GLOUCESTER EMERGENCY FOOD CUPBOARD: Minutes of Board Meeting, June 15, 2005

In Attendance: Jim Bogues, Don Collar, Ann Frederking, Marjorie Gardner, Liz Hong-Farrell, Huguette, Jean-Francois, Pauline McNally Pat O'Driscoll, Pierre Proulx, Vivien Runnels, Marion Washington,

Regrets: Nadim Barsoum, Bill Bentley, Lesa Brown, Nadia Delbani, Glenda Dare, Dave Prebble

• Motion: To accept minutes from last meeting with the following corrections Moved: Marion Seconded: Pierre Motion Carried
• Corrections:
  • Adoption of Minutes was seconded by Jim.
  • Business Arising - she hopes to have this finalized in the next few days.
  • Executive Director's Report staffing - Betty was away for 5 weeks.

• Letter to Dave Townson - A letter thanking Dave for his contribution has been sent by Don. A copy was provided for formal records.
• Summer student Emily Maddocks was hired and started working this week. She will stay for 10 weeks.
• Charitable tax return Jim reported that this has been completed and submitted.
• Executive Director's job description - Ann and Liz provided documentation for the Board to review. Ann's document provides the tasks conducted by both the former Community Outreach Coordinator position and the Executive Director position. Liz clarified that the document she provided is a first draft that encompasses factors for the position that go beyond the work activities. This is a model that can be adopted by the GEFC, if it wishes, for other job descriptions and can also be scaled up or down as required.


• After some discussion, the following process was agreed on:
  • Liz will send all Board members an electronic copy of the full job description. Members have a hard copy of Ann's document picked up at the meeting.
  • The Board Members will review both documents and provide feedback to Liz via email by June 29th. The following questions should be kept in mind:
    • What are the key activities that have not been included in the larger document?
    • What terminology is best used (there was a discussion to define food security and to add in food safety)?
    • What should be the weighing or priority of the key activities when writing the job posting and conducting the interviews?
    • What other things are missing that should be included? What should be deleted?
  • Liz will then compile the information from Ann's document, the feedback from the Board Members and develop a second draft of the job description, a first draft of the Statement of Work (which can be used as the job posting), and a critical path for the recruitment of the new Executive Director.
  • Vivien was added to the Personnel Committee which will meet to review and finalize the drafts of these documents, in preparation for a face-to-face Board meeting on Thursday, August 18th.
  • Once these documents have been approved, discussion and decisions can occur on the following next steps:
    • Advertising of the position (what vehicles, what networks already exist and can be leveraged by other Board members?)
    • Initial screening of incoming resumes (who does it, what is the maximum number to be interviewed?)
    • Interview questions and scoring criteria
    • Interview panel (who will be on it, when will it take place)

• Jim provided the financial statement for May 2005. Highlights include:
  • In general, the figures are comparable to any other month.
  • The revenue this month was higher than last year as a result of GEFC's status as Minto charity of the week ($5,000) and a service club donation of $1,000.
  • As indicated last month, the GIC came due and the funds were deposited into the account.
  • The income shortfall noted at the AGM is not an issue and the contingency fund will be reduced, as per decisions from previous Board meetings.
  • There is still an ongoing issue around the cash totals presented in the written books. The electronic records are fine, but the written books are showing cash as $2,500 less than what is actually available. This will be resolved soon.

• Betty will be back at the end of the summer to work with the GEFC.
• The Magical Village takes an incredible amount of time and resources for the amount of return. Rudy, the person who has put the village together in the past, is not available this year; so there is no one available to take it on this year. There is also a new contact person at the Lion's Club. After some discussion, it was decided that Ann will follow up with the new Lion's Club contact to see if they would like to take on the Magical Village on their own, without the GEFC as a partner, but that they then consider us in their donations.
• It was also raised that if the Lion's Club is not interested, then CHEO may also be a good candidate.
• Ann will give the opportunity to take over the Magical Village first to Lion's Club. She will inform us by email of her discussions with them during the summer. A decision of whether to continue the Village can be taken via email at that time.

New Business
There was no new business.