2020
Topics
- Opening Meeting
- Action Items Updated
- New Members read in
- Letter for Staff Discussed
- Discussion of models with agreement to iron out main type
- Verses Update(s)
- Financial Report
Topics
- Opening Meeting
- Basecamp Motions Read
- New Members Read In
- Zac Award: the file on the drive is empty, there is discussion on the need to create criteria and add to file
- reach out to past recipients
- Board Model on Basecamp
- Training Discussed
- Discussion of letter expressing community concern. And reach out for clarification prior to response
- Verses Updates
- chapbook launch
Topics
- Opening Meeting
- New Members read in
- Verses Discussed: The remaining aspects of what needs to be done assuming that festival will still happen
- Board Model Discussed: Focus on concerns longstanding community members have raised of systemic racism in governance present in the history of the organization, and steps current board needs to take to resolve these issues.
- Also in relation to expressed concern of current problems in terms of unresolved issues with staff.
- Cicely Blain Consulting contacted for purposes of Diversity & Inclusion Audit
- Building Organizational Sector Sustainability programs: availability of board members discussed
- Options for Slam team
- COVID-19
- Financials
- BYRC Partnership
Topics
- Opening Meeting
- Minutes and Financials
- Action Items from Previous Meeting Discussed (many moot due to COVID19)
- Fundraising Discussed
Topics
- Opening Meeting
- Board Minutes Approved
- Posting of July 2nd 2019 pre-agm Minutes
- Members Read in
- Financial Report
- Financial Coordinator
- Possible AGM Topics
- Diversity Grant
- Survey Virtual Programs
- Auction Update
Topics
- Opening Meeting
- Action Items
- Basecamp Motion Read into Minutes
- May Minutes Approved
- Motion regarding money transfer to Gaming Account
- New and Renewing Members
- Financial Report
- Policy Changes: Anti-Harassment wording and Ability of New Members to Vote
- Staff Positions
- Curriculum Development
- Financial Coordinator
- Anti-Racism Work Plan (any updates?)
- Budget Possibilities
- AGM: Changes to EGM minutes
- Live Events? Conversation
Topics
- Opening Meeting
- Previous Board Minutes Approved
- Action Items Updated
- Financial Report
- AGM Planning
- Proposed edit to email to members detailing AGM voting method
- Went over Guidelines to be set so that more vocal people do not dominate the conversation as tends to happen in a virtual space
- Staff recommendations for a possible consultant for anti-oppression work
Topics
- Opening Meeting
- Previous Board Minutes Approved
- Action Items Updated
- Laura Beatrice Covaza introduced as the new Financial Coordinator
- Colleen requests to introduce potential board member with extensive experience in HR currently working for Community Living Society
- Amanda presents idea regarding increasing views to website in the hope of increased community engagement. Using the blog for: Articles and interviews with poets to promote their events and provide a link for them to share as well as increased views for the site
- Joseph will donate books for auction and Amanda to help Leslie sort chapbook bundles
- Regarding Work Plan: Amanda to contact the consultant regarding if the work plan would help us fit the criteria for a diversity audit. The consultant having specified is being selective due to the recent increase in the amount of request(s) for this work
- AGM results: Holden to make changes to the policy manal based on the votes at the AGM with a note on the reason and date of changes
Note that the September meeting was moved back one weekend. Board Meetings typically taking place the first Sunday of every month.
Topics
- Opening Meeting
- Previous Board Minutes Approved
- Action Items Updated
- Introduce Max Sumner
- Discussion on Community Facing Forum
- AGM policy changes to be made (based on votes)
- Any Financial info outstanding
- Naomi Gracechild meeting. Feedback and cost for a full diversity audit
- Agenda Item 5 reference poet introductions having been made to the https://www.vlacc.ca/ so that the poet has more of a build in Spanish speaking audience
Topics
- Opening Meeting
- Previous Board Minutes Approved
- Action Items Updated
- Motions passed online are read into minutes
- This is inclusive of the motion to make Max Sumner an interim board member
- Questions raised regarding:
- Signed Financials
- Board Recruitment survey
- HR practices
- Report by the Arts Administrator
- Leslie provides updates on Cotyledon
- Auction updates challenges with finding someone available to edit policy (deficit and availability of editors)
Topics
- Opening Meeting
- Previous Board Minutes Approved
- Action Items Updated
- Financial Statement
- Art Administrator Report
- Approval of the Budget Delayed until December Meeting
- Auction mailouts completed
- Giving Tuesday discussed
- Board Recruiting discussed
- Money transfer from old credit card clarified
2019
- Where there was no meeting in a particular month we’ve attempted to note this is the case
- Set schedule for board meetings of the first Sunday of every month was determined in September 2019
- All scheduled board meetings are posted
- All meetings outside of once a month meeting filed as emergency meetings per September vote
- We are improving access for all minutes and hope to backdate further
- Any missing (emergency) minutes or if you’ve encountered a broken link for minutes prior to 2019 please email admin@vancouverpoetryhouse.com and we will ensure you have access
2019
Topics
- Opening Meeting
- Debrief of Hiring Process
- Volunteers
- VPH Operational & Projected Budget
- Honorary Board
- Membership Benefits
- Other Business
Topics
- Opening Meeting
- Website Update
- By-law Update
- Discussion: Slammaster Position
- Discussion: Staff Update
- Arts Cohort Meeting Update
- Other Business
- Staff Reviews
- Social Media Policy
- Harm Reduction Policy
- Creative Coworkers as Space
- Cheque Signing
- Next Board Meeting
- Bank Forms
Topics
- Opening Meeting
- Verses Updates: Training, Hiring, and Volunteers
- Website Updates
- YouTube backlog
- Constitution and Mission Changes: EGM goals
- Year End Financials
- Arts Cohort Update
Meeting Minutes provided as Word and pdf for Improved Access
Agenda Topics
- Opening
- Voices of Today
- EGM
- Update on PayPal & Finances
- Verses Update
- HR and Evaluations
- Planning
- Arts Cohort Update
- Human Rights Impact Statement
- Need for Resources
- AGM
- site and date
- Lowering of Grant Funds and Increased Expenses
Meeting Minutes provided as Word and pdf for Improved Access
Agenda /Topics
- Opening
- New and Renewing Members
- AGM Preparation
- Policy Manual
- Financial Tasks
- Accountant/Audit Update
- Planning: SWOT
- Strengths
- Weaknesses
- Opportunities
- Threats
Meeting Minutes provided as Word and pdf. Note that there was no June Meeting.
Agenda/ Topics:
- Opening
- Updated Membership
- AGM script / outline
Meeting Minutes provided as Word and pdf. Note that there was no June Meeting.
Agenda/ Topics:
- Opening
- July 2nd updated membership
- Community Outreach / Clarification
- Door Policy
- AGM recap
- Interim Financial Coordinator Position
- Extension of AD application Deadline
Meeting Minutes provided as Word and pdf. Note that there was no August Meeting.
Agenda /Topics:
- Opening
- Discussion centered on issues arising during hiring process
- Strategic Plan Discussion
- Grant Visioning Option Discussed in light of resulting Delay in Hiring AD
Meeting Minutes provided as Word and pdf.
Agenda/ Topics:
- Opening
- Staff Reports
- Wordplay (Tessa)
- Admin (Colleen)
- VanSlam (Sam)
- Financials
- Youth Fundraising
- Expiration of Admin contract discussed
Meeting Minutes provided as Word and pdf.
Agenda /Topics:
- Opening
- VanSlam Report
- Introduction of Joseph
- Status of Spoken Word Canada / Speak North
- Status of Consultant for Policy Review
- Letter Regarding Community Members Experiences of Systemic Racism In Governance and Policy
- Need for an anti-oppression audit discussed
- Need for better overall communication and board training
Meeting Minutes provided as Word and pdf.
Agenda /Topics:
- Opening
- Previous Backlogged Minutes From Sep-Nov
- All Action Items (compiled from Unapproved Minutes) Reviewed
- Financial Report
- SlamMaster Position Pay Review
- Hiring Policy Survey Takeaways
- Board Models Discussed
- Tech Improvements
- Basecamp Motions to be read into regular meeting minutes
- Code of Conduct Review
- Board Conflict Management