For more information, SGM or AGM specific questions please contact The Board of Directors directly – membership@pridetoronto.com
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
|
Motion to approve the agenda. Mover: Jad Seconder: leZlie Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. | Grant |
| Approval of Minutes | Approval of Minutes:
|
Motion to approve the agenda. Mover: Jad Seconder: Sam Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
| Board Decision Tracker (FYI) | Secretary, Brian. One Item: Discussion on Membership list. Full list of approved Members. Membership approval over the Holidays | Motion to ratify tracker. Mover: Ande Seconder: Sam Opposed: Brian Motion: Approved |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
Standing Item: Executive Director Report
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Executive Director, Sherwin KPMG Audit underway. We are looking at working with lawyers. Draft Annual Report: move up Dave’s name so it’s alphabetical, Sherwin’s last name is missing an ‘e’. Fix names (TiKA, D!XON, leZlie) Newsletter: please let Nipuni know if you are interested in a Board Highlight. Honoured Groups Committee – 1 more Board Member needed. | Discussed |
Standing Item: Treasurer Report:
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Treasurer, Ande Signatures needed on Financial Reports. | Discussed |
Annual General Meeting Update
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Grant and Nipuni
Wednesday Afternoon: staff meeting to review final items needed for AGM notice.
Q&A Monitoring at AGM: 2 Board Members needed.
Full Change because Ontario government has proclaimed ONCA.
Key changes:
|
Motion to approve draft By-Law No. 1 Amendments (pending minor formatting and grammar revisions) Mover: Sam Seconder: leZlie Motion: Approved Motion to support resolution to change the number of Directors in the bylaws: Mover: leZlie Seconder: Ande Motion: Approved |
| COVID-19 Community Support | Yuri was originally to speak to this Board initiative, but unable to attend Board Meeting. Sherwin: impact of Covid-19 on community has been particularly challenging with Omicron. We will purchase grocery gift cards that will go to community members (no questions asked). Gift cards can be e-transferred, delivered or picked up. First come first serve by both email and phone. Also have some Pizza Pizza vouchers that we can distribute. lezlie: great idea, people loved the meals delivered to seniors in December. Samantha: We can also look into distributing individually wrapped masks. | Motion to support up to $4000 out of the board advocacy fund, to purchase grocery gift cards, as a COVID-19 support initiative. Mover: Sam Seconder: Ande Motion: Approved |
| Membership Approvals | Grant: Any new Members from now until the AGM? So far, 3 New Members. | Motion to approve new Membership Applications. Mover: Sam Seconder: leZlie Motion: Approved |
Standing Item: In Camera Session
|
Grant, Secretary (Brian) | Motion to move in camera: Mover: leZlie Seconder: Sam Motion: Approved |
| Other Business / Extra Time | All | Motion to move out of in camera: Mover: Maher Seconder: Ande Motion: Approved |
| Adjournment | Co-Chairs | Motion to Adjourn. Moved: Ande Seconded: Brian Motion: Approved |
Date: February 15th 2022
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: D!XON, Grant Gonzales, leZlie Lee Kam, Maher Sinno, Samantha Fraser, Yuri Hernandez
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: TiKA, Jad Jaber
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
| Motion to approve the agenda. Mover: Grant Seconder: leZlie Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. | Grant |
| Approval of Minutes | Approval of Minutes:
| Motion to approve the agenda. Mover: leZlie Seconder: Sam Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed – Yuri |
| Board Decision Tracker (FYI) | For ratification from the Chair. | Motion to ratify tracker, with amendment of adding SGM items. Mover: Grant Seconder: Sam Motion: Approved |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received – Yuri |
| Standing Item: Executive Director Report | Executive Director, Sherwin Operations 2023 initial plans being discussed. HR changes discussed, Grant updates and Community Engagement. Exciting event from Senior’s Committee: leZlie going to be doing a seniors event at Rekai. Thank you to D!XON for doing a piece with the Federal Govt for Black History Month. They will also talk about Global Black Pride.
Sherwin: going to be attending ILGA World Conference in Long Beach in May. Planning to return to office by mid-March (part time). Board appreciative of the work of staff during these difficult conversations. Meetings with the Ministry of Tourism. Going to be co-leading a piece working with other Pride organizations. Plan is to reach out to other Prides in the province. Meetings with Destination Ontario/Toronto. Sam: Consider small towns in Ontario (Kincardine, Keswick). Small towns with at least 300 people. leZlie: include Manitoulin island Action item: Sherwin to share list of other Pride organizations in Ontario that we are hoping to work with; Board will have a chance to review and add suggestions. Still in talks with Caribbean Carnival. Sherwin to connect with Nicoy and leZlie on any support on creating safer spaces at Festival. | Discussed |
Standing Item: Treasurer Report:
| Sherwin: Current books are in a good state. Onsite audit to be done – coming up. Maher:Looking at the budget – can we show what we are doing throughout the year. The budget doesn’t really reflect that. Suggestion: clarifying that programming to show that we are doing community events throughout the year. leZlie: Seniors Pride and 2Spirit Pride – more resources needed. Sherwin: These committees are new. Budget is set for 2022; but you have the commitment that this will be a priority. Point well taken. D!XON: priority should be given to local artists, community. Quality over quantity of artists and programming. Process: Board Members that are artists and have applied to participate in Parade – applications reviewed by ED and not staff. Budget is for a more high level overview of costs. | Discussed |
Annual General Meeting / Federal Grants
| Sam: Board participation to be improved for next time. Multiple Board Members: difficult AGM to go through. Accessibility concerns need to be addressed. Sherwin: no intention of ever entertaining the conversation of bringing back police to the Festival behind Membership backs. We’re going to continue to work with Blackcap, Breakaway, etc. Grant: Difficult to chair. Needed to clarify the NDA piece and why it was there. leZlie: concerns over individual responses. Can we describe to Membership what groups we are working with, and what we are doing. Sherwin action item: Yes. Information can be provided with how we are working with harm reduction. Samantha: AGM chat was difficult to see and respond to. leZlie: Behaviour of some individuals in chat took a toll on the human beings who are staff members, other Board Members, Board. Maher: look at an email addressing concerns. Yuri: need to look at how we can have a productive meeting. Need to also consider how potential Board candidates are feeling. Grant: Two special general meetings: one will be just for Board Elections. Sherwin: We can put out both dates at the same time for the Special General Meetings so Members are fully aware of what we are covering in each meeting. Sam: need to clarify with Membership why KPMG report was delayed. Sherwin: Programs/Community Engagement highlight in Newsletter to highlight events we are doing year round. Looking at Townhall after Pride Month; can include Program Managers to provide some updates on year round programming. D!XON: Yes, impact on potential Board Members important. Good to separate Board Elections. | Discussed |
| Membership Approvals | Membership Applications submitted by Feb 11. Board to review member applications on their own and approve over emails. | Discussed |
| Annual General Meeting/ Federal Grants continued | ED reported that the KPMG report is not ready; but will work with KPMG as much as possible to get it earlier as per Board request.. | Yuri |
| Other Business | Sherwin: Board get together (that was missed in December because of rising covid-19 cases) will happen later this year, in either March or April. | Discussed |
| Standing Item: In Camera Session | Board | Motion to move in camera: Mover: Sam Seconder: leZlie Motion: Approved |
| Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes. |
| Adjournment | Co-Chairs | Motion to Adjourn. Moved: leZlie Seconded: Maher Motion: Approved |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
|
Motion to approve the agenda. Mover: Samantha Seconder: Jad Motion: Approved |
| Land Acknowledgement | Recognition of traditional Indigenous land. | Yuri |
| Approval of Minutes | Approval of Minutes: February 15, 2022 Meeting Minutes. | Motion to approve the agenda. Mover: leZlie Seconder: Maher Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
| Board Decision Tracker (FYI) | For ratification from the Chair. No updates since December; Grant to take ownership of this tracker. | Discussed |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received – Yuri |
| Standing Item: Executive Director Report (attach) | Executive Director, Sherwin. Operations We are ahead of schedule from previous years. Have also started 2023 conversations. We will not have access to Yonge Street, Wellesley stage and Central stage due to construction. HR We are looking into bringing on students from the United Nations Association of Canada youth program. Finance Manager – relooking at job description Director of Development – relooking at posting Community Engagement – League of Festivals (Pride Toronto, Caribbean Carnival, Luminato, Salsa on St. Clair) continued conversations. Other Meetings held: Aids Services Organizations (ASO) meeting, 416 Caucus Meeting along with Minister of Tourism. Meetings scheduled: Mayor and Councillors for Festival Updates Next Press Release: scheduled for Friday, April 1st. naming events and headliners Harm Reduction – meetings with harm reduction organizations – they are leading and they will decide how they are working with police. Global Black Pride – getting a lot of traction. More details coming in the next meeting. First time in Pride’s history: Francophone Day on Saturday. April 28 – Programming launch at CN Tower. Space limited. Nipuni to follow up with the Board. In general, we will let you know where we need speaking engagements. Targeted asks for specific board members to amplify work we are doing. Sam: How are we looking at sponsorships? Sherwin: Tara is helping to schedule meetings, Sherwin is helping with attending meetings and signing, Kat is taking lead on new sponsors and Shay is providing admin support. leZlie: Where does Sober Pride fit into Pride 2022? Sherwin: There is a budget and space for Sober Pride for three days. Sherwin to follow up on meetings for Sober Pride. Maher: Finance Manager. Sherwin: looking at making this position full time. D!XON: Posting for Finance Manager – is it remote? Sherwin: no, we need all hands on deck for in person Festival. Sherwin: leZlie and Brian reached out to Fierte Canada. This year: Pride Toronto is putting forward Brian Cope to be put on Fierte Canada Board. Brian has been elected. On a quarterly basis: Brian will bring a report to the Board. We support Brian to get elected, go to the meetings and events to represent Pride Toronto and Queer seniors. Fierte Canada has never had a queer senior on its Board. Sherwin: Parade Route contingents: Indigenous community, honoured groups, thank you to our frontline workers, seniors, ‘my first pride’ for individuals who have never attended pride (David Lewis chaperoning that group). Implementing a ‘tap out’ zone for parade individuals who want to exit the parade (idea came from ASO meetings). So people can leave parade safely (health reasons, panic attacks, people who can’t walk the whole route). | Discussed |
| Standing Item: Treasurer’s Report: ● Budget vs Actual Summary ● Budget vs Actual Full | Sherwin No two staff or two board members can approve . Need 1 staff and 1 Board Member, for approvals. Financial statements: we’re in a healthy space. leZlie: why do we have paid duty police? Yuri: legally, we have to pay police to have the Festival, as in many major cities. Sherwin: it is a city requirement, but police need to charge (as per bylaw of 2016). Looking into incorporating more community officers (who don’t hold guns). leZlie: accessibility and attendant care? Sherwin: that means PSWs. Attendant care at particular stations at a particular time (ie. at Wellesley station: there will be attendant care from x time to x time). Suggestion: Rotate attendant care amongst the welcome centres. Which organization are we going with? Sherwin: we may have to use more than one. VHA: leZlie has trained them in 2SLGBTQ+ leZlie: more chairs at welcome centres. Seating areas and water areas (flow waters). Jad: How are we supporting black PSWs? Sherwin: inviting frontline organizations to send | Discussed |
| Special General Meetings 1. KPMG Report / Audited Financial Statements 2. Board Elections | Grant: SGM#2 Upcoming April 7th: staff team working with to secure another platform. Membership leZlie/Grant: explain why we are using GetQuorum in the email. Grant: auditors need to focus and explain to Membership what auditors need to look at and what they don’t look at during annual financial audit. Maher: Ramadan is coming up; for upcoming meetings late at night. Sherwin: next update that goes out needs to state that with respect to our support teams and those observing Ramadan, meeting will not be going later. SGM: More info coming. Nipuni to follow up on Board roles needed. Board Elections: unable to hold on March 15 because App was having issues. This presents a huge challenge. Sherwin: will need to reschedule March 15 meeting to one hour meeting, just for elections. leZlie: suggestion to have Meet & Greet with Board Candidates. Hybrid model for board meetings – can look into this moving forward. | Discussed |
| Membership Approvals | Defer to email. By end of week. | Discussed |
| Ontario Provincial Election Approach | leZlie a part of Senior Pride Network Toronto. Slate of questions for provincial elections: what are you going to be doing for queer individuals? Grant: 3 or 4 question, questionnaire. Perhaps we can post their responses, to better inform those who are voting. Grant: call out to Members to have suggestions, call out in the Newsletter. Membership@pridetoronto.com. Can do the same thing for Mayoral candidates. Ask for the party’s stance on the provincial election. | Discussed |
| Standing Item: In Camera Session ● February 15, 2022 ● Member Complaint | Grant: Can approve minutes at the next meeting. Member complaint: no new updates. | No in camera session. |
| Other Business / Extra Time | leZlie: planning is happening for June 18 Queer Seniors Event with Rekai. Reports coming soon. Sherwin: pls check calendars food invites. Add Seniors Pride and more details on speakers. Samantha: pls add descriptions. Nipuni to add comments and speakers at different stages. leZlie: June 1st flag raising at City Hall. City covers the cost of flag raising event, we are guest at the event. | Discussed |
| Adjournment | 8:00 pm | Motion to adjourn: Mover: Sam Seconder: leZlie Motion: Approved |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
|
Motion to approve the agenda. Mover: leZlie Seconder: Elizabeth Motion: Approved |
| Land Acknowledgement | Recognition of traditional Indigenous land. | Yuri |
| Approval of Minutes | Approval of Minutes: March 29, 2022 Meeting Minutes | Motion to approve the agenda. Mover: Yuri Seconder: leZlie Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
| Board Decision Tracker (FYI) | For ratification from the Chair. | Discussed |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
| SGM Elections Debrief | Grant: welcome and congratulations to new Board Members! Board Members: great to have you all on the Board! Grant: orientation over the next few weeks and then months (as we will shift focus and get busy with the Festival soon). We do have an orientation package for the new Board. Next meeting: Elections for Board Roles in May. Speaking engagements coming up for the Festival. | Discussed |
| Standing Item: Executive Director Report | Executive Director, Sherwin Thank you everyone and welcome to the new Board Members! Festival Planning: full planning mode. Surpassed goal in fundraising areas. First time we’re having a Food Truck Zone. A lot is happening in community engagement. Lot of programming coming up – please take the time to read through updates. D!XON: Clarification on upcoming conference. Sherwin: provided more information on ILGA Conference. D!XON: Can we get a more robust refresher on Global Black Pride (GBP) and the opportunities. When is it happening? Sherwin: Wednesday, Thursday, Friday, Saturday (no programming because of Caribbean Carnival parade) ahead of Caribbean Carnival Weekend Blockobana happening on sunday. Pride Toronto, GBP and Blackness Yes! working together. D!XON: Financial support from Pride Toronto? Sherwin: No, we are trustee but GBP is doing own fundraising, D!XON: How are we supporting local artists both in representation and fair wages? Sherwin: Blackness Yes! is leading the stage and curation to ensure local artists are being highlighted and compensated fairly. Blockobana is a Blackness Yes! event, not Pride Toronto event. D!XON: Marketing and promotion on what GBP means in terms of what is different? What is the festival about? TiKA: Want to create community awareness around artist payments. D!XON: What measures will GBP and Pride Toronto use to ensure local artists are being paid a fair rate for the production and implementation of their show? Grant: information is already available on ED Reports over the previous months since we started working with GBP and Blackness Yes!. Sherwin: If there are resolutions that need to be addressed within the black community of artists, let’s bring the community together to address. I’m working with any collective that brings grievances. We have made great progress so far. Will start with a meeting with Blackness Yes!, GBP and the Board. | Discussed |
| Standing Item: Treasurer’s Report: Budget vs. Actuals 2021-2022 Budget – FY22 P&L- Short.pdf Full- Pride-Budget Vs. Actual 2021-2022.pdf | Executive Director, Sherwin Review of budgets and actuals information sheet. Both City of Toronto, Federal and Provincial Govt Grants – we’re going to hear back from them very soon. Expenses: most of our expenses will be on Festival weekend; we’re in a good place right now. All Managers have been asked to reduce 10% of their budget, with the exception of artists fees. No deficits – budget will be surplus or budget neutral. New Board Members: you will get an introduction to all of the staff. Next Board Meeting: all Managers to attend, so you can get a comprehensive updates of what’s coming up | Discussed |
Standing Item: In Camera Session:
|
Motion to move in camera: Mover: Elizabeth Seconder: TiKA Motion: Approved | |
| Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes. |
| Adjournment | Board Co-Chairs | Motion to Adjourn. Moved: Samantha Seconded: Elizabeth Motion: Approved |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
|
Motion to approve the agenda. Mover: Sam Seconder: Elizabeth Motion: Approved |
| Land Acknowledgement | Recognition of traditional Indigenous land. | Yuri |
| Approval of Minutes | Approval of Minutes: Board Meeting Minutes – April 26, 2022 #3 | Motion to approve the agenda. Mover: Yuri Seconder: Moka Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
| Board Decision Tracker (FYI) | For Ratification from the Chair. Nothing to ratify | Discussed |
| Board Meeting Principles and Expectations | For Reference from the Chair. Please continue to reference the document. | Received |
| Standing Item: ED/SLT Board Report – May 17, 2022 | Executive Director, Sherwin Operations: We did a walk through the Festival footprint today. Many, many contracts being approved right now (for exp. porta potties for footprint). HR: Finance Manager interviews done (references being checked). Director of Development (going to interview later in June). Request for Auditors (closes on May 20th). We currently have a temporary contractor for Marketing and Branding team. List of Honoured Positions (who the Ambassadors are) have been provided to the Board. Sponsorship – we’re on track. Conversation on branding on cookies – Sherwin to connect with the company. Sherwin attended ILGA Conference in Long Beach – great learning and great connections were made with attendees. leZlie will be at Canada Pride; representing the voice of queer seniors and Pride Toronto during the first week of June. | Discussed |
| Standing Item: Treasurer’s Report: FULL BudgetvsActuals2021-2022Budget-FY22PL (1).pdf Summary BudgetvsActuals2021-2022Budget-FY22PL (1).pdf | Executive Director, Sherwin In terms of income and grants next month: bulk of expenses are going to happen for Festival. The projection is that we’re expecting to meet all financial obligations. Grant: low percentages shown on financials are because everything (ie. sponsor commitments) comes in June/July. July: will be an accurate depiction of our financial health – re. nature of the Festival. Moka: clarification of budget codes requested. Answer: budget codes are administrative piece. Elizabeth: Do financials look okay at the moment? Sherwin: In terms of sponsorships, we’ve done very well. The only area that has really been impacted is grants. Maher: Do we have a contingency plan in place re. financials/grants? Sherwin: we have commitments, but are waiting for a number on the amounts. Since for two years there was no physical festival, we have some surpluses we can rely on if needed. | Discussed |
| 2022 Pride Festival – Staff Update | Jamie: Affiliate Events and Major Cultural Partnerships, Visual Art Installations.
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| Officer Elections | Sherwin facilitate the Officer elections; Nipuni ran Zoom polls for anonymous voting.
Board Elections: can nominate yourself or others. Tenure as a Board Officer will be now until February (after January AGM).
Officer Position: Board Co-Chairs:
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Vote to re-elect Grant Gonzales as Pride Toronto Board Co-Chair: Passed. Vote to re-elect Yuri Hernandez as Pride Toronto Board Co-Chair: Passed. Vote to elect Maher Sinno as Pride Toronto Board Co-Chair: Failed. Vote to elect Treasurer deferred. Election of Elizabeth as Pride Toronto Board Secretary: Passed. |
| Standing Item: In Camera Session | Board | Motion to move in camera: Mover: Sam Seconder: Moka Motion: Approved |
| Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes. |
| Adjournment | Board Co-Chairs | Motion to Adjourn. Moved: Sam Seconded: Moka Motion: Approved |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
|
Motion to approve the agenda. Mover: Grant Seconder: Sam Motion: Approved |
| Land Acknowledgement | Recognition of traditional Indigenous land. | Grant |
| Approval of Minutes | Approval of Minutes
|
Motion to approve amendment minutes: Mover: Sam Seconder: Grant Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
| Board Decision Tracker (FYI) | For Ratification from the Chair. Nothing to ratify | Discussed |
| Board Meeting Principles and Expectations | For Reference from the Chair. Please continue to reference the document. Yuri: especially important during Pride Month, with all events going on. | Received |
| Standing Item: ED/SLT Board Report – June 13, 2022 | Executive Director, Sherwin Operations: All Contractors on Board now for Festival. Most vendors are asking for payments upfront. Human Resources: welcoming Amit to the Team as Finance Manager. Starting Director of Development Interviews tomorrow. There will be two rounds of interviews. With the nature of this role, there will be Board Members on the Hiring Committee for each round of interviews.. PowWow: 2Spirit Powwow was amazing in early June. Board and staff were in attendance. *Time for ASL Dean and Cynthia to join; and check settings to begin signing for Courage (who was available after 8:00pm to join call* Community engagement: we are a hosting group from Italy tomorrow. We are also having three community engagement events (Honoured Positions Meet and Greet, Labour Union event, and Phobia Panel event) during the week leading up to Festival weekend. Sponsorships: we may surpass current targets. Programming update: have been getting very detailed programming updates leading up to Festival month. Currently in execution mode for Festival month. Initially Francophone gave $10k to curate the program. Curator said they gave artists all money, then we gave an additional $1k. At Francophone advisory committee, it was by the curator suggested $1750 of $2000 community funds was used for stage. This was approved by the committee. Moka: what is being done to ensure each artist has a place to stay? Sherwin: we do not offer accommodations to local artists. The intent for Francophone stage was to hire local artists from Toronto. At no point in time was the Curator offered rooms. However, when Pride Toronto was notified that we have some artists coming from Montreal; the Curator was offered some rooms that we have available to us through Metropolitan University. These rooms were not promised; the information that went to the Board from the curator wasn’t accurate as presented. leZlie: Please be proactive so that we understand what is happening. Sherwin: we had been actively working with the curator to come to a resolution, but they did not like the resolutions we presented – so they went to the Board. D!XON: how did we come up with the number for the cost of booking artists? Sherwin: for all stages (with the exception of Blocko), the curators are aware they were getting $1000 per hour for curation across the board. I made sure the curator knew that they knew that booking artists from Montreal would mean additional costs. D!XON: understand that equity is important for each stage. For me, the cost of artist is getting less than minimum wage, but the ask is so big. What about quality over quantity? Less stages, but more for artists. so they have meaningful wages. Sherwin: messaging has been consistent: book local artists. Curator meetings have been happening for months. We will be meeting with francophone curator as soon as possible. We have a lot of Francophone artists from Toronto. D!XON: please address the issue of low pay for artists? Sherwin: Curators agreed on this curation fee in 2019; this is not new and we are not deliberately paying the artists low wages. Moka: How do we respond to community complaints? Sherwin: redirect to me; since these are operational issues. | Discussed |
| Standing Item: Treasurer’s Report: 2023 Budget – Last Year Vs Current Year Explanation.pdf 2023 Budget – Source Sheet.pdf 2023 Budget Figures.pdf 2023 Budget- Charts.pdf | Executive Director, Sherwin Grant column is low but we are almost there. Sponsorships – based on funds that are already in; but it looks like we are going to exceed. Parade participation: exceeded expectations. It is looking like the largest Parade participation; going to exceed World Pride. Where we are off with Streetfair, we are making it up with Parade. Expenses: we are on target; but be prepared in the next month and a half, these numbers are going to exceed because of Festival weekend. D!XON: Tourism Canada $1million is that for 2022 or 2023? Sherwin: coming this year, a small percentage will cover 2022, but most 2023. They will provide a full breakdown of what is expected from us. D!XON: in coming weeks, more money is going to be spent. So the budget we are looking at is what is spent up to now? Sherwin: Yes, that’s correct. Sherwin: 2022/2023 budget is with the Board now. Please look at it. We will discuss it further. RFPS Auditors: we have one or two responses. Right after Festival, we will look to interview. Sherwin: thank you Sam for coming to Blue Jays Pride Night. Met with most of the Honoured Positions ambassadors today; thank you lezlie and Moka; they are two of our ambassadors. | Discussed |
| 2022 Pride Festival Update | ED, Sherwin Sherwin: close to 700 volunteers have signed up; lower than previous years. Planning of festival: we are in full Festival mode. Community connects this past weekend; great feedback from community. Jad: more programming for queer Arabs; funding needed. Sherwin: Yalla barra is the current stage but there is; definitely room for improvement. Sherwin: we were contacted by a trans wrestler, who plans to come out during Pride. Story will break 20th or 22nd of June, and we are looking into having them join us in the Parade. Samantha: please provide more clarity on speaking notes. D-Lishus: please also provide information about speaking times. Grant: homework for Board – read budget, send questions, and keep signing up for events coming up. | |
| Officer Elections (Treasurer) | Grant: had a conversation with D-Lishus about potentially taking on the Treasurer role. Call for nominations for call for Treasurers. Sam: I nominate D-lishus. Yuri: I nominate D-lishus. leZlie: I nominate D-lishus. D!XON: responsibilities for Treasurer? Grant: budget oversight, weekly meetings between Director of Ops and Sherwin, significant responsibility as signing authority, chairing monthly audit and finance committee Grant: any other nominations? None. Grant: Dlishus do you accept nomination? Dlishus: I do have interest in taking on this role; and thank you Grant. I’m moving far temporarily and do have concerns about signing cheques; but can join meetings virtually. Is it possible to have another Board Member support with signing cheques? Sherwin: our system is virtual; all our payments are done virtually. If we have to prepare cheques, it’s very few and far between. D-lishus: I accept the nomination. Grant: D-lishus acclaimed as Treasurer! We’ll touch base more later. Sherwin: full handover of Treasurer role in July after Festival. I will have all the necessary forms ready that need to be completed so that you can sign them when you are in Toronto for Pride Festival weekend. Grant: Ande (former Treasurer) will support with transition as well. | |
| Standing Item: In Camera Session | Board | Motion to move in camera: Mover: Yuri Seconder: Sam Motion: Approved |
| Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes. |
| Adjournment | Board Co-Chairs | Motion to Adjourn. Moved: Sam Seconded: D-Lishus Motion: Approved |
| Agenda Item | Summary/Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
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Motion: To approve the agenda (Approved).
|
| Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. | |
| Approval of Minutes | Approval of Minutes
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Motion: To approve the minutes (Approved). Mover: leZlie Lee Kam Seconder: Samantha Fraser |
| Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | |
| Board Decision Tracker | For information. Required an update, after which the Board will be asked to ratify. | |
| Board Meeting Principles and Expectations | For reference. | |
| Executive Director Report | The Executive Director indicated that there is no written report this month as the team was focused on reorganizing the office post-Festival. Festival debrief meetings will occur in the coming weeks. All staff will return to the office on July 25 with a debrief schedule. Debrief with the City completed, with positive feedback despite some issues. The Executive Director encouraged the Board Director to register and participate in Global Black Pride events. Board and staff will be promoting the 2023 Pride Festival at Montreal Pride, and will be distributing inflatable beach balls. | Discussed |
| In Camera Session (Legal Discussion) | Motion: To move in
camera (Approved).
|
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| Standing Item: Treasurer’s Report | Actual v. Summary
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Motion: To approve the 2022-23 operating budget (Approved).
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| Special General Meeting | The Board discussed scheduling a Special General Meeting (SGM) for the purposes of considering the appointment of the 2022-23 auditors. A Board Director indicated August would not be ideal given vacation schedules. The Executive Director confirmed that early September should be the latest date in which to schedule the SGM. | Motion: To confirm Thursday, September 8, 2022, for the Special General Meeting.
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| Other Business | Donation – Pow Wow A Board Director (leZlie) will be traveling to the Six Nations of the Grand River to participate in a Pow Wow. leZlie will be bringing a donation of $500, as well as tobacco. Donation – Food Bank The Executive Director reported that Pride Toronto has been receiving many requests for donations to food banks. The Board discussed a cash donation v. food donation, and to encourage one another to volunteer. The Executive Director will purchase $500 worth of non-perishable food for donation. | |
| Standing Item: In Camera Session | Motion: To move in
camera (Approved).
|
|
| Adjournment | Motion: To adjourn the meeting (Approved).
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| Date | Tuesday, August 2, 2022 |
| Time | 6:00 – 9:00 pm |
| Location | Online |
| Attendance | Board: Courage, Moka Dawkins, Samantha Fraser, Grant Gonzales, Jad Jaber, leZlie Lee Kam, Deidre ‘D-Lishus’ Walton, D!XON, Yuri Hernandez, Maher Sinno Staff: Sherwin Modeste, Nipuni Dhanawardana |
| Regrets | None |
| ASL Interpretation | Rogue Benjamin, Cynthia Carruthers |
| Agenda Item | Summary/Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
Changes to agenda:
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Motion: To approve the amended agenda (Approved). Mover: Jad Jaber. Seconder: Deidre ‘D-Lishus’ Walton |
| Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. | Grant Gonzales |
| Approval of Minutes | Approval of Minutes | Motion: To approve the minutes (Approved). Mover: Moka Dawkins Seconder: leZlie lee kam |
| Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | Discussed |
| Board Decision Tracker | For information. Required an update, after which the Board will be asked to ratify. | Discussed |
| Board Meeting Principles and Expectations | For reference. Please follow prompt from Chair when speaking, especially for ASL interpreters | |
| Executive Director Report | Executive Director Very successful Global Black Pride (GBP). Special thanks to leZlie for going above and beyond; very supportive in taking international delegates out to have a great experience outside of conference. Shout out to Shay for also going above and beyond for GBP. We have recommendations/calls to actions from delegates asking that Pride Toronto put on an annual black conference. We started initial conversations with Blackness Yes! on this. In regards to tracking staff hours, we have implemented timesheets for staff hours to ensure we have records of hours worked. Sherwin will be part of the opening ceremony at Montreal Pride. The rest of the team will be joining in Montreal as well. Kat, who is currently a Manager, was the successful candidate for the Director of Development and Government Relations job position. New job postings are going to go up soon. Connect Ontario grant received. Board Members expressed the need that when acknowledging grants more information is needed about the grants. | Motion: To approve the following: We do hereby consent to the approval of the following as it was presented at a regularly called meeting of the board of directors of this organization. Therefore, it is resolved that the organization shall enter into agreement with the Ontario Ministry of Tourism, Culture and Sport Ontario Reconnect 2022 Grant, receiving $185,000 in funding for the Pride Toronto Festival between June 1, 2022 to June 30, 2022 (Approved). Mover: Moka Dawkins Seconder: leZlie lee kam Opposed: None Motion: To approve the following: We do hereby consent to the approval of the following as it was presented at a regularly called meeting of the board of directors of this organization. Therefore, it is resolved that the organization shall enter into agreement with Canadian Heritage Building Communities Through Arts & Heritage – Local Festivals Fund, receiving $99,800 in funding for the Pride Toronto Festival between June 1, 2022 to June 30, 2022 (Approved). Mover: Yuri Hernandez Seconder: Moka Dawkins Opposed: None |
| 2022 Pride Festival Debrief | Executive Director: Donna Joyette worked with us last year for the staff Festival debrief. We wanted to bring her back again for a debrief of this year’s Festival. Facilitator: Donna Joyette. Purpose of debrief: look back on Pride Festival 2022 and what could be better. Not about any certain people or group, but instead we’re aiming to have a constructive conversation on how to improve the Festival. Report will then be created with main areas/themes of successes and improvements. Board Members generally highlighted the following as areas that worked well: the change to green powered vehicles led to smaller floats and changed participation. Without gas powered vehicles, there were less floats and a more intimate feel to Parade. Was good to see community groups at the front (need to continue this). Being able to march together was great, some parade participants enjoyed no barriers (even though this wasn’t intentional). Board Members highlighted the following areas that need improvement: more people power needed and organization to prevent some of the many last minute items. Some of these issues are from before 2022, so systems need to be put in place to prevent things like making day of purchases and needing Board to drive golf carts. All on the same page that barricades are needed. More marginalized Aids Services Organizations were in the back – need to be aware of placement. Too much going on at the same time, for example Yalla Barra stage at the same time as the Parade. More support needed for Ambassadors. Some artist bookings were last minute. More accessibility needed, especially for the D/deaf community (ASL interpreters were spread out). More information needs to be shared in advance. Most likely going to continue to have less volunteers moving forward, so will need to plan and be prepared for that. Security continues to be a concern. More procedures need to be in place to protect the Board, staff and the space. The seniors have specifically requested that Pride Toronto hosts a virtual Pride Parade party on sunday so they can participate without the crowds. Need to review working conditions for artists and backstage experience for artists. Marketing and promotions should also include the artists other than headliners. Speaking notes and obligations for Board Members need to be communicated in advance. Need to keep a virtual component of Pride programming. | |
| Governance Planning ● Board Committees ● Membership Applications ● Orientation Materials ● Secretary Appointment ● Staff-Board Retreat ● Strategic Planning | Secretary Appointment needed for the Board. Responsibilities include: formal notice SGM, Membership list, Board lists, Board liability insurance, Minutes. Please consider the role. Nominations will be held at the next Board Meeting on August 30. Strategic Planning: need to start getting underway. Staff-Board retreat: looking at September or October. Staff will be gone for 2-3 days, the Board would join for 1 day. Purpose would be to look back at 2022, and plan for 2023. Board committees: need to restructure and reconstitute. Keep: (1) Advocacy, Equity and Human Rights and (2)Finance and Audit, and (3) Governance and Policy. Change: Sponsorship from a committee to a working group (function would be to help resolve any issues). Board Members would like to support more in decision making, opportunity to engage and add professional opinion and input. Membership Applications Working Group: Moka, leZlie, Samantha Orientation Materials Working Group Board: Sam, Maher Grant: will revisit this convo on Aug 30th Board meeting. | Motion: To request that staff secure GetQuorum as the platform for the September 2022 Special General Meeting (Approved).. Mover: Moka Dawkins Seconder: Yuri Hernandez |
| Membership Approvals | Chair/Executive Director Membership to be done via email. Next meeting Aug 30th: Board Governance 101 training from Fasken. Pickup conversation around historical issues. | |
| In Camera Session | Board Members | Motion: To move in
camera (Approved).
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| Adjournment | Motion: To adjourn the meeting (Approved).
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| Date | Tuesday, September 30, 2022 |
| Time | 6:00 – 8:00 pm EST |
| Location | Online |
| Attendance | Board: Courage, Moka Dawkins, leZlie Lee Kam, Deidre ‘D-Lishus’ Walton, D!XON Staff: Sherwin Modeste, Nipuni Dhanawardana |
| Regrets | Samantha Fraser, Grant Gonzales, Jad Jaber, Yuri Hernandez, Maher Sinno |
| ASL Interpretation | David Kolenda |
| Agenda Item | Summary/Notes | Motions/Action Items |
| Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. | leZlie lee kam |
| Approval of Minutes | Approval of Minutes | Motion: To approve the minutes deferred to when we do have quorum. |
| Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | Discussed |
| Board Decision Tracker | For information. Required an update, after which the Board will be asked to ratify. | Discussed |
| Board Meeting Principles and Expectations | For reference. Please follow prompt from Chair when speaking, especially for ASL interpreters | Discussed |
| Executive Director Report | Executive Director
ED Report was sent out.
In addition to what’s in the report:
Queen West Art Crawl: September 24, 2022
Nuit Blanche: Oct 1st and 2nd
|
Discussed |
| Treasurer Report | Treasurer Financial Committee: bi-weekly. Going to start meeting weekly during audit. Finance Manager is doing great with making sure books are up to date. As of right now, we have an operational surplus coming out of 2021/2022 season. Right now organization is financially healthy. Finance Manager is great; confident in their skill set. Formal training for new treasurer will begin next week for approving payments etc. | Discussed |
| Board Governance 101 Training | Sophia MacRae training from Fasken Topics of Governance Training include: Role of Individual Directors, Powers of the Directors, Pride Toronto Board of Director Agreement, Role of Officers, Role of Staff, Directors and Delegation of Powers, Directors’ Duties, Conflicts of Interest, Role of Members Composition of Board governance: Board matrix: different skill types, so different aspects of governance and community are represented. Training to be sent to Board Members, and Google document. will be set up for Board to ask any questions to Fasken. | Discussed |
| In Camera Session | No in-camera session | Discussed |
| Other Business / Extra Time | Board Recruitment Committee: leZlie, Moka, D!XON, D-lishus.
|
Discussed |
| Adjournment | Chair | End of Meeting |
| Date | Tuesday, October 18, 2022 |
| Time | 6:00 pm – 8:30 pm EST |
| Location | Online |
| Attendance | Board: Courage, Samantha Fraser, leZlie lee kam, Deidre ‘D-Lishus’ Walton, D!XON, Yuri Hernandez, Maher Sinno Staff: Sherwin Modeste, Nipuni Dhanawardana |
| Regrets | Moka Dawkins, Grant Gonzales, Jad Jaber |
| ASL Interpretation | Mel Cyr |
| Agenda Item | Summary/Notes | Motions/Action Items |
| Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. | Deidre ‘D-lishus’ Walton |
| Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | Discussed |
| Board Decision Tracker | For information. Required an update, after which the Board will be asked to ratify. | Discussed |
| Board Meeting Principles and Expectations | For reference. Please follow prompt from Chair when speaking, especially for ASL interpreters | |
| Executive Director Report | Executive Director Major construction that was slated for Yonge St will not be happening; so Festival footprint for 2023 year is not changing. Wellesley Parking lot stage will be available as well for 2023. Looking at pros and cons of Nathan Phillip Square and Yonge-Dundas Square as main stage. Movements in HR: Programming and Operations Coordinator roles to be posted. Community outreach – targeted outreach to bring different people to community specific events. Team is currently looking at finalizing the sponsorship deck. Team is also promoting year round activities for volunteers – to keep them engaged and involved throughout the year. Pride Toronto lunch and learns cover different topic areas (like 2SLGBTQ+ history). There is room to grow and add more topics. It is doable to have board member involvement with the lunch and learns. leZlie: more in depth discussion about it. Lunch and learns are important for engaging the corporate world; having Board Members be present can have greater impact. Pride Toronto was the honoured group that led off Atlanta Pride this year. This was a huge honour for us. Traction was amazing – a lot of Parade attendees were interacting with Pride Toronto team. D!XON: need to build process for Board Members attending other Prides as well. Senior leadership team, along with Sam and leZlie attended 2Spirit Toronto meeting. It was very productive and they were receptive. It is a good start as we continue to move forward with reconciliation. | |
| Treasurer Report | Deidre ‘D-lishus’ Walton External audit: ongoing Building Communities through Arts and Heritage (BCAH). Internal audit: ongoing with new auditors Crowe Soberman LLP. Travel policy was a recommendation so that there could be set guidelines in place when people are doing business on behalf of Pride Toronto. A piece that keeps coming up is Board Member and staff compensation for work that they do as artists and as performers for Pride Toronto. Looking into this will be a priority. | |
| Approval of Agenda | Approving the Order of Business: | Motion: To approve the agenda (Approved). Mover: leZlie lee kam Seconder: Samantha Fraser |
| Approval of Minutes | Approval of Minutes
|
Motion: To approve the amended August 2, 2022 minutes (Approved). Mover: Samantha Fraser Seconder: Yuri Hernandez Motion: To approve the September 20, 2022 minutes (Approved). Mover: Samantha Fraser Seconder: leZlie lee kam |
Policy Approval
|
Travel Policy
Samantha amendments:
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Motion: To approve the Travel Policy (with Samantha’s amendments) and Grant Policy (Approved). Mover: Samantha Fraser Seconder: Yuri Hernandez Abstain: leZlie – because they are out of town and not able to access the policies on their device. |
| Membership Approvals | Chair/Executive Director leZlie: Membership approval process needs to be developed. Samantha: can supporting with social media checklist. Deferring Membership vote to online. | Discussed |
AGM Planning:
|
Currently we have two vacancies.
Samantha: do we need full Board?
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Discussed |
| Strategic Planning | Sherwin
Need to restart strategic planning process. We have existing information and data from when we had the strategic planning initiative. Sherwin has contact who can review data and pick up from where things were left off last year.
Dlishus: how recent is data?
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| Staff/Board Retreat | Please let us know 3 days in advance if you are unable to make it. The retreat is an opportunity for dialogue, suggestions, connection amongst staff and Board. Friday evening into Saturday will be Board and staff. Sunday: planning and team building for just the Board. D’lishus: If Board Members want to reaffirm commitment to their role, it should be done separately outside of the retreat. Perhaps Co-Chairs could check in with Board Members on that. Sherwin: if people have ideas for Sunday, please send through. | |
| Other Business / Extra Time | Sherwin: Yesterday, Courage, myself and Nipuni met to connect on how to better support Courage in ASL interpretation. Courage was helpful in suggesting names and contacts of interpreters. It is a particularly busy time for ASL interpreters at the moment. Samantha: Ask Board and staff for accommodations for retreat. Sherwin: we will send something out to collect this information. Sherwin: During Global Black Pride, an individual who came to attend the conference returned home medical bills. We donated $1000 from staff advocacy funds. Is the Board willing to donate $500 as well? No objections from Board. Sherwin: Some of our staff have not had time to take vacation because of their responsibilities (ie. having to be available to support audit). Asking Board: As a one time exception this year, can we payout the remaining vacation for staff who have not used it, which would total $15k-$17K? D’lishus: This was brought to my attention as Treasurer and the conversation happened with the Finance Manager as well. Sam, Courage, leZlie: Yes, all in agreement that this needs to be done. For peoples’ self care and as an organization it’s good not to carry over a lot of vacation days into the new year as well. | |
| In Camera Session | Board Members and Executive Director | Motion: To move in
camera (Approved).
|
| Adjournment | Board Members | Motion: To adjourn the meeting (Approved).
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| Date | Tuesday, November 15, 2022 |
| Time | 6:00 pm – 8:30 pm EST |
| Location | Online |
| Attendance | Board: Samantha Fraser, leZlie lee kam, Maher Sinno, Moka Dawkins, Grant Gonzales, Yuri Hernandez, Courage Staff: Sherwin Modeste, Nipuni Dhanawardana |
| Regrets | Deidre ‘D-Lishus’ Walton, D!XON, Jad Jaber |
| ASL Interpretation | Taedra Harris |
| Agenda Item | Summary/Notes | Motions/Action Items |
| Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. Samantha: to connect with Two-Spirit organization about a bursary. Moka: spreading awareness throughout academic organizations and Fueling the Fire event on trans rights, trans liberation and Trans Remembrance Day. leZlie: September went to the Serpent River Pride celebrations. Approaching Pride Toronto, Elder Blu and 2Spirited People of the 1st Nations about a gathering for indigenous grandmothers in Toronto. | Grant Gonzales |
| ED Report | Operations Full swing for 2023 planning: booking vehicles – because the quantity of operational supplies/vendors are lower since before the pandemic. HR: New Community Engagement Manager and new Marketing Manager started this week. Hiring rest of Ops and Program team is the current priority. Community Engagement – a lot is happening: International Impact Fund is out now. Call out for people to join advisory groups will be going out soon. Continue to work with Fierta Canada to work with other Prides in Ontario. We have been sharing resources, and information. Need to make sure reserves are involved as well in this process. Action Item: Sherwin to connect with leZlie for contacts. Sponsorship: aligning our sponsorship needs with our assets. Finalizing application for TD; we’re asking for more this year because we are losing space in the village, so we will need to move out to other venues which means additional costs. The ask will be for an increase over 3 years. Programming: looking at working with Just for Laughs for potential comedians. Samantha: looking at other mediums of art to incorporate into the Festival and throughout the year, including actors, comedians. Maher: did the fund the board set aside last year for Palestinian LGBTQ+ and feminist organization go through? Sherwin: Yes, it went through. Volunteer Training leZlie: important component of the training will be how we work with Rainbow Seniors. Sherwin: yes, Training Manager will reach out so we can enhance the intergenerational piece of training. Strategic Planning: New consultant going to review current/historical data and get back to us. Request for three Board Members to attend Fierte Canada Conference in Kelowna, BC on March 8, 9, 10, 2023. Grant, Sam, Yuri volunteered. Also request for three Board Member to attend the InterPride Conference in late October 2023; Yuri volunteered. San Diego Pride 2023 in July: Moka and Grant volunteer. | |
| Approval of Agenda | Approving the Order of Business: | Motion: To approve the agenda (Approved). Mover: Samantha Fraser Seconder: Moka Dawkins |
| Approval of Minutes | Approval of Minutes | Motion: To approve the agenda (Approved). Mover: leZlie lee kam Seconder: Samantha Fraser |
| Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | Discussed |
| Board Decision Tracker | For information. Requires an update, after which the Board will be asked to ratify. | Discussed |
| Board Meeting Principles and Expectations | For reference. Please follow prompt from Chair when speaking, especially for ASL interpreters | Discussed |
| Executive Director Report Continued | Ontario Cultural Attractions Fund (OCAF) Grant review. leZlie went through a review of Grant – just recommended some tweaking. Sam and leZlie have grant writing experience; so will take a lead on grant application reviews but all Board Members are to review and be aware of the grants that we are applying to. leZlie: Thank you to the Grants team for their work on the OCAF grant. Received information on Celebrate Canada Grant; tight deadline. Sherwin is going to look at it and decide by the end of day tomorrow. Sherwin to connect with Courage on Accessibility grant. Board Members to volunteer on Honoured Positions: Sam, Moka, Yuri. Training and Volunteer: Pride Toronto will be pausing Training that is not related to sponsorship, vendors and volunteers. No longer offering training outside of that group. Going to put an call out for trainers in the new year. Formal call out in January. Looking at having a roster of trainers. leZlie: Who is vetting trainers? Sherwin: we will need a committee of board and staff. leZlie and Moka volunteered to be on this committee. | Motion: To approve Pride Toronto’s application to the Ontario Cultural Attractions Fund (OCAF) grant. Mover: leZlie lee kam. Seconder: Samantha Fraser. |
| Treasurer Report | Met with our auditors today for the annual audit that is being conducted. They are very thankful to the Pride Toronto team for answering all the questions. Since they are a new auditor, they are asking for a lot of information and details. They have additional questions they will reach out to the Board for. Government audit is still underway. | Sherwin Modeste |
| Membership Approvals | Yuri to recirculate Membership list from last meeting, with a deadline to approve. Grant: new Membership package for this time. To be deferred to online (Yuri to circulate Membership Application Committee (leZlie,Moka, Sam) to start work on a Membership application review process. | Discussed |
| AGM Planning | Recruitment Committee Members: leZlie, Moka, Grant, D!XON, Dlishus, and Sherwin. Date: leaning towards Thursday, Jan 26 for online AGM. Discussion of in-person (how to keep individuals attending safe vs. Public Health guidelines) vs. virtual (because of the time of year (winter), middle of flu season, potential spike in Covid-19 cases). | Motion: To hold the Annual General Meeting virtually (Approved). Mover: Samantha Fraser Seconder: Moka Dawkins |
| Strategic Planning | Already covered during the ED Report, but want to mention that we’re hoping to have the consultant join the Board Meeting in December. | Sherwin Modeste |
| Staff/Board retreat | Grant: Sherwin had circulated presentations that facilitators had done. As a best practice, set aside time for predetermined topics and welcoming ideas on topics to discuss (anything from governance, to community specific topics). Would be good to develop a Board calendar for standard items. like approving the budget at the beginning of July. How the Board can provide expertise: staff can provide updates and the board can give feedback. Can build this into a Board calendar as well. | Sherwin Modeste |
| Other Business / Extra Time | None mentioned. | |
| In Camera Session | Board Members and Executive Director | Motion: To move in
camera (Approved).
|
| Adjournment | Board Members | Motion: To adjourn the meeting (Approved).
|
| Date | Tuesday, December 20, 2022 |
| Time | 6:00 pm – 9:30 pm EST |
| Location | Online |
| Attendance | Board: Samantha Fraser, leZlie lee kam, Moka Dawkins, Grant Gonzales, Courage, Deidre ‘D-Lishus’ Walton, D!XON, Jad Jaber , Maher Sinno, Staff: Sherwin Modeste, Nipuni Dhanawardana |
| Regrets | Yuri Hernandez |
| ASL Interpretation | Cindy Muskat and Aneesa Mustafa |
| Agenda Item | Summary/Notes | Motions/Action Items |
| Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. Personal reflections from Executive Director, Sherwin. Working on policy that Two-Spirit representative will always be at the front of the Parade | Grant Gonzales |
| Approval of Agenda | Approving the Order of Business: | Motion: To approve the agenda (Approved). Mover: Samantha Fraser Seconder: Deidre ‘D-lishus’ Walton |
| Approval of Minutes | Approval of Minutes | Motion: To approve the agenda (Approved). Mover: Samantha Fraser Seconder: leZlie lee kam |
| Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | Discussed |
| Board Decision Tracker | For information. Requires an update, after which the Board will be asked to ratify. | Discussed |
| Executive Director Report | Executive Director Update Operations Nathan Phillips Square is the mainstage for 2023 (was one of our stages in 2022). Human Resources: multiple postings are out right now as we bring in more staff to prepare for the Festival. Grant applications were introduced to the Board via email, but we would want a formal motion to approve the applications to the grant. Community engagement: work is continuing. Honoured Positions applications and International Impact Fund applications are out. Community Connect planning is underway. Town Hall with not for profit partners to be held in January. Headliners: cost of artists has gone up (as many other Prides and Festivals are noticing). leZlie: what is the accessibility and safety plan for NPS? Sherwin: we’re initiating a meeting with all Prides to discuss safety at Festivals. Also have requested a meeting with Minister of Public Safety: Hon. Marco Mendocino about the need for increased safety measures for our communities. Honoured Positions Committee consists of: three Members of Board, two staff, three community members. International Impact Fund: work with Dignity Initiative and others for targeted outreach. This is a pilot project. leZlie inquiry on Two-Spirit Impact Fund. Sherwin: Board would have to approve because this would be new funding. Tiktok is a social media tool that is very popular amongst our communities. Since this is a potential new sponsor, we are vetting them through the process that all potential sponsors go through to see if it is a right fit. leZlie inquiry on Programming; who would be major cultural partner? Sherwin: This would be cultural organizations like tiff, ROM, Toronto Symphony Orchestra. leZlie: Any cultural partners we work with should receive sensitivity training and 2SLGBTQ+ 101 training to ensure that they are interacting with individuals in our community respectfully. Sherwin: yes, feedback from events are all being taken and this is an ongoing conversation. leZlie: thank you for the excellent article in the Wall Street Journal. Sherwin: they are doing all of our US marketing for us through a Canadian company (Global heroes). The partnership is for a series of articles. | Motion: To approve Pride Toronto’s application to the following six grants: Canadian Heritage (Celebrate Canada), McConnell Family Foundation (Stage 1 grant), Canadian Heritage (Support for Interpretation and Translation), Canadian Heritage (Community Support, Multiculturalism and Anti-Racism Initiatives), Canadian Race Relations Foundations (National Anti-Racism Fund- Festival Weekend), Canadian Race Relations Foundations (National Anti-Racism Fund- Til Island Party) (Approved). Mover: leZlie lee kam Seconder: Moka Dawkins |
| Treasurer Report | Treasurer Update Changes to budget affecting bottom line. Increase cost in budget line: accessibility, stage and production, security, HR. Some costs can be recouped by increasing some revenues through small increases for Parade and StreetFair participation for businesses, political parties specifically. This will help to offset some of the budget changes. Production and security budget increasing. Accessibility budget increasing both for Festival weekend and for the Board (to have appropriate ASL for Board Meetings and Board events). Administration: coming out of pandemic, our Festival insurance has gone up by over $200K. We cannot have a Festival without Festival Insurance. Increase in cost is that there is a greater perception of risks for festivals post-pandemic. This is happening across the Board and other Prides are facing this as well. HR costs: adding more into the budget for staff meals during the Festival, since they are working very long hours. Development funds for 2S artist (for Two-Spirit Toronto), funds for additional Indigenous headliner, and Indigenous programming Other changes include an increase for smaller Prides, supporting International Prides and Indigenous Prides. How we’re meeting additional costs: tapping into our organizational surplus. Moving forward: staff team will need to plan how to offset these costs long term. 21-22 fiscal year: we’re still waiting for funds to come in from some sponsors. Internal audit: ongoing. Audits for specific grants will begin in the New Year. Government audit: still ongoing. No timeline has been provided Maher: inquiry of Administration and insurance costs. Moka: note about increase in security for Parade, security at Blocko. Importance of having the right security at the right places, so they are deployed appropriately. D!XON: echoes sentiment that safety is paramount. leZlie: security on footprint. Importance of providing a short training video so security knows how to interact with Festival participants. Sherwin: we use five different security companies for Festival Weekend. There are over 400 security personnel on the footprint. There is a thorough RFP process used to select security companies we work with. During pandemic, lot of groups have noted that they have lost staff (security guards). All security guard supervisors are required to go through training with us. Feedback of any security incidents are taken very seriously. We have debriefs with all security companies and provide them with feedback. Action item: Sherwin – commitment to safety plan so the Board knows how security is deployed. | Treasurer Motion: To approve the new, adjusted budget for 2022-2023 (Approved). Mover: Deidre ‘D-lishus’ Walton Seconder: Samantha Fraser |
AGM/Board Recruitment
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Co-Chair Update GetQuorum – we have a good working relationship with them. They understand the nuances and needs of our specific meetings. AGM/SGM Minutes from 2022. Action item: Nipuni to send to the Board after the meeting. Board to take a look and edit as needed. Deadline for January 2, 2023 at noon for Board to provide feedback. AGM Chair No Board Members came forward to chair AGM. Co-Chair Grant nominated themselves to chair the AGM. Q&A Panelists volunteers: Samantha, Maher (second half), Courage Samantha: always a discussion of the length of time of AGM. Need to consider how to make ourselves available to answer Members’ questions. Moka: is training on ASL communication with Toronto Sign Language Interpretation Services still happening. Sherwin: this will be after the new Board is formed in the new year. Grant led discussion on new voting procedure for the AGM Sam and Jad offline for Board Director Slate. leZlie: the Board Recruitment Committee has undergone a thorough process of reviewing applications and interviewing candidates. D-lishus: Board Recruitment Committee recommends following four candidates for the Board slate: Samantha Fraser, Nirmalan Vijeyakumar, Osmel Maynes, Troy Dunn The new candidates have high level/ calibre or experience and expertise such as, board governance experience. They are ready to work, have past Pride experience, have community and governance experience, and add various types of diversity and representation (age, ethnic background etc.) to the Board. Maher: seeing resumes ahead of time of the Board slate would be beneficial to voting on them. Action: Board recruitment committee to send resumes of the candidates to Board Members. | Motion: To hold the Annual General Meeting virtually on GetQuorum (Approved). Mover: leZlie lee kam Seconder: Samantha Fraser Motion: To approve Grant as the chair for the upcoming 2022 AGM to be held in January 2023 (Approved). Mover: lezlie lee kam Seconder: Samantha Fraser Motion: To approve the new voting procedure when voting on the new Board candidates at the upcoming AGM. Mover: Samantha Fraser Seconder: Deidre ‘D-lishus’ Walton Motion: To approve the Board Recruitment Committee’s Board of Directors slate (Approved). Mover: lezlie lee kam Seconder: Deidre ‘D-lishus’ Walton Opposed: D!XON Abstain: Maher Sinno |
Membership Approval
|
Co-Chair Update Grant: November Membership list – still being circulated via email; ask for Board Members to approve as soon as possible. New December Member list will also be circulated via email; please be efficient in reviewing by Jan 3rd, 2023. Maher: The anti-racism question of the application form should be updated to include anti-Arab racism & Islamophobia mentioned in parenthesis alongside the other examples, as a part of the question. Jad: when asking sensitive questions, we can maintain a positive tone. Sam: can look into optional/voluntary Membership Questionnaire, so we can better understand demographics of our Membership. leZlie, Sam, Moka are on the Membership Committee. Request for other Board Members to bring recommendations to them as the look at reviewing the application form. | Discussed |
| Board Meeting Principles and Expectations | For reference. Please follow prompt from Chair when speaking, especially for ASL interpreters Grant – we need as much as floor attendance as possible at Board Meetings. leZlie: we as Board Members must hold each other accountable. Check emails from Pride Toronto on a regular basis (once a day) and in a timely manner). This helps to enable staff to do their jobs; so they can action items once we approve or provide feedback. Whatsapp group for Board is meant for informal communication only. Board attendance at meetings is crucial. Grant: if Board Members are going to be late or can’t attend, please advise a few days advance. Emergencies happen of course, but shouldn’t be the norm to notify a few minutes before a scheduled Board Meeting, which are in our calendars already. Jad: framework of empathy is beyond level of accountability. Whatsapp group is good to be able to connect with each other on a human level. At our meetings, we can be emotionally charged and the work is heavy/emotional labour. Individual conversations are important. Maher: echo ideas of compassion that are needed. Need to be comfortable in balance of how we talk to each other and how we call each other in. | Discussed Motion: To extend this Board Meeting to 9:30pm (Approved). Mover: Deidre ‘D-lishus’ Walton Seconder: Moka Dawkins |
| Other Business / Extra Time | None mentioned. | Co-Chair |
| In Camera Session | Board Members and Executive Director | Motion: To move in
camera (Approved).
|
| Adjournment | Board Members | Motion: To adjourn the meeting (Approved).
|
Annual General Meeting 2023 – on February 16, 2023
Board Meeting Minutes 2023
About the Board of Director Candidates
Board Meeting Minutes 2020
Anti Black Racism Strategy:
Currently reviewing Edna’s proposal on Ally Training.
Communicating with BLMTO – The board prepared a communication to BLMTO and will reach out to them for input for our statement but we will work in the statement
|
Virtual Pride Update:
Amber has updated the board on virtual pride programming.
|
| Blood Ban: Blood Ban coalition update: PT is supporting this. |
Board Only Section:
Announcement:
|
| Declaring Conflict of interest: Agenda Item Supporting NPPC Event. Shakir, Christin and Brian have declared a conflict of interest as being old and current or inactive members of NPPC. and all three board members have excused themselves from the conversation and voting of this item. Board next steps needed. Shakir and Alyssa are both stepping down and we are reviewing the exit strategy. An email will be sent out to membership and we will be reviewing next steps on board recruitment. Action item: Shakir will be drafting a membership email for approval. |
| Potential Indigenous larger statement (post-Sunday’s small social post) (Written by staff) We have release a blur on social media regarding indginous programing and issues that arose. Bobby will be writing a sull statement regarding the issues and our next steps on creating a framework for addressing anti-indginous racism at Pride Toronto. Action item: Bobby will draft a statement and send it to the board for review. (This is due before the end of July) |
| Defunding Police Statement: We will be releasing this member motion statement in July Support for NPPC event: NPPC has requested funding from PT for their event on defunding the police/Teach in. (Shakir, Christin and Brian excused themselves from this agenda item) Action item: The board approves to fund ASL for there event up to $1500 |
| Staff Request/Human Resources The Board has received a request from staff We are discussing best practices regarding staff compensations and ways to go forward to make sure there is no pay description regarding identities and power imbalances and best practices to HR Action Item: |
HR Strategy
Samantha will create a questionnaire on HR issues, send it to the whole board for input and send it to staff for next steps.
Action Item:
|
| Strategy follow up: we are discussing the strategy on going forward with the strat plan. Action Item: Samantha will contact Amber and will be emailing Amber on sending the current strat plan and what they’re working on. |
| Blackness Yes! Action Item: Brian will create a working document on their directives and send it to the board. |
| Anti-Black Racism Strategy Action Item: Samantha will create a working document on next steps and send it to the board. |
| Personnel Issues: Action: These issues will be transferred to the HR strategy |
| Budget/Financial Report Andy gave us a financial overview. |
Membership Budget Survey
Action Item:
|
| Appointed Board Member: We will be finalising the questionnaire by July 8th and send out to staff and membership. |
| Harassment Policy: Deferred to policy committee |
| Co-chair elections: Deferred to another Board Meeting. |
| LGBTQ2+ Advisory Body at City Hall: Deferred to next board meeting |
| Harm Reduction proposal: Action Item: Samantha will send an email response. |
| Email Logistics: The Board Email will be public. |
| Volunteer Program Plan Update Staff have updated the board on the new volunteer structure. We will be meeting with team leads to get feedback on this new program. |
| Blast Emails issue We have discussed the issues that have been brought by and due to email protocols. Action Item: Samantha and Christin will reach out to Leanna and Nicoy and discuss concerns that are in their email. |
| Blackness Yes! Directives We will be meeting with BY! On August 18th to go through progress reports on their Directives. Action Item: Ande will be arranging the logistics of this meeting with Blackness Yes! |
| Financial Update The board was given an update on PT finances. |
| ED Search Update Christin and Samantha have updated the board on the ED Search. |
| Policy Committee Update The board has been updated on the work of the policy committee. Motion: To communicate with our memberships to take input on Board agreement and also a call out to those who may want to join the committee. Passed |
| Press Release We are paying 40k to artists due to many artists having a burden of finances due to COVID-19 and will announce it shortly. |
| Anti-Black Racism Training Status Update. We had a meeting with a facilitator and have a tentative training session schedule in late september. |
| Indiginoues Training for the Board Bobby will be sending out the details emails on this training we are looking Nov 14-15 to Nov 21-22. Motion: Attendance for this training is mandatory for all board members. Motion: Passed |
| Board Only Items: — |
| $5k Accessibility Grant We are discussing a new granting program that delivers scholarships to BIPOC QT ASL interpreters. We have allocated 5k of funds to initiate the program proposal. Action Item: Amber will reach out to colleges and universities to gather information and what partnership will look like for this grant/scholarships. PT will be organising a consultation with ASL/Deaf BIPOC QT community members to discuss the development of this project proposal. |
| Board Candidate Recruitment Status Actions Item: ALL Board: We will be reviewing applications next week. |
| LGBTQ2+ Advisory Body at City Hall Christin has advised us that she will not be applying to this committee. |
| Board Meetings and Burnout We all did a check in with each other regarding workload etc. |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the agenda | Approved |
| Approval of Minutes | Approval of Minutes: September 15 2020 | Approved |
| Grant Updates | The board received an update on the grants from staff. | Received |
| HR Committee Edits Approval | The Board has edited and reviewed the ToR for the HR committee. | Motion: Approving the ToR for the HR committee. Vote: Adopted |
| ED Search update | The board and staff were updated on the search committee. | Received |
| Volunteer program update | Staff have updated the board on the volunteer program and will be meeting with volunteers old and new to do a review. | Received |
| New board members next steps | We are appointing 4 new board members Grant Gonzales, Yuri Hernandez, Maher Sinno and Sheldon Dixon | Motion: To appoint 4 new board members; Grant Gonzales, Yuri Hernandez, Maher Sinno and Sheldon Dixon Vote: Approved |
| Member approvals | The board is approving 9 new members. | Motion: To approved new members. Vote: Approved |
| Complaint update | The board has been updated on a complaint. | Received |
| Legal Consolidation re: firm | We discuss consolidating legal service and Bobby will be looking into firms. | Action items: Bobby will be doing research on legal firms. |
Board Only Meeting
| External Discussion | We have discussed issues that have been brought forth to our attention and we will be discussing the best way to go forward. | Action Items:
|
| Approval of board contract | The board has approved this sign on document for Board members. | Motion: To approved this on-boarding document |
| Blocko ED question response | We got an email from Blocko and will be responding. | Action Item:
|
| Staff Reviews Update | The HR Committee has given the board an update. | Received |
| Anti-Black Racism Training DECIDE TONIGHT | We have reviewed a slate proposal and approved one. | Motion: Approving training from CFAC
Vote Approved.
Action Item:
|
| Board Member Onboarding (different than next steps) | Documents and Training have synced for on boarding. We will be meeting with new board members at our next meeting. | Action Item:
|
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the agenda | Approved |
| Approval of Minutes | Approval of Minutes: September 22 2020 | Approved |
| Director of Operations | Full report has been sent to the board by email. Legal Iler Campbell LLP Letter of Engagement is in the process of being retained. Dates for the weekend festival June 25th-27th 2021. The Festival footprint, if not digital, will be proposed and will be sent to the board. We will review how COVID-19 will impact this as it develops. | Action Item: Bobby The Festival footprint if not digital, will be proposed and will be sent to the board. |
| Director of Sponsorship | General Update:
|
Action Item:
|
| OHRC Complaint | We have received some concerns regarding some programs that are identity specific for the BI+ programs. We are reviewing the material that was sent to us. | Action Item:
|
| Committee/membership approval | The Board has approved a new member. The board will be reviewing the committee structure and looking at needs and future committees needed. | Motion: The board has approved a new member.
Vote: passed
Action Item:
|
| Training & ED update | Facilitator for Anti-Blackracsim is being booked – ED search update – final phase | Received |
Board Only Meeting
| Longer introductions | We have spent time getting to know each other. | N/A |
| Board Expenses | An overview of how we adhere to accountable measures when board members occur board expenses. | Action Item: Andy will send out by email the procedure on approving board expenses. |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the agenda | Adopted |
| Approval of Minutes | Approval of Minutes: October 6th, 2020 | Approved |
| Volunteer Program Update | Staff has updated the board on the new volunteer program. A working group will be formed to look at the volunteer structure: Yuri (Possible), David, Grant, Ande, Christin. | Action Item:
|
| AGM | We are setting a date for the AGM January 21st. Grant will work with Bobby on logistics. | Motion: AGM date will be January 21st. Motion: Carried |
| Director of Sponsorship items | Staff has updated on new programs Marketing Conference 2020 | Received |
| Committees Updates | The board has been updated on the work of the policy committee and will have proposals reported to them at a later meeting. The board will be working on an overview of committees board members have signed on the Committee List to develop ToR | Action Item:
|
| Air Italy Motion | Deferred to a later board meeting until a report regarding all the facts. | Deferred
Action Item:
|
Board Only Meeting
| HR Correspondence Update(s) | The board is discussing HR staff and pay grades | In Camera Motion |
| ED Contract Plan | Samantha will send to the board the offer and employment and contract of ED and send it to the lawyer for review. | Action Item:
|
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the agenda | Approved |
| Approval of Minutes | Approval of Minutes: October 20th, 2020 | Approved |
| Declaration of Conflict interest. | The board has discussed a potential conflict issue regarding Maher and Sheldon being performers. The board has discussed this and do not believe there is one. | Motion: There is no conflict of issue regarding Sheldon and Maher being performers at pride. Motion: passed |
| Staff Updates | Amber: has updates on programming and sponsorship and the meet and greet with Sherwin. The new ED will be part of the new hires. (Social Media). Bobby: Sent around the new renewal contract for Production Manager | Motion: to extend the production manager role for 8 weeks and to have the new ED deal with that HR issue. Motion: Passed |
| Meltwater | Social Media monitoring and engagement software is being discussed 14k a year we are contracted for this year. | |
| Audit update | Bobby has given us an update, the audit should be done for November 21st. | |
| AGM | Grant has updated us on AGM planning and recruitment. | Received |
| Budget: Board Prof.Development | The board reviewed the line item budget. | Deferred |
| Treasurer Update | We are talking about our current budget and a draft budget proposal will be sent to the board shortly. | Action item:
|
Board Only Meeting
| Correspondence Update(s) | Samantha has updated the board on hiring an investigator. | Action Item:
|
| HR topics | We are deferring this subject until Sherwin is updated and can work with the HR committee. | Deferred |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the agenda | Approved |
| Approval of Minutes | Approval of Minutes: November 2nd 2020 | Approved |
| Staff Updates | Amber has updated us on:
1. The Pride Toronto Creative Studio & Artist Residency Program – – Event handbook – Applicant registration -Website – Booking program – Test run – Launch event – Yohomo
|
Action Item:
|
| Human Rights Update | Special Code on OHR | Report Received |
| AGM Update | Grant and Bobby have updated the board on AGM planning. We are sending out applications for board recruitment and we will be sending a save the date before the official notification. A reminder of interim board members to send their intention of running at the AGM to the Secretary by november 23rd. A member of PT has made some concerns in the past about certain grants. | Action Items:
|
| Staff Bios on Site – Discussion | Staff and Board are setting out Bio’s for our website. Some staff wish not to be listed on the site. | Deferred to Sherwin |
| Sherwin on-boarding | Samantha and staff are setting an onboarding plan for Sherwin. | Received |
| Media strategy for ED news | Getting Sherwin ready for media inquiries. | Action Item:
|
| Treasurer Update | Had a finance committee meeting. Sherwin will be briefed on financial issues. | Received |
| Community Engagement & Social Media | We spoke about our culture and social media posts, promoting more community local artists. | Action Item:
|
| Role Reviews Next Steps | Board has done a review of roles regarding staff. Sherwin will do a review on staff, organisational structure overview. | Action Item:
|
| Member Request | We received a request from membership. | Action Item:
|
| HR Updates | Samantha updated the board on HR matters. | Action item:
|
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the agenda | Approved |
| Approval of Minutes | Approval of Minutes: November 17th 2020 | Approved |
| Senior Staff Updates | Amber has updated the board regarding: ED announcement, website update and social media. New staff for SM. We are also applying for a new grant for 25k to help with virtual Programing. Creative Studio & Artist Residency Program has been launched. | Recieved |
| ED Report | The board has received the ED report. | Received |
| Website Bios Positioning & Titles | We are discussing the best place where BoD bio should be and published board minutes should be on the website. | Action Item:
|
| Facebook Logo | Logo was posted on FB and we are discussing the marketing strategy and use on SM. | Action Item:
|
| AGM Update | We have received an update on AGM planning. | Motion: Approved $1,600 for agm cost. Motion: Approved. |
| Board Recruitment | We strategically plan on outreach to priority communities. The Selection Committee is starting up on this. | Action Item:
|
| Queer Seniors Statement/Committee | We have been in convection, with senior 2SLGBTQ networks. We are discussing setting out a statement addressing these issues. | Action Item:
|
| Treasurer Update | We are updated on the finance committee. | Received |
| Sherwin ED community/ Membership get to know online meeting | A meet and greet event will be organised so our membership and community can meet Sherwin. | Action Item:
|
| Pending Membership Approval | Pending members have been sent to the board for approval. | Motion: The board has approved and membership Approved 4 new members. |
| Additional ED Report Items | Sherwin has recommended HR matters. Sherwin has been empowered to make HR decisions report to the board. | Motion: Cost of living increase to retroactive from september for volunteer coordinator. |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the order of business: Agenda | Approved |
| Approval of Minutes | Approval of Minutes: December 1st, 2020 | Approved |
| Declaration of Conflict of Interest | No declaration of conflict of interest | None Declared |
| Decisions Tracker (Between Board Meetings) | Decisions made outside of regular board meetings | Approved |
| Senior Staff Update | Staff has updated us on the new grants they have applied to and specifically, an update to the 2S- tales funding grant, it is moving forward. Staff have updated us on our audited finance, this is completed and a report will be delivered to the board this week. | Received |
| Branding Manual (Follow Up) | Primeau has given us an overview on the website outline. Board members have given feedback | Received |
| Executive Director Report | The board has received the Executive Director Report and Sherwin gave us an oview on it. | Received |
| Treasurer Report | Treasure has stated a verbal report and update on a finance committee. | Received |
| Member Motion / Volunteer Restructure | We were updated on concerns from a member and discussed the best way to go forward. Regarding volunteer restructure announcement we are discussing | Action Items:
|
| Programming Presentation | Staff has presented us a report and overview on Pride Toronto’s current programming. assessing issues and changes that are being made. The board has had a chance to make input. | Received |
| Annual General Meeting Update and Discussion | Board Recruitment Deadline application Jan 3rd for application deadline. We have an Interview/Selections Committee: Sheldon, Samatha, Grant, Brian, Sherwin. are on it. So far we have 6 applications. Community Outreach we have reached out to 200 agencies via email and staff are calling selective agencies. There will be a Q&A session regarding board recruitment. December 28th – 2pm. | Action Item:
|
| Policy Committee Report | By-Law Amendments (Executive Summary) By-Law Amendments, Package 1 By-Law Amendments, Package 2 Membership Structure Executive Director (ex officio) Removal of Director The Executive Committee item has been taken out of bylaw amendments. Sponsorship Policy has been deferred BoD Expenses and Reimbursement Policy item has been deferred. | Motion: Approving Package 1 to move forward to AGM for a membership vote. Mover: Grant Second: Samantha Motion: Passed – Motion: The Board has put forward the membership change package that will be voted on in the next AGM. Mover: Grant Second: Samantha Motion: passed – Motion: to move forward Executive Director officio – by law amendment moved to the next AGM for a vote. Mover: Grant Second: Samantha Motion: approved – Motion: Approve to move section remove the director amendment to be voted on, at the next AGM. Mover: Grant Second: Samantha Motion: Approved – Sponsorship and reimbursement policy has been deferred. |
Board Only Meeting
| Social Media and Local Artists | Deferred | Deferred |
| Master Services Agreement | We will be going forward with Natasha and Sherwin and Samantha will sign their contract. | Received |
| Anti-Black Racism Training & Next Steps | Board has got input from staff and other options are being considered. | Action Item:
|
| Equitable Action for Change | Item Deferred | Deferred |
| Committee Update | Item Deferred | Deferred |
| Holiday Break and Next Meeting (January 6) | We will meet in the new year | Adopted |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: Agenda | Approved |
| Declaration of Conflict of Interest | Interim Board members standing for election declared a conflict with respect to the Selection Committee’s Board slate recommendations. | Declared |
| AGM Agenda Review | Overview of AGM agenda provided, including:
|
Received |
| Annual Report | The first draft will be finalized on January 7th and shared with the board. | Received |
| Memberships | Membership Items:
|
Approved |
| Audited Financial Statements | Pride Toronto’s auditor provided a line-by-line overview of the financial statements and answered Board questions. Audited Financial Statements were accepted by the Board. | Approved Moved: Ande Seconded: Christin |
Board Only Meeting
| Selection Committee Report | 1. Michael Erickson Resignation
Resignation letter was received. Michael’s requests for information will be addressed offline.
2. Selection Committee Recommendations
The Committee interviewed 16 people over two days and have selected Tika Simone and Lezlie Lee Kam.
The recommended Board slate is:
|
Approved (Selection Committee Recommendations) Moved: Sam Seconded: Ande Yes: 3 (Ande, Sam, Christin) No: 0 Abstain: 5 (Sheldon, Grant, Yuri, David, Maher) Approved (Voting Process) |
| Motions | By-Law Amendments
|
Approved (By-Law Amendments) |
| Formal AGM Notice | List of items to be included in the formal AGM notice provided as an FYI. | For Information |
| Other (Board Management) | The Board discussed the importance of check-ins with each other for mental health purposes. The Board discussed improvements to ensure all Board members have the opportunity for their voice to be heard (e.g. sticking to a speakers list only). | For Information |
| Next Meeting | Next meeting is January 26. Board Officers will be elected at this meeting. | Received |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: Agenda | Approved |
| Approval of Minutes | December, 15th 2020 & January 6, 2021 | Approved |
| Reaffirming Decisions | Board Motions, Resolutions and Decisions between Board Meetings | Adopted |
| Roundtable Introductions | We all introduced ourselves and welcomed new board members to the team. | Completed |
| AGM Debrief | We are all debriefing the AGM, Staff and Board. Some members have reached out. WE have discussed better practices on running online AGMs. | Completed |
| Treasurer’s Update and Expense Policy | Treasure has updated the board on finances. Item has been deffered. | Action Item:
|
| Board and Senior Leadership Training (discussion) | Item has been deffered. | Deferred |
| WFH Policy and Membership Approval | Deferred | |
| Budget quick review | We reviewed the draft budget and will vote to approve it next meeting. | Deferred |
| Strategic Planning | We have reviewed and discussed what would work best regarding development. Suggested making a short term strat plan and longer term strategy plan. | Action Item:
|
| 9 Committees Outreach | Deferred |
Board Only Meeting
| Accessibility and Compensation | Items have been discussed and conversations will continue. | To be continued |
| Board Officer Elections | Deferred | |
| Signing Authorities | Deferred | |
| Next Meeting | February 9th. | Adopted |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: Agenda | Approved |
| Approval of Minutes | Board Minutes: January 26, 2021 | Approved |
| AGM Debrief | Board and Staff have debriefed on the AGM, better practices for our first online AGM. We have left over questions from the AGM and we are looking for ways to engage to answer it. | Action Item:
|
| ED Report | Sherwin has sent us an ED report and we are reviewing it. | Received |
| Board Training (discussion) | The board is having onboard training. We will be having this on February 27th. The time is 2 to 6 pm. Orientation for new board members 2-3pm. | Action Item:
|
| TeamBuilding/Orientation | We are planning a team building meeting, therefore we can work better with each other and focus on anti-oppression approaches to decision making. | Action item:
|
| Membership Approval | The Board has approved this membership list. 19 new members. (2 year membership). | Approved |
| Treasurer’s Update, and Board Technology | Candidates for the finance position have been interviewed and a candidate has been hired. Accessibility issues have come up regarding technology. | Action Item:
|
| Expense Policy Approval | The board has approved the expense policy. | Approved |
| 2021 Budget Approval | The board has reviewed the budget and has been approved. | Motion: To approve the budget for 2020/2021. Vote: Unanimous Motion Approved |
| 9 Committees/Consult Outreach | The Board had a conversation regarding consultation and the need for better outreach. | Completed |
Board Only Meeting
| Board Officer Elections | The elections on Co-chair, we have elected Yuri and Grant to be our new Co-chairs. | Results:
|
| Signing Authorities | Motion: To make Yurien Matamoros Hernandez (Co-chair), Grant Gonzales (Co-Chair), Andrew Clumpus (Treasure), Sherwin Modeste, Bobby MacPherson have signing authority for Pride Toronto. Mover: Dave Seconder: Maher Vote: Motion has passed. | Motion: To make Yurien Matamoros Hernandez (Co-chair), Grant Gonzales (Co-Chair), Andrew Clumpus (Treasure), Sherwin Modeste, Bobby MacPherson have signing authority for Pride Toronto. Mover: Dave Seconder: Maher Vote: Motion has passed. |
| Next Meeting | February 23rd 2021 | Adopted |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: Agenda | Motion to approve the agenda. Mover: Dave Seconder: Maher Motion: Approved |
| Approval of Minutes | Board Minutes: February, 9th 2020. | Motion to approve the minutes. Mover: Dave Seconder: Maher Motion: Approved |
| Executive Director Report | Board members have reviewed and received the report. | Received |
Policy Approvals
|
HR Policies: A edit will be made to include changing to add stipend upon availability regarding funding for student interns. There will be an edit to the finance policy, Any expenditures that surpass above the total approved budget that enters a deficit. will be reported to the Finance Committee and Board of Directors. | Motion: Approving Sponsorship Policy, Mover: Ande Seconder: David Motion: Passed – Motion: Approving Human Resource Policy Moved: LeZlie Seconder: David Motion: Passed – Motion: Approving Finance Policies Mover: Dave Seconder: Andy Motion: Passed |
Board Governance
|
We discussed best process on electing co-chairs and possibly a better process. Board Meetings Expectations: We are discussing ways we can conduct ourselves. Committee restructure we are restructuring | Motion: To approve the committee restructure. Mover: Maher Seconder: LeZlie Motion Approved. |
| Drop the Charges Against Pride Defenders Campaign (see email) | We have received a request from Pride Defender’s Upcoming Trial for support. The board has agreed to support this. Info: In 2019 Pride was attacked by alt-right movements and community grassroots members organised to defend pride. | Motion: Approved the statement and promote it and 500$
Motioner: Christin
Seconder: Sam
Motion: Passed
Action Item:
|
| Elected Officials Discussion | Sherwin is bringing up a discussion strategically regarding election officials to Pride. | TBC |
Board Only Meeting
| Board Expenses and Meal Reimbursement | We are reviewing best practices on board accessibility and meal expenses. We have agreed to best practices regarding Board expenses and accessibility. | Motion: Board members are able to spend up to $20 for board meeting meals. with the expectation you must be in attendance of that board meeting the meal of that day and this will expire when we can meet in person. For Board accessibility, the secretary will coordinate with board members to accommodate and for tek use Pride will loan it when needed but remain the property of Pride Toronto. Mover: Sam Seconder: Jad Motion: Approved |
| Upcoming Meetings |
|
Action item:
|
| Next Meeting | March 9th 2021 | Adopted |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: Agenda | Motion to approve the Agenda. Mover: Grant Seconder: Sam Motion: Approved |
| Approval of Minutes | Board Minutes: February, 23rd 2020. | Motion to approve the minutes. Mover: Sam Seconder: Grant Motion: Approved |
| Board Decision Tracker | One item: Support Hamilton Pride Defenders | Reaffirmed |
Executive Director/Staff Report: Festival Overview
|
|
Presentation Received |
| Local Artist and Performance Programming | We are having a discussion regarding having a Programing Committee. There is an Advisory Program Committee which Leanna is heading. | |
Secretary Items
|
Membership has been approved. An email was sent out regarding committees, Board members, please choose two committees you are interested in and take the lead on it by creating. | Motion to approve four new members. Mover: Sam Secounder: Ande Motion: Approved |
Policy Committee Update
|
The Policy Committee is working on quite a few policies which will be sent to the board by March 31. for approval April 6th meeting. | Received |
Board Only Meeting
| Community Safety / Harm Reduction | The board is reviewing a harm reduction. | Received |
| Police Discussion (Costs, Harm Reduction) | We have discussed ways to lessen the impact Police have on the festival footprint and lower their obligated fee that comes for permits. | TBC |
| Meal Reimbursement Clarification Upcoming Meetings |
|
|
| Board Participation | TiKa and D!XON will be performing at pride as they would have been regardless of being on the board and an agency Jad is involved with. Steps were taken to make sure there was no conflict of interest and none of these board members were part of any decisions regarding this. The board has found no conflict of interest. | Received. |
| Legal Update (In Camera) | The Board has entered in Camera session | Motion: To move in camera session Mover: Christin Seconder: Grant Motion: Approved |
| Meal Reimbursement Clarification | The Board has entered in Camera session | |
| ED Performance Review (In Camera) | ||
| Next Board Meeting | March 23rd 2021 |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: Agenda | Motion to approve the agenda. Mover: Grant Seconder: LeZlie Motion: Approved |
| Approval of Minutes | Board Minutes: March 9th, 2021 | Motion to approve the minutes. Mover: Sam Seconder: Maher Motion: Approved |
| Board Decision Tracker | One item: Declaration of Support: Justice for Migrant Sex Workers | Ratified |
| Membership Approvals | Six members up for approval. | Motion to approve six new members. Mover: Grant Seconder: D!XON Motion: Approved |
| ED-SLT Board Report | Board members have reviewed and received the report. Board members can add Ooma phone extension to their email signatures and use it for outgoing calls. | Received |
| Treasurer Report | All levels of government funding are down ($200K), so we will have to cut the budget.
|
Completed. Reminder: submit receipts to Ande in next 24 hrs for reimbursements |
Policy Approvals
Communications Policy:
|
Policy Committee Update from Brian.
Action items/edits to the following policies to be made:
Evacuation Policy
|
Motion: Approving All Policies. Mover: Christin Seconder: LeZlie Motion: Approved |
Committees Update
|
Board Members to choose joining two committees: Policy and Governance, Sponsorship and Fundraising Advocacy Equity and Human Rights (AEHR), Finance and Audit. Yuri: Governance and Sponsorship LeZlie: AEHR and Governance Grant: Finance and Governance Ande (1): Finance Christin: Governance and AEHR (optional). Programming (staff committee) Samantha: Sponsorship and AEHR Jad: AEHR and Sponsorship Maher: Finance and Governance D!XON: Governance and AEHR. Brian: AEHR, Governance, and Finance TiKA: AEHR and Sponsorship | Completed |
| Elected Official Invitations | Strategy: focus on support for Pride from Elected Officials from Davenport and Church/Wellesley area because of Pride Office location and parade route. Met with 95% of councillors and next election, we will follow up with them on their promises.
Board feels like that the three identified priority groups (18-24 youth, 2Spirit and Queer Seniors) should have more priority/visibility over elected officials at Pride. More grassroots involvement is needed for community unification.
Board has differing opinions on the level of involvement they should have with selecting Politicians. Ultimately, they are trusting staff to do the initial round of politician vetting, but want to know who is on the list of politicians (in case there are major flags with certain politicians) and want to approve an accountability plan for holding politicians accountable for their past actions, current support and future promises.
Action items:
|
For Approval: – Sherwin’s Strategy: Strategy to invite Elected Officials to Pride. Motion: Passed – Brian moved the Motion: split the vote for voting for politicians individually. Motion: Failed. – Maher’s amendment to Sherwin’s Strategy: Bring list of Officials and Accountability Plan to the Board in three months. Opposing: None. Motion: Approved. |
| Community Advisor Group Meetings (Outreach and Comms) | Christin update: Board does not have enough outreach and community consultations; should be invited to events. Sherwin: Will be inviting Board to community meetings/ consultations (have to be posted 2 weeks in advance). Staff to be reminded to acknowledge high level staff and Board Members at meetings. | Action Item: Nipuni to send calendar invites to Board as *optional* to all community groups that are meeting. |
Board Approvals (Past Practices) / Membership Motions
|
Executive Director | Deferred |
Board IT
|
Brian (Email infrastructure): Currently two emails. Should switch directors@pridetoronto.com (costing us money) → board@pridetoronto.com Ande (Slack Upgrade): Currently have free version of Slack. Board okay to have premium Slack for $100 to have access to historical messages. Board concerns: Privacy (admin would have access to private messages). | Motion to eliminate: directors@pridetoronto.com Mover: Christin Seconder: Sam Motion: Approved – Motion: to Upgrade Slack. Motion: Failed |
Training
|
All Maher Brian/TiKA Workshops to be spread out over the year: May, August and Fall | Action item: Maher to email survey on board orientation. Discussion deferred. |
| Other Items | Sherwin: Anti-Racism Session March 24, 2021 (with Dr. ABC) action item. LeZlie: Email contact for Dionne and Dr. ABC. | Action Item 1: Board Members to email Nipuni their action item if they haven’t yet. Action item 2: Sherwin to send info to LeZlie |
Standing Item: In Camera Session
|
Board and Sherwin only. | Completed |
Upcoming Meetings
|
Next Meeting: April 20th (regrets LeZlie) | Adopted |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: Agenda | Motion to approve the agenda. Mover: Christin Seconder: Samantha Motion: Approved |
| Approval of Minutes | Board Minutes: April 6th, 2021 | Motion to approve the minutes. Mover: Yuri Seconder: Samantha Motion: Approved |
| Board Decision Tracker | No items/decisions made between last meeting and today. | Discussed. |
| Board Meeting Principles and Expectations | For Reference from the Chair. This document is meant to create a safer space for all on the Board. This will always be an item in the agenda to help set expectations and encourage respectful conversations. | Discussed. |
| Standing Item: ED-SLT Report | Board members have reviewed and received the report.
Marketing Launch update: hotel component is cancelled as per Public Health guidelines. Board Participation remains the same.
Four grants have been submitted. We will receive 1 of the 2 Reconnect Grants (from Province). Based on 2021 Festival, so will impact this year’s budget.
|
Received |
| Standing Item: Treasurer Report | Internal Pride Toronto Fiscal 2021 budget document:
|
Received |
ED Performance Management Process (PMP)
|
Board would have received Workplan on Monday. Reflective of two year plan. It is a work in progress and will be a live document (change based on community advice, strategy, Membership advice etc). Any major changes need to be approved by the Board. Opportunity for full approval, after Strategic Plan is set in place. If Board has notes for Sherwin later on, please send to him. All permanent, full time staff (except Nipuni because she just started) have PMP to have processes in place for raises. Need to figure out a process for contract staff (because their contract ends in July). | Motion to approve in principle as a working document, while acknowledging it is a live document that may be changed from time to time. Mover: Brian Seconder: Samantha Motion: Approved |
Committees
|
No questions for Brian. | Motion to approve. Mover: Brian Seconder: Yuri Motion: Approved |
| Board Meeting Accommodation | Request from Maher for alternate Board Meeting dates because they are enrolled in a new program Tuesdays (6-9) and a later start during Ramadan.
No consensus on alternative dates/times with everyone’s schedules. Topic to be revisited in August.
Action Items:
|
Discussed and unable to find consensus. |
Board Approvals (Past Practices) / Membership Motions
|
Link in the ED Report to: Honoured Positions Selection Process This will be implemented in 2022 and moving forward. Sherwin will be part of the selection panel. Decisions will be captured in the meeting minutes. We will have this document to avoid any miscommunication. Selection of Honoured Positions and Charities of Choice: moving forward will not just be choice of Board and Staff, but also will include Community members. Positions will not be open every year, for example an International Grand Marshal can be expensive every year. Some positions are yearly, some are every other year. This year: only have charity of choice and not other groups because it is not a physical festival year. | Discussed. |
Training
|
Update from TiKA and Brian:
Teambuilding based on anti-racism and decolonization.
Workshop details sent to the Board.
Three workshops in total spread out in: May, August, September. 2 hours per session and includes homework.
Workshops will include getting to know each other, but very different from meet and greet. Need to create a safer space and build trust, which is why it is a three 3 part process.
Board expressed the need to also have a fun meet and greet, which will take place after the first workshop.
Action Items:
|
For Discussion and Approval. Motion to approve. Mover: Brian Seconder: Ande Motion: Approved. |
| Standing Item: In Camera Session / Discussion Flex Time | Sherwin and Board | Motion to move in-camera: Mover: Brian Seconder: Yuri Motion: Approved – Motion to Move Out of In Camera Mover: Sam Seconder: Yuri Motion: Approved |
Upcoming Meetings
|
Co-Chairs and Secretary | Motion to Adjourn Mover: Sam Seconder: Christin Motion: Approved |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: May 18th Agenda | Motion to approve the agenda. Mover: Yuri Seconder: Brian Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indegenous land. | Yuri |
| Approval of Minutes | Approval of Minutes: April 20 Meeting Minutes | Motion to approve. Mover: Sam Seconder: Ande Motion: Approved |
| Declaration of Conflict of Interest | New addition to agenda, but will keep as a standing item because it is best practise to keep us accountable. No conflicts declared. | Discussed |
| Board Decision Tracker (FYI) | No items/decisions made between last meeting and today. Standing item: petition (Maggie’s and Butterfly (www.butterflysw.org ) – please see email). | Discussed |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Discussed. |
Standing Item:
|
Board members have reviewed and received the report.
Festival Update from Sherwin re. the activation of LED Screens at High Park: They pulled out (due to uncertain covid regulations) and the Senior Leadership Team made the decision to pull out of Ontario Place (ROI is not there). We are also in limbo – Ontario Place can’t confirm with us until they get the greenlight.
We haven’t lost any funds in deposits. The associated $75K can be better used to elevate the 2022 festival.
ED-SLT report:
|
Received |
| Standing Item: Treasurer Report | Things look good. We will have $480,000 in the bank and will have a lot of money coming in. By end of year, we should be sticking to our budget. Going to pay off CRA debt -we should be debt free soon. Going forward: build up surplus little by little. Standard contingency fund for pride?: 25% of our annual operating budget in a reserve (1.5 million). This will be 5-10% net income every year. This will be a 3 year goal. | Received. |
Governance and Policy Committee
|
Mileage Policy:
|
Motion to approve Mileage (with the changes). Mover: Yuri Seconder: Sam Motion: Approved – Motion to approve Committee Terms of Reference. Mover: Sam Seconder: Brian Motion: Approved – Motion to approve RFP. Mover: Sam Seconder: Ande Motion: Approved |
Board Communications
|
Board-Staff Communications Policy
ED Board Communications:
If you’re unsure about who to go to: your go to is Sherwin (issues, feedback about staff etc, ).
–
Working with staff/Board working on specific projects together include:
|
For discussion and approval. – Motion: Grant put forward to eliminate Board use of slack Mover: lezlie Seconder: Sam Motion: Approved. Brian abstained from voting. |
Training Update
|
Brian/TiKA
Tika had a call with the trainer recently regarding creation.
|
Discussed |
| Board “Get To Know You” Session | All. Get to know you games led by Yuri. | Discussed |
| Standing Item: In Camera Session / Discussion Flex Time | All | No In Camera Session |
Upcoming Meetings
|
Co-Chairs Secretary Next meetings will be on June 15th, July 27th and August 24th. All other meetings in between are cancelled. | Discussed and All On Board |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: June 15th, 2021 Agenda | Motion to approve the agenda. Mover: Brian Seconder: leZlie Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. Moment of silence for 215 Indigenous children. | Grant |
| Approval of Minutes | Approval of Minutes: May 18th Meeting Minutes | Motion to approve. Mover: Christin Seconder: Ande Motion: Approved |
| Declaration of Conflict of Interest | Standing item for accountability.
|
Discussed. |
| Board Decision Tracker (FYI) | No items/decisions made between last meeting and today.
Standing item:
|
Discussed Ratify these two items: Mover: Dave Seconder: Sam Ratification: Approved |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Discussed |
| Standing Item: Executive Director Report | Board members have reviewed and received the report.
Q&A on Sherwin’s report:
Sam:
|
Received |
| Standing Item: Treasurer Report | Our bank account looks good, can pay all vendors, artists etc. $360K coming in from the City, and Federal govt. Next year’s budget 2021/2022: Sherwin/Bobby/Ande will work on the process for that. Once the Finance Committee reviews at the meeting on July 20, Board will review the budget at the next meeting. | Received |
Governance and Policy Committee
|
Questions and Answers:
Volunteer Policy Training (Accessibility Training):
|
Motion to approve. Mover: Sam Seconder: Brian Motion: Approved |
| Membership Approval | Brian to present new Membership requests for approval. Brian June 15th – list of Member Applications for Approval. | Motion to approve. Mover: Dave Seconder: Sam Motion: Approved |
| Strategic Planning Update | Grant:
RFP to secure a facilitator for Strategic Plan. 11 applications received.
Who is on the strategic planning committee:
|
Discussed |
| New Business | To be a new standing item (media policy confirms – Dave is okay) | |
| Standing Item: In Camera Session / Discussion Flex Time | All | Discussed |
Upcoming Meetings
|
All | Mover: Dave Seconder: Ande |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: July 27, 2021 Agenda | Motion to approve the agenda. Mover: Dave Seconder: TiKA Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. | Received. |
| Approval of Minutes | Approval of Minutes: June 15, 2021 Meeting Minutes | Motion to approve. Mover: Brian Seconder: Dave Motion: Approved |
| Declaration of Conflict of Interest | Standing item for accountability. | Discussed. |
| Board Decision Tracker (FYI) | New item: Submission to Senate to support a Federal Ban on Conversion Therapy Action item: please look at the statement on encampment and approve; so that we can post. | Discussed Ratify item: Mover: Brian Seconder: Grant Ratification: Approved |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Discussed |
| Standing Item: Executive Director Report | Board members have reviewed and received the report.
|
Received |
| Standing Item: Treasurer Report | Ande’s update.
|
Received Vote on the budget. Mover: Dave Second: Grant. Approved! |
| Board Travel | Perceptions and Expectations
Grant
|
Discussed |
Governance and Policy Committee
|
Strategic Planning: Facilitator Recommendation
Grant
|
Motion to approve Elevate Equity and REFLEX Urbanism as facilitators, (clause to bring in anyone for technical aspects) Mover: Dave Seconder: Grant Motion: Approved |
| Membership Approval | Brian to present new Membership requests for approval. List of Member Applications for Approval sent in Board Package email by Nipuni on Thursday, July 22nd. | Motion to approve. Mover: Grant Seconder: Brian Motion: Approved |
| New Business | Standing Item
Gay Zombies Cannabis Consumers Association came to Pride Parade in 2016 under false pretenses; to pass out homophobic materials.
|
Motion to approve getting briefing about the report from Toronto (seperate from Board Meeting and Optional for Board). Police: Mover: Christin Seconder: Dave Motion: Approved None opposed. |
| Standing Item: In Camera Session | Board of Directors and Sherwin | Discussed |
Upcoming Meetings
|
All Next Board Meeting: August 31, 2021 | Completed |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: August 31, 2021 Agenda
Amendments:
|
Motion to approve the agenda. Mover: Yuri Seconder: Dave Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. | Yuri |
| Approval of Minutes | Approval of Minutes: July 27, 2021 Meeting Minutes | Motion to approve. Mover: Dave Seconder: Yuri Motion: Approved |
| Declaration of Conflict of Interest | Standing item for accountability. Board Members who are complainants and respondents of investigation not to be in the in camera session, as per legal counsel. Brian: recuse himself for the in camera session. | Discussed. |
| Board Decision Tracker (FYI) | 2 New items: Electing David Lewis to the ED Performance Review Committee and Political Activity Policy | Discussed Ratify item: Motion to approve two items Mover: Dave Seconder: Brian Ratification: Approved |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
| Standing Item: Executive Director Report | Board members have reviewed and received the report. Sam: volunteer for October Newsletter highlight. Sept 7: ED Community meeting; Board Members asked to attend. Action item: Nipuni to send the Board a calendar invite for the ED Community meeting. Sept 17: Board invited to attend staff retreat for Friday evening session. Sherwin: Two volunteers from the Board needed for the Honoured Positions Committee, to select International Grand Marshall. Action Item: Sherwin to send email to the Board about this. | Received |
| Standing Item: Treasurer Report | Ande’s update. Financial summary sent in ED Report for fiscal year 2021. In the next two or three, the audit will be completed. Finances look good, no flags. | Received |
Governance and Policy Committee
Governance and Policy Committee
|
Grant: No decision points to be made.
Trying to work well ahead of time to plan around recruitment, and AGM planning, so it’s not a rush. Some initial timelines, key dates have been set (and are to be confirmed).
Board Recruitment:
|
Received |
| AGM Planning | Grant: Already discussed AGM planning a bit during the Governance and Policy Committee Staff have done some initial work on setting some key dates; AGM to be held in late January. Must hold AGM 6 months after the end of fiscal year in July: August 1st – end of January 31. December is not a good time to hold AGM (with people being out of office, away on holidays etc). | Discussed |
| Board Participation in Operational Committees | Sherwin:
|
Motion: To have the Board withdraw from participating in any Operational Committees and develop a mechanism where Board feedback on Operations can be provided at a Board meeting. Mover: Christin Seconder: Ande Motion: Approved |
| Pride Response to Transphobic Open Letter |
|
Discussed |
| Membership Approval | Brian to present new Membership requests for approval. List of Member Applications for Approval sent in Board Package email by Nipuni on Thursday, August 26, 2021. Two members to approve. *Break and then move to in-camera session* | Motion to approve. Mover: Brian Seconder: Dave None opposed Motion: Approved |
Standing Item: In Camera Session
|
Board of Directors and Sherwin | Discussed |
| New Business / Extra Time | Discussed | |
Upcoming Meetings
|
All Next Board Meeting: | Motion to Adjourn. Mover: Yuri Seconder: Ande Approved |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business: September 21, 2021 Agenda Brian: update calendar with Dave’s announcement in-camera | Motion to approve the agenda. Mover: Dave Seconder: Maher Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. | Grant |
| In-Camera Announcement | Dave announcement to All Board Members and Sherwin | Motion to move to in-camera: Mover: Dave Seconder: Sam – Motion to move out of in- camera: Mover: Dave Seconder: Ande |
| Approval of Minutes | Approval of Minutes: August 31, 2021 Meeting Minutes Christin: Revise adjournment names | Motion to approve. Mover: Dave. Seconder: Christin, Motion: Approved |
| Declaration of Conflict of Interest | Standing item for accountability. | Discussed. |
| Board Decision Tracker (FYI) | 2 New items: | Motion to ratify tracker Mover: Dave Seconder: Ande Motion: Approved |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
Standing Item:
Executive Director Report
|
Board members have reviewed and received the report.
New Program Manager, Vernon, will be joining the team on Monday. Leanna will be leaving her role as current Program Manager to go back to school.
ED Meet and Greet: 40 people registered, but just a handful showed up (we discussed that moving forward, we will need to send out a reminder the day before.)
Global Black Pride is joining us this weekend. Please confirm by the end of tonight if you are coming to the Welcome Dinner on Friday – RSVP to Nipuni.
GBP Itinerary:
|
Motion to support cover of expenses of TiKA’s accomodation for attending Global Black Pride; to be managed by the Executive Director. Mover: Dave Seconder: Christin. Approved. |
| Standing Item: Treasurer Report | Ande’s update.
|
Received |
Sponsorship and Fund Development Committee
|
Yuri
|
Motion to approve Terms of Reference. Mover: Yuri Seconder: Dave Motion: Approved |
Governance and Policy Committee
|
Strategic Planning consultants (Karibu and Darian) came to the staff retreat on Thursday to touch base with staff. They will also be coming to the Board Meetings to give updates.
|
Received – Motion to Approve Board Recruitment Policy: Mover: Yuri Seconder: Christin. Approved. |
Working Groups
|
AGM Planning Working Group (3-5)
|
Discussed |
| Membership Approval | Brian to present new Membership requests for approval. List of Member Applications for Approval sent in Board Package email by Nipuni on Friday, September 17, 2021. Two members to approve. *Break and then move to in-camera session* | Motion to approve. Mover: Dave Seconder: Brian None opposed Motion: Approved |
Standing Item: In Camera Session
|
Secretary Executive Director Dave Grant | Discussed |
| New Business / Extra Time | All | Discussed |
Adjournment/Upcoming Meetings
|
Co-Chairs | Motion to Adjourn. Mover: David Seconder: Christin Approved |
| Signed off By Secretary of the board | Brian De Matos |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
|
Motion to approve the agenda. Mover: Sam Seconder: Maher Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. | Grant |
| Approval of Minutes | Approval of Minutes:
|
Motion to approve the agenda. Mover: Sam Seconder: Maher Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
| Board Decision Tracker (FYI) | Secretary, Brian. | Motion to ratify tracker. Mover: Sam Seconder: Christin Motion: Approved |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
| Strategic Planning Update | Consultant: Darian.
|
Discussed |
| Grants and Fund Development Update and Brainstorm | Grant and Fund Development Manager, Katherina Symes. Initial discussion about the Board hosting a signature event in 2022. Action item: Kat to create a brainstorming document for the Board based on discussion notes from Nipuni; Board to input their ideas and suggestions. | Discussed |
Standing Item: Executive Director Report
|
Executive Director, Sherwin
|
Discussed |
Standing Item: Treasurer Report:
|
Treasurer, Ande:
|
Discussed |
Governance and Policy Committee
|
Grant & Christin
Board Recruitment update:
|
Motion: To support legal review of By Law No.1 to ensure compliance with Ontario Not-for-Profit Act, 2010. Mover: Sam Seconder: Christin Motion: Approved |
| Membership Approvals | Secretary, Brian: 8 people have applied to join Membership. *Break and then Governance discussion continued* | Motion to approve new Membership Applications. Mover: Sam Seconder: Brian Motion: Approved |
Governance and Policy Committee (continued)
|
Grant
Membership Policy:
Membership has been free since January, but it hasn’t been updated in Policy and it hasn’t been updated in general in a while.
Board to seek legal advice on requiring an affidavit for any requests to access Membership list contact information. Need clarity on requirements around sharing Member personal information.
To post Membership Policy, make it explicitly clear to potential Members about what personal info we are collecting and give them options:
|
Defer any motions around Membership Policy until the next Board Meeting so the Board has time to seek legal advice around compliance of the newly proclaimed Ontario Not-for-Profit Corporations Act (ONCA). |
Standing Item: In Camera Session
|
Secretary, Brian Maher | Motion to move in camera: Mover: Sam Seconder: Maher Motion: Approved |
| Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes |
Adjournment / Upcoming Meetings
|
Co-Chairs | Motion to Adjourn. Moved: Sam Seconded: Maher Motion: Approved |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business | Motion to approve the agenda. Mover: Ande Seconder: Christin Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. | Yuri |
| Approval of Minutes | Approval of Minutes:
|
Motion to approve the agenda. Mover: Yuri Seconder: Ande Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
| Board Decision Tracker (FYI) | Secretary, Brian. | No updates to Board Decision Tracker since last meeting |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
| Standing Item: Executive Director Report | Executive Director, Sherwin KPMG report: we’re continuing to work with them on the audit. Moving forward; the Board will get a copy of grants for viewing (but please do not share out). Met with Sponsorship team and close to 1 million confirmed in funding. Programming press release: Spice. Big hit and sparked a lot of important discussions. Sherwin and Yuri’s meeting with Fierte Montreal went really well. Really good start of more conversations to come. Board Members needed for Dispute Resolution Committee, Signature Event and Newsletter highlight. Media picked up the environmental sustainability (reducing size of flatbed trucks) and not gas powered. Blood ban: Had a meeting with the Minister of Justice Office; which was very productive. Conversations continuing to happen. Legislation on conversion is going to be tabled very soon and when it does a note to MPs going to be send out (conversion therapy). leZlie received prestigious award at the CGLCC award night for her community activism. | Discussed |
| Standing Item: Treasurer Report | Treasurer, Ande: Financial reports were sent in the ED report. No big updates – things still look good. Funds in the bank are being used for plans for next year. | Discussed |
| Annual General Meeting Update | Grant and Nipuni ByLaw review is still underway with the lawyers right now. Laureen Elder Blu Waters confirmed for land acknowledgement. Harm Reduction – Freya is doing this via chat monitor. Get Quorum is being used again. AGM Planning Working Group will meet to discuss chat feature this year (Members last year wanted more clarity on chat function) and voting process. | Discussed |
Governance and Policy Committee
|
Grant Board Recruitment: interviewed 7 candidates. Majority of candidates were women-identified. Narrowed it down to 4 candidates to approve for the AGM. They are running as a slate. ByLaw and Membership Policy: still with lawyer. Strategic Planning: Consultants have met with Strategic Planning Committee to review insights from community consultations. Currently on pause as committee is reflecting on next steps. | Motion to approve the slate of Board Member candidates. Mover: Ande Seconder: Christin Motion: Approved |
| Membership Approvals | Secretary, Brian: 8 people have applied to join Membership. | Motion to approve new Membership Applications. Mover: Brian Seconder: Christin Motion: Approved |
Standing Item: In Camera Session
|
Grant, Secretary (Brian) | Motion to move in camera: Mover: Brian Seconder: Ande Motion: Approved |
| Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes |
Adjournment / Upcoming Meetings
|
Co-Chairs | Motion to Adjourn. Moved: Ande Seconded: Yuri Motion: Approved |
| Agenda Item | Notes | Motions/Action Items |
| Approval of Agenda | Approving the Order of Business:
|
Motion to approve the agenda. Mover: Sam Seconder: Jad Motion: Approved |
| Land Acknowledgment | Recognition of traditional Indigenous land. | Yuri |
| Approval of Minutes | Approval of Minutes | Motion to approve the agenda. Mover: Brian Seconder: Jad Motion: Approved |
| Declaration of Conflict of Interest | Chair: Standing item for accountability. Brian: on the list of Membership Approvals, so will not be a part of that discussion. | Discussed |
| Board Decision Tracker (FYI) | Secretary, Brian. One Item: Strategic Planning contract with Elevate Equity and REFLEX Urbanism | Motion to ratify tracker. Mover: Yuri Seconder: Jad Motion: Approved |
| Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
| Standing Item: Executive Director Report | Executive Director, Sherwin
Operations update: new staff have started.
KPMG – Bobby and Sherwin meeting with Auditors on Dec 22nd to go over Board recommendations.
Action Items:
|
Discussed |
Standing Item: Treasurer Report:
|
Treasurer, Ande, joined by Ed Scheck and Kevin Thomas from KPMG, Bobby. Review of Financial Statements **In-Camera Session with auditors and only Board held** Ande: Budget vs. Actuals review. Brian: Other POS systems other than PayPal for donations? Sherwin: people can write cheques and send etransfers; donation app is sent out closer to the Festival season (donate app). | Discussed Motion to approve audited financial statements. Mover: Ande Seconder: Sam |
| Membership Approvals | Grant:
32 people have applied to join Membership.
Brian on list of Membership Approval (given his role on the Board is coming to an end) abstain from discussion and approval.
Any new Memberships that come in between December 14th and December 27th, will need to be approved on December 27th by Board so that they can have a vote at the AGM.
Action Items:
|
Motion to approve new Membership Applications. Mover: Ande Seconder: Jad Motion: Approved |
Annual General Meeting Update
|
Grant and Nipuni Needed: 2 Board Members to monitor Questions. Initial notice to go out later in December and then full package to be sent in January. Meet the Board Candidates Q&A TownHall taking place. Board Q&A Document being developed for AGM. Voting Method for Board Directors: Four Open Position Up for Discussion. Same method as last year. | Motion to approve Voting Method: Mover: Ande Seconder: Jad Opposed: Brian Motion: Passes |
Governance and Policy Committee
|
Grant ByLaw Update: Ontario Not For Profit Act (we have 3 years to comply). We’re going to meet with the legal team in December that has been going over our ByLaws to go over specifics. Special Board Meeting in the first/second week of January to be held to go over AGM Items that need to be approved). Membership Policy: As part of new legislation. We need individuals’ legal name (if different from the name they use), and home address. In particular, if any Members request Membership Registry access, we would need to provide address/contact info (need to build processes around this). | Discussed Motion to approve Membership Policy. Mover: Sam Seconder: Yuri Motion: Approved |
Standing Item: In Camera Session
|
Grant, Secretary (Brian) | Motion to move in camera: Mover: Ande Seconder: Jad Motion: Approved |
| Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes |
| Adjournment | Co-Chairs | Motion to Adjourn. Mover: Sam Seconded: Grant Motion: Approved |
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Pronouns: He/ Him /His
Biography:
Victor Perez-Amado is an Assistant Professor (tenure track) at the Toronto Metropolitan University School of Urban and Regional Planning. Perez-Amado grew up in Caracas, Venezuela and lived in Miami and Boston before settling in Toronto. He is trained as an architect and urban designer, graduating from the Harvard University Graduate School of Design and the University of Florida.
His academic research centres on aging-in-place studies and multigenerational housing, including in 2SLGBTQI+ communities. These projects include Aging Together and Queering Home, a partnership with Egale-Canada. Before joining TMU, he worked on various masterplans and designs for independent and assisted living, focusing on seniors with dementia and autism in Boston. On another scale of engagement with the city, Perez-Amado is interested in activating public spaces by designing and building interactive and educational installations in the public realm. His methodology is based on theories of placemaking, where he explores prototyping, visualization, activation, and community engagement. These include installations along King Street West, Ontario Place, Winter Stations in the Beaches, and Toronto Climate Action public parks. His work has been exhibited at the Seoul Biennale of Architecture and Urbanism, the World Urban Pavilion in Regent Park, and the Harvard GSD Grounded Visionaries, among others.
Biography:
Born in Mexico and a refugee in Canada, Viviana Santibañez is a strong community leader working with marginalized communities for over 12 years,
focusing on supporting and advocating for Latinxs living with HIV and 2SLGBTQ+ Latinos refugees. She is also the first Latina woman appointed to the board of directors of the Ontario HIV Treatment Network.
Viviana Santibanez is the founder and director of Vivi’r, a non-profit organization that helps and supports 2SLGBTQ+ immigrants, newcomers, and refugee Latinxs.Viviana connects with the community and refers people to social, legal, and health, running all these services with zero budget. She provides services for non-profit organizations such as Latinos Positivos Toronto, Toronto People Living with AIDS Foundation, Hispanic Canadian Heritage Council, Canada Trans Summit, and Ontario Cohort Studies. Viviana’s work incentivizing the LGBTQ+ community in Latino/Hispanic events has led to work with different communities, institutions, and organizations the support the integration of Latinx to Canada.
Viviana has a background in community health, nursing, community capacity building, and digital communications – She graduated as an Immigration
Consultant and assisted her community at no cost.
Multifaceted, she also represented Canada internationally, bringing the first-ever International Trans pageant title to Canada, where she competed in a trans-advocacy pageant that helped to inspire and empower trans women around the world. She is the first Latina awarded the Inspire LGBTQ Person of the Year in September 2022 by Inspire Awards. She has been recognized as among the 10 most influential Hispanic Canadians since 2022.
Biography:
I am a world majority, Brown, Carib-Indigenous , trini, Indo, Chinese, callaloo, differently-abled, Jurassic and Bionic DYKE, Rainbow Senior/Elder.
Currently: a co-chair of the board of Pride Toronto, the Toronto Senior Pride Network, the board of ODLAN (Ontario Digital Literacy Access Network), trainer with The 519, the Liaison Committee of the ministry of seniors and accessibility, the VHA (Visiting Homemaker’s Association) Pride Working Group, Sinai Health System “Pride is good for your health” committee, a co-facilitator of the Youth/Elders Program of Buddies in Bad Times Theatre, a volunteer at Hennick Bridgepoint rehab hospital, a member of True Davidson Acres LTC GSA (gender sexuality alliance), the city of Toronto SSLTC Working Group – developed “Leading and Learning with Pride – A Tool Kit to Support 2SLGBTQI+ SENIORS” (launched June 24/2022) and a co-author of the 2SLGBTQI Best Practice Guidelines of the Registered Nurses Association of Ontario. Effective November 2023, a member of the Fabulous Stories Project for The Canadian Centre for Gender & Sexual Diversity – developing Queer Curriculum for high schools and a consultant for The Canada Senior Pride Network.
Humble and privileged recipient of the 2019 Inspire Lifetime Achievement Award, the 2021 Community One Foundation Steinert & Ferreiro Award and the 2023 Jill Andrew (NDP – MPP, Ontario) Community Hero Award.
Featured in the videos “Out At Home”, “The Journey of My Strong Brown Trini Carib Callaloo Dyke Body” – 2016. In 2023, feature length documentary “Supporting Our Selves” from The Community One Foundation.
Honoured DYKE Ambassador and Honoured Rainbow Senior Ambassador – PRIDE TORONTO – 2022
I am an educator, accessibility/accommodation consultant, story teller, sometime actor and a respectful troublemaker, disruptor, infiltrator and agitator 😈.
I live and work from an anti-oppression, anti-racism, Truth and Reconciliation, intergenerational and intersectional perspective. I advocate for Two Spirit, Indigenous, queer and transgender rainbow 🌈 seniors and youth of colour.
I enjoy doubles, dancing, dim sum, a cold beverage and a “trini lime “ anytime.
My EXISTENCE is my RESISTANCE!! Website – lezlieoutofthecloset.com
Biography:
Anmol Budhiraja, a 26-year-old resident of Toronto, ON, is a dynamic individual with a diverse background and a deep commitment to fostering inclusivity. Originally from Jalandhar, Punjab, India, Anmol embarked on a transformative journey to Canada in 2016, initially as a student and now as a settler on the turtle island, proudly calling Toronto home.
As a proud member of the 2SLGBTQ+ community, Anmol actively contributes to community welfare as a Crisis Response Specialist at 2-Spirited People of the 1st Nations. This role has provided them with a profound understanding of the challenges faced by the Two-Spirit, Indigenous, 2SLGBTQ+ community, driving their passion for addressing these issues.
Anmol’s professional journey includes impactful roles as an Executive Assistant, showcasing expertise in grant writing, fundraising, and policy advocacy. Having completed a Bachelor of Applied Health Sciences, Honours Health Studies at the University of Waterloo, Anmol’s dedication to community engagement is evident through their role as a Teaching Assistant.
Beyond their professional and educational pursuits, Anmol’s interests encompass cultural competency, leadership, and continuous learning. Proficient in various tools, from Microsoft Office to Google applications, they bring a tech-savvy approach to their endeavors. Anmol’s diverse background, coupled with a strong commitment to community, positions them as an advocate for positive change, actively contributing to fostering inclusive environments and advancing social causes.
