Draft Minutes of the November 24th, 2005 BoD Meeting

'''Draft Minutes

PERC Board Meeting, Thursday November 24th, 2005 @ 7:30 PM'''

Present: Randal, Joe, Steve, Mike Margaret Regrets: Jason

Note: The Board did not achieve quorum at this meeting, hence we were not able to put or approve motions.

Minutes: by Steve

1. Check-in

2. Adoption of Agenda The Agenda was (informally) adopted as presented

3. Approval of Minutes of October 20, 2005 Board Meeting Joe noted a small clarification in the minutes under the Board Development heading.

4. Business arising from Minutes

i. Follow-up: Canvassing - news since last meeting: No change since last meeting. The Video committee has not been available to work on the training video. There is some rough footage of canvassing available that will be combined with new footage when the committee can work on it. Mike will follow-up with Calvin Climie next week to see whether any progress can be made.

ii. Board numbers - Update on discussions with Adrienne: Board is now down to 4 Directors Steve discussed Adrienne’s participation on the Board with her. She does not have the time to attend more than 4 meetings a year. It was agreed that this kind of participation would not be helpful either to the PERC or to Adrienne. Consequently Adrienne submitted her resignation to Steve. She did note that the Arbour Environmental Shoppe would continue its close relationship with the PERC.

Steve thanked Adrienne, on behalf of the Board for her efforts over the past 1-1/2 years.

Now that the Board is down to 4 members, PERC’s Bylaws state that we need to hold a Members' Meeting within 60 days to elect additional Directors.

The date chosen was January 19th, 2006 at 7:30. A notice (and article by Steve) will be put in the December PEN and Steve will also write an article about the upcoming meeting for the PVN.

iii. Board Development update (results from November 2 meeting)

Mike, Steve and Joe met again with Agathe Bernard in November:

We discussed 2 models of Board activity: One is an External model in which Directors put most of their efforts into outreach, while the second is Internal in which Directors concentrate on improving the functioning of the PERC and its various committees. Both are valid models - it is up to the board to decide which to choose.

We also discussed the possibility of recruiting 2 types of Board members - one who will commit only to attending meetings while the other would have the time and energy to really contribute to the Board. In the end, it was decided that we would not define the role of Board members in this way, but, if someone was interested in joining the Board and all they promise was to attend 1 meeting a month, then this would be acceptable.

At the next meeting we hope to develop a profile of the “ideal” Board member.

5. Reports

i. PEN (Margaret had to leave early to work on the December PEN issue, so she presented and then left the meeting.)

Margaret and Joe made a presentation asking for additional funding to TD Friends of the Environment on November 23rd. PERC received a positive response by the next day - we will receive a total of $3264 for 3 issues of the PEN Insider. TD-FOE did not bring up the issue of PERC’s over-dependence on funding (from TD-FOE) that they had mentioned in a meeting earlier this year.

Margaret noted that radio station CKCU was still featuring information about PEN content on its Saturday show.

'''ii. Financial''' Joe noted that a couple of figures on the October 31 Balance Sheet are uncertain (e.g. the amount of the Arbour Youth Awards and Accounts Payable). This is due to a change in Finance Committee staff and the new people not knowing how the old people arrived at their figures.

- Randal noted that the Balance Sheet does not show outstanding cheques (amounts and payees).

- It was agreed that more effort has to be put into the description of what has been entered in the assets and liabilities columns.

- On the Profit and Loss statement, Joe noted that recent membership payments have not been processed due to lack of time so the membership amount shown for October ($260.00) is less than actual. Joe also noted that the most recent payment to the PEN Editor had not been cashed yet.

There were a number of cash flow issues raised: e.g., Peace Fund and Inter Pares income should be taken out of cash flow.

It was agreed that the Financial Report would be accepted as amended.

'''iii. Committees''' (Mike presented a brief overview of committee highlights)


 * Membership: Committee still not functioning due to lack of a committee chair


 * Special Events: Doing better - has a new volunteer


 * PVN: May have a new volunteer to take over from James and Mike


 * Management Committee: Underway again - has held 2 meetings


 * PEN Support: New chair for this committee.

No significant changes in other committees.

IT is going well from a hardware point of view - rebuilding server, etc.

'''iv. Coordinator''' Mike had nothing else to add.

6. New Business  No New Business

7. Date of next Meeting January 12th, 2006. This meeting will focus on preparations for the Members’ Meeting scheduled for January 19th.

8. Check-out The meeting ended at 9:40 p.m.

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