MINUTES OF A MEETING OF THE EXECUTIVE COMMITTEE OF THE CANADIAN COMMUNITY NEWSPAPERS ASSOCIATION HELD AT THE WESTIN BAYSHORE VANCOUVER HOTEL ON TUESDAY, FEBRUARY 24, 2009, AT 8:30 AM

PRESENT:
Brian McCristall, President
Mike Williscraft, First Vice-President
Chris Ashfield, Corporate Secretary
Coleen Campbell, Chairman of the Board

STAFF:
John Hinds, Chief Executive Officer
Tina Ongkeko, Managing Director, Community Media

REGRETS:
Lana Meier, Second Vice-President
Abbas Homayed, Treasurer

1. CALL TO ORDER AND PRESIDENT’S REMARKS

Brian McCristall called the meeting to order at 9:53 AM and welcomed all present. Brian noted that these are challenging times for the association and the industry as a whole, but fortunately, great leadership that has served us well in the past and will serve us well in the future.

2. APPROVAL OF AGENDA

MOVED by Chris Ashfield, seconded by Mike Williscraft THAT THE AGENDA BE APPROVED AS CIRCULATED. CARRIED.

3. APPROVAL OF MINUTES

MOVED by Mike Williscraft, seconded by Chris Ashfield THAT THE MINUTES OF THE MEETING HELD ON OCTOBER 27, 2008, BE APPROVED AS CIRCULATED. CARRIED.

4. BUSINESS ARISING

A discussion took place about the evaluation forms completed at the last meeting. Staff noted that a shorter meeting schedule was implemented, with committees meeting independently of the board meeting.

A discussion took place about the board meeting format and location. All agreed that there are some benefits to moving it around, such as having the opportunity to meet members. It was suggested that the timing of the meeting coincide with a regional meeting where possible. The issue will be discussed at the board meeting.

Staff were asked to ensure that all regional executive directors are on the recipient list for the News on news e-newsletter.

5. IN CAMERA SESSION

No in camera session was held.

6. TREASURER’S REPORT

a. 2008 year-end unaudited financial statement

Tina Ongkeko presented the draft unaudited year-end statements for review and discussion. Tina noted that the audited statements are expected in March and a board meeting, possibly via teleconference, will be required to review and approve the statements.

MOVED by Mike Williscraft, seconded by Chris Ashfield THAT THE DRAFT 2008 YEAR-END UNAUDITED FINANCIAL STATEMENT BE RECEIVED. CARRIED.

7. ACTIVITY REPORT

John Hinds presented his written report. A discussion took place about the Department of Canadian Heritage’s announcement about the Publications Assistance Program and its replacement program (in 2010), the Canada Periodical Fund.

8. COMBASE

A discussion took place about the 2008 study and steps taken over the past few weeks to address challenges with the study. John emphasized the efforts of Anne Crasweller and Don Williams of NADbank on behalf of ComBase

MOVED by Chris Ashfield, seconded by Mike Williscraft THAT THE ACTIVITY AND COMBASE REPORTS BE ACCEPTED AS PRESENTED. CARRIED.
 
9. OVERVIEW OF BOARD AGENDA

A discussion took place regarding the schedule and agenda for the board meeting. If the meeting finishes early, a round table discussion on the present state of the economy and its effect on members will be held.

It was suggested that a round table discussion be made a regular part of meetings – executive could decide the topic.

10. OTHER BUSINESS

a. Appointment of Nominating Committee

Brian reported that he will announce the appointment of Lynn Hennigar and himself as the nominating committee. They will be in contact with everyone on the board over the coming weeks.

11. DATE OF NEXT MEETING

The next meeting will be held on Tuesday, May 19, in the evening, in Montreal in conjunction with the 2009 conference.

12. IN-CAMERA SESSION

An in camera session was held with no motions arising.

13. ADJOURNMENT

There being no further business, the meeting was adjourned at 11:45 AM on a motion by Chris Ashfield.