Draft Minutes of the June 9, 2005 BoD Meeting

Draft Minutes

PERC BOARD MEETING - Thursday June 9, 2005 @ 7:30 PM

Present: Joe Parchello, Randal Marlin, Jason Lawrence, Steve Gurman, Mike Kaulbars, Margaret Jensen.

Regrets: Celina and Adrienne.

Minutes by: Steve and Jason

1. Check-in

2. Adoption of Agenda

The Chair proposed that the usual order of the Agenda be changed in order to get through the Formal business first and move as quickly as possible to the items on developing a fundraising strategy and follow up on AGM concerns. Agenda adopted: Moved: Steve. Seconded: Jason. Carried 3. Approval of Minutes of May 26, 2005 Board Meeting

The Minutes were approved as presented. Moved: Steve. Seconded: Randal. Carried. 4. Selection of Board Officers: President, Vice-President, Treasurer, Secretary, Members-at-Large.

The new Board Officers were chosen as follows: Secretary, Jason Lawrence; Members-at-large: Celina Tuttle and Adrienne Armstrong. Officers continuing: President, Steve Gurman; Vice-President, Randal Marlin; Treasurer, Joe Parchello. 5. Reports

As Mike was not feeling well, he presented the Coordinator's report and then had to leave. i. Coordinator's Report

With respect to PERC beginning a fundraising canvas, Mike noted that the PERC already has a video of a canvassing training session run by Marcus Watson. This can be edited into a shorter training video. Mike will also contact Tom Wiseman (sp?), a fundraising specialist who has worked with Earthroots and will ask him to do a canvassing training session, which we can also videotape. Mike suggested starting with a street corner canvas rather than house-to-house to provide canvassers with experience. The Coordinator has also been reading "10 Steps to Fundraising Success". He feels that it has affirmed the direction that we have been taking in order to get out of our financial crisis. ii. Financial Report

Joe reported on the Bread and Puppet event. PERC made about $960 profit, which is not a lot, but works out to a 47% return on our original investment. Joe also noted that some of the other investors might not want all their money back and would donate their share of the profits to the PERC. If this happens our income from the concert will obviously rise. We will wait and see what happens. Joe observed that there is a discrepancy between the amount of money PERC has, according to the cash flow account, and what is actually in the bank. The PERC bank account shows a balance of approximately $3500 more than is shown by the cash flow statement. Joe felt that the problem might be in the way the cash flow software works. If this is the case, and the Bank statement is correct, PERC's financial position is pretty good instead of dire. Joe will check this out with the PERC financial committee and report back. Joe also noted that the cash flow projections for June, July and August show income from our planned canvassing campaign. Since there will be no canvas in June, Joe will remove the projected $600 income from this month's cash flow statement. Joe moved to accept the Treasurer's Report as amended. Seconded, Steve. Carried. iii. PEN Editor

There was a short discussion about whether to have 2 or 3 PEN issues this fall. Joe recommended 3 and this was accepted by the Board. Margaret is still prepared to defer her PEN salary if needed to pay the Coordinator's salary since the PEN could not be produced without PERC office support. With respect to the renewal of the PEN Editor's contract, Margaret noted that she would like to see a clause added stating that the Editor can get out of the contract if the PERC does not provide adequate support for printing and distribution. It was agreed that Steve and Margaret would meet to modify the contract and present it for approval at the next Board meeting. iv. Committee reports were deferred due to the Coordinator's departure. 6. Business arising from Minutes i. AGM follow-up: Fundraising strategy and survey of PERC Volunteers Randal has taken the initiative and spoken to Ottawa folk/blues legend Sneezy Waters about giving a benefit concert for the PERC. Sneezy would do this for $1000 and could do a show in September or October. The Board discussed what the best venue for such a show might be. Since this show would appeal more to older folks than youth, Randal felt that the Glebe Community Centre (GCC) might be a more suitable location than a club on Bank Street. The size of GCC was appropriate and seating could be arranged like a club, with tables and chairs around a dance area. It would be a good idea to book the venue as soon as possible, once we decide whether to go ahead with it. Steve undertook to discuss this idea and the canvassing proposal with the Fundraising/Special Events and Communications Committees as soon as possible and get back to the Board. Jason mentioned that he was trying to organize a fundraising dinner and nature walk at Shirley's Bay Conservation area in October. Jason has already contacted the Ottawa Field Naturalists, The Ottawa Duck Club, Riverglen Biodynamic farm and CRPTC kitchen to hold the event. Costs would be $20 a person with a $10 per person profit. 7. New Business

There was no new Business. 8. Next Meeting

The next Board Meeting is scheduled for Thursday, July 7th at 7:30 p.m. 9. Check-out