APIRG Board Meeting Agenda Ð Thursday, August 7, 2003, 5:00pm, APIRG Office, HUB Mall

 

1.       Setting of Next Meeting(s)

Saturday August 23, time and location TBA

September Board Retreat Ð set dates

 

2.       Approval of Last Board meeting minutes

June 13th, 2003

July 15th, 2003

 

3.       APIRG Decision-Making Process in the absence of quorum

Objective: Decide what policy should APIRG adopt to govern meetings without quorum.

Discussion of the process recommended at the last Board meeting, namely:

á         All recommendations made at meetings without quorum are subject to the approval of the rest of the board by email.

á         The rest of the board will have up to one week to respond.

á         A minimum of six ÒyesÓ responses (ie, quorum) will be necessary for staff to take action. Staff will not be required to wait for unanimous approval.

á         Anyone with serious concerns about a particular action can email staff to block the action and reopen discussion at the next Board meeting.

á         If at least six yes votes and no blocks are received by the deadline, the action will go through.

 

4.     Requests for Funding

A.      Parkland request for $5000

Objective: Decide how much funding to provide and how to direct it.

The following recommendations came out of the last Board meeting:

á        $5000 is too much, considering our total speaker fund budget is $8400

á        It would be preferable to direct the funds towards a specific speaker

á        APIRG could afford a grant in the range of $1000-$2500, probably around $2000. This would be from the Speaker Fund.

Parkland has since provided a copy of their program and an indication of the speakers they are willing to have us sponsor. They have also given us a sense of the publicity we would get.

 

B.      Alberta Social Forum request to Speaker Fund
Objective: Provide final approval to last meetingÕs decisions:

á        Approve the requests for in-kind support: use of our server for their website, use of our fax machine and account for registrations, and room bookings.

á        Grant $900 from the Speaker Fund to go towards speakers.

 

C.      Presentation @ 5:30: FUSS/WCC/Frostbite request to sponsor Norman Nawrocki

Objective: Decide how much funding to provide from the SpeakersÕ Fund

á        See funding proposal for more details

á        Costs of organizing the event total $2500

 

5.        APIRG Bylaw Review - Mustafa / Jen / Bequie

Objective: Final approval of the content and structure of the APIRG Bylaws.

á         It is necessary to have our by-laws approved in order to apply for non-profit status and get a tax break from HUB and the City of Edmonton

á         The NUANS report is in and our name is being reserved for us until October 20. Staff recommend that we file our bylaws ASAP, and certainly no later than October 1.

 

6.      FTAA Organizing

Objective: Decide whether we want to participate in campaigns, and in what capacity

á        Request from Common Frontiers to sign on to health campaign (see attachments)

á        Joint local campaigns with Change for Children, AFL, Parkland?

 

7.      Policy and Forms

A.      Amended Board Member Replacement policy

Objective: final approval

B.      Policy for removing Board Members who miss 3 consecutive meetings

Objective: discussion; final approval

 

8.     Information Items:

A.      Hiring of New Administrator

An ad has been placed for the administrator position. Applications are flying in.

A hiring committee is needed. So far, Rose, Mustafa, and Chris have volunteered.

Deadline is August 11; committee should set dates for short listing and interviews.

B.      SU Review of Bylaw 6550

The letter has been submitted to the SU after consultation with Board members.

C.      SU Audit Committee for DFU Groups

APIRG may need to prepare a response once the new audit bylaw comes before Council

D.      Publicity Planning must commence shortly for the fall term.

Volunteers will be needed to work the table at WOW. We can book the table for up to 5 days at $10 per day; deadline to book is August 15. Are we interested?

E.      The ECOS library will share an online interface with our database so students can easily search for resources in both locations.

F.       ECOS is interested in hosting a joint bookraiser to boost their resource library and/or a cool civic-minded event to hook up working groups, community groups, and other activists

G.      ECOS is interested in co-hosting an alternative career fair with us and CaPS Ð status

H.      Annual Report Ð status

I.        APIRG Brochure Ð status.

J.       Awning replacement Ð status.

 

                             

OTHER BUSINESS Ð Suggested Topics for Board Retreat

 

1.       Board member responsibilities

á        Officers Ð Chair, Vice Chair, Secretary and Treasurer

á        Board committees and positions

á        Working Group Liaisons

 

2.       Review and finalize action plan from transitional retreat.

 

3.       Mission and mandate Ð Development and Review process

 

4.       Funding Structure

á        Creation of projects fund (as opposed to working group fund)

á        Creation of Speaker/Events fund

 

5.       APIRG Existential Questions

á        APIRG Constituency Ð Mustafa

á        APIRG Name Ð Mustafa

 

6.       Office

á        Key sign-out and deposits

 

7.       Staff

á        Plan for review of staffing needs, in consultation with working groups

á        NASA membership/negotiations/Collective agreement

á        APIRG salary scales and HR policy