Peterborough LETS Board Meeting
Monday, January 14th, 2008 - King Street
Present: Margaret Wright (administrator), Lori Sainte (researcher), David Baker (vice-chair), Tina Williams (secretary)
Absent: Gary Beamish (chair), Jeannine Crowe (treasurer), Martin Watkins (director of fundraising), Jade Andersen (board member)
Margaret declared quorum with 4 people.
Minutes:
The majority of the meeting was spent discussing the minutes from the last meeting. Most of the issues discussed arose from them. Jade sent Tina a copy of the minutes to which she had added comments and corrections. Tina distributed the minutes with Jade's additions to the board members present. After more changes were made, Lori motioned that the minutes be accepted as amended. David seconded it. There was no opposition.
Tina will be mailing copies of the minutes to Gary. Prior to the meeting, during a phone conversation with him, Gary gave her his postal address.
Membership:
Margaret was still optimistic about brainstorming sessions that may help some LETS members. Some members of KEM did attend the last market.
Jade through her comments asked about Dave Vasey's status. Margaret clarified that he is not a treasurer for the group. He is one of the three people who have signing authority on the group's bank account. The other two people are Natalie Warner and Gary Beamish. Two of these three people must sign a cheque from the LETS' account to make it cashable.
Lori was concerned about the title that Jade had chosen for herself. Lori felt that the title of "Media and Technology Specialist" was too vague. Lori wanted Jade to clarify what duties this title would include.
Phone:
Margaret showed the board the cell phone she and Jeannine acquired for the LETS. There were activation and transfer fees. The phone will cost approximately $40 Canadian a month which will not provide any savings as previously believed. Also, Bell required a deposit of $500 Canadian to start the cell phone account. Margaret assured the board we would be able to use that money to pay the bill after 6 months. She also said that Rogers would charge about the same amount.
Markets:
Ice cream will be available at the May Market and not the April one.
Margaret will contact the Jackson Creek Retirement Centre about holding a Market in April there. She wanted to build a rapport with the people who would let us use the place.
Jade told Margaret over the phone that she would be providing refreshments at the Library Market in February. Lori was going to phone Jade herself to confirm it.
Lori has been running a Goods & Services Wanted/Offered (Trading) Post at the entrance of Markets. She felt it was good for members who didn't use the Internet. Margaret felt it would attract members to join by showcasing what was available. David thought it made us look organized.
Successful Market sales strategies were discussed.
Library Market:
After requesting a receipt book for table rentals, Lori was told she could use the receipt book at the Peterborough Social Planning Council's (PSPC's) office. Margaret will be bringing Market signs and other Market supplies. She will also be doing membership renewals. Lori wanted more posters. Lori also wanted a greeter upstairs in the Library lobby to direct people downstairs. This greeter could be paid in $10 Green an hour which would equal $30 Green for the day. Several members' names were suggested. A computer would be available to show members the LETS' website. Free door prizes would be offered. Demonstrations were not planned yet. David would be the board representative at this Market.
Social Events:
Lori will confirm with Jade about running a social event.
Specialty Markets:
Lori felt the group couldn't run a Health Symposium. There currently wasn't enough health practitioners in the group to have one.
Lori said Jade should call Morrow Park about the possibility of renting a couple of tables for LETS members. David and Margaret agreed that the Farmers' Market had a policy of not having duplicate vendors selling the same items. Lori wondered if we could rent the gymnastics club building in Morrow Park during the Farmers' Market.
Website/Newsletter:
Jade informed Lori through an email message that she would like to redesign the LETS logo. David liked the original one.
Margaret didn't receive a puzzle page from Jade in time for the last newsletter.
Margaret gave Release of Information Forms to Lori so she could use them to update member information.
There has been no charge for newsletter ads.
Lori would like to ask members to submit features about them for the Newsletter.
Lori received an email message from Yuku, the company that currently hosts the LETS' Message Board. Lori was concerned that the company might start charging for access to this service. Closer reading of the message clarified that free service would continue but with ads. Since these ads are currently on the message board, there appeared to be no problem.
Lori had some questions about the paper directory. Margaret confirmed that there would be paid ads. However, members would be able to list their goods and services for free.
Advertising:
Lori gave a member $10 Green to post flyers around town.
Lori has been printing out email messages to give to LETS members who do not use the internet.
Lori has been taking pictures and taping small videos at Markets. She has also been taking pictures of the LETS display in the PSPC's window. Lori wondered if the member who has been making these displays could book the window. Margaret said probably. Then Margaret reaffirmed that the member in question is given $20 Green for decorating the PSPC's window. Lori would contact this member to ask her about booking the window.
David asked about the library display case. Margaret said that it had been booked for September. David also asked if there was a similar display area in Peterborough Square.
Finances/Grants:
Margaret stated that there had been more trades this quarter than there had been in the previous quarter.
Tina, in her phone conversation with Gary Beamish, clarified the answer to a question that Jade had asked at the last meeting. Gary fills out the income tax forms for the group using information he receives for the group's treasurer, Jeannine.
Margaret had information about the city grant for this year. She also passed around some information about the Freedonia grant. She was going to bring all this information to Martin and discuss these grant possibilities with him. Lori and David suggested that Martin might help with filling out any necessary forms.
Other:
Tina would research Business Networking International and CommunityJointVentures.com as Lori requested.
Next Meeting:
It will be held at the same location on Monday, February 25th, 2008 at 6:30 pm. Jade requested in her phone conversation with Margaret that we switch the board meetings back to evenings.
