GLOUCESTER EMERGENCY FOOD CUPBOARD: Minutes of Board Meeting, February 18, 2004

In Attendance: Don Collar (Chair), Jim Bogues, Glenda Dare, Marjorie Gardner, Pauline McNally, Vivien Runnels, Marion Washington, Brian Wright, Liz Hong-Farrell

Regrets: William Bentley, Nadia Delbani, Cynthia Steers, Nadim Barsoum, Lesa Brown, Monica Dubé, Ann Frederking, Dave Prebble, David Townson

Motion: To accept minutes of January 21, 2004
Moved: Jim Bogues, Seconded: Marjorie Gardner
Discussion/Errors/Omissions:
The final donations amount from the Orleans Choir Fest is $1,900, not $1,000.

• Penalty Fee for Late T4 Filing:
  No response to the appeal has been received. A response is not expected for some time.
• Web site:
  The site will be updated as soon as possible.
• A business receipt has been sent to the Foundation.
• Wording for the inserts should be finalized this week and formatting should be completed next week. It was raised that ideal timing for receiving the inserts would be during the Lent season.
• Loblaw's store opening:
  Brian has made contact with the storeowner, who has expressed interest in doing something in late March. Having an event during the store opening would be too busy a time for the store. Brian will follow up at a later date.
• A dishwasher has been purchased. Staff is still evaluating options for new computers.
• Members have confirmed their involvement in the committee but the committee has not had time to meet yet.
• Alternative insurance program was explored. It was not any cheaper than existing program. Ann has renewed with the current insurance company.

• Treasurer's Report:
  Jim provided a financial report. Highlights include:
  • Preparations are beginning for the annual audit.
  • Last year at this time, the city's grant of $30,000 was provided in two installments: $15,000 in January and another $15,000 later in the year. This year, the first installment of the grant was $6,000 of the 30,000.
  • The operating account is in good shape and the contingency fund is still in place.
  
  
• Executive Director's Report:
  Ann provided an Operations Report. Highlights include:
  • Vivien provided a report on the Ottawa Food Bank (OFB) meeting. There were no actions or outcomes of this meeting that would impact GEFC. OFB did indicate that they felt the need to clearly separate the Good Food Box program from the OFB services.
  • Ann is exploring computer courses. Options to review the MS Access program before purchasing will be explored. Some members of the Board volunteered their copies of the program for testing.
  • A question was raised about the potential "double dipping' for clients of the Christmas Exchange and the GEFC. Marjorie indicated that this was not a significant problem.
  
  
• Community Outreach Report:
  Brian provided a report on current community outreach/fund raising activities. Highlights include:
  • Brian has contacted RONA for the Magical Village for sponsorship support. Brian will contact the Lion's Club to begin planning early on. A more proactive approach and more media coverage is expected.
  • Roy Hobb's Seniors Centre has raised funds for GEFC. It was suggested that a picture of Brian receiving the cheque could be sent to the Star for media coverage.
  • There is a plan to have 4 to 4.5 (in partnership with Cumber land Resource center) food drives this coming year. Store managers are supportive and are aware that it is a win-win situation for GEFC and the grocery store – the more food is donated, the more food is sold by the store.
  • A draft plan for fundraising will be presented to the Board in March. A month-to-month work plan will be included in this plan.
  • Bill indicated that he has received approval from M and M head office to hold a food drive for the GEFC at the end of April.
  • Schools are very willing to give and support food donation. Different kinds of school events and rallies during the year can be tapped. Regular contact with schools during the year will be in next year's plan.
  • A suggestion was made to include an option for shoppers to donate to the GEFC directly onto their grocery bill at the cash register instead of having them shop for food or donate money in a "box". Brian will explore this option.

• Some Board members indicated that two different people they knew were approached via door-to-door solicitation for the Ottawa Food Bank. Don clarified that this was not an OFB strategy, and that it was more likely that it was a local initiative where the OFB was identified as the recipient of donations.
• It was suggested that if schools were approached to conduct food drives, any students wishing to solicit donations would have some sort of identification on them to indicate that the GEFC endorses the collection activity.