Board Minutes January 2024: Difference between revisions
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=== Shop Plans === | === Shop Plans === | ||
*Marcel: I was initially in favour of closing the South Shop, but based on the discussions today and over email, particularly with Correen and Alex, I'm wondering if we need to consider alternative arrangements and what options we have on the table. | |||
*Stephen: Yes, that is my feeling as well. We need to have that meeting between the board and the shop managers. The main factor is the concern that the balanced budget, with both shops open, presented included an accelerated use of the casino funds, which leads us to a 50k deficit next year. We're already 4 months into our fiscal year. There's many factors involved in that and we need to have an in person discussion. | |||
*Alex: The request to speak about the south shop closure came from confusion among the shop. We all thought this was an unreasonable timeframe and made in an absence of reasonable information. That is where the request for the full meeting came. I suggest we clarify where we stand with our landlord and extend our lease, by 6 months even. It lets us plan and work with certainty. Can we discuss extending the lease at this current moment? | |||
*Correen: I realize there is a whole bunch of facotrs, but what I need is to be able to have some certainity to make some plans. I have been putting of volunteer recruitment and training, and I will need those volunteers for the busy season. Are we going to be here next month? Are we going to be out next month? I need to do what I need to do to have a successful season. The landlord could kick us out with no notice, but I don't think that's a high probability because they have had one person look at the space. | |||
*Keith: Sorry to the shop managers; I know our first order of duty is to give you direction forward. Now that the Orange Hub isn't available for non-profit rates, it isn't a solution. If we go to a space like that, we would be able to do less as an org, and we need to be opened-eyed about that. We also have a whole bunch of burning priorities on our list, so we can't move quickly effectively. I think even though I was one of the people saying that we need to reduce our space, we have now missed that boat and our best bet is to continue on until September-ish. And know that, and go in and plan. Alex and Vaughan have so many great ideas for paths forward. We need to explore those seriously. Even if no one rents that space this year, it will only become more expensive. I don't want to be reacting to the landlord deciding. We need to think about the future. | |||
*Nazz: I haven't been able to review the documents we received in the last 24 hours, but what are the circumstances with the landlord? Last I was aware, we were month to month and they were not interested in even a short-term negotiation. | |||
*Marcel: I stopped by the shop today and reminded them that they need to do some reconciliation of the operating costs. I didn't get the impression they've got someone lined up. We could ask for a short-term extension. | |||
*Stephen: My understanding is that as a condition of the financing , the landlord cannot enter into a lease at the rate we are paying. As a board, we have talked about getting a longer notification period for our termination. | |||
*Adam: What I'm gathering is that you need to direct Correen to act as if we gearing up for the biggest blockbuster season ever at the South Shop. That is how we need her to be preparing. | |||
*Greg: When we approached the landlord asking for a rent reduction, the bank wanted to see more income from the property. The landlord wanted increased rent of 20 - 25%. He might be in a different frame of mind at this point because he has not yet leased the building. | |||
*Marcel: I think Adam had a good suggestion there. Do we need to pass a motion right here and now about it? I hear Coreen saying she needs some kind of certainty. | |||
*Coreen: What I would like to see is a motion for someone to negotiate a short term extension of the lease. | |||
*Sarah: We have a few things -- the suggestion Adam made makes sense, although I am worried about depleting our casino account. We should have new discussion with the landlord, but I also think we should hunt for a new space and plan to move in September and October. What that means for you Coreen, is that you may have to move, while also managing your plans for the summer. I am very concerned about a month to month lease with the landlord. We need to have a three pronged strategy. | |||
*Alex: I am feeling frustration about the lack of a meeting date for the board to discuss this. I really think it's very urgent. We need a plan NOW. You have underestimated how difficult this is for the staff. I think we all just need to get together and spend several hours hashing everything out. We all need to be on the same page. Can we please get that meeting planned in the next day or two? | |||
*Stephen: Can we organize it now? When are the shop managers available? | |||
*Alex: The times that are the worst is when the shop is open. | |||
*Stephen: It looks like Friday at 6 allows for all three shop managers and at least 5 board members. | |||
*Keith: I think meeting at the South Shop makes sense because then we can see it. It lets us look at it with fresh eyes, which is needed. | |||
=== Social Enterprise Fund === | === Social Enterprise Fund === | ||
*Marcel: I have an initial meeting set up with them. Exploratory, so they can talk to us about the funding they can provide. We explain to them what we need money for. | |||
=== Finance Audit === | === Finance Audit === | ||
*Marcel: Finance committee recommend that we conduct our own internal audit for the last fiscal year. That's Sep 22 - Aug 23. Would be good for the board to have a discussion if that's the way we want to proceed. Bergeron quoted 5-6k for an audit. It's 5 or 6k we don't have. We had them do the audit last year because of our lack of financial reporting. | |||
== Financial Audit == | |||
{{Motion | |||
|motion= That the finance committee undertakes an audit of the FY2022-2023 Financials | |||
|first= Marcel | |||
|second= Nazz | |||
|yes= | |||
|no= | |||
|abstain= | |||
|result= Passed | |||
}} | |||
=== Document Permissions from Previous Minutes === | === Document Permissions from Previous Minutes === | ||
*Stephen: I have edited the permissions, so everything should be covered. I can check the links, or if someone comes across them, let me know. | |||
== <i>In Camera</i> Session == | == <i>In Camera</i> Session == | ||
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{{Motion | {{Motion | ||
|motion= To move into in camera session with Dr. Greg Glatz as guest | |motion= To move into in camera session with Dr. Greg Glatz as guest | ||
|first= | |first= Keith | ||
|second= | |second= Mattt | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Passed | ||
}} | }} | ||
| Line 151: | Line 185: | ||
{{Motion | {{Motion | ||
|motion= To move out of in camera session | |motion= To move out of in camera session | ||
|first= | |first= Marcel | ||
|second= | |second= Daniel | ||
|yes= | |yes= | ||
|no= | |no= | ||
|abstain= | |abstain= | ||
|result= | |result= Passed | ||
}} | }} | ||
Adjourned at | Adjourned at 9:14pm | ||
[[Category:minutes]] | [[Category:minutes]] | ||
[[Category:2023-2024 Board minutes]] | [[Category:2023-2024 Board minutes]] | ||