July 20, 2006 Minutes

Minutes - PERC BoD Working Meeting - July 20th, 2006
Present: Joe, Steve, Mike, Margaret

Minutes: Joe and Steve

'''Note: Since the Board did not have quorum at this meeting, no official business was conducted. The meeting was thus considered a "Working Meeting" not a Board Meeting'''

1. Check in

2. Adoption of Agenda

The Agenda was reviewed and accepted as presented.

3. Approval of Minutes of June 15th Board Meeting

The Minutes were reviewed and accepted as presented.

4.Business Arising From Minutes

i. Arrangements for Members' Meeting on July 27th. There will not be quorum at this meeting and we have not been able to officially cancel it as it was not possible to inform all PERC Members via the PEN. Therefore, the following action will be taken: Joe and Randal will be present at the appointed time (7:30 pm), to greet any Members who may turn up and inform them that the meeting has had to be cancelled. Joe and Randal will record any interest from attending Members, to be on the Board.

ii. Progress of PERC Fundraising/membership challenge

Mike reported that a pot-luck dinner was held on June 29. Volunteers wrote 35 letters to canvas new members.

iii. PERC anti-harassment policy

Jason is proceeding with research on this matter. He is currently in Nova Scotia on a course and has not been able to submit a draft policy yet.

iv. Search for New Directors

Ongoing.

v. PEN process

Mike and Steve met earlier to discuss the PEN process. Mike presented a diagram outlining some of the variables that will need to be studied and others which can be assumed. Mike will post the diagram on the wiki and inform the Board when this has been done so that all can add their comments.

The results of this first iteration of PEN review will be discussed at the next Board meeting.

Margaret provided a bit more background on the PEN. She noted that the PEN was not started with the intention of being the face of the PERC. This situation developed over time. She therefore questioned whether we should be putting so much emphasis on using the PEN to attract/hold Members. She thought that it might be helpful to ask Members why they joined the PERC and why they remain Members. Margaret wondered whether there were other PERC programs that could be used to meet PERC's mandate and attract new Members (and take some of the pressure off the PEN).

5. Discussion with St Gile's Secretary concerning the Covenant of Care

It is the policy of all branches of the Presbyterian Church in Canada to require all staff, volunteers and those who use its facilities to adhere to its "Covenant of Care", which lays out policies for appropriate behaviour.

Joe and Mike met with the Church Secretary to discuss this policy and were given copies to have signed by Mike and the Board.

Mike noted that it would not be feasible to follow all aspects of the policy exactly as this would result in serious constraints on the PERC's ability to function.

He did note, however, that it would be a good idea to use these guidelines as part of the PERC volunteer orientation as well as writing a PVN article describing them, etc.

Mike will fill out the appropriate forms that comprise part of the document and will sign off on the policy.

6. Reports

i. Financial

Joe presented a cash-flow updated to June 30, and the Balance Sheet and Profit and Loss Statements for June. He noted that the rate of canvas income for June was lower than expected.

He also noted that PERC's anonymous donor has come through again with a $5000 donation that was received in July.

The Finance Committee continues to improve.

ii. PEN

Margaret had to leave before the end of the meeting. The deadline for submission of articles for next PEN issue is August 15th.

iii Committees

There were no detailed Committee reports due to lack of time.

iv) Coordinator:


 * Mike reported that Liz has stepped down as Special Events Co-Chair.


 * Tammy is currently unavailable due to family concerns.


 * Mike is trying to ensure that the Music Benefit takes place (on September 23rd) and is also working on the Hearts and Minds event.


 * Calvin Climie has formalized his leave of absence, which negatively affects the Video committee.

7. New Business

No new business to report

8. Next Meeting: August 1, 2006 at 10:00 am in the PERC office. If there is no quorum, this meeting will be run as a Board working group session.

9. Checkout

The meeting adjourned at 10:30 p.m.

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