MINUTES OF A MEETING OF THE EXECUTIVE COMMITTEE OF THE CANADIAN COMMUNITY NEWSPAPERS ASSOCIATION HELD AT THE SHERATON CAVALIER HOTEL, SASKATOON, SASKATCHEWAN, ON SATURDAY, SEPTEMBER 19, 2009, AT 9:00 AM

PRESENT:
Mike Williscraft, President
Paul MacNeill, First Vice-President
Greg Nesbitt, Second Vice-President
Abbas Homayed, Treasurer
Frank McTighe, Corporate Secretary
Coleen Campbell, Chairman of the Board

STAFF PRESENT:
John Hinds, Chief Executive Officer
Tina Ongkeko, Managing Director, Community Media
 
1. CALL TO ORDER AND PRESIDENT’S COMMENTS

Mike Williscraft called the meeting to order at 8:45 AM and welcomed all present.

2. APPROVAL OF AGENDA

Added to Other Business:
• ComBase discussion at Ottawa board meeting
• Ad*Reach and AdWest
• Sustaining membership applications

MOVED by Abbas Homayed, seconded by Frank McTighe, THAT THE AGENDA BE APPROVED AS AMENDED. CARRIED.

3. APPROVAL OF MINUTES

a. May 19, 2009 – Montreal

MOVED by Greg Nesbitt, seconded by Abbas Homayed THAT THE MINUTES OF THE MEETING HELD MAY 19, 2009, IN MONTREAL BE APPROVED AS CIRCULATED. CARRIED.

b. Business arising

None.

4. FINANCIAL REPORT

a. July 2009 Financial Statement

Tina Ongkeko presented the July 31, 2009, financial statement and reported that in September, CCNA will be receiving a payment from ComBase towards the amount in Advances to ComBase. This will enable CCNA, in turn, to repay the amount it owes to CNA.

A discussion took place regarding co-management of CCNA and CNA.

ACTION: Improve and increase communications about association activities, including Canada Post rate increase analysis; ComBase updates; marketing pieces and industry ad campaign; quarterly updates; etc.

ACTION: Provide an information backgrounder to board members on financial and other benefits of co-management that have been or will be realized. As well, identify any issues and challenges (e.g., time management) of co-management.

A discussion took place regarding the Publications Assistance Program and Canada Post.

MOVED by Frank McTighe, seconded by Abbas Homayed THAT THE JULY 31, 2009, FINANCIAL STATEMENTS BE RECEIVED. CARRIED.

b. 2010 Budget Discussion

Tina Ongkeko presented the draft 2010 budget for review by the executive. There was some discussion about how to account for amounts taken from reserves to pay for expenses, such as a BNC winners subsidy. There were also questions about how to record capital expenditures for website development.

ACTION: CCNA staff to seek advice from auditor regarding using reserves and recording capital expenditures.

The executive directed staff to make the following changes to the draft budget:
• Add an expense budget for BNC winners conference subsidy.
• Remove the ComBase management fee until such time that the future direction of ComBase is firmly established.

ACTION: Staff to investigate the cost of maintaining ComBase staff and CCNA’s ability to cover that cost. Seek advice from auditor on how to account for CCNA’s involvement in this while keeping it separate from CCNA’s normal operations in the financial statements.

5. CO-MANAGEMENT REPORT

John Hinds recapped the earlier discussion about improving communications regarding the co-management agreement. A discussion took place about the conclusion of the two-year term of the agreement. John noted that both boards would have to decide what to do going forward.

The co-management committee currently stands at four members, including chair Peter Kvarnstrom, CCNA representatives Coleen Campbell and Lynn Hennigar, and CNA representative Alan Allnutt. CNA vice-chair Natalie Larivière will eventually assume the CNA chair and fill the committee position vacated by Blair Mackenzie. The committee continues to meet every other week via teleconference.

MOVED by Paul MacNeill, seconded by Greg Nesbitt, THAT THE CO-MANAGEMENT COMMITTEE REPORT BE ACCEPTED AS PRESENTED. CARRIED.

6. ACTIVITY REPORT

John Hinds presented the written report and provided an update on the lawsuit filed by JMG Enterprises. John also reported on recent developments in the Recycling file.

MOVED by Frank McTighe, seconded by Abbas Homayed, THAT THE ACTIVITY REPORT BE APPROVED. CARRIED.

7. COMBASE

John reported that ComBase is hoping to send tables to publishers for their review by the end of September. There remain challenges with a couple of markets, and ComBase staff are working with publishers on them. ComBase is aiming to have the results out before the Ottawa meeting after publishers have signed off on the tables.

ComBase is moving to using the same model as NADbank – “read in the last month, last 4 issues” – rather than “read last issue”.

The executive recommended using an easy-to-read template so that publishers can understand what numbers they can use and how. They also noted that ComBase will need to communicate to publishers that they can’t use old data once the new study is launched.

8. OTHER BUSINESS

a. October board meeting schedule and agenda
b. ComBase discussion at October board meeting

The executive decided that a discussion regarding ComBase should be held during the Thursday, October 22, board dinner in Ottawa. ComBase chairman Sean Murray should be asked to attend.

A discussion took place regarding the lobbying meetings on October 22. The executive asked that meetings with regional ministers be arranged where possible.

c. Ad*Reach and AdWest

Abbas Homayed reported that OCNA sent a proposal to AdWest regarding opportunities to work more closely together. The two sides are currently seeing the opportunity differently but both remain interested in continuing the discussion.

d. Sustaining Member applications

MOVED by Paul MacNeill, seconded by Frank McTighe, THAT THE SUSTAINING MEMBERSHIP APPLICATIONS OF THE CATHOLIC REGISTER, ANGLICAN JOURNAL, AND WESTERN CATHOLIC REGISTER BE APPROVED. CARRIED.

9. DATE OF NEXT MEETING

The next meeting of the CCNA executive committee will be held on the morning of Friday, October 23, at the Westin Ottawa in conjunction with the fall board meetings.

10. ADJOURNMENT

There being no further business, the meeting was adjourned at 11:50 AM on a motion by Frank McTighe.