Draft Minutes of the September 7th BoD Meeting

Draft Minutes - PERC Board Meeting, Thursday September 7, 2006
Present: Joe, Randal, Jason, Steve, Mike, Margaret Guest: Kristin Miller

Minutes by Steve

1. Check-in

2. Adoption of Agenda

The Agenda was adopted as presented.

Moved: Joe. Seconded: Steve. Carried

3. Approval of Minutes of June 15th, 2006 Board Meeting (the last one at which we had Quorum)

One correction was noted in the minutes:

Re: PEN Report, point iv:

Margaret noted that she did not say: “Given the workload involved, Margaret is firm in her desire to limit her efforts to a maximum of seven issues per year, but noted that some change of scheduling is possible, if justified on the basis of reader impact.” Rather, she said that some change in the scheduling of PEN issues could be considered, not that it is possible.

Minutes were approved as amended.

Moved: Joe. Seconded: Steve. Carried

4. Business arising from Minutes

i. Update on PERC fundraising challenge:

PERC has approximately 20 more members this year than last year (at this time) ~ 283 members. The trend of declining membership numbers (year over year) has been reversed over the past year.

Mike will be meeting Connie Berry shortly (who coordinated the special fundraising efforts) to get her final figures for funds raised.

ii. Search for new Directors:


 * Kristin Miller has expressed interest in joining the Board and is present tonight to check us out.


 * Mike reported that there is another individual (Mark...) who is also potentially interested in the Board and will be calling to arrange for a meeting with one of the Board members to have some of his questions answered.

iii. PEN Evaluation and renewal of Editor’s Contract:  The Board sub-committee dealing with this issue has not been able to meet since the last Board meeting.

Margaret suggested that we extend her current contract until January 1, 2007

Steve put forward a motion to this effect: To add an addendum to Margaret’s current contract extending its terms until January 1st.

Proposed by Steve. Seconded by Joe. Carried.

iv. PERC Anti-Harassment Policy

Jason presented the first draft of the policy that he had prepared, based on similar policies used by the Canadian federal government and others.

The draft was discussed by the Board and several suggestions were made regarding changes. In general this draft did not seem to be aimed at small, not-for-profit organizations such as the PERC.

Jason will edit the document, to incorporate the suggested changes and present it again at the next Board meeting.

5. Reports

i. Financial

Joe noted the following in his report:


 * The balance sheet is showing a negative amount for August.


 * Membership income in a typical month does not cover our expenses.


 * The “Cost of Postage” under “PEN” is larger than usual since it is not just the cost of mailing the PEN but also includes all of Margaret’s postal expenses over the past year that were reimbursed in August.


 * We are still looking at a cash flow deficit for this fiscal year.


 * The Finance Committee is doing well.

Approval of Financial Statements: Moved: Joe. Seconded: Steve. Carried.

ii. PEN Editor

Margaret noted the following:


 * She is working on the October/November issue. The deadline for articles is the end of next week.


 * Jason said that he will try and write an article for this issue as part of the “Views from the Board” series.

iii. Committees (Mike presented)


 * Admin:

- Finance: Still needs a committee chair but has great volunteers.

- IT: ditto (see above)


 * Communications: Chair has stepped down (Kristin) and may join Board


 * Fundraising: Chair had to take some time off due to family concerns.


 * Special Events:

- Music benefit (planned for September): the band cancelled out on this. May get another band for October.

- Square Dance: to be held in October.

- Hearts and Minds: to be held in November.


 * Library: Valerie has left, but committee continues.


 * Participation/PVN:

- PVN needs feedback on how it is doing and what it could do better.

- Many activities being run these days - outings, movies, etc.


 * PEN Support: Still no chair.


 * Web: Lots of new stuff to put on web site, want to improve the dot project calendar.


 * Athena Project: Just about ready to test the new site and hopes to go public soon.

iv. Coordinator

Mike said he was doing well but the huge preoccupation with financial issues obviously had an effect on his being able to do other things.

6. New Business

There was no new business.

7. Date of next Meeting

October 12th (this also the date of the Members' Meeting)

8. Check-out

The meeting ended about 9:45 p.m.