GCA Executive Meeting Minutes

 

Tuesday, March 24, 7:30 p.m.
By Zoom

 

Present: June Creelman, Steph Small, Laura Smith, Josh Van Noppen, Caroline Warburton

 

Regrets: Sarah Viehbeck

 

June welcomed everyone to the meeting.

 

1) Insurance

 

The executive discussed a proposal that would:

  • have both our types of insurance (Directors and Officers, and General Liability) with the same company (i.e., BMS)
  • name both the Glebe Annex Community Association and Dow’s Lake Residents Association as being covered
  • increase our directors and officers insurance to $2 million

 

Caroline also added that the broker needs to be informed beforehand if we are hosting an event that would have more than 500 people.

 

The executive agreed with the proposal and approved of spending $1146 to change our insurance along these lines.

 

2) Zoom membership

 

Given the current circumstances, the executive agreed to get a Zoom membership ($20/month plus tax) for three months. This would provide flexibility to the GCA Board and committees so that they could meet via Zoom.

 

3) Membership

 

The executive discussed the approach for this year’s membership campaign, given the pandemic. A campaign done primarily online would necessitate additional work with respect to communications and data entry. We also may see a drop in membership revenues. The executive agreed that a postcard (or something similar) to be dropped in mailboxes would also be beneficial for those who are used to the door-to-door canvass, and to keep area and block reps engaged. They could write personalized messages on the material if they wanted. The mail drop could be done in mid-May, to mitigate the risk of the coronavirus.

 

The executive agreed that the May campaign should include a half-page, colour ad in the Glebe Report; a postcard (or something similar) to be dropped in mailboxes; and weekly emails to the membership with a link to join/renew. The executive agreed that $1800 would be allocated for these activities.

 

While the executive agreed that the campaign should proceed this spring, we could consider door-to-door canvassing in the fall should the online campaign not be successful.

 

The executive discussed providing flexibility with respect to the membership fee (i.e., giving both a lower and a higher option online), but it was felt that the shift to an online campaign was enough for one year. This could be revisited in future.

 

4) Great Glebe Garage Sale

 

The executive agreed that the board should decide, at its April meeting, whether the sale should take place this year. Colette can be in touch with the executive if anything arises before April 28.

 

5) Other items to be discussed before April board meeting

 

Laura will share the minutes of this meeting as well as the Membership Committee’s report with the board. There were no other items to share at this time. Laura will also report that the April board meeting may take place via Zoom.

 

6) Glebe Report ad for AGM

 

June will confirm the timing of this, but the executive deferred approving an amount for an ad based on uncertainty regarding how the AGM will take place.

 

The meeting adjourned at 8:02.