Draft Minutes of the September 17th Board Retreat

Peace and Environment Resource Centre Board of Directors Retreat September 17th, 2007

Minutes

The meeting was called to order at 9:30am. 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: Mike

3. Business Plan Discussion

i) Challenges: The board agreed with the 6 challenges presented in the Business Plan. Also added the following: -Difficulty finding qualified, willing, and capable leadership candidates -Many volunteers lack in understanding within PERC about PERC�s mandate MOTION to accept the Business Plan challenges as amended moved by Mike, seconded by Randal.  Carried.

ii) Recommendations: The board discussed the recommendations. The revised recommendations are: 1. Increase the membership to further the goals of the organization and raise the funding. 2. Make more effective use of electronic media 3. Improve organizational memory by addressing documentation and record-keeping. 4. Enhance the organizational leadership 5. Develop PERC�s virtual volunteer program 6. Organizational leadership should review and address the fundraising strategy. 7. Develop and implement a communications plan

MOTION to accept the recommendations as amended moved by Kristina, seconded by Kristin. Carried.

iii) Next Steps: It was agreed that an organizational leadership meeting should be arranged with board and committee chairs to discuss revised Business Plan and possibly to narrow down priorities.

ACTION: Kristin to clean up Business Plan document for October meeting and post on Wiki. Board will be advised when initial clean-up is complete so all can post comments/suggestions (for minor changes) on Wiki. Revised version to be brought to next meeting and organizational leadership meeting could occur 2-3 weeks after document is shared.

4. Harassment Policy Changes from past meeting need to be included in revised draft. ACTION: Kristina to post minutes ASAP and Kristin to bring revised Policy to next meeting.

5. TD FEF Options Postpone discussion until Thursday since we may know result by then. Everyone was in agreement.

6. Board Recruitment i) Update: Article was in PEN, but there are no responses yet. One person inquired as a result of the old Volunteer Ottawa posting, but nothing has come out of this yet.  Randal mentioned a friend who may be interested and Kristina wanted to review the membership list to find possible contacts that she knows.  Board Orientation is another area that needs consideration.

ii) Next Steps: We need to explore ways to reach out to people we may know of and new people to Ottawa. ACTION: Kristin to send poster and Steve and Kristina will post around town. Kristin to send ad to James for Charity Village, Volunteer Ottawa, and other websites. Randal to follow-up with friend and forward to Kristin if they express interest.  Mike to send membership database to Executive.  Mike to contact Lynn about a Facebook notice and speak to James about researching Welcome Wagon, newcomer websites, and welcome to new home packages. Mike to send document on what board members need to know to be acceptable.  Board Development Committee will then meet to discuss succession plan/life-cycle and orientation.

Date of Next Board Meeting: Thursday, September 20, 2007 at 7:30pm.

Check-out.

Meeting adjourned at 3:24pm.