GLOUCESTER EMERGENCY FOOD CUPBOARD: Minutes of Board Meeting, September 21, 2005

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

Regrets:Glenda Dare, Dave Prebble, Marion Washington

• Motion: To accept minutes from last meeting with the following corrections:
  Moved: Pat Seconded: Jim Motion Carried
  Corrections: Jim Bogues should be listed in Regrets

2. Business Arising

• An agreement for the Lion's Club to take over the Christmas Village was negotiated. Lesa walked members through the draft Memorandum of Agreement (MOA). The MOA is a win-win situation with another group in the community. The following clarifications for the MOA were added:
  The Lion's Club will provide the GEFC with its portion of revenues by the end of March of the following year
  Lisa will provide a draft to Mark at the Lion's Club for review.
• Motion: To accept and move forward with the Christmas Village MOA between the GEFC and the Lion's Club.
  Moved: Marjorie Seconded: Jim Motion Carried

Personnel Committee
The Committee moved forward with the process for hiring the new Executive Director. Highlights include:

• Ann indicated that there were 17 responses/applications to the Executive Director's position
• Only 3 applications were returned because they did not provide hard copies
• Marjorie and Ann will do the initial screening of the applications and develop a short list

Financial Report
Jim provided the financial statement for June to August 2005. Highlights include:

• In June, the GEFC was still in a good positive financial position
• In the spring, an amount of $600 was received as a Cost of Living increase for the City's grant
• In August, the GEFC had a low level of income. This is a good time for the direct appeal and drop campaigns. In general, the financial siutation is similar to last year at this time

Executive Director's Report
Ann presented her ED's report. Highlights include:

• The direct appeal is set to go. There is a sign up sheet for routes in Orleans. The Knights of Columbus were contacted to see if they could deliver direct appeal letters. Don also suggested asking walking or jogging clubs. One of the volunteers from last year (Nora) may also be willing to help again.
• August was the first time that the number of clients went over 2,000. This will definitely occur again for September
• Ann spent much of her time preparing the application for the City grant. Additional funds were requested in this application to cover salary. The rationale for the increased funds were that the GEFC had not raised its request for salary dollars in the past 8 years; and that the GEFC has also leveraged the City grant to raise at least $600,000 in food products.
• An application was submitted for the Donner Foundation, but was not approved. The reviewers will provide Ann with feedback on why the GEFC was not accepted.
• The City is planning to repair the ceiling in the kitchen after they have completed other work.
• The Yard Sale is taking place on Saturday. Board members were encouraged to buy or donate items to sell.
• Application for reimbursement for for the summer student was completed ($3,300)

• Role of Secretary
  • Liz raised the issue the role of Secretary for the GEFC. Because of frequent absences due to increased travel for work, she may not be the most appropriate candidate for this role. After some discussion, it was decided that the GEFC office will take over the notification role; a volunteer will be sought to take over the official record keeping; and Liz will continue to take minutes when she is available.
• Financial Situation
  • Vivien questioned the need to review the GEFC financial situation if there is a projected deficit. The Board agreed to bring this issue forward in February

• Food Products
  • Comments from clients around the lack of meat products have been received. Pierre is willing to look at companies that sell chickens. There was a suggestion that the GEFC could provide a tax receipt for the price paid for meat products.
  • GEFC staff was asked what food items would be in short supply during the holiday season. A list of most needed items that was sent to churches and schools will be forwarded to the Board.
  • A discussion was held re. Christmas turkeys. The GEFC can purchase vouchers from a church so that both the charities can be supported.
  Motion: To provide vouchers for Loblaw's and Loeb at the same rate as last year
  Moved: Marjorie Seconded: Pat Motion Carried

Next Meeting
The next meeting will be held on Wednesday, September 19th, 2005 at 7:00

Meeting adjourned.