June 9, 2009 Draft AGM Minutes


 * PERC Annual General Meeting � Tuesday June 9, 2009 at 7pm

1. Welcome by Chair and introduction of the board
 * Board members present include: Kristina Inrig, Kristin Miller, Mike Kaulbars, Robert Smith

Ex-Officio Board Members: Margaret Jensen

2. Roll call of PERC Members.
 * Present members include: Joe Parchelo, Gerard Daechsel and Valerie Doucette

3.Adoption of the Agenda.
 * Motion to adopt the agenda. Moved by Kristin, seconded by Kristina. Carried.

4. Approval of Minutes of May 15, 2008 AGM
 * Motion to approve the AGM minutes of May 15, 2008. Moved by Kristina, seconded by Mike.  Carried.

5. PERC Board Chair�s Report
 * Mike Kaulbars will be stepping down as coordinator, but will stay on as part of the board and continue to work on a volunteer basis. He is thanked for his support during a tough year for the organization.  Kristina is also thanked for working hard on securing funding for PERC.  While the organization survived financially, it was a difficult year but also an interesting one with successes such as the PEN issue on solar energy.  Margaret notes that the editor was mostly unpaid in the past year as well.  Kristin acknowledges this as well as the positive changes of PEN in the past year.

6. Treasurer�s Report:
 * See attached Report from 2008-2009. Margaret asks about Friends of Environment grant.  Grant has not yet been received, expect to get it soon.  Kristina notes that it has been approved but not yet physically transferred. To summarize: we stayed afloat. Not able to pay coordinator� refer to notes.  There is no paid staff position for coordinator, affecting the ability to hold events.  Mike notes that the budget has been effectively balanced.  Discussion of overdue rent money and paying the church.  Motion to accept the treasurer�s report and budget.  Moved by Kristin, Seconded by Kristina.  Carried.

7. Committee Reports.
 * This year has been challenging, with Mike slotted as coordinator without pay as well as the significant arrears with the editor and rent. One of the big factors that has been a challenge is the nature of the volunteer base, volunteers more interested in skills development in the office and reluctant to support special events, leading to decline in events.  In November the economic downturn and bus strike both had a negative impact.  People were not volunteering, existing volunteers could not meet and thus effectively lost five months of recruitment work.   In addition to this there were several personal and work-related crises on the board, such as Mike�s mother�s passing away.  Mike spoke about stepping down from his Coordinator position.  There is a need for reinvention of PERC. Positive points include the benefit of Mike�s experience joining the board, the budget is balanced, the organization remains steady with its website and PEN.  Kristina notes that a year ago there were not enough board members to move forward, but hopefully by the end of the day this will be rectified.  She also notes the amazing year with PEN � still lots of energy and hope for this organization.  Kristina thanks Kristin and Mike for their commitment despite trying times.  Kristin notes that we still are committed to what PERC stands for. Joe notes that he public perception of PERC has not changed but has probably improved because of improvement in PEN � people take the organization for granted as being stable and effective.

8. Coordinator�s Report.
 * (Text version to be provided by Mike Kaulbars) Joe notes that there has been a very creative amalgamation of finance and membership functions over the last year, leading to a seamless flow over receipt and dispersement of funds. Also membership files are being kept up to date as income and expenditures are recorded. Margaret notes: should we publish list of records of donors?  Will be emailed it to Margaret at a particular date of her choosing.

Refreshment Break.

9. Nomination and Election of Directors
 * Kristin describes job of director for PERC � much more involved than many director�s jobs at other charities, direct involvement with community. She describes the responsibilities of different members.  Kristin then asks for nominees to present themselves. Kristina nominates Valerie to the board as Secretary. Kristin nominates Mike as Member at Large.  Valerie presents her qualifications and interests.  Mike describes his ongoing commitment to PERC, evolution of his own involvement and the skills he brings to Member at Large membership. No other nominations were recorded.  Elections by secret ballot � results are affirmative for both candidates.

10.	Other Business	
 * No other business recorded.

11.	AGM Adjournment 
 * Kristin moves to adjourn meeting at 8:10 pm. Mike seconds this. Carried.