Minutes – May 14, 2019 AGM Meeting

7 06 2019

Bridgewater Photo Society
Minutes – Annual General Meeting, May 14 2019 – DRAFT 2

AGM Meeting Start Time: 6:55 pm
Number of members in attendance: 29
Minutes taken by: Sara Harley, Secretary
Vice-President Charlene Morton opened the meeting on behalf of President Gary Smith.

1. Motion to approve minutes of 2018-2019 AGM, held May 8, 2018. Minutes of the previous AGM held on May 8, 2018 were sent out to the membership by email prior to our meeting.

Motion to approve: Dave Collins Seconded by: Bill Jones Motion passed

2. Year-End Reports:
2.a. President’s Report – submitted by Gary Smith

Another successful season for the Photo Club has come to a close. The Club continues to grow in membership with 55 members this year and continues to be a drawing card for many photographers ranging in skill level from beginner to professional.

There are so many hours that go into a providing a successful program. A heartfelt thanks goes out to all of our volunteers for a job well done!

Our organizational approach this year focused on using cross functional committees and worked very well. Committee members were able to learn more of the workings of the club, assist in improving process flow/methods, be involved in communications and take the lead in specific activities within their area.

Our Competition committee, led by Trevor and Darlene, improved the process for competitions by establishing new methods, improving the presentation of prints for competition, and changing the judging of all digital to online.

The Field Trip committee, led by Charlene, again provided us with a full slate of monthly trips with different members leading us in trips to not only local spots, but also to an overnighter on Brier Island and to the Valley. These trips continued to provide us with the challenge of photographing new and interesting subjects.

We had a wonderful lineup of guest speakers this year. The quality of speakers, coupled with upfront advertising, encouraged interested community members to attend. Thanks to Sherry for her efforts in this area.

Due to the Program Director position being empty this year, the Executive took the leading role in general program coordination. A measure of program success is the number of events where members either led or participated in presenting. This year included a workshop (led by Sue) which was comprised of stations for various photography methods. There were also presentations by Julie, Sara, Sherry, Mary Ann, Linda, and Dave and informative Instructional presentations by Trevor, John, Beverley, and Kas. In addition, we had seven (7) non-competitive photo–share activities with many members participating.

We had an exhibition at the Margaret Hennigar Library this year with thirteen (13) exhibitors and have started discussions with the staff at DesBrisay Museum regarding maintaining a permanent exhibit space in their area.

Sue and Anna clocked many long hours putting together this season’s yearbook for us. It is a great publication and a huge thank you to them for all of the work put forth.

Also a thank you to Mary Ann for creating photo-share presentations and projecting our images, to James for holding the 50/50 draws nightly, to Karen for planning our Social and to Trevor for maintaining our Social Media pages.

My tenure as President now comes to a close. The two years have flown by. I wish to personally thank the dedicated folks in the Executive for all of their work this season and for assisting me in steering the club during this time. I look forward to working with everyone in the coming years to foster and maintain our great organization.

Last but not least, I thank you, the members, for collectively making the Club such a warm and inviting place to gather. This special energy truly makes the difference!

Best regards,
Gary Smith – President 2017-2019

Motion to approve: Sue Hutchins Seconded by: John Burnett Motion passed

2.b. Treasurer’s Report ending April 30, 2019 – submitted by Marg Campbell
Bridgewater Photographic Society
Year End Financial Statement
2018/2019

Opening Balance $3,205.85
Income:
Dues 1698.00
Interest 1.31
Workshop 975.00
Smile Award 500.00
Christmas Dinner 570.00
Hospitality 27.90
Auction 49.00
Donations 111.10
50/50 340.50
Total Income: $4,272.81

Expenses:
Presenters $150.00
Awards 79.35
Yearbook 30.10
Insurance 534.00
Supplies 137.03
Exhibit 11.07
Promo 67.62
Dinner 731.82
Workshop 235.24
Rent 540.50
Equipment Purchase 1589.66
Joint Stocks 31.15
Misc. 40.50

Total Expenses: $4,237.26
Year End Balance $3,241.40

Items discussed: Workshop Income came from the Thaddeus Holownia workshop. Proceeds have been set aside to pay for future workshops. Yearbook Expense of $30.10 was the net cost of the 2017-18 Yearbook provided to the Public Library.

Gary Smith said there was an audit of the year end financial statements completed by Kathryn Price. The audit went well and there were a couple of suggestions made.

Motion to accept the Treasurer’s Report: Linda Hall Seconded by: Trevor Awalt Motion passed

2.c. Competitions Committee Report – submitted by Trevor Awalt, Co-Chair Competition Committee

The below 2018-2019 Competition Committee Year End Report is respectfully Submitted on behalf of the Competition Committee by: Trevor Awalt co-chair 2018-2019 Competition Committee.

I would like to thank this year’s Competition Committee for their efforts in making this year’s competitions possible. From working with the executive, entrants and the judges to assigning the judges to competitions, sending notifications to the membership of upcoming competitions, collecting images, creating and tallying scoresheets, creating the slide shows, preparing honour awards, and informing the membership of the results. There is much that goes on behind the scenes, more than listed above, which requires team work and this year we had a great team; Linda Hall, Tammy Mercer, Sue Hutchins, Gilbert van Rijckevorsel, with co-chairs Darlene Awalt and myself (Trevor Awalt).

A huge thank you to all of our judges, from within our club including members from other clubs within Nova Scotia and as far away as Manitoba, eighteen (18) judges who volunteered their valuable time making this year’s competitions possible (in no particular order); James Campbell, Peter Zwicker, John Burnett, Kas Stone, Gary Smith, Charlene Morton, Sarah Harley, Gilbert van Ryckevorsel, Ward Isnor, Sandra Parlow, Allan Flagel, Diane Sawatzky, Vicki Gaul, Michelle Coleman, Brenda Fitzgerald, Chris Stackhouse, Darlene Awalt, and myself (Trevor Awalt).

There was a total of twelve (12) separate competitions, digital plus print, with twenty-two (22) out of our fifty-four (54) members, 40.7%, competing with a total of two hundred and nine (209) images judged with forty-six (46) images, 22%, receiving honour awards.

In addition, there were two (2) Digital Essay competitions, four (4) members competing in the Silent Essay with three (3) of those members also competing in the Sight & Sound Essay. This year was the first year to have these competitions judged online to provide the entrants with feedback similar to the other digital competitions.

On behalf of the Competition Committee I would also like to extend a thank you to Charlene and the Field Trip Committee for looking after this year’s Scavenger hunt.

The following summary for each of this year’s competitions are presented in the order they were conducted.

1. Floral Competition: Sylvia Dorey Memorial Trophy
1(a). For the Digital competition, three (3) images per entrant, was completed on October 6, 2018. There were nine (9) members entered totaling twenty-seven (27) images with two (2) of the images receiving honour awards. Thanks to our judges; John Burnett, Chris Stackhouse, and Sandra Parlow.

1(b). For the Print competition, one (1) print per entrant, was completed on October 9, 2018. There were five (5) members entered totaling five (5) images. One image was scratched from the competition due to the print not being available for live judging. Thanks to our judges; Sara Harley, John Burnett, and Charlene Morton.

The Floral Category winner and standings for the Sylvia Dorey Memorial Trophy were announced at the October 23, 2018 meeting as follows:
1st place – Linda Hall – 42 points
2nd place – Kathryn Price – 41.5 points
3rd place – Julia Naas – 40.5 points

2. Landscape/Seascape Print Competition:
The Landscape/Seascape category was part of this year’s Print competition, two (2) images per entrant, was completed on October 9, 2018. There were five (5) members entered totaling ten (10) images with one (1) of the prints receiving an honour award. Two images were scratched from the competition due to the print not being available for live judging. Thanks to our judges; Sara Harley, John Burnett, and Charlene Morton.

The points earned by the entrants from the Landscape/Seascape competition go toward the Fred Hay Memorial Trophy which represents the entrant who earns the most points accumulated from this year’s Print competitions. The winner will be announced at the year-end banquet on May 22, 2019.

3. Treasure Hunt Digital Competition: Treasure Hunt Trophy
For the Treasure Hunt competition, up to eight (8) images per entrant out of twelve (12) categories, was completed on November 10, 2018. There were five (5) members entered totaling thirty-nine (39) images with ten (10) of the images receiving honour awards. Thanks to our judges; Vicki Gaul, Diane Sawatzky, and Brenda Fitzgerald.

The Treasure Hunt Category winner and standings for the Treasure Hunt Trophy were announced at the November 13, 2018 meeting as follows:
1st place – Linda Hall – 94.5 points, 5 Honour Awards
2nd place – Tiffany Ottaway – 81.5 points, 2 Honour Awards
3rd place – Dave Collins – 81.0 points, 2 Honour Awards

4. Nature Competition: Merilyn Morrison Trophy
4(a). For the Digital competition, three (3) images per entrant, was completed on November 10, 2018. There were eleven (11) members entered totaling thirty-three (33) images with eleven (11) of the images receiving honour awards. Thanks to our judges; Vicki Gaul, Allan Flagel, and Michelle Coleman.

4(b). For the Print competition, one (1) print per entrant, was completed on November 13, 2018. There were six (6) members entered totaling six (6) images with four (4) of the images receiving honour awards. Thanks to our judges; James Campbell, Peter Zwicker, and Gilbert van Ryckevorsel.

This competition was very close and was decided by only 1/2 point between 1st & 2nd place as well as a 1/2 point between 3rd & 4th place.

The Nature Category winner and standings for the Merilyn Morrison Trophy were announced at the November 13, 2018 meeting as follows:
1st place – Darlene Awalt – 53 points – 4 honour Awards
2nd place – Julia Naas – 53 points – 3 Honour Awards
3rd place – Linda Hall – 43.5 points – 2 Honour Awards

5. Monochrome Print Competition:
The Monochrome category was part of this year’s Print competition, two (2) images per entrant, was completed on November 13, 2018. There were five (5) members entered totaling ten (10) images with five (5) of the prints receiving honour awards. Thanks to our judges; James Campbell, Peter Zwicker, and Gilbert van Ryckevorsel.

The points earned by the entrants from the Monochrome competition go toward the Fred Hay Memorial Trophy which represents the entrant who earns the most points accumulated from this year’s Print competitions. The winner will be announced at the year-end banquet on May 22, 2019.

6. Humanity Digital Competition:
For the Humanity competition, two (2) images per entrant, was completed on January 19, 2019. There were nine (9) members entered totaling eighteen (18) images with four (4) of the images receiving honour awards. Thanks to our judges; Allan Flagel, Diane Sawatzky, and Michelle Coleman.

The points earned by the entrants from the Humanity competition go toward the Highest Points in Digital Trophy which represents the entrant who earns the most points accumulated from this year’s Digital still image competitions. The winner will be announced at the year-end banquet on May 22, 2019.

7. The Way We Live Digital Competition:
For “The Way We Live” competition, new this year introduced by Gilbert van Ryckevorsel, two (2) images per entrant, was completed on January 19, 2019. There were ten (10) members entered totaling twenty (20) images with two (2) of the images receiving honour awards. Thanks to our judges; Allan Flagel, Diane Sawatzky, and Michelle Coleman.

The points earned by the entrants from “The Way We Live” competition go toward the Highest Points in Digital Trophy which represents the entrant who earns the most points accumulated from this year’s Digital still image competitions. The winner will be announced at the year-end banquet on May 22, 2019.

8. Creative Digital Competition:
For the Creative competition, two (2) images per entrant, was completed on February 23, 2019. There were seven (7) members entered totaling fourteen (14) images with two (2) of the images receiving honour awards. Thanks to our judges; John Burnett, Kas Stone, and Chris Stackhouse.

The points earned by the entrants from the Creative competition go toward the Highest Points in Digital Trophy which represents the entrant who earns the most points accumulated from this year’s Digital still image competitions. The winner will be announced at the year-end banquet on May 22, 2019.

9. Macro/Closeup Digital Competition:
For the Macro/Closeup competition, reintroduced from the 2015-2016 season, two (2) images per entrant, was completed on February 23, 2019. There were six (6) members entered totaling twelve (12) images with five (5) of the images receiving honour awards. Thanks to our judges; Peter Zwicker, Brenda Fitzgerald, and Chris Stackhouse.

The points earned by the entrants from the Macro/Closeup competition go toward the Highest Points in Digital Trophy which represents the entrant who earns the most points accumulated from this year’s Digital still image competitions. The winner will be announced at the year-end banquet on May 22, 2019.

10. Silent Essay Digital Competition:
For the Silent Essay competition, one (1) video per entrant with 12 slides, was completed on February 23, 2019. There were four (4) members entered. Thanks to our judges; Kas Stone, Gary Smith and Ward Isnor.

The Silent Essay Category winner and standings for the Silent Essay Trophy were announced at the February 26, 2019 meeting as follows:
1st – Sue Hutchins – 254 points out of a possible 300
2nd – Linda Hall – 249 points out of a possible 300
3rd – Anna Mallin – 236 points out of a possible 300

11. New Member Digital Competition:
For the New Member competition, six (6) images per entrant, was completed on March 23, 2019. There were three (3) members entered totaling eighteen (18) images. Thanks to our judges; Peter Zwicker, Chris Stackhouse, and Darlene Awalt.

The New Member Category winner and standings for the New Member Trophy were announced at the March 26, 2019 meeting as follows:
1st – Jock Martin – 63.5 points
2nd – Douglas Langley – 58 points
3rd – Don Gorby – 52 points

12. Sight & Sound Essay Digital Competition: Gordon McGowan Trophy
For the Sight & Sound Essay competition, one (1) video per entrant not to exceed 5 min in length, was completed on March 23, 2019. There were three (3) members entered. Thanks to our judges; Kas Stone, Charlene Morton and Trevor Awalt.

The Sight & Sound Essay Category winner and standings for the Gordon McGowan Trophy were announced at the March 26, 2019 meeting as follows:
1st – Sue Hutchins – 253 points out of a possible 300
2nd – Linda Hall – 238 points out of a possible 300
3rd – Anna Mallin – 237 points out of a possible 300

The Photographer Of The Year Trophy consists of total points contributed from the digital, print, and essay competitions excluding the Scavenger Hunt, Treasure Hunt challenges, and New Member competition. winner to be announced at the year-end banquet.

Motion to accept the Report: Karen Parnell-Herrick Seconded by: Anna Pallin Motion Passed

2.d. Field Trips Committee Report – Submitted by VP Charlene Morton

BPS Field Trip Report, 2018-2019
Charlene Morton, FT Coordinator

FT Leaders: Ilze Andzans, Ralph Cook, Linda Hall, Nancy Johnston, Anna Mallin, Tiffany Ottaway, Patty Winfield

Kings County Photo Club Coordinator: Ilze Andzans

Summer 2018 Excursions (3)

May 19, 2018 Ross Farm, New Ross (Charlene)
Lunch at Vittles, New Ross

June 3, 2018 Tangled Garden, Grand Pré (Ilze Andzans)
Lunch in the Tea Room, Tangled Garden

June 16, 2018 McNabs Island, HMR (Ralph Cook)
Lunch at Boondocks, Eastern Passage

Regular Season Excursions (7)

September 15-16th, Saturday and Sunday overnighter
Brier Island (Nancy Johnston); Saturday supper at Nancy Johnson’s

October 20, Saturday Afternoon Lightfoot Winery Lunch and Tour (Ilze Andzans) + Sunday, Oct 21 for second group

November 18, “Out and About Lunenburg” Sunday 2:30-4:30 PM
Scavenger Hunt and Competition (Patty Winfield & Tiffany Ottaway)
Judges: Tom Rogers, Gary Smith, Sara Harley
Supper at Big Reds, Lunenburg

January 18th, Friday 10:30 AM
Michele Stevens Sailloft, Second Peninsula (Anna Mallin)
Lunch at Salt Shaker, Lunenburg

February 16th Saturday morning
NSCC Culinary Kitchen with Chef Eric Matuchet (Tiffany Ottaway)
Lunch at River Pub, Bridgewater

March 17 Sunday morning
Cosby Gardens & Cement Sculptures; White Point Beach (Linda Hall)
Lunch at Elliot’s Dining Room, White Point Beach Resort

April 13th Saturday morning (Charlene)
Teleglobe Statellite Station, Charleston, Queens County
Lunch at Riverbank Café, Mill Village

First Outing for Next BPS FT Season

May 18th Saturday morning
Little Red Tractor Farm Lambs, Watford; & Wool Room (Kathryn Price)
Afternoon options: Veinot Road bridge area on the LaHave River; Fire Brook Falls on Smith Road

Thank you to Ralph Cook, who was the first field trip leader under this year’s format to have a different field trip leader for each excursion. The leaders were responsible for coordinating all details of the field trip.

The 2018-2019 program offered ten field trip opportunities: seven outings during the regular season, as well as three during late spring and summer 2018. Attendance averaged over a dozen participants per outing and was as high as sixteen. Although no outings were cancelled, some were postponed from Saturday to Sunday because of poor weather. Most outings continue to be scheduled Saturday mornings, with carpooling that leaves from Tim Hortons, LaHave Street in Bridgewater and ending with lunch together near our destination. Different options included a weekend trip to Brier Island and a Friday morning visit to local Sailloft business—both very well attended. Like last year, the Scavenger Hunt was scheduled for a Saturday afternoon.

Several members stepped up to the invitation to help organize and lead trips that they had recommended. Some prepared their own slideshows. So, although there was no Field Trip Committee per se, nor meetings, good communication among leaders and coordinators got the job done. The themes for our trips continue to offer a cross-section of locations and occupations, people and critters. One trip theme has been postponed until next year: Although Tom Rogers and Gary Smith scouted the woods looking for suitable locations to shoot waterfalls, visibility was a problem. With a new hiking club for the area in the works, plus an offer from hike guide Nancy Veinot, a waterfall theme should be back on the FT list for next year. Another outing needing reconsideration for next year is the Scavenger Hunt. Because it resulted in a three-way tie (and last year had a two-way tie), I’d like to recommended that we think of ways to avoid ties (and, consequently, the need to call on judges to break ties) so that the Scavenger Hunt can remain a non-competitive activity.

In addition to fun and photography, most important are volunteers with ideas for destinations that they are willing to research and organize as trips for the Club. A special thank you should be extended to Ilze Andzans who recommended and organized joint field trips with Kings County club members. On behalf of all those who helped with the field trips this year, I’d like to thank all FT leaders and participants (members and guests) for their attention to the many elements that make for good social and photogenic outings.

– Charlene Morton, 21 April 2019

Motion to accept the Report: Anna Mallin Seconded by: Kathryn Price Motion Passed

3. Call for Nominations for the 2019-2020 Executive

A slate of officers was presented as follows, and a call for nominations from the floor was made:
President: Charlene Morton
Vice President: Patty Winfield
Treasurer: Marg Campbell
Secretary: Sara Harley
Program Director: Kathryn Price
No nomination required for – Past President: Gary Smith
There were no nominations made from the floor
Motion to close Nominations: Karen Parnell-Herrick Seconded by: Anna Mallin Motion Passed

4. Proposal to accept the Executive for 2019-2020:

President: Charlene Morton
Vice President: Patty Winfield
Past President: Gary Smith
Treasurer: Marg Campbell
Secretary: Sara Harley
Program Director: Kathryn Price

Motion to accept the Proposal: Kas Stone Seconded by: Derek Johnston Motion Passed

5. Call for Committee Chairs and Volunteers:

5.a. Committee Co-ordinators:
50/50 Draw: Karen Parnell-Herrick with back up provided by Darlene Awalt
Competition Committee Co-Chairs: Linda Hall and Tammy Mercer
Field Trip Co-ordinator: vacant with Ilze Andzns as the Kings County contact
Exhibit Committee Chair: Jock Martin
Hosts: vacant – Charlene explained this position is important for welcoming guests and ensuring attendance sheets are completed for each meeting (tracking necessary for grant applications)
Projectionist: Mary Ann Massey with back up provided by John Burnett and Dave Collins
Webmaster: Trevor Awalt
Yearbook Editors: Sue Hutchins and Anna Mallin

During this call for committee chairs, we were told that the club will have a permanent exhibit space at the DesBrisay Museum which consists of two 16 ft long corridor walls. The exhibits will change quarterly, with July 16th being the start date of the first exhibit. More details will be sent by email.

5.b. Committee Volunteers:

Competition Committee Volunteers: Dave Collins, Sue Hutchins
Field Trip Committee Volunteers: Ilze Andzans, John Burnett, Karen Parnell- Herrick, Patty Winfield
Exhibit Committee Volunteers: Don Barnes, Anna Mallin, Patty Winfield
Program Committee Volunteers: John Burnett, Doug Langley, Anna Mallin, Beverley Richardson, Gary Smith

6. Other Business

6.a. New membership fees – the Executive decided in September 2018 that fees would be increased slightly starting for the 2019-20 club year. Individual memberships will be $40 (increase of $5), and couple memberships will be $60 (increase of $10)

6.b. Rental location survey results – The majority of survey respondents indicated that they wanted to remain in our current location. This will be re-examined by the Executive in December.

6.c. Honorary Memberships have been awarded to Nancy Johnston and Marg Campbell in recognition of their long term contributions to the club.

6.d. Other items from the floor:

6.d.1. Sue Hutchins asked about storage for the 3 storage bins of yearbooks. The bins were currently kept in the storage room at MARC but the club was told storage was no longer available. Gary Smith said MARC has indicated that storage may be available in the future for a nominal fee of $5 per month.

6.d.2. Gary Smith raised the importance of the club needing a field trip co-ordinator. Without a co-ordinator, field trips may have to be taken off the program. This will hopefully be resolved after our break out discussion groups start the planning process.

6.d.3. Charlene Morton (with information provided by Jock Martin) announced that there will be a fundraiser held at the DesBrisay Museum in August. The exhibit will have works from all mediums of 8×8 inch size, ranging in price from $50 – $150. Sales proceeds will be split between the creator of the work and the Museum. Details will be forwarded by email.

6.d.4. Speakers Committee Report Submitted by Sherry Hudson
Year End Report 2018-2019 Program year
By Sherry Hudson, Speaker Chair

This year’s program included a solid line up of speakers from outside the club and from within. Many speakers touched on the theme of storytelling. I would like to thank the members of the Speakers Committee for their wisdom and support in the development of this year’s program.

Our first external speaker was Nance Akerman who took us on a journey around the world through the lens of her camera.

Thaddeus Holownia packed the house in October. He also gave a sold-out workshop the following day which included an image critique for participants. The workshop raised $900 for the club.

Bill Curry was the next presenter sharing with the group his experience with Conservation Photography and the Dark Sky Preserve project in Yarmouth County.

We started the new year with a presentation by Len Wagg showing us stunning landscape photographs and sharing some tips and tricks to storytelling through books.

Valerie Leduc gave a live portrait demonstration in her talk in February and Carl Snyder shared his experience with panorama photography in March.

This year’s external speaker program wound up with Kris Tynski sharing his award-winning photos from Cape Breton.

On the club side we had a number of wonderful presentation and events from members.

Trevor Awalt informed members of the do’s and don’ts of sizing and renaming files for competitions.

Sue Hutchinson provided a night of entertainment with a number of shooting stations designed to focus on specific photographic skills.

John Burnett gave a through and engaging overview of Lightroom.

Sherry Hudson gave a brief workshop on story telling.

Beverly Richardson inspired members of the club to take out their phone cameras and do some experimenting.

Kas Stone rounded out the year with some advice on creating AV presentations.

As a final note, Brian Merry reached out to the club this year to book a talk when he is in town next October it will be a great start to next year’s lineup.

Thank you for all the kind words of encouragement and appreciation from club members over this year and a half, it’s been a great experience to develop this program on behalf of the club.

7. Motion to Adjourn the AGM Meeting – Derek Johnston

AGM Meeting adjourned at 7:43pm

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