Peterborough L.E.T.S. Board Meeting
Monday, November 12th, 2007 - King Street
Present
Margaret Wright (administrator),
Lori Sainte (researcher),
David Baker (vice-chair),
Tina
Williams (secretary),
Jade Andersen (general L.E.T.S. member)
Absent
Gary Beamish (chair), Jeannine
Crowe (treasurer), Martin Watkins (director
of fundraising)
Minutes:
The minutes were distributed. Tina thanked Lori for taking the minutes of the last meeting. Tina explained that the topics covered in the minutes were not kept in the order addressed at the meeting but were put under headings. The changes in the October 22nd and September 22nd minutes were discussed. Tina agreed to make the necessary changes. David motioned that both minutes be accepted as amended. Margaret seconded this motion.
Markets:
Margaret and David agreed that it was a good Market last Saturday.
A member still complains about not having to pay for her table if she doesn't make money. Martin drafted a letter to give to the member in question but she didn't receive it. Instead, Lori and Margaret each gave her another verbal reminder. Lori asked David to be the Board Representative at the next Market. David accepted. Jade will be taking care of the kitchen at the December Market.
The ad for a children's entertainer was pulled. Margaret said that parents wanted to be on the same
floor as their children. Jade and Lori both voiced concerns about any person that would fill such a role. Lori knew someone who might be interested but that
person could not afford a police check. Margaret said that it was fine if they all stayed on the same floor and everyone kept an eye on the children. This
person would be allowed to come up with their own program.
Different venues are being considered. Lori asked vendors at the previous
market about the downtown branch of the library as a location for a market. They liked it. Jade pointed out that it was cheaper and more central than St.
John's Church. It also had more casual public traffic than St. John's Church. In an e-mail message, Dori (former chair) commented that she liked the
library and White Path as potential venues. White Path is on Argyle Street. Tina felt that the board couldn't afford a lot of different places. However,
David countered that the membership has made it clear that they want to try other places besides Knox.
Lori will book the library for the February Market. Lori suggested that no Green $ be accepted for this Market because the library
would not be accepting Green $ for the rental of the auditorium. According to Lori, 12 long tables can fit into the room. $10 Canadian and $2 Green could be
charged for a table. Members would be requested to pay for their tables prior to the Market. Tina asked when members were to do this. Jade said Wednesdays at
the Peterborough Social Planning Council
(PSPC) when the L.E.T.S. desk was open. There will be a small cafe at this Market. Margaret still felt there
should be a snack table with coffee. Jade suggested a donation jar could be placed on the table rather than have a member run it.
Margaret said that the best way for vendors to be successful at Markets is to offer renewable commodities and have many different types
of items for sale.
The January Market would take place at the Knox Church between 9am and 1pm. It is going to be a potluck. The February Market would take place at the library between 9am and 12pm. After the
February Market, the board will decide about having more Markets at places other than Knox. Knox is the least expensive
place to host a Market. Hence, the table fees will be lower. The March Market
will be at Knox. Details about the April Market will be decided after the February Market. The second Saturday of each
month will be kept as the consistent date.
Margaret suggested the option of having no market in February if we couldn't find a location.
David felt it was better to keep the momentum of having one market a month.
Speciality Markets:
There was some discussion about holding a joint event with the Peterborough Arts Umbrella (PAU) who has space downtown. Lori felt that the room they showed her was too small, but Jade thought it could hold work from a few artists. David pointed out that it would be good to partner with other local organizations.
Margaret would also like to see a Friday night sale possibly at Mark St. Church in June.
Margaret also suggested the Lion Centre in East City would be a good venue for a Market with another local group. Lori will check it out. David said that the Pottery Guild would have their sale there next year.
Everyone wants a table at the December Market. Lori will be giving a crocheting demonstration at this market. Her daughter may join her, but she will give a beading demonstration.
Phone:
Jade and Margaret visited a Rogers Telephone Store. Rogers was favoured as a provider of phone service because they will only charge $40 Canadian monthly. Jade said it was the cheapest plan available.
Margaret needed to talk with Jeannine so that Jeannine could get our phone transferred.
Computers/Website/Newsletter:
Jade had several questions about the computer program that is used to keep track of L.E.T.S. transactions. Jade thought it could be converted to SQL. Tina said that QL.E.T.S. - the original program - was created specifically for L.E.T.S. barter networks. TL.E.T.S. - the newer program - is based on MS Access. Jade wondered what other programs other L.E.T.S. or local bartering networks used.
Margaret felt that the internet made the printed L.E.T.S. newsletter redundant. David disagreed by saying that not all members had easy access to the internet. Lori commented that many people at the last Market didn't know they could register and access different parts of the L.E.T.S. website.
The cost of a new ink cartridge for the L.E.T.S.' laser printer would be $160.95 Canadian. Lori will ask Metro the cost for refilling the old cartridge. Tina will ask the Island kiosk in Lansdowne Place.
Jade said that she didn't need a copy of her account statement. She felt that members could opt for a printed version of the newsletter if they wanted one. Margaret had 30 copies available at the last Market. Jade also reminded the board that the newsletter was posted on the website.
Jade felt the website needed links for events like Markets. Margaret said that the current website was created by Sir Sandford Fleming College students in 2005. Lori felt some things need to be done to update the website. Jade offered to work on the website while she worked on the L.E.T.S. help desk. She particularly wanted to see member ads on front page. David asked how many hits the website was getting. Margaret replied about 80 page views per day. Jade suggested allowing members to access more information about other members once they log on.
Lori is taking the people off of the website that are no longer on the membership list.
Margaret cautioned that nothing should be posted to the website without her and Lori's perusal.
The Website positions are as follows. Margaret is the Website Administrator. Lori is the Website Moderator. David moved this. Margaret seconded it. The positions were approved by the board.
It was clarified that the message board on the L.E.T.S. website was open to everyone, even non-members, for the purpose of reading. Only members could post.
Membership:
Lori is looking up addresses for prior members with negative balances.
Jade said she would like to become a board member. Lori asked if she could. Tina thought that she would need to be voted in at an Annual General Meeting. However, Margaret remembered that Gary joined mid-session. All the members present were willing to let Jade be on the board pending a review of the pertinent rules.
Grants:
Margaret said that the due date for a grant proposal was January 31st. David asked if Martin could help with this. Lori would ask Martin
Lori said that craft grants were possible through the Ontario Arts Council (OAC).
Other Business:
A representative from Barter Works has sent an e-mail message to Lori. It was a request for information about the L.E.T.S. - numbers of trades, etc. Margaret will contact them.
Lori will work on some Christmas Renewal Cards.
David will investigate Kawartha Entrepreneurs' Meet up.
The Greater Peterborough and Area Economic Development Corporation (GPAEDC) will be holding a Multimedia Festival on November 15th from 6 to 8pm. This event is a potential networking opportunity for the L.E.T.S. Board members were encouraged to attend.
Next Meeting:
It was scheduled for Monday, December 10th, 2007 at 6:30pm., same location.
