August 9, 2007 BoD Minutes

'''Peace and Environment Resource Centre Board of Directors Meeting August 9th, 2007'''

Minutes

The meeting was called to order at 7:44pm. Kristin Miller chaired the meeting and Kristina Inrig took minutes.

Present: Steve Gurman, Kristina Inrig, Mike Kaulbars, Randal Marlin, Kristin Miller, and Margaret Jensen

1. Check-in

2. Assign Time-Keeper: Margaret

3. Adoption of Agenda -Added �Members Meeting� after Board Development. -Motion to adopt agenda as amended moved by Kristina, seconded by Randal. Carried.

4. Approval of July 5th Minutes -Changed Kristina to Kristin under Action item 5i and revised spelling of McInnes under 6i. -Motion to approve July 5th minutes as amended moved by Kristina, seconded by Steve. Carried.

5. Board Development

i) Search for New Board Members: There have been no recent inquiries about the Board of Directors position. Mike has not heard from Rob Campbell. The Board Development Committee needs to continue its work on posting the ad and distributing the poster. ACTION: Kristina to contact Isobel to make sure Rob Campbell is okay.  Kristin to e-mail poster to Steve and Kristina who will distribute around town.  Kristin to send ad to James for websites.

ii) Retreat: The Retreat will be held on Monday, September 17th from 9:30 to 4:00 at Randal�s house. Lunch will be potluck.  Mike proposed 5 minute time extension to continue discussion.  All agreed. ACTION: Kristin and Steve to create agenda and post by September 4th.  Kristina to bring afternoon snack.

6. Members Meeting:

i) Mailing: This will be sent on August 16th. ACTION: Kristin and Mike to draft letter and Kristin to provide poster.

ii) Agenda: Some items should come out of retreat.  Members portion of meeting to be short. ACTION: Kristin to post agenda on Wiki.

7. PERC�s Policies and By-Laws updated to Wiki

i) It was noted that this task keeps getting post-poned. The files are electronic and need to be cut + pasted to Wiki. ACTION: Kristin to send electronic polices to Kristina. Kristina to review to determine if she can do it. Format of Harassment Policy could be the possible format for all documents.  Use automatic headers with Wiki from Table of Contents.  Kristina to contact Mike if confused.

8. Harassment Policy

i) The harassment policy draft was reviewed. Suggested changes include: -under Definition of Harassment, change �f� to �of� -under informal procedure, change �if necessary� to �if it would be helpful� -under Formal Procedure 1, change �report� to �record� -Need to clarify in policy that a record does need to be recorded by someone if not the person making the report -under Formal Procedure 2, change �will be applied� in the second-last paragraph to �would be considered� -Details on what appropriate measures need to be in policy. ACTION: Kristin to revise policy.

ii) Motion to approve the direction of the harassment policy as it is developing moved by Mike, seconded by Steve. Carried.

9. Financial Report i) Steve presented the Profit + Loss and Balance Sheet for June and July as well as the Cash Flow. Kristina wondered if we need all these reports and Mike suggested alternatives that could be presented.

ii) Motion to consider alternatives for financial reporting moved by Kristina, seconded by Margaret. Carried. ACTION: Mike and Steve to meet to discuss reports and develop plan for board.

iii) Steve noted some concerns in cash flow. ACTION: Steve to investigate why editor�s fee is $2100.00 on report. Mike will try to move up �donate a day� when letter is sent out so we don�t run a deficit in September. iv) Motion to accept the financial report moved by Kristina, seconded by Kristin. Carried.

10. PEN Report

i) Next issue: Margaret provided details on the next issue of PEN for September/October. Articles are due on August 15th and events must be submitted by August 20th.  She will include the member�s meeting and donate-a-day. ACTION: Kristin to submit article for board.

ii) TD FEF request: Margaret left a message about application. Mike has also left a message requesting a call-back. ACTION: Mike to continue to follow-up.  Kristina to investigate if meeting is still scheduled for September 19th and if PERC is on agenda or not.

11. Committee/Coordinator Report

i) Overview: Summer has been difficult for Creatives & IT. Leadership is still a major priority. Some volunteers have committed to helping with book reviews and adopt-a-magazine program.

ii) Educational Evening and Dinner: Current plan is for 90% 100-mile meal and theme is global impacts of Climate Change. Idea is to ask for recipes from embassies and create on-line 100-mile cookbook.  This is a climate change version of development dinners.

iii) Climate Change calculator: logistics are being considered. This could link to grant for Community Foundation of Ottawa (due mid-September). Some % of grant for admin.

iv) Other projects: Photo expedition and PVN are being revived. Special Events include square dance, but Hearts and Minds may not occur this year.

v) Other notes: Mike will be away August 20th-26th. Office will be closed unless people have own access. Question about key-holders and it was noted that all of executive should have keys and security codes.

12. Other Business

i) Bank Documents: need to be signed. ACTION: Steve to bring bank documents to retreat. People should arrive between 9:00-9:30 in order to sign and help set-up.

ii) Next Meeting: retreat and member�s meeting.

13. Check-out. Adjourned at 9:43pm.