The Friendship Force of Ottawa
General Meeting: January 21, 2014 – DRAFT Minutes
Location: St Basil’s Hall, 940 Rex Ave, Ottawa
Potluck & Social 5:45, Meeting 7:30 P.M.
Present: Guests – 11, Members - 91
Chair: Donna Nicholson
Call to Order: 7:35 P. M.
Adjourned: 9:05 P.M.
1) Introduction of New Members & Guests
Donna Nicholson
 A sincere thank-you to Jessica Sullivan and team for organizing a wonderfully successful pot-luck
social this evening.
 2 New Members were introduced: Leonard Bonnet, Bob Elliott.
 11 Guests were introduced: Bill Collins, Marian Carriere, Suzanne Hudon and Roberto Alvadez,
Heather and Wayne Bennett, Judy Brooks, Susan Novak and Peter Hanley, Gaye and Dennis
Fournier.
2 ) Agenda
Donna Nicholson
Donna advised that item 3, Approval of Minutes October 16, should have read September 23, 2013
Moved by Claire Fortin that the agenda be adopted as amended. Seconded by Eileen Howell. CARRIED.
3) Approval of Minutes: General Meeting, September 23, 2013
Janet Wilkinson
Moved by Barb Smith, Seconded by Merve Sullivan, that the minutes be approved. Carried.
4) President’s Report:
Donna Nicholson
4.1 APPENDIX A. Presentation of the Wayne Smith Medal
APPENDIX B. Letter from FFI President, Joy DiBenedetto
4.2 APPENDIX C. Report on FFI World Conference, New Orleans, Louisiana
5) VP Membership Report:
Jean Farrell
APPENDIX D
Jean extended thanks to Gail Nevraumont for her outstanding work and coaching to help her get started.
We currently have 163 members and reminded everyone to be sure to provide (or update) a short bio
and photo for our FFO Directory.
Carolyn Maslek raised the question: what is the maximum number for membership efficiency and
effectiveness of our programs? Jean’s response: there is no ‘magic number’. We have been in the 180s
for quite a few years, and it is important to continually renew the membership for new ideas, richness of
interests and diversity.
6) Treasurer’s Report
Ulysse Nevraumont
APPENDIX E
Jim Frances will present the 2013 Financial Review at the June Meeting. Significant recommendations to
note:
 All exchange Treasurer’s Reports must be submitted by year end (end of November)
 Event activities should avoid cash transactions since they provide no audit trail. (Bring your
cheque books everyone.)
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7) Social Activities Report
APPENDIX F
8) VP Exchanges Report
APPENDIX G
Mary Cajka
Kathy Hatherill
9) Adjournment: Moved by Pierrette Benoit, seconded by Jan Sterling that the meeting be adjourned.
CARRIED. The meeting adjourned at 9:05.
NEXT GENERAL MEETING: MONDAY, APRIL 14. TOM BROWN ARENA. 7:00 SOCIAL 7:30 – 9:30
MEETING.
Submitted: 2014 01 29
Janet Wilkinson, Secretary
APPENDICES
A Awarding of the FFI Wayne Smith Medal to our FFO founders – David and Kathryn Williams
B Letter from FFI President, Joy Di Benedetto
C President’s Report to GM Jan 21, 2014: Highlights of the FFI International Conference, known as
NOLA, held Nov. 23-25, 2013, New Orleans
D Membership Report
E Treasurer’s Report
F Social Activities Report
G VP Exchanges Report
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Appendix A. Awarding of the FFI Wayne Smith Medal to our FFO founders –
David and Kathryn Williams
o
The FF Ottawa club was launched in September 1994 by New Zealander, Gerald Weekes,
Friendship Force's Regional Representative for the South Pacific when he visited his American
cousin, David Williams, in Ottawa. Gerald was on an expansion draft tour for Friendship Force
International to initiate clubs in Canada; three days of intense discussion and salesmanship resulted
in a commitment to “give it [their] best effort”. After Ottawa, he launched the Lethbridge, Alberta club
as well. Gerald passed away in 2000 and is fondly remembered for his dedication to starting the
Friendship Force in Canada.
o
Shortly after Kathryn and David Williams began trying to figure out how to attract club
members, they received a (somewhat surprising) fax from another New Zealander, Doug Dean,
thanking them for agreeing to host an exchange with his club. As a result, a brand new club of 31
Ottawa members hosted 21 members of The Friendship Force of Blenheim, New Zealand in May
1995. We sent 14 ambassadors on an outbound exchange to New Zealand seven months later.
o
In the 19 years since then, our club has successfully hosted many inbound exchanges and
participated in many outbound exchanges. We can proudly take credit for the launch of many new
Canadian clubs. More important, we have made so many new friends, friends with whom we have
shared cultures, hard work, generosity, brotherhood and peace and a lot of fun.
The FFO Board and FFO membership believe that David and Kathryn, as founders of our club, are
most deserving of this award – their leadership and dedication to FF and to our Club, their many
contributions over the years have made our Club a success. David and Kathryn announced they
were leaving Ottawa and our Club at our September GM, indicating that they would be doing their
best to start a FF club in Boston which attests to their continued dedication and leadership.
We are proud to present the Wayne Smith Medal to you, David and to your wife Kathy who is unable
to be here tonight, as our FFO Founding members. You have both been strong mentors for FFO and
you will be greatly missed. We look forward to being the first club to visit your newly established FF
Boston Club in the near future! Don’t forget us because we will not be forgetting you!
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APPENDIX B
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APPENDIX C. President’s Report to GM Jan 21, 2014: Highlights of the FFI International
Conference, known as NOLA, held Nov. 23-25, 2013, New Orleans



What words do I think of when trying to describe my NOLA experience?
o Excitement (700 delegates), surprise (much better than I anticipated), richness of
information (amazing workshops), music & culture (Wow, the cradle of jazz!), friendship
(past and new), fabulous food (Cajun cuisine), enthusiasm (to bring back everything
learned), international connections (35 countries represented in one room!), global peace
(singing of ‘Let there be peace with 700 other like-minded individuals), inspiration
(witnessing new ground being forged by award-winners from around the globe), gratitude (to
FFO for providing the opportunity and encouragement for me to attend as your
representative).
o I cannot begin to tell you all I have learned but will attempt to share a few of the highlights of
the conference, trusting that you have confidence that much of what we learned will be
incorporated into our thinking for FFO’s coming year. There were 2 full days of informative
workshops touching on membership, hosting and matching exchanges, using social media,
issues facing clubs, partnering, etc. and I can only share a few of the things I was able to take
away. All of the presentations can be found on the FFI website under the ‘Photos and
Presentations’ tab beside the FFI logo on the FFI home page.
.
A Social Media workshop was presented by FFI showcasing the FFI Website, Facebook page,
Twitter hash tag and Instagram functions of the Internet. I was delighted to be asked to be one of the
‘friends of FFI’ who demonstrated how to set up a Club Facebook page to the conference delgates.
As a result, FFO now has a Facebook presence where we will be posting news and current, up-todate information as well as photos of our events and exchanges. We already have some lovely
photos of the walking club’s Christmas outing and some very famous ballerinas who made a special
guest appearance at our Christmas party. Please consider setting up your own personal Facebook
page so that you can access all the information that will be posted on our club page. Just type
“Facebook” into your web browser and the Facebook home page will appear. There you’ll see a
button labeled ‘sign up’. Click on that and follow the instructions. Once you are signed up, you can
access any Facebook account, including FFO’s. If you’re already a Facebook user, just type
Friendship Force Ottawa in your Facebook Search box. It’s a great way to keep in touch with your FF
contacts around the world that may also be on Facebook and a means for them as well as our
community to see what our club is doing. There is a link to FFI so you can see what breaking news
FFI is sharing. We will be live-demonstrating how you can set up your page at a GM in the near
future. FFI also has instructions on their website at Club Members Resources/Leadership Tool
Kit/Using Social Media.
“It’s a Match!” A very informative and valuable workshop was presented by Pallie Savoie, the FFI
person responsible for matching exchanges internationally. She showcased her ‘Exchange Request
Analysis’ which gives great insight into how the process is managed and gave me a much better idea
how we should be developing and submitting our requests to FFI. Clubs are matched based on all
requests received – inbound and outbound, availability of the exchange, time period requested,
hosting capacity of club, club’s past exchange history (# who typically travel per exchange – i.e. are
you successful filling your exchanges, any cancellations, # exchanges hosted, exchange history back
to 2003).
Tips shared included:
o
easy matches – NZ, Australia, USA – you usually get what you request with these and often
multiple weeks; then Latin America (e.g. Mexico) which are matched by region rather than a
specific club initially; then more difficult matches – most popular destinations – Sweden,
Ireland, anywhere in Europe. So you can see that Ottawa has a good reputation for almost
always filling their exchanges, almost never cancels, hosts 4 inbound exchanges a year, and
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o
o
is willing to negotiate a change of location (e.g. Thailand last year) so most often gets what is
requested – example is getting Sweden and Ireland in 2012. Don’t stop asking just because
you are refused – on the 3rd request, you are given priority.
Ask for reciprocal exchanges. FFI likes to make a match to visit someone who has visited
your club. Mutual exchanges can be requested but no guarantees.
Stand Out. Plan a themed exchange or mention how your exchange will be used for club
recruitment.

How to Grow Your Club; How to attract Younger Members. Two excellent presentations with
practical tips on strategies and planning methods that we will be discussing at the board and with our
new VP Membership, Jean Farrell. Main message is ‘We are not a travel club but rather a club that
travels”. We are hoping to invite one of the presenters, who is an FFI Board Member and member of
our sister club, the Force Amite Region Canadiene Capitale to a future GM as a guest speaker. She
has much to offer regarding unique strategies for engaging new members.

FFI Survey of Canadian and US Clubs – Results were delivered at the conference and will be
posted on FFI website soon.
o Background: Comments were gleaned from interviews with 117 club presidents across the
US and Canada as to the leading issues facing clubs.
o Findings: The biggest comment was about the loss of membership and how to increase
numbers. There was no sense of despair, but and overwhelming enthusiasm with many
"recipes" for success for gaining new members which ranged from handing food baskets to
vets, to working with local groups within the community.
o Examples of recipes for success:
 Sherbrooke, Quebec: celebrated World Friendship Day by holding a festival and
invited the immigrant community;
 Birmingham, Alabama: held a mystery exchange (lots showed up!);
 Haliburton, held an urban/ country mix-up exchange;
 Las Vegas: set up a singles club, held wine tasting and potluck events, established
links with churches;
 Big Canoe, North Georgia: asked how and why members joined, documented how
and why things are done in their manual and kept it up to date, and used ads in local
papers that are free;
 Switzerland: holds club meetings online through Skype;
 Hawaii: Involves non members to host exchange ambassadors;
 Quebec City: Increased its membership from 50 to 80 by organizing local activities to
draw people in.
o Additional ideas:
 generate funds by working in theme parks, shuttling people from the airport, this also
provides additional contact with potential new members
 hold neighborhood information nights all over in various communities
 feature speakers at your meetings and hold themed meetings
 increase your ethnic diversity by inviting groups to events

NOLA - Not just about the workshops. Meeting face to face with friends from past and new
exchanges. I was able to meet all the FFI staff and connect with the EDs from Brazil, Argentina,
Vietnam, Baton Rouge, Suncoast Florida. I met EDs from past exchanges and people I have hosted
during FFO inbound exchanges. I brought greetings from those who know some of you – a bag of
Austrian Chocolate from a Viennese lady who hosted the Gregoires; a personal greeting from Nancy
Pierson of Santa Barbara to Mary Cajka; a CD from a Cornwall lady to Rosemary Breseau; greetings
from Cuikie of the Bogota, Colombia club to those who were on that exchange in 2010; Greetings
from Eileen and Mikie of Cape Town, SA to those they met during our 2012 Global Winter Exchange.
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
Culture. So you see it wasn’t all work and no play. The New Orleans culture was up front and centre
as we tasted Cajun cooking (even had a workshop on how to prepare gumbo and crawfish), learned
Cajun dancing, were entertained by several instrumental and vocal jazz performances, had a gala
mardi gras banquet and a cruise on the Mississippi River. All this in only 2 and a half days!
I’m sure all 9 FFO members who attended the conference will agree that it was a very full and rich
experience not to be missed. Maybe those who attended could stand so everyone can see who you are,
allowing people to ask you about your experience later.
APPENDIX D.
Membership Report For General Meeting 2014 01 21
1 info session was held Jan 7. Another info session is planned for mid Feb if enough names.
9 guests were invited and confirmed for the Potluck GM for January 21.
Badges will be ordered for the new members and anyone else.
Anyone who has not submitted a short bio and/or a photo see me.
Need everyone to recruit new members.
I will be at a table after to answer questions.
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APPENDIX E
FFO 2013/14 Budget
To 14-01-21
FY13/14
Budget
Number of paid
170
members
Income
5951
Membership
5950
fees
GA Bank
1
Interest
Gifts Received
Total
8001
Expenditures
Membership
5575
Expenses
FFI Fees
1540
Canffex
169
Room Rentals
550
Meeting
200
Refreshments
Member
400
Recruitment
Conferences
2000
Canadian
1000
International
1000
ED Training
116
400
Christmas
Parties
Friendship Day
200
Event
Badges and pins
Miscellaneous
Administration
245
Telephone/Long distance
Photocopying/Printin 65
g
Stamps/Stationa 170
ry/Office
supplies
Bank Charges
10
Insurance
891
Communications
230
Website
200
Capital Connections
30
Legacy Fund
1060
Wayne Smith
530
Medal to the
club founders
Dave and Kathy
Williams
In the name of
530
John Knobel for
Variance
Projection to 14-10-31
158
12
166
5,425
5,390
526
560
5,811
5,810
0
1
1
3,589
4412
8,083
2,467
3108
5,657
35
1,629
-89
1,629
169
169
365
12
185
188
550
200
28
372
400
2000
1000
1000
116
393
2,000
1,000
1,000
116
393
7
200
200
21
18
47
198
65
44
245
65
126
3
170
7
891
230
200
30
10
891
230
200
30
1,075
536
-15
-6
1,060
536
539
-9
539
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a new club in
Mombasa
Balance/Deficit
-2050
1,836
2014 01 21 FFO General Meeting Minutes DRAFT/JW
-2,272
9
APPENDIX F
SOCIAL ACTIVITIES REPORT FOR GENERAL MEETING JANUARY 2014
CHRISTMAS PARTY
You had to be there. Once in a lifetime opportunity to see the friendship force ballerinas!
Food was great, location excellent, and price was right $42 all inclusive. A real bargain and lots of fun.
Still need volunteers for 2014. Band and hall are booked, but format not set in stone. In fact since just
over half our members attended, maybe a change of direction is required.
However, I have been at every Christmas party since it started as a potluck at a member's house,
complete with a singsong around the piano, very low key, lots of fun. I think we have evolved to a classy
affair but still lots of fun. In fact the last few years have in my opinion been the best ever. We have to be
careful as the expression goes, "don't fix it if it ain't broken"
That being said, should you decide to change the format, there are no lost deposits.
So please forward your ideas and opinions to me. I particularly want to hear from those of you who do not
attend and tell us what it takes to make you participant.
2 things to remember
1. Think about getting a group together to plan the party
2. Give me feedback and suggestions as to format, location. etc
FRIENDSHIP FORCE DAY PARTY
Last year’s get together was a big success lot of excitement. The format is essentially the same:
munchies, salad, pizza, soft drinks, tea and coffee, and dessert. Bring your own wine or beer if you so
desire.
The location is Legare’s party room, near Lincoln Fields, right next to McEwans gas station.
Games will be provided but if you have a special one you want to play, bring it along, Again Lucy ad John
Nelms are the games masters.
The theme this year is Italian. We encourage you to dress in the colours of the Italian flag red white and
green , or as a famous Italian,Tony Soprano, Pavarotti, Julius Caesar , Galileo, , the Pope , you get the
idea. Not so many famous Italian women, Madonna? Sophia Loren? But I am sure you will think up
something. Dressing up is not required, but it is a lot of fun and there are bottles of semi-expensive wine
as prizes. Tickets are $15 and may be purchased to night at the table from Lucy Nelms or Kay Knobel, or
by mail from Maureen Sly. We are limited to 60 people so get your tickets early, like tonight.
FRIENDLY WANDERERS
A reminder that the friendly wanderers are sharing their recent travel experiences to Norway on
Wednesday, Jan 29 at the Citizen community room. Bring along a friend as the Sullivans and Nicholsons
showcase their exciting pictures. Time is 7 pm.
WALKING CLUB
Also a reminder that the walking club is arranging a Winterlude outing in conjunction with our winter
exchange. Friday, February 7 is the date. Meet in the foyer of the NAC at 10:30 am. Contact Fay McNeil
or Jane Rau for further details.
All details of the various activities are in the last capcom. Read it! Its a wonderful way to keep up to date!
New and prospective members may learn more about our club social activities as I will be at the tables
and will be glad to answer questions.
Mary Cajka
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APPENDIX G
Exchange Report for general Meeting Jan 21 2014.
2014 looks like being another great year for FFO. We are starting with our incoming Global winter
exchange, so join in the winter fun in Ottawa as we welcome 10 ambassadors from Australia, UK, and
USA. Tickets are on sale tonight for the welcome on Feb 3rd for $5 and the farewell on Feb 9 th for $25.
The walking club is joining the ambassadors for the Winterlude day on Friday Feb 7 th. Everyone is
welcome to join them, meeting at the NAC foyer at 10:30 am and enjoy a walk on the canal.
The Cornwall /Devon exchange in June is a return exchange as FFO visited Cornwall last summer. We
are expecting 16-20 ambassadors and Diane and the committee have started planning events.
Vietnam Exchange Sept 10th -17t.h: We are in discussions with the Vietnamese ED and we are looking
for a volunteer to be the Ottawa exchange director.
Germany Exchange: This is another return exchange as FFO went to Gelsenkirken in 2006. We are
expecting 23 ambassadors and Gail and her committee are starting to plan events. We need more hosts,
especially night hosts as some of our members are on outbound exchanges during this time.
Outbound Exchanges will begin on April 23rd with Baton Rouge Louisiana. We have been able to
accommodate everyone on the waiting list including a couple from the new club in Toronto. Flights are
being booked and a couple of days will be spent in New Orleans.
Unfortunately the Suncoast Florida Exchange has been cancelled due to insufficient registration.
Tirana Albania is fully subscribed with 23 ambassadors and no one on the waiting list. Plans are
progressing well with some pre-exchange travel planned for Croatia and Malta.
Argentina has 15 ambassadors (maximum) and plans for the exchange are under way. A second
exchange has been added to Florianopolis in southern Brazil. They can accommodate 12 ambassadors.
Some of our members visited Florianopolis in 2007 and enjoyed a wonderful exchange in a beautiful
location.
Nepal has 16 ambassadors from FFO registered, a couple from Toronto and a single person from
Hamilton/ Burlington and 1 space remaining. This is a special exchange in 2 ways, it is quite physically
demanding and the Nepalese people have an international reputation of being extremely welcoming and
accommodating. The group are starting to make travel arrangements as the exchange is in high season,
Oct 20th -27th. There’s still time to apply for the final spot.
As you can see there is something for everyone, from flights to see Mount Everest, to tango lessons,
Roman ruins, and an island with 100 beaches and of course lots and lots of new friends.
Now, onto 2015…
Planning is well underway as we submitted our requests to FFI for exchanges in 2015. Guadeloupe and
Cape Town SA have been denied. This is because these 2 clubs are accepting other Canadian clubs in
2014/2015. Kenya has been offered as an African destination.
FFI has asked us to submit our next choices and reviewing our survey this is Peru and Brazil or Germany.
We should know by the next General Meeting which will be our outbound destinations for 2015. And also
the clubs that we will be welcoming to Ottawa.
Thanks to Linda Steingarten for her great presentation on the Mexican Exchange to Comitan. We can all
share in every exchanges when we have these presentations.
Thanks everyone,
Kathy Hatherill
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