MINUTES OF A MEETING OF THE BOARD OF DIRECTORS OF THE CANADIAN COMMUNITY NEWSPAPERS ASSOCIATION HELD AT THE WESTIN OTTAWA HOTEL, OTTAWA, ONTARIO ON FRIDAY, OCTOBER 23, 2009, AT 9:00 AM

PRESENT:
Coleen Campbell, Chairman
Mike Williscraft, President
Paul MacNeill, First Vice-President
Greg Nesbitt, Second Vice-President
Abbas Homayed, Treasurer
Frank McTighe, Corporate Secretary
Chuck Bennett, BCYCNA
George Brown, AWNA
Roger Holmes, AWNA
Chris Ashfield, SWNA
Clark Pepper, SWNA
Neil Thom, SWNA
Lana Meier, MCNA
Don MacLeod, OCNA
Rick Shaver, OCNA
George Bakoyannis, QCNA
Lynn Hennigar, ACNA

STAFF:
John Hinds, Chief Executive Officer
Tina Ongkeko, Managing Director, Community Media
Eileen Barak, Director of Government Affairs
Kelly Levson, ComBase General Manager
Katrina Santiago, Program Manager

GUESTS:
Peter Kvarnstrom, Co-management committee
Alan Allnutt, Co-management committee
George Affleck, BCYCNA General Manager
Dennis Merrell, AWNA Executive Director
Steve Nixon, SWNA Executive Director
Anne Lannan, OCNA Executive Director
Greg Duncan, QCNA Executive Director

REGRETS:
Brad Alden, BCYCNA
Scott Nelson, BCYCNA
Heather Dickson, QCNA

 
1. CALL TO ORDER & CHAIR’S REMARKS
Coleen Campbell called the meeting to order at 9:04 AM and welcomed everyone to the meeting. She particularly welcomed Roger Holmes, the new AWNA director, to the board, and Peter Kvarnstrom and Alan Allnutt of the CNA/CCNA co-management committee. Coleen commented on the lobbying meetings that took place, reporting that they went well, and thanked Eileen for organizing the lobbying meeting schedule. She also informed the board that the discussion from dinner the evening before was good input for the executive committee to consider.

2. APPROVAL OF AGENDA 
MOVED by Rick Shaver, seconded by George Brown THAT THE AGENDA BE APPROVED AS CIRCULATED.  CARRIED.

3. APPROVAL OF MINUTES
a. May 20, 2009 – Montreal (2 sets)
MOVED by Lynn Hennigar, seconded by Frank McTighe THAT THE MINUTES OF THE MEETING HELD MAY 20, 2009 IN MONTREAL BE APPROVED AS CIRCULATED. CARRIED.

4. BUSINESS ARISING
None.

5. IN-CAMERA SESSION
An in-camera session was held with the chief executive officer present. There were no motions arising.

6. PRESIDENT’S REPORT
Mike Williscraft referred to his written report. He informed the board that the meetings he had in Ottawa in August and their follow-up meetings went very well, and added that he will have more follow-up meetings with key people in the following week.

MOVED by George Brown, seconded by Chris Ashfield THAT THE PRESIDENT’S REPORT BE APPROVED AS PRESENTED. CARRIED

7. TREASURER’S REPORT
a. August 31, 2009, financial statement
Abbas Homayed presented the financial statements for the period ending August 31, 2009, for review and discussion.

MOVED by Abbas Homayed, seconded by Don MacLeod THAT THE AUGUST 31, 2009, FINANCIAL STATEMENTS BE APPROVED AS PRESENTED. CARRIED.

b. 2010 draft budget and funding formula 
Abbas Homayed presented the draft 2010 budget and funding formula. Tina Ongkeko noted the following on administration:
• The budget allows for investing in CCNA websites that are being rebuilt. Amortization is over a 24-month period, spanning three years to give more room for other expenses instead of one year.
• Regarding revenue, CCNA will not be collecting from ComBase and AdReach

MOVED by Mike Williscraft, seconded by Chris Ashfield THAT CCNA APPROVE A ONE-TIME ALLOCATION OF UP TO $80,000.00 FROM THE RESERVES TO FUND RESEARCH AND READERSHIP ACTIVITIES AND SUPPORT. CARRIED.

MOVED by Abbas Homayed, seconded by Rick Shaver THAT THE 2010 BUDGET AND FUNDING FORMULA BE APPROVED AS AMENDED. CARRIED.

8. CCNA OFFICE REPORT       
a. CCNA Activity Report
John Hinds presented his written report and added the following:
• Conference – There was some profit made from the 2009 conference that bodes well for the 2010 conference. Conference staff are working on ensuring that it will be reflective of the whole industry, remembering to keep the program practical for all members.
• Communications – John invited the board to send industry and staff changes that can be put in News On News. The current challenge is making sure that members know what the associations are doing for them. A mailing is being planned to send all members the print materials that were worked on thus far.
• CMCA – With OCNA looking at bringing in ethnocultural papers into their membership, CMCA is anticipating some growth in membership as well.
• Community Content – an agreement is in the early stages of planning with the Privy Council Office. This agreement will hopefully bring in more departments to use the service.
• Marketing – The current issue among members is sustainability. John and Suzanne Raitt of CNA are working with the Forest Products Association to deliver an environmentally friendly message about newspapers to readers.
• Public Affairs – CCNA is hoping to have some assistance from the government while working with Canada Post (CPC).  The Publications Assistance Program, now the Canada Periodical Fund (CPF), will have some things that community papers will want, namely that it will not be tied to CPC and that community papers will be eligible for industry initiatives.  TMC papers are continuing to push for funding from the CPF. A discussion took place regarding the CPF and the TMC paper effort.

b. Government Relations report
Eileen Barak presented her written report and commented on the discussion that took place the evening before regarding her proposal for a Government Relations committee.

Mike Williscraft added that he will strike up a Government Relations committee.

MOVED by Lynn Hennigar, seconded by Paul MacNeill THAT THE CCNA ACTIVITY AND GOVERNMENT RELATIONS REPORTS BE APPROVED AS PRESENTED. CARRIED.

9. COMBASE REPORT
Kelly Levson presented her written report and circulated a presentation template for the board to review. Kelly added that the ComBase board met earlier in the week and decided to call the study the 2008/2009 study.

MOVED by Abbas Homayed, seconded by Neil Thom THAT THE COMBASE REPORTT BE APPROVED AS PRESENTED. CARRIED.

Mike Williscraft informed the board that the ComBase board will remain for a transitional period and a task force will be put together.

10. COMMITTEE REPORTS AND RECOMMENDATIONS 
a. Better Newspapers Competition
Greg Nesbitt presented his written report and several recommendations to the board.

MOVED by Greg Nesbitt, seconded by Chuck Bennett THAT POINTS BE ALLOCATED FOR FRONT PAGE AND EDITORIAL PAGE AS PRESENTED IN THE BETTER NEWSPAPERS COMPETITION REPORT. CARRIED

MOVED by Greg Nesbitt, seconded by Chuck Bennett THAT THE 5-POINT ALLOTMENT FOR A STATISTICS PAGE BE ELIMINATED AND THE ALLOTMENT FOR SCOPE AND EXCELLENCE OF EDITORIAL CONTENT BE INCREASED BY 5 POINTS. CARRIED.

MOVED by Greg Nesbitt, seconded by Rick Shaver THAT NEWSPAPER STAFF RESPONSIBLE FOR AWARD-WINNING SUBMISSIONS IN THE IN-HOUSE AD CAMPAIGN AND AD DESIGN CATEGORIES BE RECOGNIZED, AS IS ALREADY DONE IN EDITORIAL AND OTHER CATEGORIES. CARRIED.

MOVED by Greg Nesbitt, seconded by Rick Shaver THAT THE BNC COMMITTEE REPORT BE APPROVED AS PRESENTED. CARRIED.

b. Canadian Media Circulation Audit
Frank McTighe presented his written report and several recommendations to the board.

MOVED by Frank McTighe, seconded by Lynn Hennigar THAT THE DEFINITION OF PAID CIRCULATION BE AMENDED AS FOLLOWS:

PAID CIRCULATION
 
Paid circulation is defined as any copies that have been paid for at any net positive price, after taking the value of any premiums or incentives into consideration.

Copies distributed through subscription drives or purchased by the newspaper or its employees or designates shall not be included in the total paid circulation.

CARRIED.

MOVED by Frank McTighe, seconded by Chris Ashfield THAT “in portable document format (PDF)” BE DELETED FROM THE ELECTRONIC EDITIONS RULE. CARRIED.

c. Community Media Canada
Paul MacNeill informed the board that there was no CMC meeting and no updates to report.

d. 2010 Conference
Tina Ongkeko updated the board on the progress of planning for the 2010 conference and invited the board to register as the online registration site is up and running.

Coleen Campbell informed the board that the CNA board had discussed Vancouver as a possible 2011 conference location and invited suggestions for other locations. Alan Allnutt reported on the sentiments of the CNA board members regarding Vancouver as location, indicating that one concern they had was that the members from eastern Canada would have to travel across the country. He also mentioned that another suggestion that was brought up at the CNA meeting was Ottawa. Peter Kvarnstrom let the board know that flights to Vancouver are typically one flight, with reasonable rates.

MOVED by Lynn Hennigar, seconded by Abbas Homayed THAT THE BOARD APPROVE VANCOUVER AS THE LOCATION OF THE 2011 CONFEFENCE. CARRIED.

e. Distribution and PAP Committee
Chuck Bennett reported on the progress of the distribution and PAP committee, indicating that most of the issues have already been discussed at the meeting. Chuck informed the board that he would like to strike up a committee and invited interested board members to contact him.

Tina Ongkeko reported that she will be having a meeting Canada Post for publications mail and unaddressed admail and also to discuss ways to improve communication and collaboration moving forward.

MOVED by Chuck Bennett, seconded by Rick Shaver THAT THE DISTRIBUTION AND PAP COMMITTEE REPORT BE APPROVED AS PRESENTED. CARRIED.

f. New Ideas
Tina Ongkeko informed the board that there were no updates to report.

11. REGIONAL ASSOCIATION REPORTS
a. BCYCNA
Chuck Bennett presented the written report.

b. AWNA
George Brown presented the written report. Dennis Merrell informed the board that he and George Brown met with the Alberta Press Council and discussed financial issues as they were asking AWNA for more funds. A discussion took place regarding press council financial issues in British Columbia and Alberta.

c. SWNA
Clark Pepper presented the written report. Steve Nixon added that there was a 70% increase in ROP sales. He also informed the board that the Junior Citizen of the Year award programs have been collapsed into one.

d. MCNA
Greg Nesbitt presented the written report.

e. OCNA
Abbas Homayed presented the written report, adding that the OCNA Queen’s Park day was a success. He informed the board that OCNA is working with more cultural papers and is working on a 3-year phase-in plan for membership.

There was some discussion regarding the regional associations receiving reports from CCNA regarding the co-management agreement and Ottawa activities. The board directed John to provide reports on these two items to the board of directors.

f. QCNA
George Bakoyannis presented the written report. Greg Duncan informed the board the QCNA continues to work on some policy areas as well as affiliate membership.

Alan Allnutt commented on the Quebec Press Council, indicating that all groups are having problems. He added that the idea of a national press council would likely have the same fate as many other national efforts in that Quebec would refuse to be a part of it.

g. ACNA
Paul MacNeill presented the written report and added that at their last meeting, there was discussion about bringing dailies into their membership.

MOVED by Clark Pepper, seconded by George Bakoyannis THAT THE REGIONAL REPORTS BE ACCEPTED AS PRESENTED. CARRIED.

12. OTHER BUSINESS
a. Quill Nominations 
MOVED by Paul MacNeill, seconded by Chris Ashfield THAT THE SILVER QUILL NOMINATION FOR KEN SIMS, PUBLISHER AND GENERAL MANAGER OF ANTIGONISH CASKET PRINTING AND PUBLISHING IN ANTIGONISH BE APPROVED. CARRIED.

MOVED by Abbas Homayed, seconded by Mike Williscraft THAT THE SILVER QUILL NOMINATION FOR MARK PAVILONS, FREELANCE WRITER AND EDITOR OF CALEDON CITIZEN IN CALEDON BE APPROVED. CARRIED.

b. Cadogan Foundation – Outstanding Columnist Award endowment - Tina
MOVED by Paul MacNeill, seconded by Frank McTighe THAT CCNA ESTABLISH THE CADOGAN COLUMNIST AWARD ENDOWMENT FUND, WITH THE GUIDANCE SUBMITTED BY THE CADOGAN FOUNDATION TO BE SET AS THE FUND POLICY. CARRIED.

c. Sustaining member applications
MOVED by Greg Nesbitt, seconded by Lana Meier THAT THE SUSTAINING MEMBER APPLICATION OF THE HERALD/VISNYK BE APPROVED. CARRIED.

MOVED by Chris Ashfield, seconded by Clark Pepper THAT THE SUSTAINING MEMBER APPLICATION OF PRAIRIE MESSENGER BE APPROVED. CARRIED.

13. NEXT MEETING DATES
The next CCNA board meeting will be held in Toronto on February 4&5, 2010.

14. IN-CAMERA SESSION
An in-camera session was held with no motions arising.

15. MEETING EVALUATION
Eileen Barak invited feedback for future lobby days and comments on meetings board members had. All board members present were reminded to complete their written meeting evaluations.  Members thanked Eileen for organizing the lobbying meetings.

16. ADJOURNMENT         
There being no further business, the meeting was adjourned at 12:28 PM on a motion by Chris Ashfield.