Draft Minutes of February 19 Board Meeting

Draft Minutes � February 19, 2008 Board Meeting

Present: Kristin, Kristina, Randal, Steve, Mike, Margaret (Rob Smith- observer)

Note: This was a combined Members and Board Meeting. The Members� Meeting took place first. The Board meeting was held after the conclusion of the Members� Meeting.

1.	Check-in

2.	Time Keeper (Margaret volunteered to be Time Keeper)

3.	Approval of Agenda: The Agenda was approved as presented.

4.	Approval of Minutes of January 17, 2008 Board Meeting

It was noted that Kristin reported on the December Members� Meeting during the January Board Meeting. In the normal course of events, the minutes of a Members� Meeting would only be discussed /approved at the next Members� Meeting (in the same way that we approve minutes for our AGM).

Kristin replied that she her main objective (in reporting on this meeting) was to let the Board know that the minutes were on the wiki. Randal moved to approve the Minutes. Seconded: Steve. Carried.

5.	Archiving Board Meeting Minutes

Kristina noted that she would update the Board section of the wiki every three months so that Board minutes are filed in the appropriate folder. She also said that she would maintain a record of Board Meeting Agendas in a separate folder from the Minutes as she felt that this would be helpful if we wanted to go back and review discussions.

6.	Business arising from the January Minutes

a)	Update on Coordinator Harassment Issue: Randal met with Mike to discuss this issue but has not been able to view the postings in question yet.

b)	PERC Harassment Policy: Kristin has made the final corrections to the PERC Harassment Policy. Kristina moved to accept the policy as amended and make it �Official�.  Seconded: Randal.  Carried

7.	Financial Report

Steve provided the January Cash Flow sheet and went over the figures. A number of potential fundraising activities that had been included in the Budget for this fiscal year have now been removed, as they will not be taking place. These are the Hearts and Minds event and Lysistrata. He also removed the $1000 that had been included for a potential grant that had not been identified. In total, this has resulted in a reduction of income of $3000 over the fiscal year and puts PERC more deeply into the red.

The Financial Report was accepted as presented.

8.	PEN Editor�s Report

Margaret noted that Butler Printing had provided PERC with a lot of help in making the transition to a �digital PEN�.

We discussed the upcoming AGM and the need to put a notice in the March/April edition of the PEN noting the place and time of this event. The date was confirmed as Thursday, May 15 at 7:00 pm. Margaret also asked whether any Board members would be willing to submit an article for this PEN. Steve agreed to write something.

9.	Coordinator�s Report

The report was short due the lateness of the hour. The major problem remains a lack of money. On the positive side, Mike noted that the committee chairs are starting to coalesce into a Management Committee, which is a really good sign. We are still missing chairs for a couple of important committees, however (Special Events, Fundraising and Membership).

Kristina asked whether it would be possible, in the future, for Mike to provide a written summary of the Coordinator�s Report. This would make it easier for Directors to absorb all the information that was usually contained in the report. Mike said that he would try to do this.

10.	Other Business

There was no other business to report.

11.	Next Meeting: Friday, March 28 at 4:30

12.	Check Out