Peterborough LETS Board Meeting
Monday, October 22 - King Street
Present: Margaret Wright (administrator), Martin Watkins (director of
fundraising), Lori Sainte (researcher), David Baker (vice-chair)
Absent: Gary Beamish (chair), Jeannine Crowe (treasurer), Tina Williams (secretary)
This is not exactly the order we discussed issues since we were hoping and waiting for Tina the secretary to arrive. Since she was unable to make it I (Lori) tried to write the minutes as I was talking too!
David acting chair declared we had a quorum.
Minutes:
Margaret had a copy of the minutes. She noticed that the grant amount was wrong and needed to be edited. Martin moved that we pass the minutes. We could not pass the minutes since Lori found some other errors. She would contact Tina about them and we will talk about them next meeting. Then we can pass them next month and put them on the website.
Markets:
Lori contacted a LETS member research contact to get any research on other market venues. Copies were handed out. (The New Theatre behind PUA, PUA, Ptbo.Library, St John's, St. Paul's, Trinity) Lori checked at her church Peterborough Christian Fellowship to use their space but the price was about $300.00 and the space is large. Mark St. United, Westdale, All Saints locations were discussed. We debated the pros and cons of each venue taking into account how markets had been in the past in certain areas. It was suggested that we raise the table fees to cover any rise in rent from a new venue. We thought we could try different venues for Markets between January and December of next year - in particular Feb. 2008. We will have a market every month maybe even June also - we will be able to have table outside to draw the public in. We decided to stay at Knox every other month. Martin will contact St. Paul's and Westdale United for their rates and availability. Lori will contact Trinity and the Library. Margaret requested that Martin and Lori ask about tables and chairs for the venues and availability for other months on the second Saturday of the month. Martin asked if LETS had $100.00 for deposit if it was needed. Margaret said yes. We decided to pay $100.00 deposit if we needed to. We (Martin and Lori) would get back to Margaret by Friday so it could decided and be included in the November/December newsletter that Margaret was putting together. Any advertising or other articles need to be into Margaret by Friday. Also it was decided that the market would run from 9:00 to 1:00 in 2008 as many people arrived around 9:00-9:30 to shop.
Lori and Margaret composed a Membership Survey which was available at the market and also emailed to members. Lori passed the survey out to some of the members and they will return it later. Some responses were received. One member was concerned that we should be respectful of others in particular about the amount of green one is offering for their products. It was decided that Lori would contact this member. Lori will include some of the services needed by members by emailing the membership. Some information about needed services will be put on the website as well.
Margaret set up a services table where members filled out index cards with the services they offer and services needed. She thought it was a success and useful so we decided to do it at the December market as well. Some member's services information pages were available on this table also. This allows members who come to the markets (but do not use the internet) to trade services with members. Lori will include this information on the email and website.
Lori set up a sign-in sheet to see who comes to Markets. Several people signed in. David and Margaret thought there were about 50 people who attended the market. Lori will put out a sign-in sheet at the next market also.
Margaret and David told us about a member who repeatedly refuses to pay for their table fee. We talked about this and we cannot let this continue. If someone cannot afford to have a table, they should not have a table. We decided to send a letter. Martin will write it and get it to Margaret on Friday.
The January Market will have potluck food so there will be no café.
David said he would not be able to demo pottery. Lori said she would ask her daughter if she would demo beading. Lori suggested we put lamps in the Keith Hall during the market. David talked about the difficulties with electrical cords and having to tape them down. We decided we couldn't do that.
Speciality Markets:
When we were talking about the different venues for markets we were talking about having a Zine Fest, Healing Arts, Showcase Markets that were bigger (Evinrude). Martin will talk to Arts Umbrella about doing a joint market or show.
Arts:
Martin discussed his plan about the arts community. There will be more information later.
Small Businesses:
We still have to find a way to get more small businesses involved.
Membership:
Margaret has not sent out a letter to members with negative balances in their LETS Accounts and has not paid their memberships because the addresses she has are outdated. Lori will do some research on these.
Advertising/Media:
Margaret told us that there is a meeting at the Red Dog Tavern put on by Dub Trinity - organizations will have a chance to speak. Martin said he would not be able to attend. Margaret thought she would try to attend on Oct 25, 2007 at 9:30 pm.
Grants:
Margaret asked if Martin would contact the volunteer (through United Way) regarding grant possibilities. Martin asked Margaret to ask her to research the possibilities more, get application forms, and then get back to us about them.
Lori asked Martin if she attended the OAC information session at the small business offices Oct 25 6-8 pm and if he got more information about grants, would he fill out an application. He said, 'Yes.' Lori will attend the presentation.
Margaret will attend the meeting at the City Hall the same evening Oct 25 from 7-9 for Community Project Grants. We were contacted by Cathy Gogo.
Other Business:
Margaret said they had not got any further with the new cell phone only that the contract had been finished.
Margaret said she had asked Tina to contact Gary about the board meetings.
Lori said she would try to get toner for the printer since we cannot buy it anymore.
Margaret asked if anyone knew MS-Access. This is what the account database is in. No one knows it but Lori would ask her daughter since MS-access maybe part of MS-office.
Martin motioned that the meeting be adjourned, Margaret seconded the motion.
It was carried.
Next Meeting:
It was scheduled for Monday, November 12, 2007 at 6:30pm. The location would not change.
