Draft Minutes of the November 9th BoD Meeting

Draft minutes: November 9, 2006 Board Meeting
Present: Steve, Randal, Joe, Jason, Kristin, Margaret and Mike

Minutes: Jason

1. Check in: 1930 hours

2. Adoption of Agenda

The Agenda was adopted as presented

Moved by Randal, seconded by Margaret. Carried.

3. Approval of the Oct 12th minutes

The minutes of the Oct 12th meeting were approved as presented.

Moved: Joe seconded by Kristin. Carried.

4. Business arising from minutes

i. Process for review of PEN:

Joe, Mike and Steve met to discuss this issue further. It was agreed that the PEN discussion should separate appearance and content. The first priority would be to try and improve the PEN’s appearance. Steve spoke to the PEN’s printer and was told that adding 4-colour printing to one sheet (i.e. 2 pages back-to-back) would add $200 to the cost of each issue.

It was noted that some of these additional costs could be possibly recouped by charging slightly more for colour advertising, but the main objective would be to improve the visibility of the PEN. Kristin noted that “colour” won’t sell ads – what is needed is a volunteer dedicated to advertising. Unfortunately, there is no one filling this role at present.

Margaret was concerned that we did not have the extra money in our budget to pay for colour printing and especially considering that we are presently behind in payments to our printer.

Jason noted that having the increased visibility would increase readership and therefore membership and advertising revenues.

Mike suggested that we try a colour issue in January when we are historically a little stronger financially and asked Margaret to look at the technical issues required (regarding photos) and to verify costs of running the colour paper.

Steve, Joe and Mike will look at the budget and available funds. If everything works then we could try to do a colour issue in the New Year.

The Board agreed to the proposal.

ii. PERC Policy on Harassment

Jason and Kristin are to complete changes to the draft harassment policy for next meeting.

iii. Report on Members’ Meeting of October 12, 2006

Joe reported: Randal, Joe, Mike, Kristin and Margaret were present from the Board. Two PERC members attended. The meeting ratified Kristin’s appointment to the Board. There were no nominations or other business from the floor.


 * Mike said that we need to insert into the AGM agenda template the requirement that potential Board members discuss why they want to be on the Board and what they hope to accomplish (and that they should be as specific as possible).

5. Reports

i. Financial Report

- Due to the fact that we will not be applying for, or receiving, a grant from TD Friends of the Environment this year, our projected deficit by the end of March will be much higher than originally anticipated and could be a high as $5000.00.

What are our options in the face of this deficit?

Mike said that we only had 2 choices: a) Lay off the coordinator for 3 months, starting January 1st. This would balance the budget. Or

b) Come up with the money from somewhere else.

Randal moved that the Financial Report be accepted. Seconded: Steve. Carried.

ii. PEN editor:

Margaret – Nov 15th is the cut-off date for articles submitted for the next issue. This is the last issue of the current TD-FOE series


 * Peace Fund Canada has merged with Peace Brigades. Margaret has sent an application to the new organization but has not heard back.


 * We have some new members writing articles but not sure if they want to be on the PEN committee.

Joe asked whether the deadline for ads is the same as for articles?

Margaret replied that ads can arrive after the date for articles as long as we know how much space to hold. The ad itself would not be required for another week.

iii. Committees (Mike K)

Admin IT: needs to focus on tech issues and delegate some of the more simple tasks to volunteers.

Finance: Connie Hawkins has been working with finance committee on membership issues – very positive.

Communications: Business plan done, executive summary still needs to be crafted. Kristin will present this to the Board.

Fundraising/Special Events: Square dance is this Saturday. It promises to be fun but it seems that many potential attendees will be out of town due to the holiday weekend (Remembrance Day).

Hearts and Minds is the next big issue for Fundraising – has been pushed back to January or February.

Membership: “Thank You” process (for donations) has been moved to the Finance Committee. The new canvass package is not completed but should help volunteers get more involved in the membership drive.

Library: Elise is doing book reviews. Jenn Decker will be rejoining the library team.

Participation: PVN editor is becoming increasingly busy doing other things

WEB: Athena project is having some technical issues but is doing well

iv. Coordinator

The coordinator is concerned about progress of canvass. Otherwise still dealing with “normal” problems of money and volunteer turnover.

6. New Business

There was no new business.

7. Date of Next Meeting: 14 Dec 06

8. Check out: 2150 hrs