Member Resources

About the Board of Director Candidates

Hover on the images to learn more!

Grant Gonzales

Grant is the Co-Chair of Pride Toronto’s Board of Directors, serving since February 2021, and has served as a Director on the Board since September 2020.

Anmol Budhiraja

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.

Lezlie Lee Kam

I am a world majority, Brown, Carib-Indigenous , trini, Indo, Chinese, callaloo, differently-abled, Jurassic and Bionic DYKE, Rainbow Senior/Elder.

Mariana Mota

Mariana Mota holds a Ph.D. in Political Science and a B.A. in Economics. Originally from the Northeast of Brazil, she is deeply committed to advancing equity and inclusion.

Viviana Santibanez

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.

Victor Perez-Amado

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.

2024

Board Meeting Minutes 2024

Date Tuesday, January 16, 2024
Time 6:00 pm – 9:00 pm EST
Location Online
Attendance Board: Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, Courage, Troy Dunn, Yuri Hernandez
Staff: Kojo Modeste, Nipuni Dhanawardana
Regrets Yuri Hernandez
ASL Interpretation Jo-Ann Martin and Marcia Adolphe
Agenda Item Summary/NotesMotions/Action Items
Approval of Agenda

Welcome and Approving the Order of Business:

  • Board of Directors Meeting Agenda – January 16, 2024

Meeting Chaired by Co-Chair Grant Gonzales

Motion: To approve the agenda
(Approved).
Mover: Nirmalan Vijeyakumar
Seconder: leZlie lee kam
Land Acknowledgement Grant delivered land acknowledgment.Discussed
Approval of Minutes

Approval of Minutes

  • Draft – Board Meeting Minutes – December 18, 2023 # 10
  • Draft – Board Meeting Minutes – December 20, 2023 #11
Motion:To approve the December 18,
2023 and December 20, 2023 Meeting
Minutes (Approved).

Mover: Nirmalan Vijeyakumar

Seconder:leZlie lee kam

Declaration of Conflict of
Interest
Grant requested any Board Director to declare a conflict of interest. This is a standing item for accountability.Discussed
Board Decision Tracker Grant advised on document for reference Discussed
Board Meeting Principles and ExpectationsGrant advised on the document for reference about expectations during the Board Meeting.Discussed
Standing Item: ED Report The Executive Director (Kojo Modeste) provided the monthly organizational update. Discussion was held on supporting the application for the Two-Spirit powwow; it was confirmed that a letter of support from Pride Toronto will be sent for the application. leZlie advised on the workshop they attended and suggested use of the ‘sunflower scheme’; Kojo to look into this. It was advised that the Accessibility Committee is in a good place with a number of people that are part of the committee.

Discussed

 

Standing Item: Treasurer
Report

The Treasurer (Osmel Maynes)

Board Members provided general updates that the organization was in a good financial state.

Discussed
Annual General Meeting and
Board Elections

Annual Meeting

Preparations for Annual Meeting underway, including a tech rehearsal the week before the Annual Meeting. Grant explained that proxies and that certain motions require certain voting options (ie. some motions are for/withhold and others are for/against). In compliance with the Ontario Not for Profit Corporations Act (ONCA), the meeting will be referred to as a ‘Annual Meeting’ rather than a ‘Annual General Meeting’

Board Elections
Osmel informed that there will be another short introduction and question and answer period with the Board Candidates during the Annual Meeting. Every candidate needs to be voted on using for/withhold options.

 

Discussed

Motion: To Board approves all Board candidates to be voted on at the upcoming Annual Meeting (Approved).

Mover: Osmel Maynes

Seconder: Troy Dunn

Action item:
Grant to connect with Fasken
on proxy provisions of Annual
Meeting

Membership Approval

Grant checked in with the Board Members to ensure they have reviewed the list of Membership approvals.

Approvals list to include current Member and Board Director, Courage Bacchus. Staff to follow up on one Member application to check the applicant’s full name.

Motion: To approve Membership Applications (Approved).

Mover: Nirmalan Vijeyakumar

Seconder: leZlie lee kam

Committee Updates

  • 2024 Board of Directors Agreement
Policy Committee
Draft Board Agreement – the current Board agreement is being updated. The changes are mostly related to grammar and cleaning up the document. There are some new pieces, such as Board Meeting attendance. Further discussion was held to clarify what expectations of Board Members are and what to include in the Board Agreement document.

Advocacy, Equity, and Human Rights Committee
No updates at this time.

Finance Committee

This update was provided by Osmel earlier in the meeting during the Treasurer Report.
Grants and Sponsorship Review Committee
No updates at this time.

Discussed
Other Business/Updates

lezlie provided thank you to interpreters.

leZlie thanked Nipuni for doing an excellent job of taking the minutes of board meetings.

Discussed
Standing Item: In Camera
Session
  • In Camera Minutes: December 18, 2023
  • In Camera Minutes: December 20, 2023
  • HR Review – Final Report
Chair

Motion: To move in camera (Approved).

Mover: Nirmalan Vijeyakumer

Seconder: Troy Dunn

Motion: To move out of in camera
session (included in In Camera
minutes).

Next Meeting: February 3, 2024 Grant advised that the Board Orientation for new and current Board Members, and monthly Board Meeting will be held on Saturday February 3rd, 2024.

Discussed

Adjournment Board Members.
Meeting ended.

Motion: To adjourn the meeting (Approved).

Mover: Nirmalan Vijeyakumar

Seconder: Osmel Maynes

2023

Annual Meeting 2023

Resources

Board Meeting Minutes 2023

Date Tuesday, January 17, 2023 
Time 6:00 pm – 9:00 pm EST
Location Online
Attendance

Board: Samantha Fraser, leZlie lee kam, Moka Dawkins,  Grant Gonzales, Courage, Deidre ‘D-Lishus’ Walton, D!XON, , Maher Sinno. 

Staff: Sherwin Modeste, Nipuni Dhanawardana

Regrets Yuri Hernandez, Jad Jaber
ASL Interpretation Emma Dehez and Marcia Adolphe
Agenda Item  Summary/Notes Motions/Action Items
Land Acknowledgement

Chair delivered the land acknowledgement recognizing traditional Indigenous land.

leZlie share personal reflection: important to have land acknowledgment no matter how small a meeting is and a call to action.

Maher share personal reflection/learning on how concept of a ‘spirit animal’ dates back to indigenous concepts.

Grant Gonzales
Approval of Agenda

Approving the Order of Business: 

  • Board of Directors Meeting Agenda – January 17, 2023

Motion: To approve the agenda (Approved). 

Mover: Deidre ‘D-lishus’ Walton

Seconder: leZlie lee kam

Approval of Minutes

Approval of Minutes

  • Board Meeting Minutes – December 20, 2022 #11

Motion: To approve the agenda (Approved). 

Mover: leZlie lee kam

Seconder: Maher Sinno

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 Secretary (Chair) Discussed
Executive Director Report 

Executive Director Update

Operations – everything is on track. This is the high season for Ops as they are securing vendors.

HR: Ongoing hiring. New positions related specifically for Festival.

Confirmation of $150K Marketing grant received (will have to pay back $50K) – can only apply to this grant once every two years.

Artist registrations – over 200 artists have already applied.

Community Information session held – around 20 new potential artists have attended.


Marketing: in consultation with firm around Festival Marketing. Another priority is the need to revamp our website.

Strat Planning: underway; consultants are reviewing documents.

Womens Celebration: March 8th

Black History Month event: on Feb 18th

Feb 7th: Community consultation for South Asian programming.

Feb 8th: Community consultation for  Middle Eastern programming.

Maher: thank you for social media post about the Toronto City budget. Can support with getting the message out there for the community consultations. 

leZlie: please make sure that Indo-Caribbean folks are included in South Asian community consultations..

Sherwin: looking for support of all Board who identify as women to be a part of Women’s Day programming.

ASL at the event? If there are speakers at event, and if Courage and/or community members who require ASL, we will have ASL interpretation.

leZlie: check with International Women’s Day planning committee so there is no conflict in terms of date. 

leZlie to provide Sherwin with contacts.

Discussed

 

Treasurer Report

Treasurer Update

Audit ongoing, so AGM will be pushed later. Expecting update from auditors soon. 

Finance is working on any outstanding sponsor payments.

Treasurer

Motion: To move in camera (Approved).

Mover:  lezlie lee kam

Seconder: Deidre ‘D-lishus’ Walton

Motion:To move out of in camera (Approved).

Mover: lezlie lee kam

Seconder: Deidre ‘D-lishus’ Walton

AGM

  • AGM/SGM MInutes (For Review) 
  1. AGM – January 26, 2022 
  2. SGM – April 7, 2022
  3. SGM – April 26, 2022
  4. SGM – September 8, 2022
  • New Dates: Board Director Q&A / AGM 

Co-Chair Update

AGM to be changed to Thursday, Feb 16.

Q&A session will be a week before AGM on Thursday, Feb 9.

AGM Minutes from last year. Ask is for the Board to review AGM Minutes.

Jan 31st: Board meeting to be held to meet with auditors.

 

Motion: to set the AGM date to Feb 16 (Approved).

Mover: Moka Dawkins

Seconder: Deidre ‘D-lishus’ Walton

Membership Approval

  • Director Slate Appointments 
    • Troy, Osmel, Nirmalan 
  • New Applications / 2-Year Term Renewal 

Co-Chair Update

Moka: update from Membership Application Committee. Reviewing the Member application process and how we track Members.Confusing language on whether or not people need to volunteer.

D-lishus: need to update bylaws and the website; to reflect the current processes.

Discussed

Motion:  To appoint Troy, Osmel, and Nirmalan as Pride Toronto members (Approved).

Mover: Moka Dawkins

Seconder: leZlie lee kam

Motion: Motion to approve the consolidated list of Membership Applications that Grant had emailed fromOctober/November applications (Approved):

Mover: Deidre ‘D-lishus’ Walton

Seconder: Moka Dawkins

Other Business / Extra Time

Moka: Look into Pride Toronto consulting with ODLAN (Ontario Digital Literacy Access Network)  and Pride at Work, as experts in cyber security.

lezlie works with ODLAN (Ontario Digital Literacy and Access Network) and Pride at Work; declare conflict of interest. Need to ensure we are keeping all of us safe and protecting ourselves against online bullying or cyberbullying. Lots of companies support this work, such as Media Smarts and Hollaback.

Sherwin: Public Safety measures are important across all Prides in Ontario and security both online and in-person is a priority. To instruct staff to look at best practices with cyber bullying and online attacks, and safety as a compliment to the physical Festival plan.

Board would like to see and receive cyber safety plan  in the near future. 

leZlie: to send list of organizations to Sherwin who specialize in cyber safety and to continue to work on the Membership Application Committee.

Co-Chair
In Camera Session  Board Members and Executive Director

Motion: To move in

camera (Approved). 

  • Mover: Moka Dawkins
  • Seconder: leZlie lee kam

Motion: To move out of in camera session (included in In Camera minutes).

Adjournment Board Members

Motion: To adjourn the meeting (Approved). 

  • Mover: Deidre ‘D-lishus’ Walton
  • Seconder: Moka Dawkins
Date Tuesday, January 31, 2023 
Time 6:00 pm – 8:00 pm EST
Location Online
Attendance Board: Samantha Fraser, leZlie lee kam, Moka Dawkins,  Grant Gonzales, Courage, Yuri Hernandez, D!XON, Maher Sinno. Staff: Sherwin Modeste, Amit, Nipuni Dhanawardana Auditors: Chandor Gauthier, Parker Holman, Adam Scherer
Regrets Jad Jaber 
ASL Interpretation Rogue Benjamin and Dean Wiebe
Agenda Item  Summary/Notes Motions/Action Items
Approval of Agenda Approving the Order of Business: 
  • Board of Directors Meeting Agenda – January 31, 2023.pdf
Motion: To approve the agenda (Approved).  Mover: Samantha Fraser Seconder:  Moka Dawkins
Land Acknowledgement Executive Director  delivered the land acknowledgement recognizing traditional Indigenous land; way of giving back is ongoing learning. Pride Toronto will be looking to organizing an event to give back to the Indigenous community of Truth and Reconciliation day this year. Sherwin Modeste
Approval of Minutes Approval of Minutes
  • Board Meeting Minutes – January 17, 2023 #12
Motion: To approve the minutes (Approved).  Mover: Samantha Fraser Seconder: Moka Dawkins
Declaration of Conflict of Interest Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. Clarification for Courage – it is not a conflict of interest to represent d/Deaf and hard of hearing community as a whole, as a Board Member. Discussed
Board Decision Tracker  For information. Requires an update, after which the Board will be asked to ratify.  Discussed
Board Meeting Principles and Expectations Secretary (Chair) Discussed
Annual Financial Audit ● Audited Financial Statements ● Appointment of the Auditor Sherwin introduces and thanks, Auditors, Finance Manager and staff Chandor and Parker updates: Audit report content and our 2022 report Explanation of what is in the audit report.  Opening balances and higher risk areas High risk areas: grant revenues and expenses (based on level of complexity, the timing, particular language in the grants), moderate risk (sponsorships – because of financial and nonfinancial sponsorships). Accounting adjustments needed by Crowe-Soberman; this is standard as accounting firms will differ in exactly what numbers they are looking into. 2022 audited financial statements Overview of 2022 report. Internal staff team is working hard to put controls in place and monitor finances. Discussion of in-kind contributions. We need a paper trail of in-kind donors confirming the value of their in-kind contributions and a confirmation they were used within the fiscal year in order to be recognized as an in-kind donor/sponsor. Pride Toronto is no longer relying on estimates. Address notes in statement that have impacted the revenue. Sponsorship – largest stream of revenue; year over year increase. Government and nongovernment funding (grants and subsidies) – second largest revenue stream. Return to in-person events have impacted both revenues and expenses. Largest areas of expenses: Advertising and promotion  Wages and benefits (full time and part time staff hired for Festival) – a lot of this offset by grants like Youth Breaking Barriers. Year over year expense increase related to in-person Festival. Net assets – conversation of the purpose of those funds. When a nonprofit organization builds a have a surplus (don’t need to restrict those funds) but need to have a basis/reason for building up surplus. Statement of Financial Position > Details can be found in Statement of Cash Flows Financial instruments defined as: any of the financial assets or liabilities can include cash, accounts receivable, accounts payable etc. Audit findings and management letter Substantive approach was used. Minutia of the details of the audit findings (ie. recommendations made) are to be reviewed by the staff team members.  Crowe-Soberman has conducted a regular, financial audit – not a forensic audit. Cash Flow discussed. Questions & thank you  Discussed Motion: to approve the 2022 audited financial statements (Approved).
  • Mover: Samantha Fraser
  • Seconder: Moka Dawkins
Membership Approval ● New Applications / 2-Year Term Renewal Membership approvals were approved via emails.
In Camera Session  Board Members and Executive Director Motion: To move in camera (Approved). 
  • Mover: Moka Dawkins
  • Seconder: Yuri Hernandez
Motion: To move out of in camera session (included in In Camera minutes).
Adjournment Board Members Motion: To adjourn the meeting (Approved). 
  • Mover: Samantha Fraser
  • Seconder: Moka Dawkins
Date Friday, February 3, 2023 
Time 11:00 am – 1:00 pm EST
Location Online
Attendance Board: Samantha Fraser, Grant Gonzales, Yuri Hernandez, leZlie lee kam, Maher Sinno Staff: Sherwin Modeste
Regrets Courage, D!XON, Moka Dawkins, Jad Jaber
ASL Interpretation N/A
Agenda Item  Summary/Notes Motions/Action Items
Approval of Agenda Welcome and Approving the Order of Business: 
  • Board of Directors Meeting Agenda – February 3, 2023.pdf
Motion: To approve the agenda (Approved).  Mover: Samantha Fraser Seconder:  leZlie lee kam
Land Acknowledgement Chair delivered the Land Acknowledgement. Grant Gonzales
Declaration of Conflict of Interest Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. No conflicts were declared. Discussed
Board Update Acknowledgement that d-lishus has resigned from the Board. Discussed
In Camera Session  Board Members and Executive Director Motion: To move in camera (Approved). 
  • Mover: Samantha Fraser
  • Seconder: Yuri Hernandez
Motion: To move out of in camera session (included in In Camera minutes).
Auditor Appointment Recommendation  Board recommendation for the appointment of the auditor at the Annual General Meeting. Motion: Motion to recommend Crowe-Soberman LLP for reappointment as Pride Toronto’s auditors for the 2022-23 fiscal year (Approved). 
  • Mover: leZlie lee kam 
  • Seconder: Samantha Fraser
Adjournment Board Members Motion: To adjourn the meeting (Approved). 
  • Mover: Samantha Fraser
  • Seconder: Yuri Hernandez
DateTuesday, March 21, 2023 
Time6:00 pm – 9:00pm EST
Location Online
Attendance

Board: Samantha Fraser, Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, Troy Dunn, D!XON,  Moka Dawkins,

Staff: Sherwin Modeste, Nipuni Dhanawardana

Other: Jennifer Hanna (Whiteboard Consulting)

RegretsCourage,  Yuri Hernandez, Maher Sinno
ASL InterpretationAlex Skrzyniak, Jo-Ann Martin (at beginning of meeting)
Agenda Item Summary/NotesMotions/Action Items
Approval of Agenda

Welcome and Approving the Order of Business: 

  • Board of Directors Meeting Agenda – March 21, 2023.pdf

Grant welcomes new Board Members and everyone to the meeting.

Motion: To approve the agenda (Approved). 

Mover: Samantha Fraser

Seconder: leZlie lee kam

Land AcknowledgementChair delivered the Land Acknowledgement.Grant Gonzales
Approval of Minutes

Approval of Minutes:

  • January 31, 2023
  • February 3, 2023

Motion: To approve the January 31, 2023 minutes (Approved). 

Mover: Samantha Fraser

Seconder: lezlie lee kam

Motion: To approve the February 3, 2023 minutes (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.

No conflicts were declared.

Discussed
Board Decision Tracker For information. Requires an update, after which the Board will be asked to ratify. Discussed
Board Meeting Principles and Expectations

Secretary (Chair)

Hoping to update with some shared ideas.

Discussed

Standing Item: In Camera Session

  • In-Camera Minutes (January 31 – Session 1)
  •  In-Camera Minutes (February 3)
  • Staff Update
Chair

Motion: To move in

camera (Approved). 

  • Mover: Samantha Fraser
  • Seconder: lezlie lee kam

Motion: To move out of in camera session (included in In Camera minutes).

Standing Item: Executive Director Report

  • Artist Performance Policy (Board and Staff)

Executive Director

Questions or concerns about the Executive Director report.

Samantha: discussion about new location for Pool Party.

leZlie: discussion about staff wellbeing and retention.

Samantha: creation of a safer space for staff. 

Sherwin: staff support includes several platforms for staff to debrief and discuss. Staff have EAP (Employee Assistance Program) and additional supports, such as half hour of individual time with external consultant.

Nirmalan: do we have KPIs, tracker, what’s at risk for funding?

Sherwin: most of our funds come in right before or during Pride Month. Harder to predict month by month.

Nirmalan: what hiring are we doing?

Sherwin: Canada Summer jobs and we will have liaison roles at the Festival.

Osmel: very interested in grants, sponsorship, HR. Discussion on sponsorships; ED report is great/straight to the point.

Sherwin: Artist Performance Policy

In the audit from federal government they flagged that it is a conflict of interest for Board to perform and be paid. They refused to acknowledge staff who were artists. 

Current staff who are performers will not be performing at Pride 2023.Need to make a decision for this for Board.Intent is that this is the policy for 2023.

Nirmalan: should this be extended to close family/friends.

Troy: perceived conflict of interest. In policy we can have specific examples of when people should recuse themselves.

Samantha: is there a difference between paid and unpaid performances?
Sherwin: not just about cash value, but also publicity and peak time performance.
Samantha- how do we handle this? what about engagement/conversation piece with community so that it doesn’t

Sherwin – was communicated to Blackness! yesterday.

leZlie: does this extend to advisory group?.

Sherwin: different, but they cannot book themselves. These conversations will be led by the Community Engagement Manager.

D!XON: are staff/board allowed to be hired through curators?

Sherwin: issue is not about who is booking but who is paying, and Pride Toronto is paying the invoices.

D!XON – what kind of provisions/historical accuracy can be made when board and/or staff leave? They are a part of marginalized communities. How can they be protected?

Sherwin: individuals are going to have to make decisions on whether they want to perform or be a staff or Board Member.

Grant: Considering cooling off period. Once a Board Member leaves.

Samantha: Could be considered too corporate to have a cooling off period.

Osmel: Pride Toronto needs to be transparent and duties involved as Board Member is important.

Discussed/approval

Motion: To direct staff to not accept bookings from Board Directors or staff, either paid or unpaid, during the 2023 Pride Festival, and to direct staff to develop a standing policy on Board and staff participation as artists and performers during the Pride Festival and other Pride events throughout the year (Approved).

  • Mover: Osmel Maynes
  • Seconder: Troy Dunn
  • Opposed: D!XON
Standing Item: Treasurer Report

Executive Director

Waiting to hear back from Federal audit.

Discussed
Board Officer Elections

Chair

Overview of Treasurer, Secretary, Co-Chair roles and responsibilities

Yuri nominated leZlie for Co-Chair. Samantha also nominates leZlie. leZlie accepted.

leZlie nominated Grant for Co-Chair, Nirmalan for Secretary and Osmel for Treasurer.

Nirmalan declined due to other responsibilities.

Osmel accepted.

Grant recommended Osmel as Treasurer. 

Samantha nominated Grant for Co-Chair.

Grant accepted.

Grant update from Yuri: Yuri nominated themselves for Secretary.

Welcome team and congratulations to the new Board Officers!

Approval

Motion: To approve Grant and leZlie as Co-Chairs, Osmel as Treasurer and Yuri as Secretary (Approved).

Mover: Samantha Fraser.

Seconder: Troy Dunn.

Motion to acclaim roles. 

Motion: to approve Grant and leZlie as Co-Chairs, Osmel as Treasurer and Yuri as Secretary (Approved).

Opposed: None

Abstain: None

Membership Approvals

Chair:

New process for approvals in the works.

Motion: to approve new Membership Applications (Approved). 

Mover:  Samantha Fraser

Seconder: Troy Dunn

Motion: Approved

Strategic Planning Session:

  • Introductions
  • New Strategic Planning Process
  • Principles of Consensus
  • Revisiting Mission, Vision, and Values

Jennifer Hanna from Whiteboard Consulting joined the meeting. Sherwin intro Jennifer, then had to leave the meeting.

Introductions between Jennifer and the Board.

Strategic Planning presentation:

– Whether the individual is experienced or new to strategic planning, it  is beneficial to have a range of perspectives.

– Big focus is SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis.

– Mission, Vision, Values. Individuals vs Team vs Organization. Think about the entirety of the organization. You are thinking of all the stakeholders.

– May 31st – timeline for strategic plan to be completed.

– Strategic Planning overview process.

Stakeholder groups:

  • leZlie: importance of intergenerational perspective to be included in the process of strategic planning. Rainbow Seniors committee to advise the Board on various matters. Need to be included in a bigger way. 
    • Jennifer: this could be identified as a gap. Please check with Sherwin if additional methods to process need to be added..
  • Samantha: Discussion on decision making. Residents (around the area of the Festival), Other Prides, International stakeholders.
  • Osmel: are donors included in sponsors/funders. Add donors.

Overview of RASCI (Responsible, Accountable, Supportive, Consulted and Informed) framework. 

Nirmalan: RASCI is colonial but there isn’t an alternative to offer at the moment. Need to think about more anti colonial, anti racist frameworks. RASCI isn’t the most representative or reflective framework.

Jennifer: acknowledged that there are limitations. It is primarily used to describe how decisions are made.

Nirmalan: perhaps it would be good to separate Black people or Two Spirit people as stakeholders.

leZlie: need Two Spirit people at the helm.

Osmel: need more clarification on SWOT for the Board.

Jennifer provides more instructions on SWOT analysis worksheet for the Board to do on their own. Once completed, worksheet could be shared directly with Jennifer or to Jennifer and all the other Board Members.

 

Other Business

  • Full-Day Board/Orientation Meeting (April 22)
  • City of Toronto 2SLGBTQ+ Committee Recruitment

Grant: upcoming April 22nd meeting in person. More details are coming.

Committee recruitment: if there are others who would like to join. Touch base with the Board Co-Chairs.

 
AdjournmentBoard Members

Motion: To adjourn the meeting (Approved). 

  • Mover: Samantha Fraser
  • Seconder: Troy Dunn
DateSaturday, April 22, 2023 
Time10:00 am – 5:00 pm EST
Location Online
Attendance

Board: Moka Dawkins, Troy Dunn, Samantha Fraser, Grant Gonzales, Yuri Hernandez, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, Maher Sinno

Staff: Sherwin Modeste, Nipuni Dhanawardana

Staff Presenters: Amit Kumar, Derek Kang, Bobby MacPherson, Freya Selander, Lee Hamilton, Jamie Nicholson, Shayana Gayle, Dania Niles, Hannah Glover

External: Sophie MacRae (Fasken), Shelly-Ann and Lee Modupeh Anansi Freeman (Uplift Black 365), Jennifer Hanna (Whiteboard Consulting)

RegretsCourage,  D!XON
Agenda Item Summary/NotesMotions/Action Items
Land AcknowledgementMeeting began at 10:18am. Co-Chair, Grant Gonzales delivered land acknowledgmentDiscussed
Opening Remarks

Co-Chair leZlie provided opening remarks, set the tone for the meeting and reminder to 

opening. Reminder set tone for the meeting

Motion: To approve the agenda (Approved). 

Mover: Nirmalan Vijeyakumar 

Seconder: Samantha Fraser

Fasken Board Governance Training

Sophie McRae from Fasken presented on Corporate Governance. 

The following topics were covered: Relevant Sources, Not-for-Profit Corporations Act (ONCA), Terminology, Members versus Directors, Election and Removal of Directors, Role of Individual Directors, Powers and Meetings, Execution of Documents, Pride Toronto Board of Director Agreement, Officers, Directors and Delegation of Powers, Standard of Care, Directors’ Duties, Directors Deemed Assent, Conflicts of Interest, Members, Pride Toronto Membership, Inspection Rights, Members Access to Corporate, Right to Requisition Meeting, Right to Make a Proposal

Action item: Nipuni to forward the presentation from Sophie/Fasken to the Board once received.

Discussed
Anti-Black Racism TrainingShelly-Ann and Lee Modupeh Anansi Freeman from Uplift Black 365 facilitated a session on Anti-Black Racism.Discussed
Strategic Planning – Working LunchJennifer Hanna from Whiteboard Consulting facilitated a session for strategic planning to review SWOT analysis and Pride Toronto’s current Mission, Vision, and Values.Discussed
ED/Staff Presentations

Staff Presentation:

Staff team presented on following Festival topics including: General Information and Board Participation, Operations: Parade, StreetFair, Sustainability and Accessibility, COVID-19 and Security, Volunteers, Harm Reduction, Welcome Centres, Marketing, Finance, Grants & Donations, Sponsorships, Major Cultural Events and Visual Arts, Community Engagement, Programming, Lineup and Special Announcements.

Parade de-staging clarification:

Marchers and vehicles to be separated

Accessibility at Nathan Phillips Square:

We will have an accessible space that is closer to the stage. 

Mobility devices:

Walkers and wheelchairs will be available to rent through attendants.

Nirmalan: What is the Communications Strategy around Mayoral Elections happening on Monday, the day after the Pride Parade?

Sherwin: City Councillors cannot piggyback off of existing platforms to promote their campaigns. Letter going out to all candidates (also communicated to parade groups).

Strikes won’t affect performers.

Grant: Reminder to please respect plus one rules. Volunteer – let us know your availability to support with different speaking and attendance engagements.

Samantha: VIP access and General Access. 

Sherwin: this year there will be a path between VIP and General Access.

Sam: Contact for sponsor. Do we have low sensory area?

Sherwin: We are  working on it. 

Moka: Security? What are the trainings?

Sherwin: Security companies we work with go through trainings.

Discussed
Declaration of Conflict of Interest

Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability.

No conflicts were declared.

Discussed
Board Decision Tracker Two updates made on Decision Tracker (Office and Performances). Information has been reflected on there.Discussed

Standing Item: Treasurer Report

  • 2023-24 Budget / Audit Process (FYI) 
Treasurer report – short but comprehensive update from Amit. Osmel and Amit will be working together. 

Board Orientation

  • Standing Board Meetings (Confirm Date) 
  • Code of Conduct
  • Board/Staff Communications
  • Policies (Finance, Expenses/Mileage, Travel)

Board Orientation – will need to spend more time on this.

Standing Board meetings – discussion on discussion time management. Currently board meetings are the third Tuesday of every month. We can revisit this, to ensure it reflects the current Board’s availability best. We will send a poll to figure out a better time. Meetings will remain on Tuesdays until June. Change will be from July onwards.

Code of Conduct: need to take a look at this to improve communication with one another. Need to build more understanding with each other and have constructive conversations.

Troy: professional tone in emails is needed.

leZlie: respect is the bottom line. Kindness needed.

Sam: Best to potentially have 5 min check in at the beginning to see how people are  and where they are at.

Osmel: Main focus of the Board needs to be Governance and not Operations. There are lots of operational items mentioned in emails, we need to stay in lane of governance.

Troy: important to give sherwin space to do operations.

Maher: good to look into hybrid meetings if possible.

Grant: 

Policies.

In regards to financial policies, all expenses require dual signatory.

Board expenses for Pride Meetings (mileage, meals) can be sent to Sherwin, Amit, Osmel.

Travel: staff makes a decision on this. Travel has to be connected to Pride business.

Maher: Can we have a policy on who gets to decide on travel?

Grant: Currently Co-Chairs have first right of refusal, but have always taken a balanced approach to ensure other Directors can represent Pride. Can continue this conversation.

 

Committee Refresh/Review Terms of Reference

  • Advocacy, Equity, and Human Rights Committee
  • Finance and Audit Committee
  • Governance and Policy Committee
  • Grants and Sponsorship Review Committee 
  • Membership Review Committee (New) 

Committees – no decisions here.

Board Committees have fallen through the wayside over the last little while. There are four committees: 1) Advocacy, Equity and Human Rights, 2) Finance, 3) Governance and Audit, 4) Grants and Sponsorship.

leZlie:  depending on the size of grant, it can take 3 to 6 hrs to review a grant. With new Officer role, leZlie stepping down from Grant committee

Sign ups for Committees. Board Members should sign up for a minimum of one committee and a  maximum of two committees.

Once committee members are confirmed, then you set up meetings, terms of reference, select a Chair (should have only one Chair).

New committee: Membership Policy. 

Can look into creating an Executive Committee: instead of Co-Chairs. Just the officers – and perhaps an additional Member at large.

Osme: Exec committee can meet with Sherwin, then bring those conversations with the board.

Can look into potential standing Officer Role: Director of Equity, Diversity, Inclusion (EDI)

Samantha: potential conversation on Board titles.

Board Co-Chairs – leZlie and Grant will be doing one on ones with Board Members.

Maher: Board Director of EDI can potentially be a Mediator.

Discussed

By-Law Review and Policy Development/Review (FYI)

  • Artist Performance Policy (Board and Staff)
  • Board Agreement
  • Code of Conduct
  • Membership Policy (Refresh Application Process)
  • Anti-Discrimination and Harassment Policy
  • Workplace Violence, Harassment and Sexual Harassment Policy

Need to refresh all of these policies and how we manage complaints.

Discussion on Artist Performance Policy.Need clear accountability and ethics

Moka: importance of need to help the community.

Osmel: If you are on Board, you should focus on governance. Standard policy for all organizations.

Nirmalan: important to recognize we are limited by legislation.

Maher: can artists do pro bono performances?

Sherwin: there are non- payment benefits of performing at Pride that would need to be considered. 

Maher: artists should be considered same as organizations we have partnerships with, 

Samantha: there is clear legislation on this. Can we look into more advisory committees (like artists, performers, this is needed.) Need a policy on this.

Moka: can we look into working with artists/committees into lobbying the government to make legislative changes.

 

Standing Item: In Camera Session

  • In-Camera Minutes
  • ED Performance Review and Recommendations 
ChairDid not take place
Adjournment Board Members

Motion: To adjourn the meeting (Approved). 

  • Mover: Troy Dunn
  • Seconder: Moka Dawkins
DateTuesday, May 16, 2023 
Time6:00 pm – 9:00 pm EST
Location Online
Attendance

Board: Samantha Fraser, Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, D!XON,  Moka Dawkins, Courage,  Yuri Hernandez, Maher Sinno, Troy Dunn

Staff: Sherwin Modeste, Nipuni Dhanawardana

Other: Jennifer Hanna (Whiteboard Consulting)

RegretsMaher Sinno
ASL InterpretationRich Manilla, Annette Sandy
Agenda Item Summary/NotesMotions/Action Items
Approval of Agenda

Welcome and Approving the Order of Business: 

  • Board of Directors Meeting Agenda – May 16, 2023

Meeting Chaired by Co-Chair Grant Gonzales

Motion: To approve the agenda (Approved). 

Mover: Yuri Hernandez

Seconder: Samantha Fraser

Land AcknowledgementCo-Chair, leZlie lee kam delivered Land Acknowledgement. Call to action: volunteer your time and/or spend money to support Two-Spirit People of the First Nations and Indigiqueer. It’s important to put words into action.Discussed
Approval of Minutes

Approval of Minutes:

  • March 21, 2023 
  • April 22, 2023 
  • April 8-11, 2023 (online email decision)

Any substantive minutes to be captured this way over email; other decisions captured in the Board Decision Tracker.

Motion: To approve the March 21, 2023 Meeting Minutes, the April 22 2023 Meeting Minutes and April 8-11, 2023 Meeting Minutes all at same time (Approved). 

Mover: Samantha Fraser

Seconder: Osmel Maines

Declaration of Conflict of Interest

Meeting Chair Grant Gonzales requested any Board Director to declare a conflict of interest. This is a standing item for accountability.

No conflicts were declared.

Discussed
Board Decision Tracker 

Meeting Chair Grant Gonzales

For information. Requires an update, after which the Board will be asked to ratify. 

Office relocation and Sponsorship Confidentiality Policy were decisions recently included in the Board Decision Tracker

Discussed
Board Meeting Principles and ExpectationsChair Grant Gonzales spoke on document for referenceDiscussed

Standing Item: Executive Director Report

  • Board: Pride Engagement 

Executive Director, Sherwin Modeste

Key items: Youth Conference this week, Human Rights conference later, Community Connects May-June. Please take the time to sign up on the Board Engagement document.

Team is also working on visas for International Grand Marshall and other guests.

Programming – social media is buzzing with what we are doing; speaks to what the Programming team and what the Marketing team are doing.

Volunteer Department- there is still a lot of work that needs to be done. Across the board (at other organizations) volunteer numbers are low.

Education program: this is a commitment specific to sponsors (not the general public).

If there are any Festival questions; please add them to the ‘Staff Festival Presentation for Board Questions 2023’ document.

leZlie:  thank you Sherwin and the team for getting this done while you are away. 

Moka: question on security guards at the Festival and what training they are receiving from us.

Sherwin: working with the team on this. We met with supervisors of each security company we are working with. It is not possible to meet with each guard at the Festival as there are over 400 of them and some are scheduled to work the Festival the night before. Blocko stage – we are splitting the security. Most of the security companies we work with – their guards have naloxone training and carry the kits with them.

Nirmalan on grants: when we receive a decline on a grant we applied for, do we know why? For example if it is a case of too many applicants and not enough funds – is this a timing thing (first come, first served based on application). What is their criteria?

Sherwin: when we get declined for a grant, we try to meet with the granting officer to find out why we were declined. 

Grant: Pride Guide looks amazing – edits sent over. Really appreciative of the effort. Board Members, please RSVP instructions to support internal processes. Please do not RSVP via email; we will not be able to accommodate. 

Grant: Community Connects and Conferences – how are they being marketed? 

Sherwin: MLSE and TDSB  have been helpful in marketing Youth Conference. Human Rights Conference is sponsored by Air Canada in partnership with OFL and Dignity Initiative. Unions are supportive in spreading the word.

Community Connects – a lot of community and the organizations we are working with, along with social media, are being used to spread the word. This year Pride giveaways are being put together by Amazon.

Discussed
Standing Item: Treasurer Report

Treasurer, Osmel Maynes

Met with Amit, Sherwin, Bobby to discuss- working with the team has been great. 

Started approving Plooto payments (our internal software). Finance pieces seem copesthetic

Waiting to receive grants (first parts have been received, waiting for rest in June).

Monies also coming in from StreetFair and Parade. Most monies coming in June

We have been following all Financial Policies.

Cash flow documents for (May,June,July) provided in the Board report are new documents for the Board to review.

Discussed

Board Administration

  • Membership Approvals
  • Scheduling Monthly Meetings

Chair, Grant Gonzales

Membership Approvals: to be approved by email.

Monthly Board Meetings: no consistency for a new monthly date, it looks like the Board will continue to meet on every third Tuesday of the month. 

Discussed

Standing Item: In Camera Session

  • Approval of Minutes
  • February 3, 2023 (Amendment) 
  • March 21, 2023
  • April 5-11, 2023
  • ED Performance Review and Recommendations 

Chair, Grant Gonzales

In-camera notes taken by Secretary Yuri Hernadez

Motion: to move in camera (Approved). 

Mover: Samantha Fraser

Seconder: Moka Dawkins

Motion: To move out of in camera session (included in In Camera minutes).

Strategic Planning Session

Facilitator Jennifer Hanna from Whiteboard Consulting.

Co-Chair leZlie lee kam is Chairing the next portion of the meeting.

Board SWOT analysis compilation reviewed.

Working draft of the strategic plan reviewed using miro board. Focus on understanding what is in the document and what it means.

Consensus/approval of the plan is the responsibility of the Board. 

Strategic pillar is defined as statement of directions of what Pride Toronto wants to focus on in big bucket ways. While Strategic goals are outcomes (ie. what is going to happen to make the directions happen. They are still pretty broad. 1-4 Strategic goals under each Strategic pillar.

Review of Strategic pillars. Board Members given time to review each and request for clarification from the Board Steering Committee. Important to understand what each pillar is. We don’t want 6 goals under each pillars (6 in total) because we need to keep it concise so that it is manageable.

Strategic plan: will be for 3 years.

Second part: Board Members think about goals under the pillar and  to identify new goals/broad outcomes or feedback about the goals.

Need to work on the FAQ.

We are fairly on track. Going to look at further times. Will go to staff to work on this more, then Board for approvals. 

Discussed

Other Business 

  • Advocacy Opportunities

Co- Chair, leZlie passed the floor to Nirmalan for more information on advocacy.

Nirmalan: wanting to create a tracker of all of the advocacy pieces happening: what’s going on in Canada that we have the opportunity to comment on; ie. providing letters of support. Board advocacy committee could probably meet with councillors and other elected officials. 

leZlie and Samantha  want to join the advocacy  Committee 


Nirmalan: Pressing item: Pride Toronto to formerly supporting EGALE about Fox News . Public consultation.

Yuri: can we work on this asap?

D!XON: City reached out to connect leZlie for the community advisory committee for the redesign of Barbara Hall Park. 

leZlie will do a space audit/walk through with the City Committee. leZlie has passed them on to Nicole and the Rainbow Seniors  Program at The 519 because it would be helpful to have Rainbow Seniors who  live in the area. D!XON is part of the committee because of how they identify and their connections with queer, Black Youth.

Grant: committees; we’ll get that going after the Festival.

Please look at key events and sign up.

leZlie and Grant have emailed the entire Board for one-on-one meetings. Please respond whether or not you can make it. 

Samantha: June 9th Jays game?

Sherwin: yes, we are going to be going. leZlie is going to throw the first pitch. 

Carry flag: Samantha (want to carry flag, but has a ticket), Yuri, D!XON, Moka. There will be a morning rehearsal with mandatory attendance, and then meet again in the afternoon for the game.

Discussed
Next Meeting: Tuesday, June 6, 2023

Chair lezlie lee kam

please sign up to events and please RSVP. Please read the emails carefully. Co-Chairs look forward to meeting one on one with Board Members.

Thank you Minute Takers, ASL Interpreters, and Sherwin for being here.

Discussed
AdjournmentBoard Members

Motion: To adjourn the meeting (Approved). 

  • Mover: Grant Gonzales
  • Seconder: Osmel Maynes
DateTuesday, June 6, 2023 
Time7:00 pm – 9:00 pm EST
Location Online
Attendance

Board: Samantha Fraser, Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, D!XON,  Moka Dawkins, Courage,  Yuri Hernandez, Maher Sinno, Troy Dunn

Staff: Sherwin Modeste, Nipuni Dhanawardana

RegretsNone
ASL InterpretationVanessa Bailey, Cindy Muskat

 

Agenda Item Summary/NotesMotions/Action Items
Approval of Agenda

Welcome and Approving the Order of Business: 

  • Board of Directors Meeting Agenda – June 6, 2023

 

Meeting Chaired by Co-Chair Grant Gonzales

Motion: To approve the agenda (Approved). 

Mover: Moka Dawkins 

Seconder: Troy Dunn

Land AcknowledgementCo-Chair, leZlie lee kam delivered Land Acknowledgement.Discussed
Approval of Minutes

Approval of Minutes:

  • May 16, 2023 

Motion: To approve the May 16, 2023 Meeting Minutes (Approved). 

Mover: Yuri Hernandez

Seconder: Moka Dawkins

Declaration of Conflict of Interest

Meeting Chair Grant Gonzales requested any Board Director to declare a conflict of interest. This is a standing item for accountability.

 

No conflicts were declared.

Discussed
Board Decision Tracker 

Meeting Chair Grant Gonzales

For information. Requires an update, after which the Board will be asked to ratify. 

 

Two decisions made by the email:

  • Canadian Radio-television and Telecommunications Commission (CRTC) email for Egale Canada
  • Statement the York Region District School Board (YRDSB) flag
Discussed
Board Meeting Principles and Expectations

Chair Grant Gonzales spoke on document for reference.

 

Will dive into specific expectations during Board Director Expectations during festival portion of the meeting.

Discussed

Standing Item: Executive Director Report

  • Board: Pride Engagement 

Executive Director, Sherwin Modeste

Operations team: everything on par. Working on logistics with Pride Run as well.

 

Dyke and Trans Rally – both will be ending at Garden Stage, which is new this year.

 

7 Summer Student Positions have been hired. This year they will only be working up to 8 hours during Festival Weekend.

 

Canadian Heritage grant approved.

 

Community Engagement – events ongoing as outlined.


List of confirmed sponsors provided to the Board. 

 

Thank you to the Board for attending our first signature event in May (Programming launch).

 

Community Connect at Jane and Finch super successful.

 

Announcement from Canadian Prime Minister Justin Trudeau for funding for key issues facing 2SLGBTQI+ communities.

 

leZlie: Community Connect event at Jane and Finch was great.

Some Board Members and Sherwin have just attended the  fireside chat and welcome reception for Jessica Stern, the United States Special Envoy to advance the human rights of LGBTQI+ Persons and Frank Mugisha, Executive Director, Sexual Minorities Uganda. Event was in partnership with Dignity Network Canada. Moka provided introductory remarks on behalf of the Board..

 

Tomorrow Sherwin will be speaking to City Councillors of Kitchener.

 

Grant: attended Etobicoke Community Connect and it was great to see and support.

 

Nirmalan: Shoutout to team for support of the recent 2-Spirit PowWow with 2-Spirited People of the 1st Nations, as well  Community Connect Scarborough.

Discussed
Standing Item: Treasurer Report

Treasurer, Osmel Maynes

 

Receiving funds from StreetFair. We are moving in a great way. We are continuing to pay artists on time.

 

Courage: What is the plan for government grants that were recently announced?

– Osmel: At this point it is just an announcement. We will probably receive it later on. It is for security for the Festival.

 

Courage: Are we planning on any last minute hiring of deaf artists?

– Sherwin: we put out a call out for deaf/Deaf artists but we only received one response. A lot of the run of shows for Festival Weekend stages have been finalized; but we will do our best. Let us know if there are any suggestions here.

 

Sherwin: We are planning on a session during Festival Weekend to share best practices with other Pride organizations on safety. Toby from Capital Pride in Ottawa will be supporting. 

Discussed

Board Administration

  • Membership Approvals
  • Scheduling Monthly Meetings

Chair, Grant Gonzales

 

Membership Approvals:  Recommending moving all Membership approvals to July.

 

Monthly Board Meetings: we are having some trouble finding a common alternate date for the monthly Board Meetings. Please update the ‘Board of Directors Monthly Meetings – Meeting Selection_2023’ Google Sheet

Discussed

Festival Update

  • Board Expectations during the Pride Festival
  • Calendar of Events 
  • Board Engagement Requests
  • Signature Events/Complimentary Tickets

Chair, Grant Gonzales

 

Calendar of Events: thank you for filling out the Board Engagement Requests document. Please continue to fill out as the document gets updated.

 

Second document is for signature events and complimentary tickets- please also fill this out. 

 

Review Board Expectations during the Pride Festival. If VIP spaces full, please contact Sherwin and not other staff.

 

Grant:

Review of Board Expectations during the Festival Weekend. Please sign up for events. You are representing Pride Toronto.

Interact with kindness. Opportunity to connect with all stakeholders..

 

leZlie: Grant and I worked on this Board Expectations document. Do you all have any feedback or anything you would like to add?

 

Samantha: On Parade Day Sunday, are we all walking in it together like last year?

Grant: Yes, this is where we all should be in attendance. We will be meeting in the Honoured Positions lounge in advance.

 

Troy: for the Expectations document,  if Board Members do not meet the requirements, are there any repercussions?

 

Grant: not at the moment, but something to look into.

 

Sherwin: email Nipuni if you have plus ones for the Parade. Board will have one golf cart.

 

D!XON: importance of heels, hair, makeup for trans women, in terms of accessibility.

 

Maher: Board Expectations document is very important. We should add respecting each other as Board Members in as well. In terms of violations against this document, instead of repercussions we should approach more from a harm reduction lens as a way to discipline and reprimand.

 

Grant: yes, that would be great way. We could look further into this.

 

*Board decided not to go into an in-camera session*

 

Courage: How many interpreters have been book for Pride events on Festival Weekend on June 23rd, 24th, and 25th? Is there a map showing where interpretation will be located?

Sherwin: we are going to do a sign language blog so people are able to see what time and where ASL will be. Welcome Centres will also have this information available for people over the Festival Weekend.

 

Courage: For June 25, you have booked an interpreter. Please cancel; I can’t attend on Parade Day unfortunately.

Sherwin: We have ASL interpretation for headliners – this is new for us.

Courage: lots of feedback on ASL at the Festival; want to meet offline later.

 

Sherwin: in 2022, a few Board Members went to Montreal Pride to participate in the Parade. This year we are looking at having Board Members who will go to Montreal for the Parade, to make connections with their team and make observations on how we can make improvements at our own Parade. This will include via rail ticket, small per diem and accommodation. 

Courage, Moka, D!XON, Osmel, Maher have expressed interest in attending

 

Sherwin: no tabling this year. We will observe on Saturday, and join their parade as a team on Sunday.

 

Samantha: will go on my own and join the Board if the five spots get full.

Grant and Yuri are potentially going.

Discussed

Standing Item: In Camera Session

  • In Camera Minutes: May 16, 2023 (deferred to July)
In Camera session did not take placeNot applicable
Other Business Co-Chair: Grant GonzalesDiscussed
Next Meeting: Next Meeting: July 18, 2023Co-Chair: Grant Gonzales mentionedDiscussed
Adjournment 

Motion: To adjourn the meeting (Approved). 

  • Mover: Moka Dawkins 
  • Seconder: leZlie lee kam
DateTuesday, July 18, 2023 
Time6:00 pm – 9:00 pm EST
Location Online
Attendance

Board: Samantha Fraser, Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, D!XON,  Courage, Troy Dunn, Maher Sinno

Staff: Kojo (formerly known as Sherwin) Modeste, Nipuni Dhanawardana

RegretsYuri Hernandez
ASL InterpretationJennifer Best, Christie Reaume
Agenda Item Summary/NotesMotions/Action Items
Approval of Agenda

Welcome and Approving the Order of Business: 

  • Board of Directors Meeting Agenda – July 18, 2023

 

Meeting Chaired by Co-Chair leZlie lee kam and Grant Gonzales

Motion: To approve the agenda (Approved). 

Mover: Osmel Maynes

Seconder: Troy Dunn

Land AcknowledgementCo-Chair, leZlie lee kam delivered Land Acknowledgement.Discussed
Approval of Minutes

Approval of Minutes:

  • Board Meeting Minutes – June 6, 2023 #4

Motion: To approve the June 6, 2023 Meeting Minutes (Approved). 

Mover: Nirmalan Vijeyakumar

Seconder: Grant Gonzales

Declaration of Conflict of Interest

Meeting Chair leZlie lee kam requested any Board Director to declare a conflict of interest. This is a standing item for accountability.

 

No conflicts were declared.

Discussed
Board Decision Tracker Meeting Chairs leZlie lee kam and Grant Gonzales advised on document for reference.Discussed
Board Meeting Principles and ExpectationsMeeting Chairs leZlie lee kam and Grant Gonzales advised on document for reference.Discussed

Standing Item: Treasurer Report

  • 2023-24 Budget

Treasurer: Osmel Maynes

Staff: Amit Kumar, Finance Manager

 

Nirmalan had asked questions that were answered prior to the meeting.

 

Samantha: this is my fourth budget and Festival; budget looks good to me.

 

Budget is a living document, can always revisit

 

Kojo: 6 month commitment from Kojo to ensure we are on target. Ensure that we will not be going into the red. 

We might adjust on insurance. Working with the team, to get a new quote.

Not opposed to selling merch; there are a lot of logistics. We are looking at some options.

 

Maher: distribution of artist funds. Yalla Bara funds – we didn’t budget enough for their stage vs. other stages.

Osmel: we can definitely have this conversation – it is more operational.

Kojo: it may appear this line budget has decreased; however what has decreased is contingency (cushion funds). We currently do not have the resources for large contingencies. Year after year, stages are saying they do not have enough funds, however artists and infrastructure are 50% of budget. Meeting scheduled with 2023 Yalla Barra Curator. 

 

Grant: some organizations do not have contingency. 

Kojo: artists, curators, sponsors, community groups and Board will have opportunity to debrief after the Festival.

 

D!XON: Where is the cost of stages?

Amit: year-long infrastructure vs festival infrastructure.

 

Reimbursements: Osmel has sent through form for Board reimbursement

 

leZlie: Thanks to Osmel, Amit, Kojo and Executive team.

 

Amit left meeting.

Motion (Osmel): To accept the 2023/2024 budget (Approved). 

Mover: Samantha Fraser

Seconder: Troy Dunn

Abstentions: None

Opposed: None

Motion: To assign Finance and Committee for Contingency Plan for Winter 2024 (Approved).

Mover: Nirmalan Vijeyakumar

Seconder: Samantha Fraser

Board Administration

  • Board Calendar 
  • Scheduling Monthly Meetings

Chair, Grant Gonzales

 

Grant has prepared a high level Board Calendar for what is in store for the Board throughout the year, other than events and meetings, so the Board does not miss out on key deliverables throughout the year. Something new is the specific review on the bylaws. 

 

Board Meeting Monthly Schedule: attempted to find a different common time for Board Members to meet, but based on availability the Board will probably have to default back to Tuesdays on third week of every Month. 

 

Kojo: looking at Board/staff retreat. This year will be a little bit longer, so we can have work plans that works with the Strategic Plan. It will likely be sometime in September.

 

Maher: if Board Members want to run again for another term, we cannot join the recruitment committee. However if we don’t run again then we can join the recruitment committee. Is that correct?

Grant: Yes that is correct, and only applies to Board Members whose terms are ending this year.

 

Maher: Second question for the Board. I am starting support committees work, so I may not be able to join on Tuesdays. I want to contribute to the Board and so will need additional support to keep up to date.

Grant: yes, that works. If you have questions, please ask in advance. Co-Chairs will support. Minutes and agenda will be available for everyone.

 

Samantha: Do we have estimated dates for September as it’s really busy that month. Location?

Sherwin: not yet. Location: working on it; will be different than last year.

 

Courage: for the retreat – will it be a weekend or week?

Kojo: yes, we’ll have the Board joining for Friday, Saturday, Sunday (and Board Meeting).

 

Courage: Can I also join the recruitment committee to recruit more deaf and BIPOC individuals to the Board?

Grant: Not a conflict to join; that will be a September discussion.

Sherwin: want to acknowledge that we have really great diversity right now on the Board, almost all of the Board is BIPOC.

Discussed

Committee Assignments

  • Advocacy, Equity, and Human Rights Committee
  • Executive Committee (New) 
  • Finance and Audit Committee
  • Governance and Policy Committee
  • Grants and Sponsorship Review Committee 

Chair, Grant Gonzales

 

Will resend email to Board Members about joining committees. Please join at least 1 or up to 2 committees. Please respond to the email  by end of month. We should have no more than 5 Board Members per committee.

 

First item of business for each committee is to

refresh scope of work and roles, and responsibilities. Anything that is decided on in the committee is subject to approval by the Board. 

 

Policy Committee: Need to standardize Terms of Reference (right now they are all different).

 

As a Board, we need to assign ourselves.

 

Nirmalan: Can you please explain what the Executive Committee is?

Grant: Need to develop Terms of Reference because it is a new committee. This committee will be made of the Board Officers. It is mostly an advisory to the Executive Director, rather than a decision making committee.

 

Board Committee initial sign ups:

leZlie: Advocacy committee

Samantha: Advocacy committee, Grants and sponsorships

D!XON: Grants and sponsorship

Osmel: Policy and governance committee

Maher: Advocacy or governance and policy

 

Samantha: should we have a community committee that is more grassroots to review grievances from communities/artists.

D!XON: agreed on this

Grant: This would be too operational. Board Members won’t participate in advisory groups – this was determined and agreed to by the Board a few years ago.

Sam: How does the Board share  ideas?

Grant: Strategic planning is the best way for Board Members to provide expertise/ideas on the direction of the organization

 

Grant: email will go out for the  August Board meeting. August-September: will be to work on scope of policy.

 

Conflict: leZlie only Rainbow Senior so leZlie is on the seniors advisory committee. 

 

D!XON: there is an equity piece if only some members can advocate for their communities.

 

Maher: there should be more intersection now. It is worth re-opening up the conversation about Board Members on advisory groups. What can be the most beneficial for the organization.

 

Grant: Yes, but it is good to focus on Board Committees first, then open up conversation to advisory groups, since Board committees have not been up and running for the past little while.

 

leZlie: do we have a Membership Committee?

Would like to revisit this next. 

 

Troy: we should have a facilitated conversation on the role of the Board at some point so that we have an aligned vision and can get out nuanced conversations.

 

Samantha: If Board members could be seen as overtaking advisory groups, can we implement rules to manage this. This is just a rhetorical question to think about for now.

Discussed
Membership Approvals

Chair, Grant Gonzales

 

Include Membership application (Cambell) that we were initially unsure was a legitimate application. Staff have confirmed that it is a legitimate application.

Motion: To approve Membership Applications  (Approved). 

Mover: Samantha Fraser

Seconder:  Troy Dunn

Strategic Planning

Kojo: the strategic plan is almost completed. Staff have recommended some minor changes/final edits for the Board to consider.

 

Nipuni went through the recommendations that staff had suggested.

 

Samantha: Accountability is there in the first pillar already. Thank you to staff for these recommendations.

 

leZlie: I really like realigning pillars. Thank you to the staff team, great work.

 

Grant: Vision should be “regardless of”. Agreed that first pillar is clunky, responsible does equal accountability. Disagree and believes it  should be Human Resources instead of singular. Disagree should be removing: biphobia, transphobia, an. Should leave here. Disagree that ‘Support the development and distribution’ should be first 

 

Kojo: We will need to revisit and discuss.

 

Nirmalan: For the vision, “feel” is still wishy washy. We should use “are” instead. Is it 2-Spirit – can we confirm? Perhaps Festival Programming should be first.

 

Staff to reach out to to 2 Spirited People of the 1st Nations to confirm correct spelling. 

 

Troy: Agreed it should be ‘human resources’ 

 

“Take an intersectional approach” = all agreed.  

 

Going to keep “Support the development and distribution the development” as the third point and not move it up.

 

Pillar: Leading and Supporting Intersectional 2SLGBTQTI+ Advocacy. And then first bullet will stay the same.

 

Nirmalan: What is rollout plan?

 

Kojo: We are planning stakeholder reception at the office. Having this  with the economic impact report would speak volumes to the work we have done and are planning to do.

Motion: To approve the Strategic Plan (Approved). 

Mover: Samantha Fraser

Seconder:  leZlie lee kam

Standing Item: In Camera Session

  • In Camera Minutes: May 16, 2023 (deferred to July)
  • In Camera Minutes: June 19, 2023 
Board Members and Executive Director

Motion: To move in

camera (Approved). 

  • Mover: Samantha Fraser
  • Seconder: Nirmalan Vijeyakumar

 

Motion: To move out of in camera session (included in In Camera minutes).

Other Business 

Co-Chair: Grant Gonzales

 

Festival Issues

Board Directors pointed out that there have been some social media posts with complaints about Festival issues. They are encouraged to share these directly with the Executive Director for staff awareness.

 

129 Peter Street

Working closely with BlackCAP, Pride Toronto has been supporting the refugees living outside 129 Peter Street by delivering hot meals, with more planned in the coming weeks. We have also provided them with Subway and Tim Hortons gift cards, and TTC fares.

 

Disability Pride Month

Concerns were shared about the lack of acknowledgement. Staff confirmed that a social media post is planned to acknowledge Disability Pride Month.

 

If Board Directors wish to share information about programming and events, they are encouraged to do so in advance, recognizing that most staff are not working during the first two weeks of July. They are advised to also share information with the Co-Chairs, who can help prompt staff to post information.

 

Montreal Pride

Staff will follow-up with Board Directors who are attending with travel and accommodation information. Board Directors are expected to represent Pride Toronto during the parade, and in other programming throughout the weekend.

Discussed
Next Meeting: Next Meeting: August 15, 2023Co-Chair: Grant Gonzales mentionedDiscussed
AdjournmentBoard Members

Motion: To adjourn the meeting (Approved). 

  • Mover: Samantha Fraser 
  • Seconder: Nirmalan Vijeyakumar
DateTuesday, August 15, 2023 
Time6:30 pm – 9:00 pm EST
Location Online
Attendance

Board: Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, D!XON, Maher Sinno, Samantha Fraser

Staff: Kojo Modeste, Nipuni Dhanawardana

RegretsYuri Hernandez, Courage, Troy Dunn 
ASL InterpretationN/A

 

Agenda Item Summary/NotesMotions/Action Items
Approval of Agenda

Welcome and Approving the Order of Business: 

  • Board of Directors Meeting Agenda – August 15, 2023

Meeting Chaired by Co-Chair leZlie lee kam and Grant Gonzales

Motion: To approve the agenda (Approved). 

Mover: Nirmalan Vijeyakumar

Seconder: Osmel Maynes

Land Acknowledgement

Co-Chair, leZlie lee kam delivered Land Acknowledgement.

Call to action: important that we continue to work in solidarity with Black and Indigenous folks on Human Rights

Discussed
Approval of Minutes

Approval of Minutes:

  • Board Meeting Minutes – July 18, 2023 #5

Motion: To approve the July 18, 2023 Meeting Minutes (Approved). 

Mover: Nirmalan Vijeyakumar

Seconder: Grant Gonzales

Declaration of Conflict of Interest

Meeting Chair leZlie lee kam requested any Board Director to declare a conflict of interest. This is a standing item for accountability.

No conflicts were declared.

Discussed
Board Decision Tracker 

Meeting Chairs leZlie lee kam advised on document for reference.

Thank you to Grant for making sure that all of our decisions are being tracked.

Discussed
Board Meeting Principles and ExpectationsMeeting Chair leZlie lee kam advised on document for reference.Discussed

Standing Item: ED Report 

  • Staff/Board Retreat 

Kojo Modeste

leZlie: thank you for the report, I learned a lot from it.

Nirmalan: National Day of Truth and Reconciliation is September 30th. Do we have anything planned?

Kojo: Yes and this is a priority. We have heard from the Indigenous community that it is important to give back to the community on this day. We will be planning a Community Feast with 2-Spirited People of the 1st Nations.

Nirmalan: To revisit our strategic plan: Living our Truth and Reconciliation should be first bullet point (moved).

What are our plans to connect with the City?

Kojo: We are currently working on our economic impact report and hoping to share with Marci Ien (Ottawa), Krystyn Wong Tam (Queens park), Chris Moise (Council). 

Nirmalan: This is a great opportunity to work with the City on specific pieces, such as the fines over Festival Weekend.

leZlie had questions about the report and received answers in advance.

Kojo: The staff/board retreat this year will be at the office, during the week after Thanksgiving, from Tuesday, Oct 10th to Friday, Oct 14th. The Board will join staff on Thursday and Friday evening. We will  do a joint team building exercise on Saturday. We will send the dates and calendar tomorrow.

Discussed
Standing Item: Treasurer Report 

Treasurer, Osmel Maynes

Recap: we passed the budget for this year at our last Board Meeting. We are approving a few outstanding expenses for people. We are wrapping up remaining artist and supplier payments. We have been receiving our grants.

Kojo: we are about 85% ready for our audit, which starts mid September. The goal is to wrap up the audit by the first week of November. Auditors are happy even with the preliminary changes we have made to implement their recommendations.

 

Committee Assignments / Terms of Reference Template

  • Advocacy, Equity, and Human Rights Committee (D!XON, Samantha, leZlie, Maher)
  • Executive Committee (Grant, leZlie, Osmel, Yuri)
  • Finance and Audit Committee (Osmel, Nirmalan)
  • Membership Committee (Samantha)
  • Governance and Policy Committee (Troy, Grant, Yuri, Maher, Nirmalan)
  • Grants and Sponsorship Review Committee (Troy, Samantha, Osmel)

Grant Gonzales

Each Board committee needs to update and review their committees’ Terms of Reference (TOR) for consistency. Template has been sent to the Board so all the TORs look the same.

Next steps: each committee needs to figure out a time to meet, their mandate and terms of reference. Committees will choose their own Chair, create a work plan and decide what items to focus on and address. Hopefully, each committee  will have this ready to be approved at next month’s Board Meeting.

Maher: Can we designate a specific person for each committee to take the lead on setting up the initial meeting.

Grant: Yes

Osmel can support Governance if needed.

Nirmalan can move from Governance to Grants. leZlie will join Membership. D!XON will also join Grants and Sponsorship.

Grant: Membership will be a subcommittee of Governance and Policy.

The following reflects the changes to show which Board Member is in which committee. The individuals whose names are in bold will reach out to rest of the committee members to set up a time to meet:

  • Advocacy, Equity, and Human Rights Committee (D!XON, Samantha, leZlie, Maher)
  • Executive Committee (Grant, leZlie, Osmel, Yuri)
  • Finance and Audit Committee (Osmel, Nirmalan)
  • Governance and Policy Committee (Troy, Grant, Yuri, Maher)
    • Membership Committee (Samantha, leZlie)
  • Grants and Sponsorship Review Committee (Troy, Samantha, Osmel, Nirmalan, D!XON)
Discussed
Membership Approvals

Meeting Chair, leZlie lee kam

Checked in with the Board Members to ensure they have reviewed the list of Membership approvals.

Motion: To approve Membership Applications  (Approved). 

Mover: Nirmalan Vijeyakumar

Seconder:  Grant Gonzales

Standing Item: In Camera Session

  • In Camera Minutes: July 18, 2023
  • ED Performance Review  
Board Members and Executive Director

Motion: To move in camera (Approved).

  • Mover:  Osmel Maynes
  • Seconder:  Maher Sinno

Motion: To move out of in camera session (included in In Camera minutes).

Other Business / Reminders

  • Sponsorship Prospects
  • Volunteer Appreciation Party

Co-Chair: leZlie (ahead of in camera session)

Kojo: please send potential sponsors our way to add to our prospect list for this year. Also, if you have any headliner suggestions/ideas, please advise. We have to take into account certain costs, but all ideas are welcome

leZlie: what do we need to consider in terms of criteria?

Kojo: any companies that fit into our mission, vision or values. Sponsors who are willing to donate both in-kind and monetary amounts are needed. Board Members do not need to do any preliminary screening when recommending; the staff team will oversee this process.

Reminder: the Volunteer Appreciation Party is tomorrow at 6:00 pm at the Labatt offices. The theme is slumber party. It is really important if you can come down. Our  volunteers work incredibly hard and we want to make them feel appreciated.

Discussed
Next Meeting: Next Meeting: September 19, 2023Co-Chair: Grant Gonzales mentionedDiscussed
AdjournmentBoard Members

Motion: To adjourn the meeting (Approved). 

  • Mover: Nirmalan Vijeyakumar 
  • Seconder: Osmel Maynes
DateTuesday, September 19, 2023
Time6:00 pm – 9:00 pm EST
Location Online
AttendanceBoard: Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, D!XON, Maher
Sinno, Samantha Fraser, Yuri Hernandez, Courage,
Staff: Kojo Modeste, Nipuni Dhanawardana
RegretsTroy Dunn
ASL InterpretationAlex Skrzyniak , Christie Reaume
Agenda ItemSummary/NotesMotions/Action Items
Approval of Agenda

Welcome and Approving the Order of Business :

  • Board of Directors Meeting Agenda

Meeting Chaired by Co-Chair lezlie lee kam.

Motion: To approve the agenda
(Approved).
Mover: Osmel Maynes
Seconder: Nirmalan Vijeyakumar
Land AcknowledgementBoard Director, Nirmalan Vijeyakumar
delivered land acknowledgment.
Discussed
Approval of Minutes

Approval of Minutes :

  • Board Meeting Minutes – October 17, 2023 #8
Motion: To approve the August
15, 2023 Meeting Minutes
(Approved).
Mover: Osmel Maynes
Seconder: Samantha Fraser
Declaration of Conflict of
Interest

Meeting Chair leZlie lee kam requested any Board Director to declare a conflict of interest. This is a standing item for accountability.

No conflicts were declared.

Discussed
Board Decision Tracker

Meeting Chair leZlie lee kam advised on document for reference.

Thank you to Grant for making sure that all of
our decisions are being tracked.

Discussed
Board Meeting Principles and ExpectationsMeeting Chair leZlie lee kam advised on document for reference.Discussed

Standing Item: ED Report

  • Staff/Board Retreat

Kojo Modeste

Nirmalan had some questions: Status of the
Trillium grant?
Kojo: We have applied a few times but it has
not been successful. So the focus now is
Festival related grants.

Nirmalan: We have previously received the
cash flow document – is it possible to get again
on a quarterly basis?

Kojo: Yes, we can provide the cash flow
document quarterly.

Nirmalan: Economic impact report looks
amazing. Congratulations! Really impressive to
see that report.

Kojo: Thinking about a press release on the
economic impact report. The economic report
is done by third party, reputable organization.

Discussed
Design Plan

Puncture

Kojo: Puncture is the design firm that supported last year. They are supporting us again, and we are grateful to have them back.

leZlie: Just a reminder ASL interpretation. Gentle reminder for folks to speak clearly, and one person at a time.

Introductions: Barsin (he/him), Laura (she/her), Sabrina (she/her) and Maham (she/her)

Goal about this session: gather information and feedback about this year’s theme to help
fill in the messaging and collect ideas.

Look at this past year’s theme. What did you like about last year’s theme and what did you not like?

Courage: I like this theme.

Yuri: very applicable to all sorts of people. Samantha: I really like this theme. Perhaps we look into adding this into our strategic plan. Nirmalan: great narrative – helped us have actionable items

Maher: international aspect – great to see that reflected in the Festival. Definitely should be pushed throughout the year. We could amplify it more in our socials

What are some important messages or topics to capture next year? Samantha: Global aspect. Education and unity – remind people that we are everywhere. The message from last year still needs to be a part of messaging

Yuri: Things can feel like it’s going backwards, so we need to highlight we are still here. leZlie: We are human.

Nirmalan: Can refer to the tricky political landscape.

D!XON: Important to include queer families
and youth.

Courage: Need to see more LGBTQ diversity with Deaf/Disabled artists being seen onstage. I want to see that be more mainstream.. Maher: Just flagging that “We’re not going anywhere” and “We remain” are themes I’ve seen this past Prides across nonprofits, so we need to be careful not to duplicate.

What does Bold, Brilliant, Beautiful mean to
you?

Samantha: Initially it doesn’t feel like it encapsulates everyone. Need to show how these words can be for everyone. D!XON: brilliant can be to showcase entrepreneurs, leaders etc in the community. Beautiful can be displayed through scars, inner beauty, trans expression and more.

Last question: How would we measure a successful theme statement? This helps to create a checklist for the theme statement. Samantha: apply to multiple people in multiple scenarios

Yuri: change, progression, movement Maher: measurable. Link events to that theme. So that theme doesn’t disappear; even before the Festival. Engage different communities.

Barsin: We have talked to the staff team as well. We appreciate your time and this information is helpful. We will compile insights and present the themed statement to the marketing team, get feedback and present the final presentation of insights and theme statement. Questions?

Kojo: The goal is that we will have the first draft on Thursday or Friday after staff retreat, so we can provide feedback to the Puncture theme.

D!XON: In order to get the theme across, we need to put more care into our graphic design and social media.

Kojo: Will share that with our social media team..

Barsin: Thank you all.
Laura: Thank you and form will be going out
for last thoughts and ideas.

Puncture team logs off meeting.

Discussed
Standing Item: Treasurer Report

Treasurer, Osmel Maynes 

Short and long versions of finance reports were sent to the Board. Audit has begun and auditors are happy with what they are seeing. The Finance committee is still meeting every two weeks.

Maher question on Marketing on the finance reports. What does Marketing team mean? Kojo: Pride Toronto’s Marketing team is under “Salary”. Other Marketing team costs include, economic impact report and advertising.

 
Membership Approvals

Meeting Chair, leZlie lee kam

Checked in with the Board Members to ensure they have reviewed the list of Membership approvals.

To be reviewed over email
Break held between 7:10pm-7:17pm.

Discussed

Committee Updates   

  • Governance and
    Policy Committee –
    Sept. 5

Grant Gonzales
Governance:
Report was provided. Working on policies:
Workplace policy and anti discrimination policy are two examples.
Few roles open for Board Recruitment. 1 year term open. Lots of work to be done. More updates on this later.
Maher: Are the committees open to community members?
Grant: need to focus on these committees internally to develop and grow this out more. what this committee looks like
Kojo: these committees are subcommittees of the Board. We need to iron out more details of the committees internally.
Maher: Point of information. If we want to update a committees’ Terms of Reference (ToR), do we need to approve it by the rest of the Board?
Grant: Yes 
prioritizing updating the ToR so they are more specific, less confusing.
Maher shared their screen to show the Advocacy, Equity and Human Rights
committees’ ToR. Point of conversation, for future meetings who will be responsible for communications?
Kojo: Director of Communications would be responsible/ the support person.
Need to budget not just for Board Member meals, but others who may attend. Advocacy committee is the only committee with this budget line.
Kojo: Board in general provides feedback on Festival. The Advocacy committee can provide on Human rights conference.
Maher: Within the scope of this committee, we would have a focused lens on accessibility, equity and human rights.
Yuri: There is an Accessibility Coordinator that will be staff, so we need to be careful that we are not blurring the lines.
Grant: Re. Committee member removal. As a general principle, committees make recommendations to the full Board and then the Board approves/does not approve recommendations. Please use that as your lens to inform what the committee is doing, including committee member removal. Need
to have consistency across the board. Roles and responsibilities: remember we are a Governance Board – the Executive Director report informs us what the operations are of the organization. Let’s keep that governance lens for our committee work, ie. what should we be doing long term as an organization to
have the most success and impact.
Maher: We need to look at ongoing issues as well. Advocacy committee will look at language so that it is governance. Finance Committee update was part of the treasurer’s report.
Osmel: What about the Membership Committee?
leZlie: That is a subcommittee of the Governance and Policy Committee.
Kojo: I don’t believe the Fund Development committee has met yet. We will need a report from that committee at the next meeting.

Discussed

Board Recruitment and
Updates

Treasurer
Osmel: The Co-Chairs, Osmel and Troy will meet to discuss Board Recruitment and to look at who we need on the Board. As Grant stated, various positions are available. I will be contacting folks to see if they want to continue on the Board. Troy is away and I have been busy, but we are hoping to send out the call out in November.
leZlie: it would be helpful to send us the different positions and Board Director terms that are open..
Osmel: Yes, that information will be sent out.
Samantha: This will be my last board meeting. various reasons. I have had a conversation with the Co-Chairs on this. I am bringing back my conference called Playground (gender , wellness, sexuality, conference). I don’t have the capacity anymore to be on the Board and plan the conference. I really want to do well with planning the the conference, so it feels like a good time to resign. I’m happy to be in touch and as a resource
Grant on behalf of the Board: want to thank you. You have stuck by the team through many tumultuous times. We will miss you but we will keep in touch.

leZlie: I would like to add that you have contributed so much to bringing Pride Toronto to where it is today.
Samantha: You all will continue to have that support from me.
Yuri: Samantha, you have stayed true to yourself and you always do the right thing. I really appreciate you for that. You have done a lot of meaningful work.
Osmel: Samantha, I didn’t get to know you a lot, but you are someone who definitely provides space for voices to be heard. You have been a pillar. Your advice has been welcome. Thank you.
Samantha: I have always tried to make sure everyone else is heard. I want to say in response to recruitment, when you are looking at the next Board Directors, do try to find people who aren’t solely focused on one agenda. It’s important to have a good mix of people, and more women. Thank you.
Maher: Samantham, we haven’t always seen eye to eye but you always have a soft way of calming people down. You are kind, have fun energy and always include everyone.
D!XON: Samantha, I’m going to miss you a whole bunch; you have been the glue to this board. You have navigated so many different issues, challenges, and I enjoy your energy and beautiful heart. Thank you for everything.
Sam: I consider you my colleagues. It was a hard decision. Thank you again.

Discussed

  • Other Business/Reminders

    Response to Trans
    Attacks  

  • National Day for Truth and Reconciliation 

Kojo:

Response to Trans attacks: I’ve sent an email to the Board on this. Osmel will be speaking on behalf of Pride Toronto at the upcoming rally.

Kojo: these anti-trans policies are impacting the Global south as well. Our social media team is reposting the rally details to get the information out there.

Nirmalan, Yuri and everyone: thank you for sending things out that may be of interest to our Membership.

Kojo: staff will be handing out nonbinary flags. Please buddy up for safety.

National Day for Truth and Reconciliation feast. Dania has sent the calendar invite. We are working with indigenous organizations and the 519 on this. leZlie will this be a rain or shine event? Kojo: yes it is outdoors rain or shine, but we have access to the 519 ballroom if needed.

leZlie: Other business – insurance. Kojo: We are considering changing our brokers. Disadvantages of our current broker: costs are very high (although they are doing a lot of work to get the price down). Advantages of our current brokers: they know our file and portfolio, so a quicker turnaround on delivery. A second broker had reached out to us, and the advantages of them are: they are very knowledgeable with the 2SLGBTQI+ communities, and they are looking at both international and domestic. Disadvantages of the newer broker: we have a heavy lift at the beginning to get them up to speed with our work. Question to the board – what should we go with?

Samantha: go with a new broker, it may require more work but worth it. D!XON: what are the names of the companies? Kojo: these are brokers that will look for an insurance company. D!XON: let’s go new; for fresh insurance. Maher: whoever shares our values. Nirmalan: stick with current; underwriting can take long time and we can do a Request for Proposal (RFP) for new brokers next year. Yuri: stay with current broker for this year, and then look at other options next year.

Kojo: in terms of doing an RFP, this will happen next year (there is not enough time to do one this year).

leZlie: Agree, with lighting fire under current broker and go with existing for this year only. Grant: Alternative opinion is to go with the new broker. How long has the current broker been working with the community for? Kojo: Current brokers have been with Pride Toronto for 9+ years. But they have never marched in the Parade.

Grant: this is an opportunity for change. I don’t feel like we were well served with the current broker.

Kojo: I’m right in the middle with which broker to go with. I will think and then will reach back out. Thank you for all the feedback.

leZlie: There is an exhibition at Buddies in Bad Times called Covid in the House of Old on September 28, 29, and 30. Educational piece on the impact of Covid-19 on seniors in long term care homes. A Rainbow Seniors story is included (Alf Roberts). Share with your networks please.

Other thing: The international day of Older Adults does not mention Rainbow Seniors, so the Rainbow Seniors Network and the 519 does an event every year in October at the 519. October 1st,

Kojo: we’re waiting to hear back on the Santa Claus Parade. We had a meeting at their warehouse and they are looking at what they can offer us. Going to look at accessibility. They have a ticket for viewing stations for seniors/accessibilities. They really want to see the reflection of the 2SLGBTQI+ communities with our contingent in their parade. Thank you all for your patience.

Samantha: One other thing. The Royal Winter
Fair would be great to collaborate with.

Grant: Agreed. This would be a rush for this year as the Royal Winter Fair is just around the corner, but let’s connect on this for next year.

 

Standing Item: In Camera
Session

  • In Camera Minutes: August 15, 2023
  • ED Performance
    Review Update
Board Members and Executive DirectorMotion: To move in camera (Approved).
Mover: Nirmalan
Vijeyakumar
Seconder: Maher Sinno
Motion: To move out of in camera
session (included in In Camera
minutes).

Next Meeting: Next Meeting:
October 17, 2023

Co-Chair: Grant Gonzales mentionedDiscussed
Adjournment

Board Members

Motion: To adjourn the meeting
(Approved).
Mover: Samantha Fraser
Seconder: Nirmalan
Vijeyakumar
Date Tuesday, October 17, 2023
Time 6:00 pm – 9:00 pm EST
Location Online
Attendance Board: Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, Maher Sinno, Yuri Hernandez, Courage, Troy Dunn Staff: Kojo Modeste, Nipuni Dhanawardana
Regrets Courage and D!XON
ASL Interpretation N/A
Agenda Item Summary/Notes Motions/Action Items
Approval of Agenda Welcome and Approving the Order of Business: ● Board of Directors Meeting Agenda Meeting Chaired by Co-Chairs Grant Gonzales and leZlie lee kam Motion: To approve the agenda (Approved).  Mover: leZlie lee kam Seconder: Nirmalan Vijeyakumar
Land Acknowledgement Osmel Maynes delivered land acknowledgment. Discussed
Approval of Minutes Approval of Minutes:
  • Board Meeting Minutes – July 18, 2023 #5
Motion: To approve the September 19, 2023 Meeting Minutes (Approved). Mover: Nirmalan Vijeyakumar Seconder: Troy Dunn
Declaration of Conflict of Interest Grant requested any Board Director to declare a conflict of interest. This is a standing item for accountability. No conflicts were declared. Discussed
Board Decision Tracker leZlie advised on document for reference. Thank you to Grant for making sure that all of our decisions are being tracked. Board will need to discuss further on creating a tracker for motions. Discussed
Board Meeting Principles and Expectations Grant advised on document for reference. Discussed
Standing Item: ED Report The Executive Director (Kojo Modeste) provided the monthly organizational update and highlighted the meeting with the provincial government around funding and the upcoming Interpride conference. Motion: To amend the agenda to add the Queen’s Park Press Conference to Other Business (Approved).
Standing Item: Treasurer Report The Treasurer (Osmel Maynes) provided the report and noted that Pride Toronto is in good standing with respect to revenue and expenditures. The annual audit is underway and there are no concerns with respect to cash flow.  Discussed
AGM and Board Recruitment Update Annual General Meeting Co-Chair (Grant Gonzales) informed the Board that the working date for the AGM is January 25, 2024, which needs to be approved by the Board. He recommended proceeding with a virtual AGM given that January is in the middle of both flu season and anticipated rise in COVID-19 cases. The Board discussed the possibility of a hybrid AGM, however, concerns were raised with respect to costs. Board Recruitment Pride Board of Directors Selection Committee Co-Chairs (Osmel Maynes and Troy Dunn) are prepared to post the recruitment call-out with a November 13th deadline for applications. They encouraged the Board to share within their network and emphasized that the priority is to recruit women and older persons. Motion: To approve January 25, 2024 as the date for the AGM (Approved). Mover: Maher Sinno Seconder: Troy Dunn Motion: To proceed with a virtual only AGM (Approved). Mover: Osmel Maynes Seconder: leZlie lee kam 5 out of 7 Board Members in favour Motion: To proceed with using GetQuorum as our AGM voting platform (Approved). Mover: Yuri Hernandez Seconder: Nirmalan Vijeyakumar
Membership Approvals Co-Chair Grant checked in with the Board Members to ensure they have reviewed the list of Membership approvals. Motion: To approve Membership Applications (Approved). Mover: Nirmalan Vijeyakumar Seconder: Yuri Hernandez 
Committee Updates    Policy Committee Grant has shared Anti-Discrimination Policy with lawyers to get feedback. More to come at the next meeting Advocacy, Equity, and Human Rights Committee Maher mentioned committee is still unsure about direction of the committee and will discuss further at the next committee meeting Finance Committee Kojo mentioned that the Finance Committee update was provided during the Treasurer’s report No other committee meetings were held. Grants and Sponsorship Review Committee Meeting note held Nirmalan, Osmel and Troy to meet for Nirmalan to organize a meeting time. Discussed. Action items:
  • Nirmalan to organize a and Sponsorship Review Committee
  • Kojo requested for committees to please advise on when they are meeting so the Senior Leadership team could support.
Other Business / Reminders Press Conference Kojo advised that Kojo, leZlie and Grant will be presenting Pride Toronto’s Economic Impact report at Queen’s Park. Pride Toronto will be hosted by MPP Kristyn Wong-Tam. Kojo will cover the 2023 festival and Economic Impact Report. leZlie will cover fundraising, spike in costs and other finances. Grant will cover challenges and next steps. Each person will have two minutes to speak. Folks can join in the gallery to watch. MPP Wong-Tam will recognize us in the gallery and the Economic Impact Report will be presented to all MPPs. The theme of the press conference will be Protect 2SLGBTQI+ communities and Fund Pride. Recent Events in Israel/Palestine Maher requested an addition to Other Business, to discuss the current development in Palestine/Israel. Board members discussed statements made by various organizations, and recommended further exploring whether and how to participate in the dialogue while listening to marginalized communities. Specific concerns were raised about the auditor’s statement. Action Items:
  • Executive Director to have a discussion with the auditors.
  • Board to further explore potential actions and bring back topic to the November Board meeting.
Standing Item: In Camera Session
  • In Camera Minutes: May 16 / September 19, 2023 ED Performance Review Update
Board Members and Executive Director Motion: To move in camera (Approved). ● Mover: Nirmalan Vijeyakumar ● Seconder: Troy Dunn
Next Meeting: November 21, 2023 Co-Chair: Grant Gonzales mentioned Motion: To adjourn the meeting (Approved). ● Mover: Troy Dunn ● Seconder: Yuri Hernandez
DateTuesday, November 21, 2023
Time6:00 pm – 9:00 pm EST
Location Online
AttendanceBoard: Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar, Maher Sinno, Courage, Troy Dunn Staff: Kojo Modeste, Nipuni Dhanawardana
RegretsYuri Hernandez and D!XON
ASL InterpretationN/A
Agenda ItemSummary/NotesMotions/Action Items
Approval of Agenda

Welcome and Approving the Order of Business :

  • Board of Directors Meeting Agenda – November 21, 2023
    Meeting Chaired by Co-Chairs Grant Gonzales.
Motion: To approve the agenda
(Approved).
Mover: Nirmalan Vijeyakumar
Seconder: Osmel Maynes
Land AcknowledgementGrant Gonzales delivered land acknowledgment.Discussed
Approval of Minutes

Approval of Minutes :

  • Board Meeting Minutes – October 17, 2023 #8
Motion: To approve the October 17,
2023 Meeting Minutes (Approved).
Mover: Osmel Maynes
Seconder: Nirmalan Vijeyakumar
Declaration of Conflict of InterestGrant requested any Board Director to declare a conflict of interest. This is a standing item for accountability.
No conflicts were declared.
Discussed
Board Decision TrackerGrant advised on document for reference.Discussed
Board Meeting Principles and ExpectationsGrant advised on document for reference.Discussed

Standing Item: ED Report

  • 2024 Festival Update

The Executive Director (Kojo Modeste) provided the monthly organizational update and highlighted the recently held Executive Director Town Hall.

2024 Festival Update

Discussion was held on accessibility, and more deaf and disabled representation at conferences, panels and events.

Discussed
Standing Item: Treasurer Report

The Treasurer (Osmel Maynes) passed floor to Kojo.

Finance Manager, Amit Kumar joined meeting for this agenda item. Reviewed cash flow document to show projections. Highlighted that a lot of sponsorship comes in April, May, June. Annual audit is almost complete, and should be finalized by end of the month.

 

Board Meals
Discussion held on Board meal expenses

Discussed

Action item: Kojo and Amit to look at
Board Meal expenses and policy.

 

Motion: To approve that until the
policy is reviewed, any expenses for
Board meals that do not occur on the
day of the Board meeting be directed
to the Treasurer, with explanation of the purchase.
(Approved).
Mover: Osmel Maynes
Seconder: Troy Dunn

Board Recruitment Update

Board Recruitment

Osmel provided an update to the Board on Board recruitment, highlighting that candidates are being interviewed. There are diverse identities of individuals and representation who are being interviewed.

Point of clarification about the recruitment process: the Board Recruitment Committee recommends the slate of candidates, then the full Board of Directors approves the slate. Once approved, it goes to the Membership.

Grant and lezlie lee kam, as Board Members who are running for re-election did not participate in this discussion

Annual General Meeting
Co-Chair (Grant Gonzales) informed the Board that the working date for the AGM is January 25, 2024, which needs to be approved by the Board. He recommended proceeding with a virtual AGM given that January is in the middle of both flu season and anticipated rise in COVID-19 cases. The Board discussed the possibility of a hybrid AGM, however, concerns were raised with respect to costs.

Board Recruitment

Pride Board of Directors Selection Committee
Co-Chairs (Osmel Maynes and Troy Dunn) are prepared to post the recruitment call-out with a November 13th deadline for applications. They encouraged the Board to share within their network and emphasized that the priority is to recruit women and older persons.

Discussed
Membership ApprovalsCo-Chair Grant checked in with the Board Members to ensure they have reviewed the list of Membership approvals. Opened floor and there were no concerns or questions.Motion: To approve Membership
Applications (Approved).
Mover: Troy Dunn
Seconder: Nirmalan Vijeyakumar 

Committee Updates   

  • Community Committees Call-Out (Accessibility, Honoured Positions, International Impact Fund)

Community Committees Call-Out (Accessibility, Honoured Positions, International Impact Fund (IIF))

Kojo advised that the selection committee for IIF, Honoured Positions and International Grand Marshall will be the same committee.

 

Accessibility Committee

There is a need to separate the Board from Community Committees. Discussion on sunflower community support; to show support to individuals who have invisible or hidden disabilities. Discussion on consent during the Festival and how this is led by harm reduction teams.

 

Policy Committee

Grant advised that materials have been circulated and there is a need to review policies.

 

Advocacy, Equity, and Human Rights Committee

Maher advised that there will be a new Chair of this committee as Maher
transitions out of the Board, however is here to support as needed.

Finance Committee

Grant advised that this was a part of the Treasurer report

 

Grants and Sponsorship Review Committee

Nirmalan advised that the first meeting will be held early next year, once the
new Director of Development begins their position with the team.

Action items:

  • Kojo to connect with the staff team to look over the roles and different committees.
  • leZlie to send the Board a report on the sunflower community initiative.
  • Kojo to connect with Operations team to increase signage on consent during Festival.
  • Grant to book next Policy Committee Meeting
Next Meeting: December
(TBC)
Grant led discussion on moving the next Board Meeting to December 18, as the Board/staff Holiday Dinner is on the next scheduled date of December 19. It was agreed that Dec 18 will be a tentative date as some Board Members were unsure of availability and would need to check their schedules.

Discussed

Action item: Nipuni to send tentative calendar invite to move next Board Meeting to December 18.

Middle East Statement

Board discussion held on whether or not to put out a statement about recent events in Israel/Palestine and any implications. Nirmalan requested a recorded vote about this decision.

Board Members spent time drafting and revising the statement. Discussed the complexity of importance of alignment

 

Recorded vote:

Motion: to approve putting out a statement with respect to the events in Palestine and Israel (Approved)

Favour: Troy, Maher, leZlie, Osmel,
Grant.
Opposed: Nirmalan
Did not vote: Courage.

Action item: Statement to be
finalized offline, then circulated to
Board by end of day Wednesday, then
approved by end of day Thursday
and posted on Friday.

 

Other Business/Reminders

 

  • Santa Claus Parade
  • Board/Staff Holiday
    Party

Grant requested Kojo to please provide updates

 

Santa Claus Parade

This will be the first time Pride and Caribbean Carnival is part of the Santa Clause Parade. Progressive flags branded with Pride Toronto brand will be printed and handed out during the Parade.

Board/Staff Holiday Dinner

More details coming out tomorrow – Board/staff can bring one guest.

Discussed

Standing Item: In Camera
Session

  • In Camera Minutes: October 17, 2023
  • ED Performance
    Review Update
Chair

Motion: To move in
camera (Approved).
Mover: Nirmalan Vijeyakumar
Seconder: Maher Sinno
Motion: To move out of in camera
session (included in In Camera
minutes).

 

Adjournment

Board Members.

Meeting ended.

Motion: To adjourn the meeting
(Approved).
Mover: Maher Sinno
Seconder: Nirmalan Vijeyakumar 

 

Date

Monday, December 18, 2023 

Time

6:00 pm – 8:00 pm EST

Location

Online

Attendance

Board: Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar,  Courage, Troy Dunn, Yuri Hernandez

Staff: Kojo Modeste, Nipuni Dhanawardana

Regrets

Courage and D!XON 

ASL Interpretation

Jo-Ann Martin and Christie Reaume

 

 

Agenda Item 

Summary/Notes

Motions/Action Items

Approval of Agenda

Welcome and Approving the Order of Business: 


Meeting Chaired by Co-Chair leZlie lee kam.

Motion: To approve the agenda (Approved). 

Mover: Nirmalan Vijeyakumar

Seconder: Grant Gonzales 

Land Acknowledgement

leZlie delivered land acknowledgment. 

Discussed

Approval of Minutes

Approval of Minutes:

Motion: To approve the November 21, 2023 Meeting Minutes (Approved). 

Mover: Osmel Maynes

Seconder: Yuri Hernandez



Declaration of Conflict of Interest

leZlie requested any Board Director to declare a conflict of interest. This is a standing item for accountability.


Grant Gonzales and leZlie stated that they would not be participating in Board slate discussion as they have expressed interest in running for a second term. 

Discussed

Board Decision Tracker 

leZlie advised on document for reference.


Grant advised that there was one motion (the recent Board statement) that was  approved via email after the November Board Meeting.

Discussed

Board Meeting Principles and Expectations

leZlie advised on the document for reference about expectations during the Board Meeting.

Discussed

Standing Item: ED Report 



The Executive Director (Kojo Modeste) provided the monthly organizational update. Discussion was held on Festival insurance. As requested by Nirmalan Vijeyakumar the Board discussed menstrual equity for the Pride Toronto team, Parade and other events and programming. Discussion was also held on releasing statements and potential impacts.  Lastly, it was highlighted that confidentiality of Board discussions during Board Meetings were important. 



Discussed


Action items:

  • Director of Marketing and Communications/ Policy Committee to look at building some guidelines around releasing Board statements and how/when we as an organization respond to comments in the new year.
  • Advise new Board Members of processes around Board statements during Board Orientation in February.



Insurance Update

Stephen Bortolon, Senior Vice President at Gallagher Insurance joined.


Highlighted by Stephen that Gallagher Insurance is an entertainment brokerage so their daily work involves the music industry, festival, arts etc. Board Members were informed of the new policy; which is focused on pricing and making the Festival more accessible for vendors (like Parade and StreetFair participants). More accessibility would lead to long term growth and partnership, which the Gallagher team is excited about.

Discussed

Standing Item: Treasurer Report 

The Treasurer (Osmel Maynes)


Board Members informed that there are still ongoing conversations with auditors on the annual financial audit. 


Kojo mentioned that the draft audit report is ready and the Board will receive it shortly to review before meeting with the auditors.

Discussed



AGM and Board Recruitment Update

  • Approval of Board Slate

Osmel mentioned the two upcoming important dates of January 12 for the Board Candidate Q&A session and January 25 for the Annual General Meeting.


Grant made mention that the Co-Chairs were working on some administration pieces such as this year’s proxy form and reviewing the previous years’ AGM Minutes. 

Confirmed that Grant and leZlie will both chair the AGM. The Board Recruitment Committee (Osmel, Troy and Yuri) will chair the Board Recruitment agenda item. Troy, Yuri and Nirmalan also confirmed that they would be virtual panelists during the AGM.


Our virtual AGM meeting provider, GetQuorum is confirming if we will be able to livestream to the public. If  this function is not available, we can make the meeting recording available afterwards.


Kojo advised that the annual report will be available over the holidays 


Osmel advised that the Board Recruitmentent Committee has selected the Board Candidate slate after application reviews and interviews. The slate is comprised of two current Board Members who are running for reelection, and four new Board Candidates. There is one two-year term open, and the remaining five openings are all three-year terms. The Board Recruitment Committee opted not to fill two one-year roles so that individuals are not just on the Board for a short period, and because longer terms are more beneficial for the Board as a whole in terms of continuity. The Board Recruitment Committee selected individuals that represent a  mixture of community, such as trans and women identified candidates, and a variety of professional backgrounds in education, non-profit organizations and at the municipal level.

Discussed


Motion: To approve the Board Recruitment Committee’s recommended Board of Directors Candidate slate (Approved).

Mover: Yuri Hernandez

Seconder: Troy Dunn



Membership Approvals

Co-Chair leZlie checked in with the Board Members to ensure they have reviewed the list of Membership approvals. 

Motion: To approve Membership Applications (Approved). 

Mover: leZlie lee kam

Seconder: Troy Dunn

Committee Updates

  • Community Committees Call-Out (Accessibility, Honoured Positions, International Impact Fund)

Policy Committee

Grant informed the Board that the committee is looking at the ByLaws on Board Members who miss meetings without cause. The Board discussed that Board agreement could be updated so that Board Members miss three consecutive meetings (without communications to the Co-Chairs) that they would receive penalties, such as suspension from the Board or losing VIP privileges at Pride Toronto Events.


Advocacy, Equity, and Human Rights Committee

leZlie mentioned that since Maher Sinno (former Chair of the Committee) has stepped down from the Board, there has not been a meeting. The plan will be to restart meetings once the new Board Members join.


Finance Committee

This update was provided by Osmel earlier in the meeting during the Treasurer Report.


Grants and Sponsorship Review Committee

No updates at this time.

Discussed


Action items:

  • Policy Committee to review and update Board Agreement to include the discussed penalties on Board Members who miss multiple meetings without cause.

Other Business/Updates

  • Board/Staff Holiday Party (December 19) 
  • Meeting with Crowe Soberman (December 20)

Board/Staff Holiday Party (December 19)

Board reminded of the team Holiday Party to take place the next day


Meeting with Crowe Soberman (December 20)

Board to meet with auditors from Crowe Soberman this Wednesday to review the audited financial statements and discuss the management letter.



Discussed


Action items:

  • Review financial documents sent by Finance Manager, Amit Kumar in advance of the meeting with the auditors.
  • If there are any questions, send to Amit and Kojo, to send to the auditors.

Standing Item: In Camera Session

  • In Camera Minutes: November 21, 2023

Chair



Motion: To move in

camera (Approved). 

Mover:  Nirmalan Vijeyakumar

Seconder: Grant Gonzales


Motion: To move out of in camera session (included in In Camera minutes).

Next Meeting: January 16, 2024 

Grant advised that the next meeting would take place on January 16. 

The Board agreed that after the AGM, the new Board Member Orientation and February Board Meeting would take place on February 3. A shorter Board Meeting will be held during the already scheduled meeting on Feb 20.

Discussed

Adjournment

Board Members.


Meeting ended.

Motion: To adjourn the meeting (Approved). 

Mover: Yuri Hernandez

Seconder: Troy Dunn 

Date

Wednesday, December 20, 2023 

Time

6:00 pm – 7:00 pm EST

Location

Online

Attendance

Board: Courage, Troy Dunn, Grant Gonzales, leZlie lee kam, Osmel Maynes, Nirmalan Vijeyakumar

Staff: Kojo Modeste, Amit Kumar

Guests: Chandor Gauthier (Crowe Soberman LLP), Parker Holman (Crowe Soberman LLP)

Regrets

D!XON, Yuri Hernandez 

ASL Interpretation

Alex Skrzyniak, Erin Miller

 

Agenda Item 

Summary/Notes

Motions/Action Items

Call to Order 

This is a Special Board Meeting called to receive and approve the draft audited financial statements. 


Meeting Chaired by Co-Chair Grant Gonzales. 

 

Land Acknowledgement

The meeting  chair delivered land acknowledgment. 

Discussed

Declaration of Conflicts of Interest

The meeting chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability.

Discussed

Audited Financial Statements (#1)

Crowe Soberman presented the contents of the audited financial statements, including:

  • Overview of the responsibilities of the auditors.  
  • 2023 Audited Financial Statements and audit findings. 
  • Management letter – identified issues and management responses. 

The auditors expressed a qualified opinion that in their opinion, except for the possible effects of the matters described in the Basis for Qualified Opinion section of their report, the financial statements present fairly, in all material respects, the financial position of Pride Toronto as at July 31, 2023, and its results of operations and its cash flows for the year then ended in accordance with Canadian accounting standards for not-for-profit organizations. 


The Board requested clarification about the “government remittances payable” and  “current portion of government funding payable.” The auditors clarified that the vast majority of these amounts relate to grant funding for fiscal periods prior to August 1, 2021. The amount from the 2023 fiscal year is related to the refundable portion of the Ontario Cultural Attractions Fund. The auditors committed to provide a detailed explanation at the Annual General Meeting. 

 

In Camera Session

It is best practice to hold an in camera session without staff to provide the Board an opportunity to ask questions of the auditors. 



Motion: To move in

camera (Approved). 

Mover:  Osmel Guerra Maynes

Seconder: Nirmalan Vijeyakumar


Motion: To move out of in camera session (included in In Camera minutes).

Audited Financial Statements (#2)

Motion to approve the draft audited financial statements. 

Motion: To approve the draft audited financial statements (Approved). 

Mover: Osmel Guerra Maynes

Seconder: leZlie lee kam

Adjournment

Motion to adjourn the meeting.

Motion: To adjourn the meeting (Approved). 

Mover: Nirmalan Vijeyakumar

Seconder: Courage

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