June 15, 2006 Minutes

Minutes - PERC BoD Meeting - June 15, 2006
Present: Randal, Joe, Jason, Steve, Mike, Margaret

Minutes: Joe and Steve

1. Check in

2. Adoption of Agenda

The Agenda was adopted as presented: Moved - Randal. Seconded - Joe. Carried.

3. Approval of Minutes of May 18 Board Meeting

Clarifications to Minutes:


 * Joe asked for the first sentence under 6.Reports - i. Financial to be amended to read - "Joe will ask the Finance Committee to redo the Balance Sheet to make it easier to read". Joe explained that he does not have the expertise to redo the balance sheet, and must wait upon the priorities of the Finance Committee. Mike also explained that it is most appropriate to revise reporting parameters on the turn of the fiscal year.


 * Margaret requested a clarification under the PEN Editor Report: Remove the phrase " ... and Margaret was asked whether she would be prepared to edit more issues, given that.."

The Minutes were approved as amended. Moved - Steve. Seconded - Joe. Carried.

4.Business Arising From Minutes

i. Progress of PERC Fundraising Efforts

Mike reported that there was a pot-luck dinner being planned for June 29. Volunteers would be encouraged to attend and lend support to each other in writing letters to canvass new members. A specific invitation would be sent to those who have not met their quota. The plan is to do something new every two weeks to keep up the momentum of this activity.

ii. Review of NGO and Federal anti-harassment policies

Jason is proceeding with research on this matter. However, he noted that his efforts have been delayed due to his posting to Petawawa and that he will also be away in July and August on a posting in Eastern Canada.

iii. Search for New Directors

Prospects have been identified. Mike and Steve have not been able to follow up on them because they have been overloaded with other responsibilities. Joe is not available. Mike and Steve will meet in mid-July to plan follow-up.

5. PEN/PEN Editor's Contract

Mike and Steve undertook to meet to prepare a proposal for a process to study the PEN. This has not been done.

Some background information was provided on production of the PEN:

i. It takes about 14 days of work to put out one issue of the PEN, including administration, layout and editing.

ii. There is an Editorial Committee which writes content and helps with the editing.

iii. The submission of unsolicited articles by good writers shows that the editorial quality is well-regarded.

iv. Given the workload involved, Margaret is firm on 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.

Randal asked about the timing of issues and whether some issues might be more productive than others in terms of getting increased readership (e.g. perhaps it would be better to replace summer issues with fall/winter issues)?

Joe moved to authorize Mike and Steve to propose a process at the July Board meeting to expedite the discussion about the PEN based on the following questions: What is the function of the PEN within the PERC? How can this function best be fulfilled?. Motion Carried.

6. Reports

i. Financial

Joe presented a cash-flow updated to May 31, and the Balance Sheet and Profit and Loss Statements for May. He reported that significant progress is being made on building a Finance Committee. The Committee is now in the process of clarifying and documenting its tasks.

The cash-flow shows that the goal for the Membership Canvass/Matching Funds program has been met for May. Thus, the plan for a balanced budget is on course as of May 31. Continued progress will depend on goals for this program being met in the months of June, July, and August.

ii. PEN

The deadline for submission of articles for next issue is tomorrow.

Joe had agreed to write a "vision" article on for the Board Corner section of the PEN. He has not done it yet, but will try to get it done tonight.

iii Committees

- General: Not functional
 * Admin:

- Finance: not functioning as a proper committee - but it's chugging along


 * IT Admin:

Objectives are to produce lively web content regularly in order to keep up a constant and regular visitorship.


 * Fundraising:

The Garage Sale took in about $2,500. A number of the more costly items were not put on sale as Mike felt that PERC could get more for them by going directly to an antiques dealer.

The Fundraising Committee was not burned out by all this activity. They have an idea for next year's Garage Sale - approaching St Gile's Church to see whether PERC and the church could team up on food sales at the church booth cross the street: the church would stick to hot dogs, etc., while PERC vols would prepare vegetarian dishes for sale.


 * Special Events:

Liz is stepping down as chair of Special Events, but will continue to work on the committee.

The "Give a Gnome a Home" project has suffered a setback in that the gnomes that we had hoped to use have been given away. We are now looking for alternatives to the gnomes.

The music benefit has been pushed back again.


 * Library Committee: Committee is moving along very well. Book reviews will be submitted to the PEN again.

Mike reported the availability of a program called Ironweed, which allows subscribers to purchase progressive movies at $50 a month. PERC members and volunteers would be the potential core of viewers at film nights.


 * Participation Committee: No change in status.


 * PEN Support: Still looking for a distribution coordinator.


 * Web/Athena: This project is nearly ready for its public debut.

iv) Coordinator: Biggest problem is the lack of Chairs for a number of committees.

7. New Business

No new business to report

8. Next Meeting: July 27, 2006

9. Checkout

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