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

In attendance: Ann Frederking, Liz Hong-Farrell, Pauline McNally, Pat O'Driscoll, Pierre Proulx, Vivien Runnels, Marion Washington.

Regrets: Jim Bogues, Don Collar, Marjorie Gardner, Huguette Jean-Francois, Lesa Brown, Nadia Delbani, Glenda Dare.

• Motion: To accept minutes from last meeting with the following corrections
  
• Moved: Marion Seconded: Liz Motion Carried

Corrections:

• Page 1 - correct "situatio"
• Page 1 - change "Liza" to "Liz"

Pauline was thanked for preparing the October minutes

• Christmas Village - This is at Place d'Orleans this year


• Meat products - Pierre indicated that some chicken has come in to the GEFC. There was some discussion of the pricing: though the price is quite good, it is still an expensive purchase. GEFC will do this once in awhile for variety. The supplier is McCartney Farms. Pierre will talk to them to see if they can lower the price a bit more


• Secretary role - Glenda has volunteered to keep the official records for the GEFC. Liz will contact Glenda to arrange for handover of the files.


• List of Needed Items - This will be brought forward by Ann. She will send the list out to the Board members in the coming weeks.

• Treasurer's Report - Jim provided his report to Ann, who presented the information to the Board. Highlights include:
  • Financial statements indicate an overall loss but this is typical for this time of year.
  • Job grant for the student is being processed.
  • Some direct appeals were not out as early as last year. There were more direct appeals coming in at this time last year.
  • There have been some very good size donations received to date. Many have been $100 or more.
• Executive Director's Report - Ann provided her report. Highlights include:
  • 1956 clients served in October.
  • 200 tax receipts were issued last week.
  • Snowsuit fund referrals begin in November.
  • Christmas Exchange this year has been combined with the Salvation Army. This has slowed down the process significantly because additional information is being collected. Form for the Salvation Army is quite complicated.
  • A question was raised regarding why the GEFC collects information on income and utility payment. Collecting this information helps to provide the GEFC with a full picture of the client and they can perhaps help them obtain additional assistance if they know their situations.
  • Question was raised re. the message about long distance phone calls. This has been resolved and the message can come down.
• Personnel Committee - Liz and Vivien provided an update on the hiring process of the new Executive Director. Highlights include:
  • David Brault has been hired as the new Executive Director. It is anticipated that he will begin mid-December
  • A contract is being developed and reviewed. It was agreed that the probation period of 6 months, a review period and a contract term of 2 years will be incorporated into the contract.
  • Liz will look into the process for a police check that is more detailed than the standard records check that is normally performed.

• Orleans Choir Fest - this will take place on November 29th at the Community Pentecostal Church. Don has volunteered to represent the GEFC and will address the participants.
• Volunteer Holiday party - this normally takes place in January. A proposed date was January 28th. Traditionally, the party is held at either Ann's or Marjorie's house. Vivien, Pierre and Pauline volunteered to host the party. Ann will get back to people asap.