreporting.Unfortunately,welost3longtimeBoardmembersbutwealsogainedthreenew,enthusiasticBoardmemberswhowehopewillbewithusforalongtime.Wecontinuetolookfornewprospectivemembers.DawnandLauracontinuetobethefacesofBBBSinallthecommunitiesthatweserve.Wecouldnotfindtwomorededicated,creativeandgenuinelycaringpeopletorepresentus.KudostothemforkeepingtheprofileofBBBSaliveasareliableconsistentpresenceforkidsandfamiliesinourcommunities.Theirworkhelpskidstobecomethebestthattheycanbe.IwouldliketothankmyfellowBoardmembersfortheirdedicationtoBBBSPortageandtheworkthatwedo.YoumakemyjobasPresidentmucheasier.Notere:2020WhilethiswouldmorecorrectlycomeinmyreportnextApril,Ifeelthatitisimportanttoacknowledgeitherewhentheimpactisbeingfeltinsuchaseriousmanner.InMarch,COVID-19arrivedandhadahugeimpactforallofuspersonallyandforBBBSPortage.Youareallawareoftheactionswetooktotryensurethatourfundswouldlastthroughthepandemicandthattherewouldbeenoughtostartupagain.NoneoftheseactionsweretakenlightlyandweareallawareoftheirimpactonDawnandLaura.Iamgratefulfortheirunderstanding.IwouldliketothanktheBoardfortheirsupportinthedifficultdecisionsthathadtobemadeinAprilandespeciallytoKyleforhishelpinpresentingoptionsandforhiscalm,practicalapproachtoproblemsolving.Iamhopefulforacalmer,productiveyearforBBBSPortageintheyeartocome.

ExecutiveDirector’sReport–DawnFroese

2019wasayearofchange.Wechangedourlogo,weacquiredanewvisionandmissionwordingthatismorespecifictowhatwearedoingbymentoringchildren.Vision:Allyoungpeoplerealizetheirfullpotential.Mission:Enablelife-changingmentoringrelationshipstoignitethepowerandpotentialofyoungpeople.WearealsolearningtoliveintotheTheoryofChangewhichhasbeenacceptedbyBigBrotherBigSistersagenciesacrossthecountry.Whoarewementoring:YoungpeoplewhofaceadversityandareinneedofanadditionalconsistentandsupportivedevelopmentalrelationshipHowarewegoingtodoit:Intentionallyrecruit,match,monitor,support,trainandgraduate.Whatistheoutcome:Socialemotionalcompetence,mentalhealthandwell-being,educationalengagementandemploymentreadiness.Thisisaprocesstonotonlyhavestoriesbuthavestatisticsbothnationalandlocallytoreflecttheworkwearedoing.IamsothankfultohaveagreatpartnerinLauraSpelliscy,whocaresaboutthechildrenweserveandworkshardtosupportthem.Thankyoualsototheboardofdirectorswhoseldomgetthelime-light,whohavetosometimesmakeveryharddecisions.Iappreciateyoursupport.Thankyoutothevolunteerswhohelpwithfundraisingandotherthingswithintheagencyandthankyoutoallwhohavebelievedinusanddonatedtoustokeepusgoing.Wehaveanexceptionalgroupofmentoringvolunteers,adultsandhighschoolstudentswhogiveoftheirtimetomentorachildorchildren.WithoutthesepeopletherewouldbenoBigBrothersBigSisters.Itisthroughthemweseeliveschanged.Aquietchildbecomealittlemoretalkative,achildwhohastroublemakingfriendsbegintomakefriends,achildwhoisoneamongmanyathomehassomeonejustforhimandthathecantalktoandlearnfrom.

#WEAREBIGGERTOGETHER

COMMITTEEREPORTS

ORGANIZATIONALCOMMITTEE:

• 3boardmemberswereaddedtotheboard• Board&EDEvaluationswerecomplete• Newpolicies:WhistleBlower,Complaints,Accessibility• PreparedforAccreditationbyreviewingandamendingpolicieswherenecessary:

o StrategicPlanning,RiskManagement,EDSuccessionPlan,FundDevelopmentEthics,BoardDevelopmentSystem,By-Laws,HumanResource,Organizational,

• TrainingsessiononCaseforEngagement&FinancialStrategyFUNDRAISINGCOMMITTEE:

Donation12%

Fundraising38%

United Way19%

Grant19%

Prov. MB-Healthy Child

12%

Income

Donation Fundraising United Way Grant Prov. MB-Healthy Child

Bowl for Kids38%

Duck Race21%Confection

4%

West Jet7%

Food Events20%

Other10%

Fundraisers 2019

Bowl for Kids Duck Race Confection West Jet Food Events Other

PROGRAMCOMMITTEE:

Highlights:

• 79childrenmentored• Communitiesof:Portage&RM,Oakville,Gladstone,MacGregor,ElmCreek• ABigBrothermatchgraduatedandnowtheBigBrotherandformerLittleBrotherare

leadingaBigBunchgrouptogether• After20yearsand4LittleBrothersBigBrotherAlanMaclemretired• Fundingforfuse=post-secondaryeducationandcareerreadinessprogram• Referencesreducedfrom4to3

Big Brothers5%

Big Sisters9% Couples

2%

In School 52%

After School13%

Go Girls19%

Programs

Big Brothers Big Sisters Couples In School After School Go Girls