GLOUCESTER EMERGENCY FOOD CUPBOARD: Minutes of Board Meeting, January 19, 2005

In Attendance: Jim Bogues, Don Collar, Ann Frederking, Marjorie Gardner, Vivien Runnels, Marion Washington, Pauline McNally, Pierre Proulx, David Townson, Huguette Jean-Francois, Dave Prebble, Lesa Brown, Pat O'Driscoll (observer).

Regrets: Nadia Delbani, Liz Hong-Farrell, Bill Bentley, Nadim Barsoum, Glenda Dare.

• under 4. Community Outreach Report. change 5th sentence to read.... Ann will follow up to ensure.......
• under 5. Treasurer's report. change to read... Jim advised that Visa fees had gone up. He will complete an analysis to determine if we should move to an electronic system and report back in March.

• Ann advised a tax receipt was issued to the following Co. for the donation received on behalf of clients affected by the 240 Donald st. fire. Greenwin Property Management, Inc., Att. Barry Eisen, Suite 1600 - 20 Eglinton Ave. W., Toronto, ON M4R 2H1
• Ann indicated while she wasn't successful in obtaining a full time volunteer to enter data, however, she is managing as she has several that are doing this task on a part time basis.
• The Personnel Committee advised the first draft of the personnel policy is completed and is presently being reviewed by the Chair.

• Jim advised the year end report is to be finalized. The final figures will follow, he indicated in general the food cupboard spent appx. $146,700 in food purchases and the net revenu was appx. $132,000 for the year 2004. Pierre stated we should be more generous in purchasing meat as our present sources are not giving us the amount we need.
• A motion was put forth by Pierre Proulx that we spend up to $1,000.00 per month on the purchase of protein items such as meat, eggs, cheese. Vivien Runnels seconded the motion and it was agreed by all in attendance.
• Pauline McNally indicated that Minto Corporation will be donating $5000.00 to a different local charity every week throughout 2005. Ann stated an application was sent to Minto Corp. before XMAS.

• Ann presented the report and stated the food cupboard served 24,169 clients as compared to 22,494 in 2003.
• When organizing the 2003 drop campaign it was decided to insert a flyer in The Star rather than having volunteers drop off letters to individual homes. The effort in 2003 was not successful and the flyer was ignored by homeowners. In 2004 we went back to usual method of having volunteers drop of letters to individual homes and our success rate more than doubled.
• A discussion focused on the importance of valid statistics and Ann was recognized for the importance she places on maintaining valid and worthwhile statistics.
• The Magical Village was not as successful as in previous years due to the location. Rudy Tabac ,a volunteer with the experience required for the set up of the village is moving to Cornwall. He was recognized for his contribution.
• Ann Frederking announced a Volunteer Recognition Party will be held on January 29, 2005 at 2030 Woodglen Cr,. It is a potluck, bring food and drink.

The first draft of personnel policy is completed and under review. Ann consulted the committee on contract renewals and it was decided not to renew contracts due to Ann's retirement and the possibility of restructuring. Ann will consult the committee when developing a new job description which will encompass all duties performed by the two part time positions. This job description will be presented to the board for approval.