GLOUCESTER EMERGENCY FOOD CUPBOARD: Minutes of Board Meeting, September 15, 2004

In Attendance: Bill Bentley; Lesa Brown; Jim Bogues; Don Collar; Ann Frederking; Marjorie Gardner; Liz Hong-Farrell Pauline McNally; Dave Prebble; Vivien Runnels; Dave Townson; Marion Washington; Brian Wright

Regrets: Nadim Barsoum; Glenda Dare; Cynthia Steers; Nadia Delbani

• Treasurer’s Report
  Jim provided a summary of the financial statements for the months of April to August, 2004. Key highlights are as follows:
• In July a portion of the city grant was received. This was earlier than previous years.
• August saw the normal decrease in in-kind donations. Increased publicity this year caused an increase in donations in the summer. It is likely that the mail-drop campaign will bring more response from the community.
• In comparison to last year, we are at a similar point. It is not unusual to run a deficit at this time of year. Normally, over half the revenue is received in the months of October to December.
• There is still a “cushion” within the contingency funds so there is no need yet to go into “restraint” mode.


• Executive Director’s Report
  Ann provided the Operations Report:
• Statistics show that usage has increased; this is not unusual at this time
• Ann recognized Vanessa Beaudoin’s excellent work with GEFC during her term as a summer student.
• Christmas referrals are expected to begin in November
• Ann will look at purchasing a new computer. She will explore options for hardware and support with a company in the community.
• The GEFC volunteers have organized a Garage Sale for September 25th. The Board was encouraged to participate.
• Ann is looking for a data entry person to volunteer 2-3 hours per week on a regular basis (i.e. once per week).
• During the summer, a new refrigerator was purchased. This expense was reflected in the financial statements.


• Fundraising/Community Outreach Report
  Brian provided his report on fundraising/community outreach activities:
• Magical Village location at Place d’Orléans is not confirmed. Though Oxford Management is committed to trying to find space, there is a possibility that there will not be space within the mall, due to the expansion of SportChek to the third floor and other stores moving elsewhere to accommodate the renovations. GEFC will need to prepare for either a shorter time period for holding the Magical Village or looking at alternative locations (e.g. Gloucester Centre). Members emphasized that the success of Magical Village should be highlighted to Oxford Management as an important event for them – that it brings people into the Mall. Brian hopes to confirm space and timing by end of September.
• An article placed in The Star to encourage people to plant an extra row in their gardens appeared to have brought an increase in fresh produce.
• Cumberland Resource Centre Fill-a-bus event at Loblaw’s will take place on October 2nd (instead of the 23rd as outlined in the report)
• Loblaw’s follow-up has been challenging as management personnel has changed. They are still providing some meat but not as much as previously.
• Cumberland Hockey will hold a food drive during their hockey tryouts. All donations will come to the GEFC.
• Volunteer Ottawa and the United Way have been approached. A group could be gathered to deliver letters for the Drop Campaign during the Oct 7th Day of Caring.

• Resignation of Cynthia Steers
• Cynthia has tendered her resignation on the Board but will continue to volunteer at the GEFC and on the Personnel Committee.
• Pierre Proulx was nominated to take Cynthia’s place on the Board. Motion to accept his nomination was moved by Marjorie, and seconded by Pauline. All were in favour.
• Notice given by Ann Frederking
• Ann has tendered her resignation as Executive Director, effective in 2006.
• It was recommended that the Personnel Committee meet with Ann to look at a strategy to replace her, including reviewing the job description, recruitment process and effective date of the term.
• Personnel Committee will bring a recommendation to the Board after meeting with Ann
• Research study – Vivien Runnels
• Vivien outlined a research study taking place on food insecurity (i.e. insecurity around the ability to obtain food; know where next meal is coming).
• It is possible that GEFC staff, volunteers and/or clients may be approached to participate. Participation would be voluntary and kept strictly confidential.
• Board agreed to provide clients with the option to participate in this study. Notices can be put up in the GEFC.