MINUTES OF A MEETING OF THE BOARD OF DIRECTORS OF THE CANADIAN COMMUNITY NEWSPAPERS ASSOCIATION HELD AT THE WESTIN BAYSHORE HOTEL, VANCOUVER, BRITISH COLUMBIA ON TUESDAY, FEBRUARY 24, 2009, AT 1:00PM

PRESENT:
Coleen Campbell, Chairman of the board
Brian McCristall, President
Mike Williscraft, First Vice-President
Chris Ashfield, Corporate Secretary
Brad Alden, BCYCNA
Chuck Bennett, BCYCNA
George Brown, AWNA
Frank McTighe, AWNA
Clark Pepper, SWNA
Neil Thom, SWNA
Greg Nesbitt, MCNA
George Bakoyannis, QCNA
Heather Dickson, QCNA
Lynn Hennigar, ACNA
Paul MacNeill, ACNA

TELECONFERENCE:
Rick Shaver, OCNA

REGRETS:
Lana Meier, Second Vice-President
Abbas Homayed, Treasurer
Don MacLeod, OCNA
Richard Holmes, AWNA

STAFF:
John Hinds, Chief Executive Officer
Tina Ongkeko, Managing Director, Community Media
Kelly Levson, General Manager/Director of Research
Katrina Santiago, Program Manager

GUESTS:
Peter Kvarnstrom, Co-management committee
George Affleck, BCYCNA General Manager
Steve Nixon, SWNA Executive Director
Kim Beauchamp, MCNA Member Services Manager
Anne Lannan, OCNA Member Services Manager
Greg Duncan, QCNA Executive Director
Mike Kierstead, ACNA Executive Director

1.  CALL TO ORDER & CHAIRMAN’S REMARKS

Chairman Coleen Campbell called the meeting to order at 1:02PM. She welcomed Peter Kvarnstrom, chairman of the CNA/CCNA co-management committee and commented on the shortened agenda as requested by the board in their October board meeting evaluations.  Committee meetings were held separately in the weeks leading up to the board meeting.

2. APPROVAL OF AGENDA

“ComBase Report” was moved to follow the Treasurer’s report.

MOVED by George Bakoyannis, seconded by Clark Pepper THAT THE AGENDA BE APPROVED AS AMENDED. CARRIED.

3. APPROVAL OF MINUTES

a. OCTOBER 29, 2008 – TORONTO

MOVED by Lynn Hennigar, seconded by Rick Shaver THAT THE MINUTES OF THE MEETINGS HELD ON OCTOBER 29, 2008 IN TORONTO 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, with no motions arising.

6. PRESIDENT’S REPORT

Brian McCristall presented his written report and thanked BCYCNA for offering to sponsor a cocktail reception with BCYCNA members following the board meeting. He also thanked Chuck Bennett, Peter Kvarnstrom and George Affleck for making the arrangements. He welcomed everyone to British Columbia and thanked them for coming.

MOVED by Brian McCristall, seconded by Greg Nesbitt THAT THE PRESIDENT’S REPORT BE ACCEPTED AS PRESENTED. CARRIED.

7. TREASURER’S REPORT

a. 2008 YEAR-END DRAFT UNAUDITED FINANCIAL STATEMENT

Tina Ongkeko presented the 2008 year-end unaudited financial statement for review and discussion. She reported that this statement is for informational purposes only, as the year-end audit is currently underway. After the audit is completed, there will be a teleconference in April for approval of the statements and a report received from the auditor.

A discussion took place about CCNA advancing funds to ComBase. Tina explained that in an effort to encourage as many papers as possible to participate in the current study, ComBase negotiated extended payment schedules. CCNA has aided with cashflow by not immediately collecting on monies owed to it by ComBase. The last of the ComBase member payments for this study is expected in October 2009. Kelly noted that Léger Marketing is a reputable research firm, and they are committed to doing whatever it takes ti make it right.
 
MOVED by Chris Ashfield, seconded by George Brown THAT THE 2008 YEAR-END DRAFT UNAUDITED FINANCIAL STATEMENTS BE APPROVED AS PRESENTED. CARRIED.

8. COMBASE REPORT

Kelly Levson presented her written report and added that there have been some challenges with the latest study.  There was some discussion about what is being done to address the situation, how members will be affected and how to communicate the situation to members.

Lynn reported that she was present during the process when ComBase was choosing a supplier and assured everyone that all the right questions were asked.

MOVED by George Bakoyannis, seconded by Mike Williscraft THAT THE COMBASE REPORT BE ACCEPTED AS PRESENTED. CARRIED.

9. CCNA ACTIVITY REPORT

John Hinds presented his written report and indicated that fluctuations in finances can be expected due to the current economy.

John also informed the board that in 2008, the Association terminated JMG Enterprises, an independent contractor who had provided circulation auditing services to Canadian Media Circulation Audit members, in accordance with the notice provisions of the contract. Subsequently, the contractor has filed a wrongful termination claim against the Association. The outcome of this claim is unknown although management and legal counsel believe that there is no basis for this claim.

John reported on recent developments with the Publications Assistance Program. In January, the federal government announced as part of its budget presentation that it would contribute $30 million over two years to the program. This essentially replaces the $15-million-per-year contribution that Canada Post had earlier announced it would be withdrawing.

In February, Canadian Heritage Minister James Moore announced that the ministry would be replacing PAP and the Canada Magazine Fund with the Canada Periodical Fund, effective in 2010-2011. Highlights of the new program were reported, which directors asked be communicated to members. The exact funding formula will be determined in consultation with stakeholder groups including CCNA.

It was noted that the new program is still limited to paid-circulation newspapers, despite CCNA's submission to the PAP review requesting, among other things, funding for controlled circulation newspapers. Concerns were expressed that funding should be available to all community newspapers.
Distribution and PAP committee chair Neil Thom indicated that the committee will look into it.

Also provided was an update on CCNA director Richard Holmes, who was unable to attend the meeting.

MOVED by Chris Ashfield, seconded by Greg Nesbitt THAT THE CCNA BOARD SEND RICHARD HOLMES THEIR BEST WISHES FOR A SPEEDY RECOVERY. CARRIED.

A discussion took place regarding reduced levels of advertising in newspapers due to a perception that they are not environmentally friendly.
John noted that CNA and CCNA are working to counter that perception, releasing marketing materials and making presentations that emphasize the industry's commitment to recycling and the environment and its involvement with the Forest Products Association of Canada.

John also presented Eileen Barak’s written report.

MOVED by Lynn Hennigar, seconded by Brad Alden THAT THE ACTIVITY REPORT BE ACCEPTED AS PRESENTED. CARRIED.

10. COMMITTEE REPORTS AND RECOMMENDATIONS

a. Better Newspapers Competition

Greg Nesbitt referred to the 2009 BNC statistics report circulated at the meeting. He also reported that CCNA staff are working on sponsorships and are hopeful for renewals. He indicated that there may be a need to discuss if there is enough money for winners’ subsidies to attend the awards gala.

Lynn Hennigar suggested that the committee consider some new online categories for the growing trend of online publications.

b. Canadian Media Circulation Audit

Frank McTighe presented several recommendations for policy changes and new policies for CMCA.

MOVED by Frank McTighe, seconded by Brad Alden THAT

For community newpapers,

An edition shall be defined by the day of week and consistent distribution pattern among all applicable issues. All editions shall publish under the same banner/title. Issues of the same edition shall meet all of the following conditions:
• Distribution using the same delivery methods
• Circulation of a similar number of copies, with the exception of occasional extraordinary  distribution
• Delivery to the same geographic footprint

For daily newspapers,

An edition shall be defined by consistent distribution pattern among all applicable issues and shall publish under the same banner/title. Issues of the same edition shall meet all of the following conditions:

• Distribution using the same delivery methods
• Circulation of a similar number of copies, with the exception of occasional extraordinary  distribution
• Delivery to the same geographic footprint
CARRIED.

MOVED by Frank McTighe, seconded by Brian McCristall THAT ELECTRONIC COPIES SENT TO RECIPIENTS WHO ARE NOT CONSIDERED TYPICAL READERS BE CLAIMED AS OTHER PAID (FOR PAID COPIES) OR SERVICE AND SAMPLE COPIES (FOR FREE COPIES).

Lynn Hennigar suggested that the CMCA committee look at revising the electronic editions policy as an exact replica of a newspaper may not necessarily be a PDF.
CARRIED.

MOVED by Frank McTighe, seconded by Heather Dickson THAT THE ELECTRONIC EDITIONS POLICY FOR COMMUNITY NEWSPAPERS BE APPLIED TO BUSINESS AND CONSUMER PUBLICATIONS, AS WELL AS DAILY NEWSPAPERS. CARRIED.

MOVED by Frank McTighe, seconded by Brad Alden THAT CMCA EXPAND THE CMCA REPORT TO TWO PAGES TO INCLUDE ADDITIONAL INFORMATION INCLUDING SUBSCRIPTION RATES, ANY PROMOTIONAL ACTIVITY DURING THE REPORTING PERIOD, DETAILS ON EXTRAORDINARY DISTRIBUTION, AND OTHER DISCLOSURES RELEVANT TO THE REPORT. CARRIED.

MOVED by Frank McTighe, seconded by Chris Ashfield THAT FILING A THREE-MONTH INTERIM STATEMENT BE MANDATORY UNDER ANY OF THE FOLLOWING CONDITIONS:

• Changes in geographic footprint
• Changes in distribution methods
• Changes in circulation figures where circulation differs from previous circulation by at least  10 percent for publications with fewer than 10,000 circulation or 5 percent for publications  with circulation 10,000 or over
• Changes from paid to controlled circulation or controlled to paid circulation.
CARRIED.

MOVED by Frank McTighe, seconded by George Bakoyannis THAT THE POLICY FOR EXTRAORDINARY DISTRIBUTION BE CHANGED TO READ “MUST OMIT” INSTEAD OF “MAY OMIT”. CARRIED.

c. Community Media Canada

Paul MacNeill reported that although the regions no longer contribute to CMC, the committee still meets regularly.

John Hinds reported that Denneboom, an online ad agency approached CMC. A partnership with them would allow booking ads online through them, thereby enabling CMC to deliver one click, one buy.
There was some discussion about how this would affect regional efforts to sell ads. Regions may have the option to opt in, but they will be contacted before any decisions are made.

John drew directors’ attention to copies of promotional materials showing both the CCNA and CNA logos and information on both community and daily newspapers. These pieces are available for downloading from the CNA website in the Marketing section (http://www.cna-acj.ca/en/marketing/sales-tools). Also, members can expect an innovation article every week in News on News e-newsletter.

d. 2009 Conference

George Bakoyannis presented his written report on the progress of conference planning. The draft  programme was provided to board members.

e. Distribution and PAP

Neil Thom referred to comments made during the activity report and indicated that the panel is awaiting the release of the Canada Post strategic review report.

f. New Ideas

Brad Alden presented his written report.

MOVED by Brad Alden, seconded by Frank McTighe THAT ALL COMMITTEE REPORTS BE ACCEPTED AS PRESENTED. CARRIED.

11. REGIONAL ASSOCIATION REPORTS

a. BCYCNA

Chuck Bennett referred to the written report.

b. AWNA

George Brown presented the written report.

c. SWNA

Steve Nixon referred to his written report.

d. MCNA

Kim Beauchamp presented her written report.

e. OCNA

Anne Lannan presented her written report and added that Mike Nanton will be coming on as OCNA’s second Vice-President.

f. QCNA

Greg Duncan referred to his written report.

g. ACNA

Paul MacNeill introduced Mike Kierstead to the board as the new ACNA executive director. Mike Kierstead presented his written report.

MOVED by Paul MacNeill, seconded by Lynn Hennigar THAT THE REGIONAL REPORTS BE ACCEPTED AS PRESENTED. CARRIED.

12. OTHER BUSINESS

a. Quill Nominations

MOVED by Paul MacNeill, seconded by Lynn Hennigar THAT THE GOLD QUILL NOMINATION FOR GLENN MARCHANT OF THE OXFORD (NS) JOURNAL BE APPROVED. CARRIED.

MOVED by Lynn Hennigar, seconded by Paul MacNeill THAT THE SILVER QUILL NOMINATION FOR PAUL MARCHANT OF THE OXFORD (NS) JOURNAL BE APPROVED. CARRIED.

MOVED by Paul MacNeill, seconded by Brian McCristall THAT “COMMUNITY” BE REMOVED FROM THE CRITERIA FOR SILVER AND GOLD QUILLS. DEFEATED.

There was discussion that given the way the industry is moving and growing, quills should be awarded to people even if some of their experience was not with a community newspaper and that they not be awarded solely to owners, editors or publishers.

MOVED by Brian McCristall, seconded by Paul MacNeill THAT THE SILVER QUILL NOMINATION FOR DOREEN SYKES OF THE COLLINGWOOD (ON) ENTERPRISE-BULLETIN BE DEFERRED PENDING REVIEW OF THE EXISTING QUILLS POLICY.

MOVED by Brian McCristall, seconded by Mike Williscraft THAT THE SILVER QUILL NOMINATION FOR RON WASSINK OF FERGUS/ELORA (ON) NEWS EXPRESS BE APPROVED. CARRIED.

MOVED by Brian McCristall, seconded by Brad Alden THAT THE SILVER QUILL NOMINATION FOR ANNE BURTON OF AYR (ON) NEWS BE DEFERRED PENDING REVIEW OF THE EXISTING QUILLS POLICY.

MOVED by Chris Ashfield, seconded by Chuck Bennett THAT THE SILVER QUILL NOMINATION FOR GEORGE SCHMIDT OF AYR (ON) NEWS BE DEFERRED PENDING REVIEW OF THE EXISTING QUILLS POLICY.

MOVED by Mike Williscraft, seconded by Chris Ashfield THAT THE SILVER QUILL NOMINATION FOR DAVE SYKES OF GODERICH (ON) SIGNAL-STAR BE APPROVED. CARRIED.

MOVED by Brian McCristall, seconded by Neil Thom THAT THE SILVER QUILL NOMINATION FOR BILL ALLEN OF METROLAND NORTH MEDIA BE APPROVED. CARRIED.

MOVED by Heather Dickson, seconded by Brad Alden THAT THE SILVER QUILL NOMINATION FOR DEREK WALTER OF ARNPRIOR (ON) CHRONICLE-GUIDE BE APPROVED. CARRIED.

MOVED by Heather Dickson, seconded by Greg Nesbitt THAT THE SILVER QUILL NOMINATION FOR FRED RUNGE OF RUNGE PUBLISHING BE APPROVED. CARRIED.

MOVED by Lynn Hennigar, seconded by Chris Ashfield THAT THE SILVER QUILL NOMINATION FOR RICK SHAVER OF CORNWALL (ON) SEAWAY NEWS BE DEFERRED PENDING REVIEW OF THE EXISTING QUILLS POLICY.

b. Appointment of the Nominating Committee

Brian McCristall appointed Lynn Hennigar and himself to the nominating committee.

c. Adhoc Committee for Review of Quills

Brian McCristall appointed Paul MacNeill and Chuck Bennett to an adhoc committee to review the Quills policy. The policy will be reviewed in time for the April teleconference.

d. Press Councils

Peter Kvarnstrom reported on the importance of press councils for newspapers and their perceived function of regulation for the newspaper industry. He indicated that there was recently a call for a national press council as reported in the Ottawa Citizen. This could mean regulation for newspapers similar to a CRTC that broadcasters need to work through. Under regulation we may have to go to the regulatory body for changes in distribution and rates, among other things. He advised members to consider these things when deciding to fund press councils.

13. NEXT MEETING DATES

A teleconference will be scheduled in April for the purpose of approving the 2008 audited financial statement.  It is anticipated that the recommendation of the adhoc Quill policy review committee will also be considered at that time.

The next meeting of the CCNA board of directors will be held on Wednesday, May 20 at the Sheraton Montreal, in conjunction with the 90th national conference.

14. IN-CAMERA SESSION

An in-camera session was held with no motions arising.

15. MEETING EVALUATION

All present commented on the proceedings and were reminded to complete the written meeting evaluation.

Overall, members liked the change of location, but looked forward to a future meeting in Ottawa when they could meet with their respective Members of Parliament.

16. ADJOURNMENT

There being no further business, the meeting was adjourned at 5:20PM on a motion by Coleen Campbell.