THE PROBUS CLUB OF BLUE MOUNTAIN
MINUTES FOR THE 2025 ANNUAL GENERAL MEETING
Thursday October 16, 2025 at 10:00 am, Collingwood Legion

National Anthem “O Canada”

Convene the Annual General Meeting

President Michael Coward called the 2025 Annual General Meeting to order, and declared the meeting duly constituted for conducting the business for which it has been called.

He advised he will act as Chair of the meeting pending the election of a new President, except Stephen Hyndman will act as Chair for the Election of Officers. He advised that should a new president be elected, the Chair for the remainder of the meeting shall be transferred to the new President.

He also advised that Stephen Hyndman, Past-President of the Club, will act as scrutineer and record the minutes of this meeting.

Procedure President Coward advised that certain members have been requested to propose and second many of the necessary resolutions covering the business of the meeting, done for expediency only. He advised that he wants all members to feel free to express any view or speak on any matter that arises.

Approval of Minutes of the 2024 Annual General Meeting The last Annual General Meeting was held on September 19, 2024. President Coward advised a copy of the minutes of this meeting has been placed on each one of the tables in the room. No questions on the minutes were raised.

Moved by: Ron Mitchell Seconded by: Dan Edwards That the reading of the Minutes of the Annual General Meeting held on September 19, 2024 be dispensed with and that those minutes by approved.

Motion Carried

Financial Status and Annual Financial Review for the 2024-25 Budget Year President Coward invited the Treasurer, Gene Peycha, to provide a brief overview of the financial statements of the Club for the fiscal year ending August 31, 2025. President Coward noted that a financial review has been conducted of the financial statements by Rob Woodman CPA, and that a copy of this review has been provided on each of the tables in the room. There were no questions from the floor with respect to the financial statements or the financial review.
Moved by: Ron Mitchell Seconded by: Dan Edwards That the financial review of the financial statements of the PROBUS CLUB of BLUE MOUNTAIN for the financial year ending August 31, 2025 be accepted.

Motion Carried

Election of Officers Stephen Hyndman chaired this portion of the meeting. He advised that officers who constitute the Executive Committee of the Club consist of the immediate Past President who is an automatic member, and four positions to be elected. President Vice President Secretary Treasurer Stephen Hyndman declared the meeting to be open for nominations. Moved by: Ron Mitchell Seconded by: Dan Edwards That the following slate of officers be nominated: President: Michael Coward Secretary: Tom James Treasurer: Gene Peycha

Stephen Hyndman asked whether there were any other nominations from the floor for President, Vice-President, Secretary, or Treasurer.

Richard Toy expressed interest in the position of Vice-President, and Stephen Hyndman suggested that before taking on that role, he attend a management committee meeting in order to familiarize himself with operations before deciding. Richard Toy agreed.

Stephen Hyndman asked for additional nominations. As none were forthcoming, the following motion was put forward.

Moved by: Ron Mitchell Seconded by: Dan Edwards That nominations for the positions in the Executive Committee be closed, and the following slate of officers be elected for 2025-2026: President: Michael Coward Secretary: Tom James Treasurer: Gene Peycha

Motion Carried

Management Committee

Michael Coward assumed the Chair of the meeting, He advised that based on the Election of Officers, the current members of the Management Committee would be as follows: President: Michael Coward Vice-President: --- vacant --- Past President: Stephen Hyndman Treasurer: Gene Peycha Secretary: Tom James Compassionate Care: Ron Mitchell Membership: Dan Edwards Activities: Chris Meleskie Communications: David Thomson Speakers Committee: Don Stockman Newsletter: Nick Best Meeting Review: Dale White Web Master: Bill Booth

Adoption of Proposed Operational By-law Dated August 25, 2025 Michael Coward advised that in keeping with the Constitution of PROBUS Canada, Club by-laws must be reviewed and updated periodically to reflect changes in the requirements of PROBUS Canada. He advised that a new proposed Operational By-law for the Club has been prepared, and a copy placed on each table. The draft was prepared by Stephen Hyndman with assistance from Nick Best and Tom James. Michael advised that this draft by-law brings the Club into compliance with all the requirements of PROBUS Canada. It reflects the Club in all respects, and pursuant to the by-law, Club operations would not need to change. Flexibility in certain procedures has been built into the by-law, generally under the control of the President, to assist with smooth operation. Stephen Hyndman assisted with answering questions. George Powell posed questions regarding the proposed by-law, and indicated acceptance with the answers provided.
Moved by: Ron Mitchell Seconded by: Dan Edwards That the Proposed Operational By-law Dated August 22, 2025 be adopted by the PROBUS CLUB of BLUE MOUNTIAN and all former operational by-laws of the PROBUS CLUB OF BLUE MOUNTAIN be rescinded. Motion Carried

Motions and Other Business

Michael Coward advised he did not have any motions. There were no motions put forward from the floor.

President’s Report President Michael Coward advised the club is in a strong financial position, hosts a broad range of interesting activities and provides a comfortable place for men to meet, have fun and become active in the community. He noted that there are two areas of concern with the future of the club. 1. New members are the life blood of the club and more new members are needed. He asked all members to make better efforts to bring guests to our monthly meetings. 2. Volunteers are needed on both the management committee and to run activities during the winter and summer seasons. He asked members to consider volunteering in some capacity in support of the club. He stated that it has been an honor to serve as President for the past year and with support of the members to continue in the same role for another year. Other Business

There was no other business, and no questions were posed from the floor.

Adjournment

Approval of Actions Moved by: Ron Mitchell Seconded by: Dan Edwards

That the acts, contracts, appointments, elections, and payments enacted, done and taken by the Officers of the Club and the Management Committee during the fiscal year ending August 31, 2025 as set out or referred to in the minutes of the Management Committee and in the financial reports submitted to this meeting are hereby approved, sanctioned and confirmed.

Motion Carried

Meeting Adjournment Moved by: Ron Mitchell Seconded by: Dan Edwards

That the 2025 Annual General Meeting be hereby adjourned.

Motion Carried