July 29, 2010 AGM Minutes

PERC Annual General Meeting

July 29, 2010

The meeting was called to order at 7:38pm. Kristin Miller chaired the meeting and Valerie Doucette took minutes.

1.	Welcome by Chair and introduction of the board Board members present include: Kristina Inrig, Kristin Miller, Valerie Doucette, Robert Smith Ex-Officio Board Members: Margaret Jensen

2.	Roll call of PERC Members. Present members include: Brenda Ball, Judi Varga-Toth, Sabrina Bowman, Lothar Stiegerwald, Diana Brushey, Brittan Florczyk, Joe Parchelo, Heather Hamilton, Keith Shackleton, Francesco Patozzi, Krishna, Gerard Daeschel, and Pamela Shreiner.

3.	Adoption of the Agenda. Motion to adopt the agenda. Moved by Kristina, seconded by Rob. Carried.

4.	Approval of Minutes of June 9, 2009 AGM Motion to approve the AGM minutes of June 9, 2009. Moved by Kristin, seconded by Valerie. Carried.

5.	PERC Board Chair�s Report It's been a stressful year for PERC for the board; we've really been changing direction but also in a way coming back to what perc originally was. Moving towards more community oriented work. Funding has changed direction - Kristina can speak to this. Extremely good volunteers that have kept things going. Not always given direction but carried on; if it wasn't for them we may not have been here. Never able to re-hire Mike as a coordinator, his involvement has been petering off.

Kristina - Vice-chair to look at partnerships and funding. At one point we had a deteriorating lack of funds and were in a deficit position. The last year has been a great year to renew: we moved out of deficit and have acquired three years of stable funding. Different partnerships with community organizations; looked at ways to spread work of the PEN. Recognize Margaret's contribution of keeping PEN running all these years; PEN a necessity in the community. Recognition of Diana as well: coming on at the end of the fiscal year to bring us into the new website. Has been a challenging but exciting year - opportunities for collaboration and funding. More to talk about that as we develop plans and ideas for the future.

6.	Treasurer�s Report. Mike was an unpaid coordinator for a long time but stepped down last fiscal period. As Kristin mentioned we've really changed directions with volunteer donations with more of a grant format. We monitored our expenses, found some improvements on that side. Last year was tough and this year has been improving and we're looking forward to a new direction.

7.  Nomination and Election of Directors

7.1 Description of a Director's Job Description Board member expected to attend a minimum of 10 meetings per year. And to serve on one of the three committees - admin and management, program and pen committees. Main function of the board is changing - moving to provide direction, a more hands-on approach. Board member must adhere to PERC rules and by-laws - one of them being must be a member in good standing. Kristina notes that we decided to switch meetings to quarterly. In our next meeting in September we will be giving notice and will be changing meetings to be a minimum of four. The intention is that the hands-on component is in committees - board meetings would occur less often.

7.2. Nominations to the Board and Nominees' presentations: Lothar Steigerwald, Sabrina Bowman, Judi Varga-Toth, Brenda Ball, Pamela Shreiner, Keith Shackleton, and Heather Hamilton all made presentations.

7.3. Election of Directors by secret ballot. Kristin declares they are all now members of the board by acclimation.

8. Other business. None proposed.

9. AGM Adjournment Kristin moves to adjourn meeting at 8:35 pm. Lothar seconds this. Carried.