The Friendship Force of Ottawa General Meeting Monday, April 23, 2012 socialize 7 pm meeting 7:30 pm Tom Brown hall, 141 Bayview Road, Ottawa

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1 The Friendship Force of Ottawa General Meeting Monday, April 23, 2012 socialize 7 pm meeting 7:30 pm Tom Brown hall, 141 Bayview Road, Ottawa Minutes of the Meeting DRAFT There were 85 members present including four guests. Pierrette Benoit opened the meeting at 7:30. Name badges were handed out to various members. Comments or changes to the agenda included the time of the break and what would be happening at the tables during the break. 1. Introduction of New Members and Guests Guests welcomed: Marilyn Barber, Marlene Sylvester and Clara Ballantine from Ottawa and Carmen Buono from Costa Rico, a friend of member Bob Nichols. 2. Approval of Agenda Moved by Richard Mason, Seconded by Huguette St. Pierre that the agenda be adopted. CARRIED 3. Approval of Minutes January 23, 2012 Moved by Norm McLeod, Seconded by Ruth Kirk that the minutes of January 23, 2012 be adopted. CARRIED 4. Membership Report Anna Rochon reported: (See Appendix A) *Total Membership 165 members. This represents 37% single members and 63% couples. *Travel Show: There were 17 leads and so far, not one joined the club * Cap Con reports: --mentors are available for anyone who is interested, --if someone has recently joined and requires more information, Anna will help them --the newsletter is sent out before the General Meeting and this includes exchanges, activities and various information for all to check 5. Treasurer s Report Frank Mayda reported on the March 30 bank statements (See Attachment B) 6. Social Activities: Marion Dunning reported: *the Potluck and Games Night on March 6, 2012 for World Friendship Day was very successful. Thanks to everyone.

2 *the Christmas Party will be held December 06, 2012 at the St. Elias Church. The Mellow Tones Band has been booked. * The Friendly Wanderers will meet May 1, 7 pm at the Citizen s Building in Ottawa and this will include the Travel Photography Club 7. Exchanges 2012, 2013 Donna Nicholson reported the following: (See Appendix C) *6 ambassadors visiting Ottawa before the Canadian Conference INBOUND * Nashik, India May 27 June 3, 2012 planning going well * Eastern Washington/Northern Idaho, USA, August planning going well with flex time included *All Brazil Exchange, October 13, waiting for confirmation from FFI OUTBOUND *Bushmills, Causeway Coast, Ireland June 11-18, Fully subscribed with no one on standby *Helsingborg, Sweden June Oversubscribed with 6 members on Standby *Missoula, Western Montana, (Sept. 5-12) & Lower Columbia, Washington State (Sept ). Undersubscribed. 12 spaces available for Montana; 4 spaces available for Lower Columbia. No members on Standby. *Solo, Surakarta, Indonesia (Sept.6-13) Fully subscribed with 1 new member on Standby *Penticton, BC (Sept. 27-Oct.1) and Calgary, Alberta (Oct.1-5, 2012) Undersubscribed 9 spaces available for Calgary and 1 space available for Penticton EXCHANGES 2013 OUTBOUND: 1. Nanjing, China (March 2013 TBC 2. Las Vegas, Nevada & Santa Barbara, USA (April, 2013) Confirmed 3. Cornwall, UK (September 2013) Confirmed 4. Comitan, Mexico (November 2013) - Confirmed INBOUND 1. Global Exchange (Feb. 2013) Confirmed 2. Horowhenua, NZ (May 2013) Confirmed 3. Cairo, Egypt, (August 2013) TBC 4. Belo Horizonte, Brazil replacement requested TBC INTERMISSION 8:30 8:45 TABLES: FFO pins: sale Welcome and Farewell Events: Nashik Inbound Exchange: ticket sale Hosting sign-up Eastern Washington/Northern Idaho, USA

3 8. Proposal : Lap Top Purchase Don Urquhart explained various options for what the FFO club required for a new Lap Top. Bob Nichols proposed that Don Urquhart purchase the necessary Lap Top for a cost not to exceed $600. Seconded by Norm McLeod All in favour: CARRIED 9. Event Venues Project No Report----Rosemae Blackwood; absent 10 FFO Website *Garry Bowes and Pierrette Benoit have renewed the FFO page on the FFI website to keep it current and inviting * encourages members to use our website as a resource for the latest information and the Cap Con Newsletter * invites ambassadors to take group pictures for the website when on Outbound and Inbound Exchanges 11. FFI Global Expansion Plan Pierrette Benoit gave us an overview of the Global Expansion Plan, to mark the 35 th anniversary of The Friendship Force. The Plan consists of five initiatives: (details on the FFI website) new Friendship Clubs with mentors assigned to each new club 2. Expanding themed exchanges and new programs to attract a new generation of members 3. Leadership for tomorrow including leadership training and expanded use of the Internet and web-based materials 4. Promoting the Friendship Force Globally 5. Raise $275,000. to finance the expansion plan 12. Other Business Pierrette Benoit thanked Linda Steingarten for the refreshments. 13. Adjournment: 9:20. Moved by Rheo Brunet that the meeting be adjourned. Seconded by Alain Dawson CARRIED Submitted: April 26, 2012 Claire Fortin, Secretary Attachments: Appendix A: FFO Membership Report April 2 nd, 2012 Appendix B: FFO 2012 Budget Variance Mar.30 (2 pages) Appendix C: VP EXCHANGES REPORT to GM April 23, 2012

4 Appendix A: Friendship Force Membership Report April 2 nd 2012 As of today there are 61 or 37% single members 104 or 63% couples Total membership 165 1) It is unfortunate when there was so much time, money and effort put into a project, in this case the Travel & Leisure show, and the results are not what were hoped for. The situation may change BUT my experience is if you don't get a reply in 2 or 3 days, people don't come back to it. The s went out to those that left their contact information on March 13 th. We all learn by experience. In sales you have to see an advertisement 7 before you notice, for some this may have been the first time they heard about Friendship Force of Ottawa. It may have been better to also collect phone contact information. We have not new members as a result of this project. 2) There is at least one couple that will be at the General meeting on April 23 rd and have expressed an interest in attending an information session. 3) Every inquiry either from the Friendship Force website or referral from existing members is responded to immediately with answers to questions and additional information. 4) The count capability to our website was not turned on until 15 th of March. The report of visits is available at the board meeting. 5) Mentorship story has been forwarded to Jerry for insertion into the April edition of the Capital Connection. 6) To do badges for Jane Rau and Fay McNeil and Karen McGaffney 7) A suggestion would be to give any interested members a small (5) supply of business cards to use as a referral tool. Anna VA Rochon VP Membership

5 Appendix B: Treasurer s Report Friendship Force of Ottawa Account Reconciliation Bank statement of 30 March 2012 Bank Balance $6, Budget expense to end of Year Other withdrawals Membership -$1, Admin -$ Insurance -$ Communication -$ Quebec Conf. -$ Estimated balance at 31 Oct 2012 $2,715.78

6 Page 2 Budget Variance 30 Mar 2012 Income Annual Actual Est. Est. Est. To To At Budget Date Variance Comp. Comp. Mar 30 Total Income Expenditures Membership Expenses , Administration Insurance Directors' and Officers' Insurance Communications Contribution To FFI Legacy Fund Contribution to Legacy Fund

7 APPENDIX C: VP EXCHANGES REPORT to GM Apr 23, 2012 INBOUND Canadian Conference May 13 th -15 th Jennifer Rae, Hosting Coordinator Destinations: Ottawa & Quebec City 6 ambassadors Nashik, India May 27 June 3, 2012 ED David Douglas Destinations: Ottawa then to Lethbridge, Alberta (June 3 10, 2012) 21 ambassadors All members are encouraged to attend the various planned activities as presented by Barb Smith, Deputy ED and in particular the Welcome and Farewell events. See April CapCon edition for details. Eastern Washington/Northern Idaho, USA August 13-20, 2012 EDs Norm and Pat McLeod 16 ambassadors (Host club is seeking more participants through FFI) Events outlined by Norm McLeod who highlighted a new approach called flex time where part of the day would be devoted to a scheduled group event and then the rest of the day would be a time for the ambassador and their Day Host to spend time in an activity chosen together. Thanks to those who have signed up as Day Hosts. Lorna McKenzie and Huguette St-Pierre will be contacting you. More Day Hosts are required if we try this Flex-time approach so we encourage members to join us. Members are encouraged to participate in the Welcome & Farewell events. Contact Gail Nevraumont to contribute food or purchase tickets for the farewell event. Sign-up sheets are at the tables. All Brazil Exchange, October 13, 2012 EDs Richard and Kathy Hatherill FFI is working with Brazil and FFO to organize a National Brazilian exchange that would include those members from the Florianopolis club that were hoping to come. We have asked FFI to arrange the exchange around the same time as the original October exchange was to take place. OUTBOUND Bushmills, Causeway Coast, Ireland June 11-18, 2012 EDs Ralph & Carol Baker 20 ambassadors with an assured space; no one on standby. Fully subscribed. Helsingborg, Sweden June 19 26, 2012 ED Huguette St. Pierre

8 20 ambassadors with an assured space; 6 members on Standby List. Oversubscribed. Missoula, Western Montana (Sept.5-12) & Lwr Columbia, Wash State (Sept.14-21, 2012) ED Susan Gardiner Double Exchange. Undersubscribed. 16 ambassadors with an assured space (8 on the Montana Exchange, 16 on Wash State Exchange); 12 spaces now available for Montana; 4 spaces available for Lower Columbia. No members on standby. All members asked to consider participating in this exchange, particularly because it was a special request of the Missoula Club that Ottawa visit. This exchange was initially oversubscribed with 12 people on the waiting list and is now undersubscribed and at risk of being cancelled due to insufficient registration from our club. We have posted this exchange on the Canadian Friendship Force Exchange website and will proceed to post it on the FFI International undersubscribed exchanges website in hopes of attracting more participants. Sign up for this exchange at the tables or contact Donna Nicholson, VP Exchanges or Susan Gardiner, ED, to join any part of this double exchange. Solo, Surakarta, Indonesia (Sept 6 13) ED Andrew Stirling 20 ambassadors with an assured space. 1 new member on standby. Fully subscribed. Penticton, BC (Sept 27 Oct 1) and Calgary, Alberta (Oct 1-5, 2012) EDs Doug & Joanne Williams Double Domestic Exchange, Undersubscribed. 21 ambassadors with an assured space to Pentiction (fully subscribed); 15 members confirmed for Calgary. Space for another 9 members on the Calgary Exchange and 1 on the Penticton exchange. Anyone wishing to join this double exchange please contact Donna Nicholson or Doug & Joanne Williams, EDs. Exchanges 2013 Outbound: 1) Nanjing, China (March 2013) - TBC 2) Las Vegas, Nevada & Santa Barbara, USA (April, 2013) - Confirmed 3) Cornwall, UK (September 2013) - Confirmed 4) Comitan, Mexico (November 2013) - Confirmed Inbound 1) Global Exchange (Feb. 2013) - Confirmed 2) Horowhenua, NZ (May 2013) Confirmed 3) Cairo, Egypt (August 2013) - TBC 4) Belo Horizonte, Brazil replacement requested - TBC

Capital Connections. Message from your President. Newsletter of the Friendship Force of Ottawa, Canada

Capital Connections. Message from your President. Newsletter of the Friendship Force of Ottawa, Canada Capital Connections Newsletter of the Friendship Force of Ottawa, Canada June 2012 www.friendshipforceottawa.ca Calendar 2012 General Meeting Dates for 2012 June 28* Sept 24 2012 AGM Nov 6 *626 Prada Private