Minutes : 2025 Annual General Meeting for Members

Here is what took place at our Annual General Meeting held on June 4th.

Opening of the Meeting

7:06 pm : Meeting called to order (15 participants)

Verification of Auorum

Quorum is established.

Brief introduction of Procedures

No questions.

Appointment of Chair and Secretary of the Assembly

Chair: Mathieu

• Moved by : Chantale Cauchon

• Seconded by : Léticia Furtado

Secretary : Chantale

• Moved by : Filip Musial

• Seconded by : Dominique Pouliot

Notice of Meeting and Agenda (7:12 pm)

Reading of the Notice of Meeting

Reading and adoption of the agenda (resolution)

• Moved by: Anne Ménard

• Seconded by: Dominique Pouliot

🤙 Question from Fredéric Grondini 

What is the procedure to apply for board positions?

Explanation by Mathieu

Reading and Adoption of the Minutes from the Previous AGM (resolution)

• Moved by: Mathieu Demers

• Seconded by: Anne Ménard

Association Presentation (7:20 p.m.) (16 participants)

Committee Activity Reports 

Presentation of the team, mandate, achievements for 2024–2025 and upcoming goals for each committee, as well as current needs.

• Communications and Marketing (Sophie)

• Habitat 67 (Chantale)

• Guy Wave Committee + Safety Section (Anne)

• Events Committee (Mathieu)

• Wave Creation Committee (Dominique)

Presentation of Financial Statements 

Presented by Sophie on behalf of Ginny

Ratification of Bylaw Amendments (resolution)

Overview of the proposed changes shared with members in advance of the AGM:

• Amendment to purpose and objectives (rewording to better reflect the mission) (#4)

• Amendment to the description of the Vice-President role: removal of spokesperson role, addition of responsibility for fundraising (#19)

• Clarification in the bylaws regarding quorum during prolonged absence, for board meetings (#25.3)

• Amendments related to board member absences (26.1, 26.2, and 26.3)

🤙 Question from Sylvain Sarrazin

If the Vice-President is no longer the spokesperson, who will take on that role?

Answer from Sophie: We are looking for an external spokesperson – this is part of the Communications and Marketing Committee’s mandate.

Suggestion from Leticia: She suggests offering a spokesperson training course to whoever accepts the role.

• Moved by: Sylvain Sarrazin

• Seconded by: Filip Musial

Election of Board Members

Explanation of the election procedure

Appointment of Election Srutineers (resolution)

Sophie volunteers as scrutineer

• Moved by: Mathieu

• Seconded by: Chantale

Candidate Presentations

The following board seats are up for election:

• Jérémie, Anne, and Laurence are stepping down

• Dominique and Ginny’s terms have expired

  
  

Election of Board Members (resolution)

Five positions are open

• Ginny is running again (statement by Mathieu)

• Dominique is running again

• Frédéric Grondini is running for the board (and the Guy Wave Committee and Wave Creation Committee)

• All are elected by acclamation

Other Business

🤙 Question from Sylvain Sarrazin about equipment testing in relation to safetyAnne responds with examplesFred mentions an emergency-release vest

🤙 Sylvain Sarrazin asks about a new wave at PJD that will not be followed up on for nowMathieu replies that a meeting will take place soon to clarify the next steps. However, shoreline restoration costs may delay the wave project.

🤙 Kristine asks about the association's interest in promoting sustainable mobility for the Guy wave – the idea is accepted by the board and will be discussed this year.Sophie says she has thought about the topic and mentions lockers – a collaboration with KSF could be discussed.

🤙 Sylvain asks about past vandalism at the Guy wave – Dominique responds that the situation appears to have been resolved.Kristine says KSF is responsible for maintenance but not for weeding entrances/exits. She proposes forwarding messages to them when necessary so they can follow up with the city. Ginny replies that she is already communicating this information to Hugo.

Meeting Adjournment (8:21 pm)