Board Minutes

Hamilton Mountain Writers’ Guild

Approved Board Meeting Minutes

July 21h, 7:00 pm, Zoom



Present: Anita, Teresa, Sandy, Mike, Neil.

Absent: Rita, Carmenn

Additions to the agenda

(Added to new Business – Guild email address, membership committee report)

Approval of previous minutes Motioned to accept by Sandy, Seconded by Teresa, all in favour.

Business arising from the minutes

  1. Coordinators Zoom meeting – Will September be a good month? Agreed to establish a meeting for September, 28th.
  2. Plagiarism Policy update – At the editing stage of a policy within the Communications Committee. Should have a draft ready for the Board September meeting.
  3. Ebook pricing Following discussion, a $4.99 cost of eBook will be applied to Anthology 5.
  4. Board Members update and AGM – Five Board members agreed to stay on and two members have put forth a resignation. Resignations Sandy McDonald (general director)and Rita Douglas (secretary) reviewed by Neil Chopp. Discussion on how to temporarily fill the vacant positions. The decision to establish a Nominating team (Nt) to include one Board member and three other members. The Nt will designate a chair other than the Board member. The Nt will recommend two candidates from the paid membership as acting board members to fill the vacancies. The Board will meet and make a recommendation and respond to the Nt. Nt will contact the candidates. If the candidates agree, then, they will join the next scheduled Board meeting. Upon AGM, the two acting Board members and the standing Board members would be voted upon by the membership to represent them for the coming year. Neil will seek a leader/coordinator to take on the Nt.


Treasurer’s report: no report required

Chair’s report – no report


New Business:

  1. Anthology 6 inquired by Michael.

There are no details available for Anthology 6. The Anthology 5 committee members have agreed to act as consultants for any members wishing to complete Anthology 6. A new set of members will take the lead for the next publishing. Authors in our writing teams are looking forward to the next publishing. Much work has to be done to complete an Anthology successfully. Anthology 5 committee members will help the new team; making a proposal to the Board, intention signatures, templates, formatting, permission forms, etc. Neil will put out the word to all members once Anthology 5 is published.

  1. Hamilton Mountain Writers Guild email. Neil indicated the new email address:
  2. Membership Committee Report. Anita identified the Guild dues for 2021 and 2022 as $25.00. With the year broken into Trimesters for prorated dues.

Jan – Apr. – $25.00,

May – Aug. – $20.00 and

Sept. – Dec. $10.00.

*With consideration if the person joining is near the end of a trimester.


Next Board Meeting:  Thursday, September, 16th, 2021

Adjourn: 8:15pm.



Hamilton Mountain Writers’ Guild

Approved Board Meeting Minutes

May 20th, 7:00 pm, Zoom

Present: Anita, Teresa, Neil, Michael, Sandra

Regrets: Rita, Carmenn


Additions to the agenda – Discussion on membership of the Board – new business

Approval of previous minutes from March 25th – Motion to accept by Teresa, seconded by Michael. All in favour.

Approval of in camera minutes from March 25th – Motion to accept by Sandra, seconded by Teresa. All in favour

Business arising from the minutes

  1. Hamilton Mountain News – paper article returned to promotions committee – Information only (attached) Discussion took place about the article and how it should present more current up-to-date information for the readers. Outcome: in any future media release, the Board should have a look at the article.
  2. Membership numbers – Anita 58 writers currently in the Guild.  Anita indicated she will reach out to the coordinators and membership who have yet to pay their full membership fees.
  3. Committees and members – Neil Names have been added to the four Guild committees The Committees will be published on the Website once checked for final accuracy by each committee chair
  4. Logo/Brand initiation Discussion ended in consensus that now is not the right time to proceed with a new logo/brand.
  5. Coordinators zoom meeting – agenda and purpose. Neil will establish a coordinator’s zoom call for the purpose of getting the coordinators together for a discussion on various topics; best practices, information sharing, make things more interesting, members accuracy, and before we meet in person once again.
  6. Process for developing plagiarism policy Discussion on the process to date. Communications Committee to take on the task of write-up. A policy may include definitions, types of plagiarism in the guild, suggestions for assisting members, and methods to properly source material

Treasurer’s report: no report required

Chair’s report – no report

New Business:


  1. Writing group numbers: a review of writing group numbers

Team one – 6 (willing to accept new members)

Team two – 11

Team three – 7 (willing to accept new members)

Team four – 8

Team five – 9

Team six – no response

Team seven – 5 (willing to accept new members)


  1. Promotions Committee proposal: The Promotions Committee proposal was reviewed and signature noted by chair Sarah Farr. Motion to accept the proposal Sandra, seconded by Anita. All in favour.
  2. Board decision: Board Chair to send a note to all current Board members. Requesting their interest to renew as a Board member. If possible, look back to our opening meeting in October 2019 to determine the length of service for Board members and have this included in the note. A report will be provided by the Board Chair for the next Board meeting.


Next Meeting: July 21, 2021 7:00pm

Adjourn: 8:30pm




Hamilton Mountain Writers’ Guild

Approved Board Meeting Minutes

March 25th, 7:00 pm Zoom


Present: Anita, Carmenn, Michael, Teresa, Neil. (Sandra joined at 7:30 pm.) Absent: Rita

Additions to the agenda – none

Approval of previous minutes – Motion to accept the January 28th, 2021 minutes – Anita. Second by Teresa, all agreed.

Business arising from the minutes

  • Website updates deferred to later in the meeting.
  • Zoom of Coordinators deferred to later in the meeting.
  • New member Coordinator for HMWG – has not materialized since the MAPS team focus has changed.

Treasurer’s report: report of financials as of Feb. 28th, 2021. Michael indicated there is a balance of 3,224. Recent membership dues and book 5 fees have been added to the balance since last reported in January.

Chair’s report – 1. Process for any media release. Neil indicated, no policy exists for the governance of media releases. The Promotions Committee presented a draft article for the Mountain News to the Communications Chair. Members of the Communications Committee reviewed the article. The Communications Committee made changes and then approved the article for its release. The article was returned to the Promotions Committee, with a note attached: Any further changes would require additional communication committee review, not permitting any unilateral changes to be made. The article titled: “Hamilton Mountain Writer’s Guild keeps on writing during the Covid19 Virus” will be presented as information at the May 20th Board meeting.

  1. Neil issued a request to the Membership Committee Chair – Anita for a current membership count in the Guild to be completed before the May 20th Board meeting. The process and frequency to complete the membership count is assigned to the Membership Committee.
  2. Recognition for proofreaders. Neil reviewed the need for recognition of the four Book 5 proofreaders. These guild members have done a remarkable job in assisting all writers interested in having a piece included in Book 5. They have been working on proofreading since early February and will continue to April 14th. Two recognition ideas were discussed and a consensus was acquired for;

(1). Book 5 acknowledgment, (2). $25.00 gift card for each proofreader to be presented at a later date when the book is available for publishing.

  1. Promotion committee renewal. Neil indicated the MAPS team has now become the Promotions Committee. The Promotions Committee has received a copy of the terms of reference approved from the October 2019 Board Meeting. *A request was made to have a list of all Guild Committees and members.

New Business:


Items of information:

Membership Brochure 2021 and Guild Membership 2021. Teresa will have a final look at the two documents to ensure these are proofread-ready.

As of March 24th, 13 templates have been received for Book 5. Two more may arrive soon. Members have until March 31st to send their work to the proofreaders.

Team 7 creation and coordinator – Barry has taken on the role of coordinator for Team 7. Discussion on who decides team coordinators will be addressed in a future Board meeting.

Hamilton Arts Council – Save the Arts Initiative Brought to Neil’s attention by Anita on March 8, 2021. Registration was completed. Use the link to see the HMWG information. This is an Arts Council initiative to get the word out to the community about small art organizations within the city.

New Hamilton Mountain Writer’s Guild Brand – Neil asked for feedback on the idea of having a new HMWG logo/brand. The idea was favourable.  A possible best design gift card award for a HMWG member. Deferred to the Board’s May agenda.


Presentation of the Membership Committee Minutes and an updated Terms of Reference – March 23, 2021 meeting.

Discussion and tasks from the minutes:

  1. Any emails intended for the whole guild or individual writing teams will be filtered through the Communication chair.
  2. Writing team leaders, liaisons, or helpers will now all be referred to as, ‘coordinators’ for consistency.
  3. Prorating membership dues, maximum membership, new member orientation document for writing teams, and the replacement of writing coordinators will be addressed at a later date by the Membership Committee.
  4. Twice yearly or as needed, a writing team coordinator’s meeting will take place. The Board will specify the approximate meeting dates. There was consensus to have the Board Chair initiate a writing coordinator zoom meeting with an agenda within a couple of weeks. Teresa will draft an agenda.
  5. The Membership Chair will request from each writing coordinator a quarterly update of their team roster. This will assist with the on-going accuracy of members within the guild.


Website renewal?  Neil has been working through the website. Bob has agreed to mentor Neil on the changes for bios and article/information. Neil requested more time from the Board to meet with Bob and complete these tasks.


Book 5 proofreading timeline. The timeline of February 1 – March 31 was decided upon in 2020. The proofreaders then have two additional weeks to work with a writer to complete proofreading. Carmenn indicated it would be good to have these deadline dates on the Guild’s Website so folks have a common/central location to go to for clarification. Agreed, guidelines for future books and dates will be posted on the website.


The age requirement to join the guild. Discussion and consensus on the following points:

  • A person under the age of 18 may attend the Guild meetings at the Terry Berry in the accompaniment of a parent. If interest is shown in writing, the adolescent can be re-directed to programs that may be offered by the HPL, if applicable.
  • A person must be over the age of 18 to be an Associate or Full member.



  1. Need for plagiarism policy. The Board agreed that a policy is required to address any issues with plagiarism in a member’s writing for distribution or publishing. The Board was not able to establish a process to create a plagiarism policy at this time. Discussion included having a plagiarism statement in the new membership literature and in a ‘release for publication’ for Book 5. Anita indicated the guild could utilize Ron Henry’s summary of suggestions for giving credit to work that is not original.


Start time: 8:14 pm

Motion to go into In-camera by Neil, second by Anita

  1. In-camera minutes will be stored separately from regular agenda minutes and will be approved separately in the next scheduled Board meeting.
  2. Issue 1

Motion to exit In-camera by Neil, second by Carmenn

Concluding time: 8:26 pm

Next Meeting: May 20th, 2021

Adjourn: 8:30 pm



Hamilton Mountain Writers’ Guild

Approved Board Meeting Minutes

January 28th 7:00pm, Zoom


Present: Anita, Teresa, Sandra, Mike, Neil

Regrets: Rita, Carmenn

Approval of Nov. 25th minutes – motioned by Anita. Seconded by Teresa

Business arising from the minutes: Neil

  1. Website fees – no response from original creator on fees she is paying.
  2. Website updates – Neil is becoming more familiar with the website administrator work and has set up a current events link.
  3. Writing teams are in flux. Three teams have coordinators only for dispersing information, three teams have leaders. Let’s have a team leader/coordinator zoom meeting prior to Feb. 17th full guild zoom. During this leader zoom discussion about responsibilities and speaking at the Feb. 17th

Treasurer’s report – Mike

  1. Mike indicated there is $2,938 in our account. 28 paid members, 9 members paid for book 5
  2. Will coordinate with Anita on memberships and book 5

Chair’s report – new writing and special interest groups – Neil

  1. The Guild has allowed for 5 new groups to begin. These will be led by a Guild leader where members can contact the leader for work with in a specific genre or special interest.
  2. SCI/FI – Maryanne, Mystery/Thriller – Christina, Romance – Ginelle, Children’s Literature – Terry, Marketing/Advertising – Barry.
  3. Karel has resigned from the Guild. Discussion of how Karel was a part of the initial Board set up and NPO application. A comment of recognition should be included in the Feb. 17th Guild Zoom




New Business:


  • Methods to encourage members to attend monthly zoom meetings (Feb. 17, Mar. 17, Apr. 14, and May 12) Is there anything the Board can do to make involvement a win/win for members to participate?
  • Strategies to encourage team coordinators to discuss the editor’s style guide with their members to assist with the clean copy – let’s host a leaders/coordinators zoom meeting before Feb. 17th. Agreed. Neil will set up a zoom request for the leaders/coordinators and Teresa will create the agenda for discussion.
  • Suggestions to assist team coordinators to be more interactive with their teams and meet regularly.


  • Update on book 5 process and commitment #’s 12 Fiction, 6 Non-Fiction, 3 Poetry. Perhaps we may need to consider allowing members to submit a piece in more than one genre. Discussion should take place in the Book 5 committee on this very soon.


New member processes:

  • new member pamphlet – Discussion about will this be the new members application, with “fill in” capability and who will it be sent to. Board agreement on the pamphlet will become the new member application, yes have it as a “fill in” and it can be sent to both Anita and Mike. Neil will continue to work on the “fill in” component and send a copy to all Board Directors.
  • membership definitions, future book criteria Discussion about using this page in conjunction with the pamphlet to help new members be more informed about the different membership types and eligibility for participation in Guild published books. One line needed to be omitted.

Board agreement on using this additional page for potential new members.

  • workshopping/feedback, contacts for writing teams – Discussion about providing this to new members and to writing team leaders. Board agreement that this document would be good for writing team leaders/coordinators.
  • Historical membership page and information Discussion about these documents currently existing on the website. Board agreement, to replace these documents with the pamphlet, the membership definitions page and a contact email.
  • Website practices for new members – Discussion on the various pathways a new member is introduced to the Guild. Through the website, through a writing team leader or any Guild member.
  • New member coordinator for HMWG discussion – Discussion on this process. Board agreement If a new member coordinator is chosen and agreed upon by the Board, the member must be able to consistently represent the Guild with approved documents for sharing.

Next Meeting:  Thursday, March 25th. 7:00 pm Zoom

Adjourn – 8:25 pm