Draft Minutes of the October 20th, 2005 BoD Meeting

Present: Mike, Steve, Margaret, Randal. Regrets: Adrienne

Minutes by Jason

1. Check in 7:30 PM

2. Adoption of Agenda

Moved by Jason. Seconded by Margaret. Carried

3. Approval of Sept 15th and July 15th minutes Joe noted one change in Financial report in September 15th minutes Minutes approved as amended. Moved by Steve. Seconded by Jason. Carried.

4. Business arising from minutes i. Canvassing: Mike was not able to coordinate logistics between Tom Wysom (the trainer) and Calvin (video maker) as they have been very busy. He was therefore not able to schedule a time to work on the training video. Does not look like the training video can be made anytime soon. Jody was not in Ottawa as expected so could not provide her input. She should be able to answer the question in regards to the panhandling bylaw, however. ii. Board membership: The Board is now down to five members. Steve spoke to Celina Tuttle about her absence during the past 3 Board meetings. She acknowledged that she would rather move on to other activities and submitted her resignation. We now only need three members to reach quorum.

As of this meeting, Adrienne has now missed three consecutive meetings as well.

Steve will contact her to see what she would like to do - whether she has the time and desire to remain involved.

iii. Board Development - Agathe Bernard (who has been working on Board Development with Mike, Steve and Joe), would like to attend a board meeting to familiarize herself with the workings of the Board.

Joe and Steve reviewed the discussions from the most recent Board Development Meeting:

Three models of Board activity were discussed. - The Internal Model: Each Board member would be nominally responsible for one of the PERC committees. He or she would attend these meetings as a committee member and report back to the Board.

- The External Model: Board members would take part in outreach activities, connecting with different organizations.

- The Minimal Model: Board members attend Board meetings to review financial reports, etc., but don't do anything else.

- The Board should review its responsibilities and decide which model it wants to follow.

- Randal noted that he felt that the Board has more of an "oversight" role and should not be involved in volunteer committees. Joe agreed with Randal and further suggested that the Board was ready to do some reflection and self-evaluation.

- The Secretary said that he would have the current Board policy updated on the wiki and would have a copy for the next meeting so that it could be discussed.

5. Reports

i. Financial - the Treasurer said that we are on the brink of actually having a finance committee. The cash flow sheet is up to date, however the profit and loss balance sheet is not up to date. - The Treasurer will endeavour to have financial data posted on the wiki in the future. - The Cash flow report was approved by the Board

'''ii. Pen Editor''' - TD-Friends of the Environment have told Margaret that PERC can continue to submit applications for project funds, but that they don't want the PERC to become dependent on them. We need to look at other sources of funding for the PEN.

- It was noted that the printer of the PEN is giving us an excellent deal and we should thank them more. We could possibly run an ad for his business or look into giving him a receipt for a charitable donation. - The PEN editor is hoping to have a stronger committee. - Nov 20th next deadline for events, 15th for articles.

'''iii. Committees'''

- Admin Committee requires skills and leadership. Secretary should possibly be heading up this committee.

- Finance Committee - getting stronger and more organized

- IT - lots of people but requires more organization

- Video - problems with training videos, but looking at multi player game engines (Mackinima) to create animated films to do skills training

- Fundraising - moving membership records over to Finance committee

- Special Events - The recent music benefit raised $600 clear

- Library - committee is growing and becoming stronger

- Outreach - excited about the potential of the Wiki resource base.

-Participation - there was a good PercShop recently.

- PEN support committee - Jordan looking at chairing committee

- Management - Committee has revived after a long break. Has meeting this Thursday, October 24th.

'''iv. Coordinator'''

- Still waiting for response from Canada helps.org. Paypal is online but is limited.

- Theatre of the Oppressed would require a lot of commitment and we do not have anyone that could possibly do that at the moment.

6. New Business - none

7. Next meeting - November 24th (Thursday)

8 Checkout - 9:50 PM