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2016AnnualGeneralMeeting

CanadianCompanyofPilgrimsJanuary28th,2017

StarCinema,Sidney,BCAgenda

1) CalltoOrder,Welcome&Introductions2) ApprovalofMinutesoflastAGM,Dec520153) President’sreport4) Secretary’sreport5) Treasurer’sreport6) ElectionofExecutiveandDirectors7) OtherBusiness8) Adjournment

1) CalltoOrder:

WendyLolycalledthemeetingtoorderat12:10pm.Quorum:90memberswereinattendance.Wendythenwelcomedeveryoneattendingtoday,sayingthisisyourCaminoorganization.Thanksforcomingouttosupportit.OftenAnnualGeneralMeetingsareconsideredveryboring,butlinkingthiswiththefirstCanadianscreeningofAnnieO’Neil’snewCaminodocumentaryobviouslyhadthedesiredresultswith90membersandanadditional30guestsinattendance.

2)AcceptanceofMinutesoflastAnnualGeneralMeeting Thesewerecirculatedintoday’shandoutpackage.

OnaMOTIONbyRuthMcDonald,secondedbyJudithEngelhardt,theminutesofthe2015AGMheldDecember5,2015inOttawa,Ontariowereaccepted. CARRIED

3)President’sReportThesearesomeoftheissuesthatWendywantedtodealwithontakingonthePresidencyinJanuary2016.

DRAFT

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Internal• Communications• Memberships• Database• Finances• Governance

External• International

CommunicationsTherearenow14ChaptersoftheCanadianCompanyofPilgrimsacrossEnglish-speakingCanada.Halifax FrederictonOttawaTorontoLondonHamiltonKitchener-Waterloo

WinnipegSaskatoonEdmontonCalgaryKelownaVancouverVictoria

Mypredecessor,AustinCooke,alwayssaidthattheChaptersaretheheartofourorganization.That’swherethe‘work’getsdone.Itisthepilgrimgatherings,walks,coffeemeetingsthatgenerateinterestandexcitementamongstourmembers.

CCoPcouldbestrengthenedbybettercommunicationsbetweentheChapters.Eachhasmanyinnovativeprogrammingideasbutatthemomentwehavelittlestructuretosharethem.

During2016IvisitedwithWinnipeg,Saskatoon,Calgary,KelownaandVancouvercoordinators.AndofcourseIcontinuetobeinvolvedwiththeVictoriaChapterhereathome.AteachofthesemeetingsI’vetriedtosharethebestoftheideas.However,mygoalistobringthemalltogetherforaface-to-facemeeting.

CanadianHospitalerosThereisaCanadianHospitalerotrainingteam,headedbyMaryVirtueofVictoriaandTomFriesenofLondon,ON.NotonlydotheytrainbuttheyhavealsoproducedtrainingmaterialsthatarebeingusedoradaptedbyotherinternationalCaminoassociations.TheyareassistedbyDaphneHnatiuk(Vancouver)andJudyGayford(Calgary).

Since2007,over300pilgrimshavebeentrainedinCanadatobehospitaleros.Eachyear,thereareapproximately30CanadiansservingontheCamino.

In2016:2Trainingsessionswereheldand30peopleweretrained.30CanadiansservedinFranceorSpain,afewservingmorethan15days.

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3trainingsessionsareplannedforSpring2017-forCalgary,VictoriaandToronto.Furtherinformationisavailableat:http://canadianhospitaleros.blogspot.ca

MembershipsandDatabase• CCoPcurrentlyhas1483nationalmembers.• Memberships&credentialsweremadeavailableonlineasofMarch2016.Previously

thesewereavailableonlybymailed-inapplication.• For1sttimeCCoPwillaskformembershiprenewalsin2017.

Historically,folksjoinedCCoPonlywhentheyneededacredentialbutotherwisehavenotsupportedtheorganization.Manybelievedthathavingpaidthe$10membershipfeeonce,theyweremembersforlife!However,astheChaptersmultiplyandgrowandourinternationalrelationshipsdevelop,thereismorereasontobeamember.Thenewdatabaseallowsustoaskforrenewals.Theorganizationisprovidingsupporttobothnewandreturningpilgrims,aswellassupportingCaminoprojectsinSpain.Andsowewanttoencouragealltojoinatthenationallevelsothattheseactivitiescancontinuetobesupported.

• NOTE:discrepanciesinthesenumbers:

CCoPcurrentlyhas1,483nationalmembers.o Toronto–hasapproximately600addressesonitsemaillistso Calgary–hasabout400addresseso Victoria–has980addresses

EachChapterkeepsitsownemaillistsandsoapilgrimmaybeonaChapterlistBUTisNOTactuallyamemberofCCoP.Thishasbeenconfusingtopilgrims.Andsowewanttomovetowardbringingtheseliststogetherandmakingthemaccessibletobothchaptersandthenationalorganization.

Finances

Thenationallevelhasalwayssupportedthechaptersfinanciallytohelpcoverthecostsoftheirmeetings.Theyusedtobeabletogetfreespace,butthatisbecomingmoredifficultbecauseasChaptersgrowtheyrequirelargerspaces,whicharemorecostly,andtheirrevenuesdon’talwayscoverthesecosts.

In2016weanticipatedcostsforarevisedonlinepresence.Thedecisionwasmadetoinvestintheorganization’sinfrastructureanditssupport:newwebsite,database,software,digitaladministration&webhosting.Andsowedeliberatelycutbackourdonationsin2016untilwecoveredtheseadministrativecostsanddeterminedapproximatelywhattheywouldbe.

ThenationallevelalsobearsthecostofproducingandshippingcredentialsandbadgestoCanadianpilgrims.

Travelexpenseshavebeenminimalin2016.ThelargestcostwastraveltotheAmericanannualmeeting.ButtheexecutivebelievesthatCCoPshouldbepresenttheretoensuregoodlinkswithourcontinentalcolleagues.Ourinterestsareoftenfromasimilarperspectivefromthissideoftheocean.

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Donations:in2016wehavesupported:• ConfraternityofSt.James(UK)albergues-sponsored2weeks(includingJuly1st

CanadaDaywhenpossible)operatingsupportateachof:o AlbergueSanMartínatMirazonCaminodelNorteo RefugioGaucelmoatRabanalonCaminoFrancés

• RoyalCanadianRegiment-supportforateamof11CanadiansoldierswhoaresufferingfromPTSDaftertheiroverseasservice,towalktheCaminoasawaytoheal.

Wearelookingtowardsdonatingtomoreprojectsin2017.Severalarealreadyunderconsideration.

Governance• CurrentbylawsdonotmentionchaptersorHospitaleroTrainingteam• GovernanceCommitteenowworkingonaddressingthisissue• Wehopetohaveanewgovernancestructurereadyforadoptionduring2017.

Credentials• Issued1438credentialsin2016• Newlydesignedaccordion-foldcredentialin2016;MaryVirtuewaskeypersoninthe

redesignwhichhasbeenveryfavourablyreceived.• Teamof6‘credentialelves’preparesthemailoutsweekly• Somechaptershavesmallsupplyofcredentialsforrushordersorpostalstrikes• Peaksandvalleystonumberofincomingorders–accordingtotheseason

External–InternationalRoles

• MaintaincollegialrelationswiththeAssociationduQuébecàCompostelle–ourQuebeccounterpart.

• MaintainarelationshipwiththeSpanishEmbassyinOttawa;regularlyincreasetheirawarenessbyprovidingthemwithbooksorfilmsbyCanadians.

• InteractwiththeAmericanPilgrimsontheCaminobyattendingtheirannualmeetingandmaintainingcorrespondence.

• InteractwithotherinternationalCaminoassociationsinEurope,SouthAfrica,Japan,Brazil,andAustralia.

• MaintainarelationshipwiththeDirectorofJacabeo,XuntadeGalicia(CaminoauthorityinGalicia).

• December2016–invitationfromACoruñatowalktheCaminoIngleswith11otherinternationalassociationpresidents(invaluable!).TherewasnocosttoCCoPforthistrip.

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PilgrimStatisticsTotalCompostelasissuedbyPilgrimOfficeinSantiagoin2016:278,232

NotetheHolyYearnumbers.2016wasaspecialHolyyear,proclaimedastheYearofMercybythePope.ThenextHolyYearwillbe2021.

Notunexpectedtoseethisspread–withpeaknumbersofpilgrimsinthesummer,andverylowwinternumbers.

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CompostelasissuedbythePilgrimOfficeinSantiago

NotethattheseareCompostelanumbers–NOTpilgrimnumbers.

Unfortunately–NOnumbersavailableforCanadafor2016In2016thelargestgroupsoutsideofSpanish:

Italy 23,973Germany 21,247

Notethatthemovie“TheWay”wasreleasedin2011.USAnumbersdoublethenextyear!

AsurveydoneinSpainhasindicatedthatasmanyas50%ofpilgrimsDONOTgetacredential–sothesenumberscouldbeasmuchasdoublewhatiscountedinthePilgrimOffice.

WalkingtheCaminoisaninternationalexperience;itbroadensouroutlookonotherindividuals,andothercultures.Itgivesusnewperspectivesonourselvesandothers.Thisinterculturaldialogueisakeytolivingtogetherintoday’sworld.

ThisisareasontocontinuetosupportCCoP–beforeandafteryourownCamino.

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MoreCaminoStatistics:

Isitstillayoungperson’sCamino?Whowillyoumeetalongtheway?(2016Stats)

o Under30 74,714(28%)o 30–60 144,060(55%)o over60 43,742(17%)

WheredoPilgrimsbegintheirjourney?

o 25%startinSarriao Only12%startinSaintJeanPied-de-Porto 3.3%startinRoncevalleso Andabout4%startinvariousplacesalongtheSpanishCaminoso 1.5%startinLePuyo 0.2%startinMadrid…..alonelyroute??

Thereareobviouslylotsofnumbersmissingfromhere–butallareavailableontheCathedral’swebsite.

4)Secretary'sReportfor2016

• Thenot-for-profitcorporationannualreturnwasfiledwithIndustryCanadaonNovember9,2016.

• Therearecurrently2,052followersonourFacebookpage.(2015reportlists1,756followers)

• Atleast31eventswereofferedin2016bythevariouschaptersacrossCanadaandpromotedonFacebookandCCoPwebsite,notincludingrecurringweekly/monthlyevents.

Submittedby:RenéeDupuis-Leon,CCoPSecretary,Ottawa,ON5)Treasurer’sReportfor2016

Thisreport,includedintoday’shandout,containstheActualsfor2016aswellastheBudgetfor2017.

In2016wecuttheproductioncostsofbothcredentialsandbadges.(The2016costreflectsasecondorderofbadgestobeusedin2017.)

Postagedecreasedduetolighterweightofcredential.Biggestlinechangefor2017isourexpectationtoincreaseourdonationstoassistCamino-

relatedactivitiesathomeandabroad.SomeoptionsarelistedatbottomoftheReport.SomeChaptersalsomaketheirowndonationstoprojectsinSpain.

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Hearingnoquestions,couldwehaveaMOTIONtoacceptthisTreasurer’sreportand2017Budget?

TherewasaMOTIONbyJimRondeau,secondedbyLesFoster,thattheTreasurer’sReportand2017Budgetbeacceptedaspresented. CARRIED6)ElectionofExecutiveandDirectorsThisisthelistofthosewillingtoserveCCoPatthenationallevelgoingforward.

ThankstoRenéeandAdrianfortheirsupportandyearsofvolunteerworkforCCoP.TheiragreementtostayonforonemoreyearasIstartedmyPresidencymadeforasmoothtransition.Theybothintendtostepdownnow.

ThankstootoAustinwhocontinuesasPast-President.HeprovidesexcellentadvicebasedonhisprevioussevenyearsasPresident.AndmythankstotheDirectorswhohavealsobeenverysupportiveoverthepastyear.

CurrentExecutiveandDirectors–asofDecember2016

Position Name Prov TermremainingExecutive President WendyLoly BC 2yearsVice-President vacant - -Secretary RenéeDupuis-Leon ON expiredTreasurer AdrianCamfield ON expiredPast-President AustinCooke ON 2years Directors DerekGibson BC 2years IvorLockhart MB 1year KevinMcKinney NB 2years MaryVirtue BC 2yearsInseekingnomineesforthenewExecutive-geographicdiversitywasaconsideration.Thesepeoplehaveagreedtostandfornomination:

o AlvinThiessenisaretiredaccountantfromWinnipeg.o GraceCameronisretiredfromaseniorfederaladministrativeposition.o NevilleTencerisabusinessman,authorandmonitorontheCaminoForum.

AllhavewalkedtheCaminoandhavebeenengagedwithlocalChaptersorHospitaleroprogram.AllhavepreviousvolunteerexperienceonBoardswithintheircommunities.

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NomineesforopenExecutivepositions–January28,2017

Vice-President NevilleTencer BC 1yearSecretary GraceCameron PEI 2yearsTreasurer AlvinThiessen MB 3yearsQuestionsfromthefloor:

Q.Whyarethetermsofofficestaggered?A.Thosearethetermsforwhichthecandidatesagreedtoserve.

Q.Arethesetermsrenewable?A.Yes.

TherewasaMOTIONbyAllanCollier,secondedbyDianePope,thattheproposedslateofExecutive,DirectorsandNomineesbeelected. CARRIEDWendythankedeveryonefortheirattentionandsaidthatthenewExecutivewillcontinueworkingtobuildarobustassociationthatwillserveandsupportCanadianswhoarepreparingtowalktheCamino,andensurethatthosereturninghomearepartofawarmandsupportivegroupaftertheirCamino.7)OtherBusiness

None8)Adjournment

Meetingwasadjournedat12:40pm