2023
January 8 2023 Minutes of Vancouver Poetry House Word doc
January 8 2023 Minutes of Vancouver Poetry House PDF
2023
January 2023
- Approve the Oct & Nov 2022 Minutes
- President/chair vote results: 3 votes (2 abstention) Leslie to be chair/president)–Virtual Vote November 30, 2022
- Black History Month (blog post/poet list and booking/website info)
- Action Item updates
- WordPlay Report
- GM report
- AD report
- Anti-racism work (policy work)
- Financials
- Discuss Meet-up for policy discussion
- change meeting days to Saturday (discussion)
2022
Topics JANUARY 2022
- Opening January meeting
- Action Item Updates
- Financial Report
- GM Report
- Anti-Racism Work Updates
- Hiring Note
- Policy
- Upcoming Training Options
February 2022
- Action Items updates
- Financial Report
- GM Report
- Anti-racism Work:Post-audit consultation with Naomi
- Staff Reports
March 6 2022 MINUTES OF VANCOUVER POETRY HOUSE word
March 6 2022 MINUTES OF VANCOUVER POETRY HOUSE PDF
Recommendations From Audit Final Report EUPHONY Equity & Inclusion Works PDF
Recommendations Audit Final Report EUPHONY Equity & Inclusion Works WORD DOC
March 2022
- Action Items updates
- Financial Report
- GM Report
- Recommendations from the Anti-Racism Audit (adopted) read into minutes
- email theme for staff Thank Yous (Amanda)
- Vote on Primary Minute-taking method:
- Decision-only minutes
- Anecdotal minutes (decisions and discussion summaries)
- Verbatim minutes (word-for-word records of what was said)
- Sean Mcgarragle Ideas for board
April 2022
- Action Items Updates/March minutes approved
- Partnership Ideas were presented to board
- Staff Position gaps/information/
- Verses Festival Updates
- Covid Concerns and inperson options
- Cancellation Insurance/replacements (should people test positive or need to isolate out of caution)
- Storm Poets
- Venue Captains
- Land Acknowledgements and Outreach
- ASL
- Library Access Audit
- Financial Reports
- GM Report
- Anti-racism Work
May 15 2022 MINUTES OF VANCOUVER POETRY HOUSE pdf
May 15 2022 MINUTES OF VANCOUVER POETRY HOUSE word
MAY 2022
- Action Items Updates/April minutes approved
- Financials
- Verses Overview
- GM Report
- Banking issues
- Verses:
- Earnings
- Feedback/Where improvements are needed
- Communications
- Complications
- Staffing gaps
- Upcoming work with artists
- June 18th event
- Sounds like Fire
- Wordplay
- Budgets
- Anti-Racism Work
- Education Coordinator
- Additional Issues
JUNE 2022
- Additional Payments Approved
- Approval of candidate recommended by hiring committee for the role of AD
- Approval of May minutes and Action Items deferred until next meeting
- Financials
- Anti Racism Work (updates)
- HR Discussion
- GM Report
August 2022 MINUTES OF VANCOUVER POETRY HOUSE WORD DOC
August 2022 MINUTES OF VANCOUVER POETRY HOUSE PDF
AUGUST 2022
*Note: there was no July General Board Meeting as there were not enough members present for quorum
- Interim President vote
- Approval of previously deferred Minutes
- New & Renewing Member Names
- Sequence of Events for AGM
- Approval of Replacement of the Director Code of Conduct with CONSENT TO ACT Version I
- AGM Discussion
- e-ballot
SEPT 2022
- Introduction
- August Minutes Approved
- Principles of Leadership presented
- Work to be done to better follow the Accessibility Statement presented
- Release of Interim President
- Discussion of Society Act
- Roles voted on
- These are to be reviewed & changed at upcoming meetings as there will be adjustments when there are more interim members available to fill roles
October 2 2022
- Introduction Interim Board members
- HULLABALOO CHANGES
- Approve Sept. Minutes
- Active Item Updates
- Covid 19 Policy Work (where we stand/plus Red Cross info
- Discussion and Vote
On adopting Principles of Leadership
- CALLING-IN ANTI RACISM WORKSHOPS
- Reconfigure Board Roles
- Balance
- Devon Goodman Grant for emerging poets
- Onboarding new board members with a focus on the virtual office and review of fiduciary and HR roles of board members
- General Manager Report
- BOARD CALENDAR SOME INPUT
November 2022
- Action Item Updates
- An update for the board on the World Poetry Slam Organization and Aby Yala
- Financials (balance sheet)
- Anti-racism work: Updates / Check In/
- Thoughts on Calling In Workshop
- Board Roles>labor distribution/goals
- Interim board President
- GM Report
- Other business: Research re: vaccine passports
Policy question
THERE WAS NO DECEMBER 2022 MEETING
2021
Topics
- Opening Meeting
- Action Items Updated
- Motions From Basecamp:
- Motion to participate in a Diversity Workshop. On a Saturday in January/February.
- Discussion of budget and deficit
- Zac Award Process
- Consent (images and video)
- GM Report
- Board Meeting Schedule: Meetings will continue to take place on the first Sunday of every month but at 4pm instead of 2pm
- Cips prizes/options
- Verses Collab
- Auction item question
February Topics
- Opening Meeting
- Action Items Updated
- Financial Report
- General Manager Report
- Artistic Director Report
- Workshop Review: Discussion of anti-racism workshop
- A vote on the “letter of acknowledgement”
- Quick look over what we currently have as a description of zac award
March Topics:
- Opening Meeting
- Action Items Updated
- Financial Report
- General Manager Report
- Artistic Director Report
- VPH Facebook page post and“what have we been up to” idea for blog
- Quick Brainstorm:
Key points from the pivot grant (or what could we do if you had not money?)
April Topics
- Opening Meeting
- Action Items Updated
- Any Basecamp votes read into minutes
- Financial Report
- General Manager Report
- Artistic Director Report
- A conversation about the work plan/grant/restructuring the work plan
- Free Resources On Diversity, Fundraising, and Arts Management
May Topics
- Opening Meeting
- Action Items Updated
- Read in membership renewal(s)
- Financial Report
- GM updates
- Questions/Topics
- Hiring
- Verses 2022
- Structure of New Digital Strategies Grant
- AGM date
- Proposal to donate door of first event at Cafe to Cafe?
- Prep for Naomi Gracechild, beginning in July (diversity audit, HR work, mediation)
- Contract updates
- Verses 2021 audience stats
June Topics
- Opening Meeting
- Action Items Updated
- Financial Report
- General Manager Report
- Artistic Director Report
- Talk about live slam
- date(s)–
- Bit of slam coordinator conversation
- Access (keeping a virtual option/one that still respects people’s privacy choices)
- Making this “a homecoming”
- For June social media:
- Joseph and Amanda: social media post centering Indigenous run organizations and nonprofits to donate to.
- The Indian Residential School Survivor Society (IRSSS) is a provincial organization with a twenty-year history of providing services to Indian Residential School Survivors.
- First Nations Technology Council an Indigenous-led not-for-profit working to ensure that Indigenous peoples have the tools, education and support to thrive in the digital age.
- (U.S. based) The First Nations Development Institute improves economic conditions for Native Americans through direct financial grants, technical assistance & training, and advocacy & policy.
- The Legacy of Hope Foundation: The LHF supports the ongoing healing process of Residential School Survivors, and their families and seeks their input on projects that honour them.
https://www.nativewomenswilderness.org/mmiw - Other ideas…
- Guidelines for internal hires (a starting point)
- Joseph and Amanda: social media post centering Indigenous run organizations and nonprofits to donate to.
July Topics
- Opening Meeting
- Action Items Updated
- Financial Report
- General Manager Report
- Artistic Director Report
- Read in 31 members who can vote at the AGM
- The Anti-racism Audit begins in July. Review Naomi’s outline
- Letter to potential committee members
- AGM AGENDA
August Topics
- Opening Meeting
- Approve July Meeting Minutes
- Read in New Members
- AGM Recap
- Questions From GM
September Topics
- Opening Meeting
- Approve August Minutes
- Financial Report
- GM Report
- AD report carried over
- internal election (board roles) discussion
- Committee members (for oversight of anti-racism work)
- Slam Coordinator applicants still interested in working with VPH in other capacities
- Admin email
October Topics:
- Opening Topic
- Approve September Minutes
- Financial Report
- GM report
- AD Report sent as email
- Board internal (role) elections
- Affirmative action policy in the manual reword this policy
November:
- Opening
- Approve October Minutes
- Financials
- Approve Increase in Hours/funds for Anti-racism Audit from Programming
- Hiring conversation
- Eli Mina course (change format of meeting minutes)
December:
- Opening
- Approve November Minutes
- Financials
- GM report
- Anti-racism work:
Go over statements made last Saturday - statement input
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
Topics
-
- Previous Board Minutes Approved
- Action Items Updated
- Financial
- Admin Report:
- Vs/Cips request/Impact/Revenue Grid Activity
- AD update: Verses / Word Camp
- Mailout update
- Simplebooklet (business account acquired/sample of product)
- Diversity Workshop costs and agreement
- Question from reporter (admin email)
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
2018
- Where there was no meeting in a particular month we’ve attempted to note this is the case
-
- All meetings outside of once a month meeting filed as emergency meetings per September (2019) 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
Topics 2018 August
Note: This is the first meeting of the board elected following the EGM of 2018.
This board resulted from the mass resignation of the previous board at the AGM.
This represents the handover from the interim board (who held their positions in the time between the 2018 AGM and 2018 EGM)
- Opening Meeting
- Action Items Updated
2018 VPH Board Meeting Agenda Tuesday, August 21, 2018 at 6 pm at the VPH office
- Board communication methods/consultation mechanism
- Keycards, passwords and security
- Accessing information and institutional knowledge
- Wifi password, photocopying
ITEM 2
- Board roles
- Treasure
- Secretary
- President
- Committees
- Hiring/staffing
- Finance committee
- Fundraising
- Cohort committee
Item 3 - Program Director
Item 4
- Staffing
current vacant or anticipated vacancies- Verses Festival Managing Director
- Verses Festival Artistic Director
- Executive Director
- Job descriptions
- Time frames
Item 5
- Outstanding action items from previous board
- Consultants report
- Discussion on NPS
- Word Vancouver
- Naloxone training for Verses staff
Item 6
- Consultants report
- Upcoming action items
- Banking/signing authorities
- Board recruitment
- Social media management
- Training workshops for volunteers and hosts
- Roundtable
Sept 2 2018 Minutes VPH Board Meeting Word Doc
Sept 2 2018 Minutes VPH Board Meeting PDF
Sept 16 2018 Minutes VPH Board Meeting Word Doc
Sept 16 2018 Minutes VPH Board Meeting PDF
Sept 30 2018 Minutes VPH Board Meeting WORD
Topics 2018 September
There are September 2018 meetings on the 2nd, 16th, and 30th
- Take Picture of Board
- Approve Minutes from the last meeting
- Board Roles and Committees
- Upcoming Action Items
- Word – declined, add to minutes
- Head-shots from Sho and Andrew
- Using basecamp
- Action Items Update
- Meet with paid partners at 1:30 and get their updates plus forecasts for the year ahead
- Ask the partners about their vision for next year’s and future Verses
- Picture of VPH Team
- Ask the paid partners for bios and headshots for revamped web page, also links to their personal sites.
2018 October
- Opening
VPH Reorganization - Arts Cohort Turnaround Document
- VPH Proposed Reorganization Model (in Strategic Planning folder)
Finances
- Update on VPH books
- Gaming Grant
- SPOCAN
- Insurance
2018 December
- Opening
- Sign Conflict of Interest Statement
- Confirm Geist December cheque
- Update on meeting at Café Deux Soleils
- Where we stand for venue(s)
- Discussion Regarding Hiring
- Any outstanding issues regarding AD and AA positions
- Approve Posting of Matrix Hiring Meeting Minutes
- Approve method of Resolution for any questions candidates might have regarding matrix or hiring process and how relates to their skillset
- Grants
- Youth Worker Policy Update
- Other Business:
- List of Regular Payments
- Post Dated Cheques
- Cheque for Johnny 80.00
- Update Regarding “stale” school cheque
2017
Jan
- Action Items
- Resignation of former president noted
- Outreach regarding slam budget needed
- Megan Hooge chair (interim President)
- Potential board members
Feb 10 2017
Budget/Spreadsheet meeting
Goal to centralize banking (accounts)