GLOUCESTER EMERGENCY FOOD CUPBOARD: Minutes of Board Meeting, March 17, 2004

In Attendance: Don Collar (Chair), William Bentley, Jim Bogues, Lesa Brown, Nadia Delbani, Ann Frederking, Pauline McNally, Marion Washington, Brian Wright, Liz Hong-Farrell

Regrets: Nadim Barsoum, Glenda Dare, Marjorie Gardner, Dave Prebble, Vivien Runnels, Cynthia Steers, David Townson

Motion: To accept minutes of February 18, 2004
Moved: Pauline McNally, Seconded: Bill Bentley
Discussion/Errors/Omissions:
• Brian met with the Loblaw's store manager not store owner.
• Ann has taken 2 computer courses not explored them.
• Bill Bentley was present at the last Board meeting

• Web site:
  Site has been overhauled. The icon for on-line donation has been put on every page. French links are now up and live. More work is necessary on French site. Summer student is bilingual and has been assisting in completing this work.
• Church inserts are out and are well done. General statistics are included in the inserts.
• New Computer:
  Sometime over the summer Ann will begin exploring the specifications for a new computer.
• Terms and conditions for the committee have been sent to members for review. A copy will also be sent to Ann.
• A picture of the event at Roy Hobb's Seniors Centre has been run in the Star.
• Cash Register Donations:
  Brian has not had a chance to follow up. He will contact store managers of fill-a-bus events to gauge their input. It is expected that it will require contact with corporate offices because additional work needs to be done by the store.
• Penalty Fee:
  Response has been sent. A credit has been issued.

• Treasurer's Report:
  Jim provided a financial report for January 2004. Highlights include:
  • Revenue last year was higher than this year. Last year, funds were received from Telesat, Magical Village and the City grant in January.
  • The grant and Magical Village funds this year arrived in February. Half the first payment of the grant was received. It was noted that all organizations in the region received 50% of their usual grants until decisions have been made at the City.
  • The Magical Village also raised more funds this year than last year
  • Snack program – there were earlier discussions around increasing snack program to decrease the surplus. Currently clients can receive 6 snacks per child. It is possible for the program to increase to 8 per child. Margarine is also popular food item. Good time now for purchasing snacks. The Board encourages Ann to augment the snack program if the opportunity is available.
  • It was also suggested that the reserve fund should not be touched until the city budget has been tabled.
  
  Jim also presented a review of Summary, Statement of Revenue Expenses and Assets, and Balance Sheet for 2003.
  • Preliminary numbers and all documentation have been sent to the reviewer (Norm Watson). His report is expected at the end of next month before the AGM.
  • Statements presented are for the approval of the Board before the reviewer can finalize his report.
  • Expenses far exceeded income in the beginning of the year. As a result, contributions to clients were reduced. In latter part of the year, income exceeded expenses so GEFC reverted back to 4-day contributions.
  • Interest earned in GICs and money market was substantially less than in previous years. · abIn previous years, numbers for workfare were not separated, but have been included in the Donations amount. This amount is not significant enough to separate.
  • Fundraising netted $3,000 more in 2003 than in 2002. Most revenue comes in the fall, with continuing operating expenses occurring throughout the year. This is a trend that GEFC faces every year. More food drives were held at year-end. As a result, not as much food was bought as last year. There was also a full year of having a Community Outreach Co-ordinator who has looked into different opportunities.
  • School supplies – it was decided that the resource center would handle this program. GEFC provided them with $1,000 donation.
  The Board has approved the financial statements for presentation to the reviewer. The Board commented that the financial reports are clear, easy to understand and very helpful.
  
  
• Executive Director's Report:
  Ann provided an Operations Report. Highlights include:
  • Ann attended a meeting at City Hall on March 5th to hear about the potential budget cuts.
  • If operating funds are available, Ann may add on more part time hours in order to lengthen the summer student's time.
  • New Loblaw's has provided a large bread donation. There may need to follow up on future donations. GEFC took as much as possible and had to call the Ottawa Food Bank (OFB) to pick up the rest. The store may now be contacting OFB directly instead of GEFC.
  • A formal written request has been made to the Loblaws' meat department for their participation with the GEFC. The letter indicates that are recognized as a major contributor and reminds them that legislation removes liability from them if they do decide to donate. There was initial disinterest – GEFC will keep working on it.
  
  
• Community Outreach Report:
  Ann presented Brian's report on current community outreach/fund raising activities. Highlights include:
  • Magical Village planning process is underway.
  • M & M Meats will have their BBQ on April, from 11-3:30. Bill invited Board members to help out.
  • Gloucester Fair opening night has also been confirmed.
  
  Brian presented the draft fundraising report and proposed budget:
  • Suggestion was made that board members review it off-line and come with comments for next meeting
  • Ann to send out the document to everyone for comments. Comments should be emailed to Brian or brought to the next meeting for discussion.
  • Estimates for direct appeal and drop campaigns have been lowered.
  • School estimates are conservative. They do go up every year.
  • Coin boxes – GEFC does not have prime locations anymore. It will be necessary to decide if it is something that will be continued and if yes, where should they be placed? Grocery stores do not have coin boxes – this could be a decision of corporate offices. It is a passive way of getting donations and also a way of advertising. It was suggested to continue with the ones that are active now – the return is about $300. There was also a suggestion to have one volunteer to manage the process.

• The AGM will take place on April 28th at 7:00 pm. Invitations for the AGM must be sent out one month in advance. Alex Munter was suggested as a speaker. Ann will try to contact him.
• Nadim provided some information on the new Privacy Act. Generally, the Act does not appear to apply to GEFC because it is not engaged in commercial activity. It was suggested that all fundraising letters should add in text that indicates the GEFC does not sell or trade its mailing list to others.
• Telesat will continue as a corporate sponsor and will continue to appear on the letterhead. There is potential that other corporate sponsors may appear on the letterhead as well. GEFC will need to ensure that Telesat is comfortable with having another sponsor on the letterhead.
• Corporate sponsor recognition is very important. It was suggested that GEFC ask the shopping mall to help GEFC recognize sponsors, or explore an advertisement in the Star for sponsor recognition.