January 14, 2010 Board Meeting

Peace and Environment Resource Centre

Thursday, January 14, 2010

Agenda

1. Check-in (5 mins)

2. Select Time Keeper (1 mins)

3. Approval of Agenda (2 mins)

4. Approval of minutes from last meeting (2 mins)

5. Update of Tasks (20 mins) *minutes (new and revised) and updating policies on wiki *Complete draft version of business plan for next meeting *Board Orientation **screening *send Joe the PERC Operating documents

6. Financial Report (15 mins) * Include funding proposal updates * Donate-A-Day

Break (10 mins)

7. PEN (15 mins) * Report * Editor's Contract

8. Partnership Requests (10 mins)

9. Update of volunteers (5 mins) *Are there new volunteers *state of existing volunteers

10. Discussion on PERC Policy (15 mins) *PEN Advertising Policy 11. Other Business (5 mins) *PERC archives

12. Check-out (5 min)

Board of Directors Meeting Minutes

The meeting was called to order at 5:17pm. Kristin Miller chaired the meeting and Valerie Doucette took minutes.

Present: Valerie Doucette, Mike Kaulbars, Kristin Miller, Robert Smith and Margaret Jensen.

1. Check-in:  Everyone checked in.

2.  Select Time-Keeper:  Kristin.

3. Approval of Agenda:   Val moved to approve agenda. Mike seconded. Carried.

4. Approval of minutes from last meeting (November 23, 2009). Kristin did not remember agreeing to meet to make the mailing more efficient. Mike explains that the mailing involves multiple difficult trips for himself. Mike also clarified that he and Kristin did not agree to write a draft of the business plan - were to salvage some elements from the old plan but not complete a draft by this meeting. Mike notes that was only agreeing to work on board orientation, rather than an operationalized policy as it stated in the minutes. ACTION: Valerie to amend older minutes to remove these supposed commitments. Mike motions to approve the minutes with these changes. Rob seconded. Motion Carried.

5. Update of Tasks

Minutes and Updating Policies on the wiki: Main page is cluttered with too many links. Current agenda page to be updated all of the time and agenda to be put at top of each minutes page.

Business plan: Currently the best thing to salvage is the foundational background writing. SWAT has to be converted into prose, also we can incorporate Kristina's internet funding proposal content.

Board orientation: Not meeting for several weeks but did block out a number of sessions and what info needs to go into them. Would like to create something that could be burned to a disk and handed to someone which could include the PERC video and powerpoint slide shows with basic introduction and background. At this point if they are still interested, session two would be a face to face meeting. Mike notes that he is currently meeting with Sam on Saturday who might be interested in the PERC board.

At this point the 12 minute PERC video is shown.

Send Joe the PERC Operating documents: ACTION: Mike to show him that before the next meeting.

6. Financial Report (see notes from Rob)

Kristina not present for funding proposal updates and Rob not aware of progress in this area.

Donate-a-day:  Went out in late 2009. Financially what we got out of it was $2200 in December, last year $6200. Joe has added up January's as well so about $1500, a $2500 decrease from last year. This is unfortunate but still in the positive in terms of cash flow.

Printing is paid up to date, November editor fees are paid. The $4800 editor fee was waived. Joe will pay Margaret $5500 and she will pay it back and could get donation receipt. She can carry it forward five years and spread it out. ACTION: Margaret to think about it some mor and decide by next meeting.

Expecting solo sponsorship of $1000 - not received yet. ACTION: Rob to follow up with Kristina on this.

BREAK

7. PEN

Margaret read a note she received from the author of the front page story concerning the Waldorf school. Positive letter of thanks regarding recognition of the school.

The National Capital Environmental Network (NCEN) is discussed as a possible subject for a PEN issue. What issues are people working on and how can people get involved? Kristina has funding for this. Could be getting articles from this network and a list of local groups. This issue could be boring, but it's possible it could be done well. Deadline of February 15th.

Editors contract: Can be changing this via email. ACTION: Rob will look and update the contract for Margaret to take a look at.

8. Partnership Requests

We're not sure what's happening in this area, Kristina not present at the meeting.

9. Update of Volunteers

Mike notes that we are still talking to some people, but not really recruiting. We have Krishna, Robert and Sam. Who returns phone calls and email - is this happening? ACTION: Mike to provide a list of volunteers for next meeting and all things that are not being done. Julie and Kim are still coming in

10. Discussion on PERC Policy - Pen Advertising Policy.

Addendum about the income tax act - Rob will look into this (ACTION). Since it is from 1993, it should be double checked in case it has changed. Move to accept policy provided there is no change, moved by Kristin, seconded by Mike. Motion carried.

11. Other business

PERC archives: there is a box of material from PERC with older materials - should this be brought in? What would the board want to do with this? It is suggested that it should not be brought in. Mike has been going through files and boxes in the other room and throwing things out that are no longer needed. Important questions involve age - hold old is it? Also not touching financial files for C.R.A. purposes. Things are only useful if they can be found.

About NCEN, Kristin proposes that we need more information. ACTION: Valerie to consult with Kristina about NCEN - more details, information on meetings, etc. ACTION: Margaret will ask for a list of member groups. Do they have a mailing list to join?

Next meeting: Thursday, February 18th at 5pm.

12. Check-out. Everyone checks out.

Meeting adjourned at 7:17 pm.