Draft Minutes of the October 12th BoD Meeting

Draft Minutes: October 12, 2006 Board Meeting
Present: Steve, Joe, Randal, Kristin, Mike, Margaret

Regrets: Jason

Minutes: Steve, Joe

The meeting started at 6:00 p.m. in order to allow the Members' Meeting to be held at 7:30 p.m.

1. Check-in

2. Adoption of Agenda

The Agenda was adopted as presented.

Moved: Joe. Seconded: Randal. Motion carried.

3. Approval of Minutes of the September 7, 2006 Board Meeting

The Minutes of the September Board Meeting were approved as presented.

Moved: Joe. Seconded: Steve. Motion carried.

4. Business arising from the Minutes

i. Search for New Directors: Steve reported that Kristin  was interested in joining the PERC Board after having attended the last meeting and met with  Steve to have her questions answered.

Steve moved that Kristin be appointed as an interim member of the PERC Board (with ratification to take place at the Members' Meeting following).

Seconded: Randal. The motion was carried.

Steve welcomed Kristin to the Board and applauded her commitment to the organization.

Selection of PERC Officers

There was a brief discussion among the Directors as to positions that they wished to hold going into the new year.

Randal noted that he wished to tender his resignation as Vice-President.


 * Steve moved a motion that Randal's resignation as Vice-President be accepted.

Seconded: Joe. The motion was carried.


 * Steve moved a motion to appoint Kristin Miller as the new PERC Board Vice-President.

Seconded: Randal. The motion was carried.

Steve asked Mike whether any other people were interested in being on the Board. Mike replied that Mark (Natasha's husband) had expressed an interest in the Board and was waiting for us to contact him. Steve asked Mike to forward Mark's contact information so that he could follow up.

'''ii. PEN Editor's Contract:''' Steve had prepared an amendement to Margaret's current contract, extending its Terms and Conditions to January 1, 2007. Margaret was in agreement with this measure, insofar as the Board was still reviewing the PEN's operations.


 * Steve moved that the Board approve the amended PEN Editor's Contract.

Seconded: Joe. The motion was carried. Margaret signed her contract amendment and Steve signed on behalf of the Board.

'''iii. Process for review of the PEN:'''

Steve reported that there had been no progress on this issue since the last Board meeting.

'''iv. PERC Appropriate Behaviour and Anti-harassment Policy:'''

Steve reported that Jason had not been able to work on the policy since the last meeting - he had been away from Ottawa attending courses.

5. Reports
Finance:

Joe noted that figures for PEN advertising on the September Balance Sheet may be overstated due to a data entry error and that the actual revenue was probably about one-half of that shown. The $500 shown under "Accounts Payable" was due to a loan that he had advanced to the PERC.

Our cash flow was showing a $2000 deficit for October and we owe money to a number of people (e.g. our rent to St Giles, Margaret's PEN salary and Joe's loan). The projections indicate a deficit of about $1000 for this fiscal year (ending March 31st).

PEN Editor:

The deadline for articles for the next issue of the PEN is November 15. Margaret asked Joe whether he would do an article for the Board Corner - he agreed.

Margaret informed us that Peace Fund Canada (who used to give the PEN $500 per year), no longer exists. She also told us that she may not be submitting an application for funding to the TD Friends of the Environment this fall. She noted 2 reasons for her reluctance to work on a funding application: she feels that the PEN Committee is not up to putting together a good enough project and the PEN's future is uncertain since the Board is in the midst of a review of the paper.

(At this point in the meeting, Steve had to leave. The meeting adjourned for a break and then continued. The rest of the meeting was chaired by Kristin and minutes were taken by Joe. )

Committee Reports:

Special Events has been less robust and has needed more of Mike's time, in order to facilitate leadership. Fund-raising events planned at this point are: Square Dance, Nov.11;Carolling, Dec. 9 and 16; and a movie some time in December.

PEN Editorial: Four new volunteers have been identified, to do writing or editorial work.

The Learning Project: Connie Hawkins has been working on this project, which has the potential to become an on-line fundraising course, giving the basics of grassroots fundraising.

The date of the next meeting was identified as Nov. 9, 2006.

The meeting was adjourned at about 7:15.