GLOUCESTER EMERGENCY FOOD CUPBOARD: Minutes of Board Meeting, March 16, 2005

In Attendance: Don Collar, Jim Bogues, Glenda Dare, Ann Frederking, Marjorie Gardner, Dave Prebble, Vivien Runnels, Marion Washington, Huguette Jean-François, Pauline McNally, Pat O'Driscoll (observer)

Regrets: Liz Hong-Farrell, Pierre Proulx, Nadim Barsoum, Nadia Delbani, Dave Townson.

• Item 2 Business Arising: Change to read: approximately 50lbs of hamburger meat is being purchased weekly.


• Item 3 b. Executive Director's report.(4th para.):
  Change to read: Ann presented a plan for a part time position to support the Executive Director. The duties described would be to assist the Executive Director in the community outreach area of her overall responsibilities. The Executive Director will provide training and supervision.
  Motion: Betty Lorimer to receive a 3 month contract at 10 hours per week. Moved: Marjorie, Seconded: Glenda, Motion passed.


• Item 3 c. Fundraising report(1st para):
  Correct name to read Mark Marcogliese


• Item 3 d.:
  change to read :once the part time position is in place.


• Item 4b: Correct name to read: Moe Garahan

Marjorie put forth motion to accept minutes with the above changes and motion was seconded by Dave Prebble and accepted by all.

• Dave Townson submitted his resignation as a Board Member effective immediately. Dave was recognized for his support throughout the years as a valued member of the Board and as a dedicated volunteer of the food cupboard. Don Collar will acknowledge his letter of resignation with a letter of thanks on behalf of all Board Members.


• Ann will contact churches to announce vacancy positions exist on the Board.


• Moe Garahan will be key note speaker at AGM.

a. Treasurer’s Report
Jim Bogues presented treasurer's report. Jim stated a verbal report will be forthcoming by Norm Watson(Auditor) prior to AGM.


b. Executive Director’s Report
Ann Frederking presented the operations report. Highlights:

• Betty Lorimer began a part time contract toward's end of February.


• Notifications to the media re AGM is on schedule and the agenda is being prepared.


• Application for summer student is being processed.


• Web site is being updated.


• An analysis of 2004 donations will be carried out to determine the most effective means of bringing in donations.


• An analysis of the client base will be carried out to
  1) identify individual groups of citizens requiring the use of the food cupboard
  2) contact community associations representing the identified groups with the purpose of determining how best to meet the needs of these individuals.
  3) obtain support from these associations.
  
• Various fundraising initiatives are underway. M&M annual BBQ will be held on April 16 and Board Members were asked to participate on that day.

• Confidentiality was discussed and it was reaffirmed that all files and information obtained by the food cupboard is confidential and volunteers do strictly adhere to the confidentiality policy of the food cupboard.


• Vivien Runnels has agreed to Chair the AGM.


• Mileage rebates for staff and volunteers are being paid at the rate of 33 cents per KM. A motion was put forth by Vivien Runnels to increase rate to 38 cents per km. Motion was seconded by Jim Bogues and all agreed. Motion Carried.


• It was noted there are 2 changes to amend the BY Laws. The changes were discussed. The proposed changes will be sent out by e-mail to Board Members for a vote of acceptance. If no reply is received by April 16 it will be considered the changes were accepted as proposed.


• The GEFC's Constitution will be posted on the WWW.

It was decided by all present that no meeting is necessary in April as the AGM is on the 27th of April at 7:00 pm.