GLOUCESTER EMERGENCY FOOD CUPBOARD: Minutes of Board Meeting, January 21, 2004

In Attendance: Don Collar (Chair), Ann Frederking, Nadim Barsoum, Marjorie Gardner, Jim Bogues, Dave Prebble, Glenda Dare, David Townson, Monica Dubé, Marion Washington, Liz Hong-Farrell

Regrets: William Bentley, Nadia Delbani, Pauline McNally, Vivien Runnels, Cynthia Steers, Brian Wright

Motion: To accept minutes of November 19, 2003
Moved: Marjorie Gardner, Seconded: Jim Bogues
Discussion/Errors/Omissions:
Change typographical errors in minutes referring to the Treasurer’s Report and the Christmas Exchange program.

• Ottawa Food Bank (OFB) Update:
  Vivien Runnels has made contact with the OFB. There has been no report as yet. GEFC encourages a periodic report on the OFB's status. To keep her informed of Board business, Vivien will be added to the meeting minutes distribution list.


• Penalty Fee for Late T4 Filing: An appeal letter has been sent. No response has been received do date.


• Nothing more has been done on the site to date.


• Status of receipt that is required for the donation from the Senator's Foundation has not yet been clarified. GEFC is still waiting to hear from Brian whether it a tax receipt or simple acknowledgement is required.


• No inserts have been created yet. After discussion, it was decided that Ann would create a half page insert with the food cupboard logo that thanks churches for their support, with the name, address, web page and a few lines of GEFC statistics. Churches would be requested to either insert this publication into their bulletins or to post them on their notice boards.


• Board thanked Marjorie for speaking at the Festival. Marjorie indicated that it went well and donations from this event are approximately $1,000 per agency (this will be verified later).


• A stamp with "Receipt Enclosed. Thank you for your support" has been created but in English only. Staff will purchase another stamp in French for future use. All receipts this year have been stamped.


• Marion contacted Devine's Storage for volunteer assistance in loading and unloading donations.

Executive Director's Report:
Ann provided an Operations Report. Highlights include:
• Statistics for the end of the year were presented and Ann outlined some of the findings. Income sources in the statistics total more than 100% because clients often have more than one source of income. Many are working, but are not making enough to discontinue use of the program. December numbers were at an all-time high.
• Ann recommended a one-year contract for Brian Wright be offered.
• GEFC distributed $4,300 worth of Loeb and Loblaw's gift certificates to assist in the purchase of Christmas turkeys (this is a correction from the submitted report).
• Volunteers are working out well.
• Ann has been able to confirm that Loblaw's will be re-opening on February 25th. There was a recommendation that GEFC try to plan a Fill-A-Bus event at this opening. Brian will be requested to look into this option.

Community Outreach Report
Ann presented Brian's written report on current fund raising activities. Highlights include:
• The Magical Village very successful in 2003. Brian is beginning the process of planning for next year's event. Work is being done on Thank You letters and business receipts. There were quite a number of school volunteers this year. Unofficial counts indicate that up to 15,000 people may have gone through the Village.
• A new mall administrator at Place d'Orleans will begin work within the next few weeks. It is anticipated that Brian will make contact with the new person soon.
• There were 2 Fill-A-Bus events this year. It is necessary to work around the OFB dates and other charities. It was recommended that a spring event for Convent Glen be held because it would better suit the store. Timing was the reason an event was not held there last year.
• When requesting a Fill-A-Bus event with store managers, they should know the benefits for them. Store customers have donated approximately 50 boxes of food per event – all of which have been purchased at their store.

Treasurer's Report
Jim provided financial reports for November and December. Highlights include:

• November ended in an overall shortfall but the operations account is still in good shape.
• The increase in income for December was normal and the year ended with a surplus in operations.
• In reconciling the operations account, in 2002 close to $139,000 was spent. This year, the amount was $124,000. The 4 months of providing 3 days of food rather than 4 may not have made this much of a difference. There has been an increase of food donations this year, which has helped to reduce needed spending.
• It was recommended to increase spending by 5% to 10% this year in order to reduce the contingency fund, as per a previous board decision. There are several options to increase expenditures.
• It was recommended that Ann present estimates for capital expenditures for the next board meeting (e.g. dishwasher, new computer, computer courses, additional non-food items)

• Monica provided a summary of events at the Resource Centre. Highlights include:
  • December toy distribution went very well – thanks given to GEFC. There were more toys than expected. Publicity was very good.
  • New project – Good Food Box – will be launched. Monica will attend the steering committee meeting for the development of this initiative. She will come with new materials and make clients aware of this initiative during her GEFC visits.
  • School supplies program was a huge success. The Resource Centre was able to accommodate most clients. No other communities were offering this service so it was necessary for them to turn clients away because of territorial boundaries. They will continue the project next year.
  • On February 21st, a fundraising dinner will be held to support baby cupboards, youth programs and the school supplies program. The event will be held at Pineview Golf Club.
  
  
• The Volunteer Party will be held on February 7th at 6:00 p.m. at Marjorie's house.
• Fees (for Volunteer Centre membership) have doubled to $75 per year. GEFC will continue to purchase the membership.
• Motion: To accept Lesa Brown as a new GEFC Board member
  Moved: Jim Bogues, Seconded: David Townson
  All in favour – Motion passed.
• Discussions around personnel and HR issues led to the recommendation that a Personnel Committee be established. The Committee would act as a venue for the Executive Director to obtain advice and feedback on HR issues. Members recommended Lesa Brown, Cynthia Steers and Liz Hong-Farrell as Personnel Committee members. Basic terms of reference, committee description and a review and updating of the current HR policy will be conducted. Liz will call a meeting of members.


• Insurance
  Ann indicated that she needs the contact information of new directors for the insurance policy. Liz will send information on Volunteer Canada's Directors' and Officers' Liability Insurance program for consideration.


• Annual General Meeting (AGM)
  The AGM was tentatively set for Wednesday May 5th, 2004.