Most Recent Modification: 28 October 2003

IGLIHA Meetings & Minutes Agenda for the 2003 IGLIHA Annual General Meeting Draft Minutes from the 2003 IGLIHA Annual General Meeting Minutes from the 2001 IGLIHA Annual General Meeting in Toronto Minutes from the 2000 IGLIHA Annual General Meeting in Toronto Minutes from the 1999 IGLIHA Annual General Meeting in Toronto Minutes from the 1998 IGLIHA Annual General Meeting in Toronto Tom Lovenjak's Notes from the April 1998 Organizing Meeting in Seattle Bo Folsom's Notes from the April 1998 Organizing Meetings in Seattle

Executive Officers	Regional Representatives	Administration & Links
IGLIHA Home Page

Initially convened October 19, 2003, via www.weirdoz.org/visualchat

Rescheduled and conducted October 26, 2003, via www.AIM.com chat

Executive Committee (EC) members present (5):
Ernie Harris (Commissioner), Beau Lavender (Ass't. Commissioner), Tom Lovenjak (Treasurer), Chuck Hagel (Male Federation Rep), and Bo Folsom (Recording Secretary).
Regional Representatives present (3):
Jeff Kagan (NY-M), Peter Kester (DC-M), Andy Winsett (Colorado-M).
Observers present (2):
Paul O'Kane and Brad Skeel.

Executive Committee (EC) members absent (3):
Chad Elliott (Correspondence Secretary), Kenny Zalewski (Men's Rep), and Janice Jackson (Female Federation Rep).
Regional Representatives absent (23):
Bec Kemp (Seattle-F), Penny Cuthbert (Vancouver-F), Terry Hutchison (Vancouver-M), Joey Gladding (Toronto-F), Yannick Lemaire (Toronto-M), Nadia Ciancotti (Montréal), Donald Gilbert (Montréal), Brian Ciemian (Boston/New England-M), Julia Ashmun (Boston/New England-F), Jeanne D'Onofrio (NY-F), Cheryl Camillo (DC-F), Brynne Van Putten (SoCal-F), Paul Bower (SoCal-M), Karen McAfee (NoCal-F), John Heine (NoCal-M), Jennifer Andert (Wisconsin/Minnesota-F), Catherine McKenney (Ottawa-F), Stephen Rowe (Ottawa-M), Cheryl Buchs (Florida-M), Charles Wilrycx (Florida-M), David Buckner (Ohio-M), Rodge LeBlanc (North America-M), and Deana Cuglietta (World-F).

Conducted October 26, 2003, via www.AIM.com chat

Since a quorum (1/3 of 34 Board members) was not established, those present agreed to proceed with the Annual Meeting in accordance with Section 9b of the IGLIHA Constitution.

1) Opening of the 2003 Annual General Meeting (AGM)
At 8:00 pm (EST) on Sunday, October 26, 2003, IGLIHA Commissioner Ernie Harris opened the Annual General Meeting of IGLIHA as announced and rescheduled via email notifications on September 28 and October 20, 2003, respectively. Per Section 8c of the IGLIHA Constitution, a quorum (1/3) of the Board of Directors was not established (12 of 34 eligible Board members needed to establish a quorum).

Executive Committee (EC) members present (5):
Ernie Harris (Commissioner), Beau Lavender (Ass't. Commissioner), Kenny Zalewski (Men's Rep), Chuck Hagel (Male Federation Rep), and Bo Folsom (Recording Secretary).
Regional Representatives present (3):
Jeff Kagan (NY-M), Peter Kester (DC-M), Andy Winsett (Colorado-M).
Observers present (3):
Chuck Jacobson, Duke Sherman, and Brad Skeel.

Executive Committee (EC) members absent (3):
Chad Elliott (Correspondence Secretary), Tom Lovenjak (Treasurer), and Janice Jackson (Female Federation Rep).
Regional Representatives absent (23):
Bec Kemp (Seattle-F), Penny Cuthbert (Vancouver-F), Terry Hutchison (Vancouver-M), Joey Gladding (Toronto-F), Yannick Lemaire (Toronto-M), Nadia Ciancotti (Montréal), Donald Gilbert (Montréal), Brian Ciemian (Boston/New England-M), Julia Ashmun (Boston/New England-F), Jeanne D'Onofrio (NY-F), Cheryl Camillo (DC-F), Brynne Van Putten (SoCal-F), Paul Bower (SoCal-M), Karen McAfee (NoCal-F), John Heine (NoCal-M), Jennifer Andert (Wisconsin/Minnesota-F), Catherine McKenney (Ottawa-F), Stephen Rowe (Ottawa-M), Cheryl Buchs (Florida-M), Charles Wilrycx (Florida-M), David Buckner (Ohio-M), Rodge LeBlanc (North America-M), and Deana Cuglietta (World-F).

2) Approval of 2003 AGM Agenda
The Agenda as previously proposed and posted to the web was discussed. Ernie moved to approve the Agenda as proposed, _____ seconded the motion, and the motion was approved by a vote of __-__.

3) Vacancies on the Board of Directors
3(a) Executive Committee
There were no existing vacancies on the Executive Committee as a result of recent appointments by the EC that were ratified by the Board. It was emphasized that as IGLIHA matures, each Executive Officer will increasingly need to perform their duties as specified in the Constitution.

3(b) New Regions
In the past year, Ohio was added as a new Region, while the Boston and Wisconsin regions were expanded to represent New England and Wisconsin/Minnesota, respectively. No other new regions have requested for a seat on the Board at this time. Regions in various levels of development include Atlanta, Alberta/Saskatchewan (Calgary), Newfoundland, Chicago, Detroit, Pittsburgh, Philadelphia, the United Kingdom, and New Zealand.

3(c) Regional Representatives
A number of new Regional Reps were ratified by email vote in the previous few months. It was emphasized that the respective regions (not IGLIHA) should be selecting their own representatives and they should be ratified every two years. It was noted that the Constitution calls for 2-year terms for Regional Reps, so many of the existing reps would need to be re-ratified by their respective regions.

As a result of non-responsiveness of Board members, it took up to 9 months to get a motion approved this past year and IGLIHA will lose its seat on the Federation of Gay Games because we weren't able to achieve a quorum for approval in a timely manner. It is important that all Board members be responsive to IGLIHA vote requests and notify IGLIHA (Recording Secretary with cc: Ken Zalewski) of email address changes as soon as possible.

The following Board members have not voted during the past year: Karen Decker (Women's Rep), Penny Cuthbert (Vancouver-F), Joey Gladding (Toronto-F), Yannick Lemaire (Toronto-M), Nadia Ciancotti (Montréal), Donald Gilbert (Montréal), Cheryl Camillo (DC-F), and Charles Wilrycx (Florida-M).

Motion to remove the following Regional Reps from the Board: Penny Cuthbert (Vancouver-F) and Charles Wilrycx (Florida-M).
Motion to ratify the following Regional Reps:

4) Appointment of Election Committee and/or Election of Executive Committee
In accordance with the Constitution (Section 7c), the Executive Committee appointed an Elections Committee to consist of the Executive Committee, Jeff Kagan, Cheryl Camillo, Jeanne D'Onofrio, and Andy Winsett (any changes?).

Andy is to chair the Elections Committee which has the following tasks:

• Establish the timetable for conducting elections for the 2003-2004 term; and
• Facilitate a slate of nominees to serve on the 2003-2004 Executive Committee.

6) Executive Committee Report
6(a) Commissioner's Report
Ernie reported (2001) that he wants the Executive Committee to concentrate on three things:

• Focus of IGLIHA's work and goals
• Board Communication
• Website Development

6(b) Federation Representative(s) Report
Bo reported on the following topics:

• 2001 Annual Meeting of the Federation in Johannesburg
  Bo attended the subject meeting in Johannesburg, South Africa (20-27 October 2001) as one of IGLIHA's two eligible voting delegates. The most significant business was the selection of Montréal as the host city for the 2006 Gay Games, subject to negotiation of the License Agreement.
  
• 2002 Annual Meeting of the Federation in Vancouver
  Bo attended the subject meeting in Vancouver (07-12 July 2002) as IGLIHA's voting delegate. Primary business was preparations for Sydney 2002 and continued negotiations with Montréal 2006. Attendance at the Winter Gay Games Task Force (WGGTF) meeting was large (14 participants).
  
• 2002 Special Meetings of the Federation in Sydney
  Two contingency meetings of the Federation Board were held in Sydney (01 and 09 November 2002), primarily to address the financial status of Sydney 2002 and the status of contract negotiations with Montréal 2006. Bo attended the first meeting as IGLIHA's voting delegate, while both Bo and Ernie were available for the second meeting (since the second meeting was an "in-camera" session, Ernie was not allowed to participate and Bo attended the meeting as IGLIHA's sole voting delegate.
  
• Gay Games VI in Sydney
  
  
• 2003 Annual Meeting of the Federation in Chicago
  Chuck Hagel will attend the subject meeting in Chicago (09-14 November 2003) as one of IGLIHA's two voting delegates. Janice Jackson may attend a portion of the meeting as IGLIHA's other voting delegate, depending on her work schedule. Also depending on his work schedule, Bo may attend a portion of the meeting as a non-voting "observer" and co-chair of the Winter Gay Games Task Force.
  The primary topic of business is expected to be the contractual status of Montréal 2006, along with preparations to release the RFP for 2010 Gay Games VIII.
  
• Gay Games VII / Montréal 2006
  
• Winter Gay Games Task Force
  The WGGTF submitted a comprehensive Feasibility Report to the Federation's Strategic Planning Committee (SPC) on 01 September 2002; the SPC responded on 09 February 2003 that "a Winter Gay Games is not a priority for the Federation at this time.  This project and task force will be put on hold until such time that the Strategic Plan reflects that it is an appropriate undertaking for the organization."

7) Financial Report
7(a) Approval of 2000 Financial Report
7(b) Approval of 2001 Financial Report
7(c) Approval of 2002 Financial Report
7(d) Approval of 2003 Financial Report
7(e) 5-Year Budget Plan (2004-2008)/Finance Committee
It was suggested that IGLIHA should establish a projected 2-3 year forward-looking budget, which should probably include funds to assure that two IGLIHA delegates are able to attend the Federation's Annual Meeting.

8) Old Business
8(a) IGLIHA Registration Fees and Rosters
Proposed Dues Structure

8(b) Website Development

• Player Registrations
• Membership Roster
• Sponsorships

8(c) Tournament Sanctioning and Rules

• Tournament Sanctioning Guidelines
• Game Misconduct Penalties

8(d) Ranking of Players/Teams/Officials

8(e) Winter Gay Games

8(f) Development of more consistent regularly scheduled methods of board communication. Net meetings? Chat rooms?

8(g) Developmental Teams for Tournaments

8(h) International Outreach

9) New Business
9(a)

9(b)

9(c)

10) Adjournment
____ moved to adjourn IGLIHA's 2003 Annual Meeting at xx:xx pm, seconded by ______, and approved unanimously by a __-__ majority.

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