Member Resources
For more information, SGM or AGM specific questions please contact The Board of Directors directly – membership@pridetoronto.com
2022
September 8 - Appointment of Auditors
April 26 - Board of Director Elections
Board of Director Candidates
About the Board of Director Candidates
I am Courage, Natasha Cecily Bacchus. I am an athlete and performing artist, passionate about Deaf advocacy, fitness and physical expression. Throughout my life, I have nurtured my passion for fitness, competing as a professional athlete and securing medal positions in the Deaf Olympics, Pan Am Olympics and many other competitive sporting events. As an actress, I have participated in numerous theatre and film productions and have a strong desire to continue to grow and develop as a performing artist, expanding representation to include differently-abled persons and empowering Black Deaf women in Canada to shine on and off the stage.
Why are you interested in joining the Board of Pride Toronto? To create more accessibility for IBPOC Deaf Queer community.
How will your experience, talents, and skill contribute to advancing Pride Toronto’s Mission, Vision, and Values? With the all resources I have as a Black Woman Deaf Queer, artist, athlete and advocate, I bring with me many ideas and lived experiences with accessibility. I have a vast network of Black contributors in many sectors, including interpreters, artists, member of the IBPOC Deaf community, to list a few. I also want to bring the UK Black Pride model of accessibility to Pride Toronto.
Pride has had a history of anti-Black and anti-Indigenous racism, and we are working to address and combat this. This includes the development of an anti-BIPOC racism strategy and our public commitment to internal anti-Black racism training for all staff, Board members and volunteers. What is your experience in working against racism, particularly anti-Black and anti-Indigenous racism, and what is your vision for Pride Toronto’s external work in combating racism? As a Black Deaf, I have appeared on panels with the topic of antiracism in my Deaf community. With the lived experiences, I am able to share my stories, and promote for anti-Blackness and anti-Indigenous racism through sign language. My vision is for fully inclusion of learning how to combat racism, and ableism, specifically audism.
What is your experience in addressing and combating transphobia, transmisogyny, and transmisandry? I have not yet experienced addressing and combating transphobia, transmisogyny, transmisandry on a personal level. I do know that if i ever see any of that happening, I would speak up and educate the offenders. I am very open to learning more how to combat oppression against trans people.
Pride’s membership has voted to ban instruments and symbols of policing, including uniforms, cars and weapons, from participating in the Pride Parade and StreetFair. If elected to the Board, how would you ensure that this commitment is upheld? If I am elected to the Board, I would ensure that this commitment is upheld by making sure that we maintain the position of ensuring that there are no triggers in Pride Toronto events.
Accessibility is a crucial aspect for Pride’s celebrations, but we still fall short in providing a completely accessible Festival, especially for the D/deaf and Hard of Hearing community. What experience, resources, and knowledge do you have in engaging and supporting these communities? As a Black Deaf person, I have my own experiences advocating and receiving accessibility, and I am able to bring to the table my lived experiences, resources, knowledge of how to provide full inclusive access to the Deaf /HoH community. I also will help investigate why this was a struggle for the Pride Toronto organization, and help find solutions that will establish for a fully inclusive Pride Toronto.
How will your experience, talents, and skill contribute to advancing Pride Toronto’s Mission, Vision, and Values? I have more than 15 years experience doing community activism and organizing in Toronto, beginning with membership on the Women and Trans Bathhouse Committee. I have board experience (as Chair and Treasurer) and am conversant with non-profit governance structures, reporting regulations, strategic planning and grant writing. With my EDI skills, I can contribute to Pride’s efforts to be more inclusive, honour the fullness of LGBT2SQ identities, and help to centre BIPOC voices and priorities within the larger portfolio of Pride Toronto’s work.
Pride has had a history of anti-Black and anti-Indigenous racism, and we are working to address and combat this. This includes the development of an anti-BIPOC racism strategy and our public commitment to internal anti-Black racism training for all staff, Board members and volunteers. What is your experience in working against racism, particularly anti-Black and anti-Indigenous racism, and what is your vision for Pride Toronto’s external work in combating racism? When I envisioned and implemented the first-ever public BIPOC LBT2SQ space in Canada 15 years ago, I faced an outpouring of hate mail from the larger LGBTQ community. These reactions made it clear how necessary spaces for BIPOC folks were. I want our community to become a place where no one else experiences what I went through when creating safe(r) spaces for those who remain marginalized at the intersections of multiple axes of difference. We need to honour the struggles for acceptance that brought us to the vivifying celebration of difference that the Pride festival embodies today.
What is your experience in addressing and combating transphobia, transmisogyny, and transmisandry? I started addressing trans inclusion as an activist, almost 20 years ago, while organizing to create spaces for queer women. I owe a debt of gratitude to my trans friends and allies who supported me through my coming out process and I have always understood my community as one that includes and is enriched by trans people. Embracing my queer identity always included understanding my privilege as a cis woman, and using that privilege to make it clear that spaces that are not safe for trans (and GNC) people are not safe for any of us.
Pride’s membership has voted to ban instruments and symbols of policing, including uniforms, cars and weapons, from participating in the Pride Parade and StreetFair. If elected to the Board, how would you ensure that this commitment is upheld? The Pride parade started as a protest against police brutality, and while times have changed, they have not changed equally for all of us. My contribution in this regard is to bring that long-term, historical lens to help contextualize these decisions as ones that speak to the health and well-being of our community as a whole. I can furnish an intersectional analysis that speaks to the ongoing experiences of Black, Indigenous, trans, GNC and disabled people who are still subject to higher levels of police scrutiny and violence.
Accessibility is a crucial aspect for Pride’s celebrations, but we still fall short in providing a completely accessible Festival, especially for the D/deaf and Hard of Hearing community. What experience, resources, and knowledge do you have in engaging and supporting these communities? I have done activism and allyship work with ORAD (Ontario Rainbow Alliance for the Deaf), who were actively involved with rainbow health toronto and the transAccess lobby back in the day. I’ve worked with, and still maintain professional ties with, ASL interpreters who work specifically with queer and BIPOC communities, and who have a vocabulary that helps to amplify the specific issues faced by communities that live within the marginalized and liminal spaces that those of us with multiple barriers to participation occupy.
Elizabeth is active in her community, volunteering with the Women of Holy Blossom and the 2SLGBTQ+ group at Holy Blossom Temple, the Shore Centre (formerly Planned Parenthood), and other community organizations.
As a Queer woman, Elizabeth believes representation is important and strives to create space for others to speak their truth and share their lived experiences. She hopes to continue this important work with Pride Toronto, making room for people who have been left out of the conversation in the past.
Elizabeth is a self-proclaimed geek who loves all things sci-fi, mystery and thriller. When she’s not working to leave the world in better shape than she found it, Elizabeth can be found playing video games, baking, or working on her first novel.
Above all else, Elizabeth believes in leading with love.
Why are you interested in joining the Board of Pride Toronto? As a Queer woman I am interested in joining with other members of the Toronto 2SLGBTQ+ community to make a positive impact and help steer Pride Toronto into the future. With a background in communications, media, and government relations, I know my skill set would make me a valuable member of the board and bring an insightful, positive perspective. I am excited at the prospect of getting involved and taking on a leadership role, and know my enthusiasm and dedication make me the ideal candidate to fill this position.
How will your experience, talents, and skill contribute to advancing Pride Toronto’s Mission, Vision, and Values? With more than 15 years working in journalism, marketing, communications, and government relations, I bring a wide breadth of knowledge and experience that will prove valuable. My networks and connections can help the organization reach political, policy and fundraising goals, while my communications experience can help to refine messaging, target audiences, and continue to build effective outreach.
Pride has had a history of anti-Black and anti-Indigenous racism, and we are working to address and combat this. This includes the development of an anti-BIPOC racism strategy and our public commitment to internal anti-Black racism training for all staff, Board members and volunteers. What is your experience in working against racism, particularly anti-Black and anti-Indigenous racism, and what is your vision for Pride Toronto’s external work in combating racism? Working with various political organizations I have made it a priority to engage in training to combat anti-Black and anti-Indigenous racism, and I am committed to continuing to unlearn the internal biases each of us carry. I am conscious of the space I take up and am committed to making room for the voices of BIPOC persons; listening to lived experiences, fighting for the rights of others when asked, and making room for others to seek the justice they deserve. I attend rallies, discussions and round tables, and strive to be better at this every day.
What is your experience in addressing and combating transphobia, transmisogyny, and transmisandry? I have very little experience in this in a public forum, but I advocate every day in small ways for the acceptance of Trans and gender non-conforming persons. In my professional work I ensure that policies, language and messaging are gender-inclusive and neutral. I read, listen and make it a point to make myself aware of Trans issues and will continue to do so. I’m eager to learn more in this area and do what I can to make the world a safer, more inclusive place for Trans folks.
Pride’s membership has voted to ban instruments and symbols of policing, including uniforms, cars and weapons, from participating in the Pride Parade and StreetFair. If elected to the Board, how would you ensure that this commitment is upheld? I will continue to advocate for this policy and promote its positive and necessary aspects. By shining a positive lens on the policy, media can provide an alternative point of view, preventing only one voice being heard in this argument. It’s imperative that people see this not as an attack on police, but a reclaiming of our space from the institutions that have fought so hard against us and have criminalized and killed us in the name of upholding the status quo. We deserve a space free from the symbols of oppression while advocating for our own acceptance.
Accessibility is a crucial aspect for Pride’s celebrations, but we still fall short in providing a completely accessible Festival, especially for the D/deaf and Hard of Hearing community. What experience, resources, and knowledge do you have in engaging and supporting these communities? The best way to combat an issue is to reach out to those directly affected by it and listen to what they have to say. My greatest resource is my ability to listen to what’s needed and then organize. I would love to engage my network, which includes individuals that specialize in accessibility issues, and learn more about what we can do to improve the accessibility of all Pride events.
Why are you interested in joining the Board of Pride Toronto? To empower and support BIPOC LGBTQ2S+ peoples taking initiative to enable themselves into positions to afford themselves opportunities. This Pride board position will enable me to better advocate in attendance to 2slgbtq+ discriminative manners in which members face in their daily livelihoods and be able to provide solutions and resources with the board and organizational commitment and approval in enacting provisions of safer, protective, inclusive community resources. Change for the better must come with love, understanding, and commitment and Pride Toronto’s inclusive history of these traits is growth I inspire daily to self produce in my everyday life and interactions.
How will your experience, talents, and skill contribute to advancing Pride Toronto’s Mission, Vision, and Values? My experience living as black/2s trans women who is a survivor of sex work violence and institutional violence is my motivation to promote and provide encouragement of social, academic, & economic advancement for trans/2s+ peoples. Ending high rates of depression and suicide within our communities needs the voice of support from someone who has experienced and overcome these destructive behaviours and thoughts. Recognizing the structure of pain and it’s detrimental effects on community and being able to enhance provided resources of support is an experience I can give to the commitment of Pride Toronto mission, vision, & values.
Pride has had a history of anti-Black and anti-Indigenous racism, and we are working to address and combat this. This includes the development of an anti-BIPOC racism strategy and our public commitment to internal anti-Black racism training for all staff, Board members and volunteers. What is your experience in working against racism, particularly anti-Black and anti-Indigenous racism, and what is your vision for Pride Toronto’s external work in combating racism? My experience in combating racism against black and indigenous peoples has got me featured in Gord Downie “lead singer of Tragically hip” final project before his death due to glioblastoma cancer in 2017 Secret Path Freedom Of Speech documentary. It can be viewed here https://m.youtube.com/watch?v=6d_LR6qGv_A&t=133s. My vision for Pride Toronto is to increase visibility and opportunity for racialized 2slgbtq+ peoples in all areas of Global Pride’s organization and communities. My advocacy work has also got me a 2020 person of the year nomination with Inspire Awards.
What is your experience in addressing and combating transphobia, transmisogyny, and transmisandry? Part of my lived experience combating transphobia, transmisogyny, & transmisandry from the general public and government institutions has been captured by Yapp Films and made into a documentary called “Surviving the Block’’ available on OUT TV. This documentary entails the horrific life and death violence I faced by a client with views on my lifestyle with his mental health issues being a factor of him trying to kill me by stabbing me repeatedly in my face and stomach. And the dealings of responding police projecting racist and discriminatory attitudes towards me due to my identity. https://outtv.ca/show/surviving-the-block/
Pride’s membership has voted to ban instruments and symbols of policing, including uniforms, cars and weapons, from participating in the Pride Parade and StreetFair. If elected to the Board, how would you ensure that this commitment is upheld? By sharing my story and lived experience as mentioned above concerning my relations with police and their interactions towards me and other community members.
Accessibility is a crucial aspect for Pride’s celebrations, but we still fall short in providing a completely accessible Festival, especially for the D/deaf and Hard of Hearing community. What experience, resources, and knowledge do you have in engaging and supporting these communities? To be honest, I have no real connections or experience in this aspect but do have connections to community organizers who have affiliates in providing these services. I am willing to learn and expand my service abilities to the community granted I am the successful candidate.
April 7 - Special General Meeting - KPMG Compliance Review &; Audited Financial Statements
March 15 - Special General Meeting - Board of Director Elections
Board Meeting Minutes 2022
January 10, 2022
Date: January 10th 2022
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Brian De Matos, Grant Gonzales, Ande Clumpus, Jad Jaber, Samantha Fraser, leZlie Lee Kam, TiKA Simone, Maher Sinno
Staff: Sherwin Modeste, Bobby MacPherson (staff portion only), Dami Okunade (bookkeeper)
External: Ed Scheck (auditor), Kevin Thomas (auditor)
Regrets/Absent: Jad Jaber
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
| Motion to approve the agenda. Mover: Jad Seconder: leZlie Motion: Approved |
Land Acknowledgment | Recognition of traditional Indigenous land. | Grant |
Approval of Minutes | Approval of Minutes:
| Motion to approve the agenda. Mover: Jad Seconder: Sam Motion: Approved |
Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
Board Decision Tracker (FYI) | Secretary, Brian. One Item: Discussion on Membership list. Full list of approved Members. Membership approval over the Holidays | Motion to ratify tracker. Mover: Ande Seconder: Sam Opposed: Brian Motion: Approved |
Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
Standing Item: Executive Director Report
| Executive Director, Sherwin KPMG Audit underway. We are looking at working with lawyers. Draft Annual Report: move up Dave’s name so it’s alphabetical, Sherwin’s last name is missing an ‘e’. Fix names (TiKA, D!XON, leZlie) Newsletter: please let Nipuni know if you are interested in a Board Highlight. Honoured Groups Committee – 1 more Board Member needed. | Discussed |
Standing Item: Treasurer Report:
| Treasurer, Ande Signatures needed on Financial Reports. | Discussed |
Annual General Meeting Update
| Grant and Nipuni Wednesday Afternoon: staff meeting to review final items needed for AGM notice. Q&A Monitoring at AGM: 2 Board Members needed. Full Change because Ontario government has proclaimed ONCA. Key changes:
Grant: pending minor revisions of by-laws: grammatical changes to the by-laws, but nothing in substance in changing (capitalization, formatting, switching use of ‘the’ and ‘a’, wrong section was referenced). Resolution of the Directors. Recommend to pass a special resolution that will allow us to amend articles. Need 7 Board Members to sign to officially reflect change. Sam to update Resolution with e-signature blocks, which will be emailed to Board Members to sign. | Motion to approve draft By-Law No. 1 Amendments (pending minor formatting and grammar revisions) Mover: Sam Seconder: leZlie Motion: Approved Motion to support resolution to change the number of Directors in the bylaws: Mover: leZlie Seconder: Ande Motion: Approved |
COVID-19 Community Support | Yuri was originally to speak to this Board initiative, but unable to attend Board Meeting. Sherwin: impact of Covid-19 on community has been particularly challenging with Omicron. We will purchase grocery gift cards that will go to community members (no questions asked). Gift cards can be e-transferred, delivered or picked up. First come first serve by both email and phone. Also have some Pizza Pizza vouchers that we can distribute. lezlie: great idea, people loved the meals delivered to seniors in December. Samantha: We can also look into distributing individually wrapped masks. | Motion to support up to $4000 out of the board advocacy fund, to purchase grocery gift cards, as a COVID-19 support initiative. Mover: Sam Seconder: Ande Motion: Approved |
Membership Approvals | Grant: Any new Members from now until the AGM? So far, 3 New Members. | Motion to approve new Membership Applications. Mover: Sam Seconder: leZlie Motion: Approved |
Standing Item: In Camera Session
| Grant, Secretary (Brian) | Motion to move in camera: Mover: leZlie Seconder: Sam Motion: Approved |
Other Business / Extra Time | All | Motion to move out of in camera: Mover: Maher Seconder: Ande Motion: Approved |
Adjournment | Co-Chairs | Motion to Adjourn. Moved: Ande Seconded: Brian Motion: Approved |
February 15, 2022
Date: February 15th 2022
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: D!XON, Grant Gonzales, leZlie Lee Kam, Maher Sinno, Samantha Fraser, Yuri Hernandez
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: TiKA, Jad Jaber
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
| Motion to approve the agenda. Mover: Grant Seconder: leZlie Motion: Approved |
Land Acknowledgment | Recognition of traditional Indigenous land. | Grant |
Approval of Minutes | Approval of Minutes:
| Motion to approve the agenda. Mover: leZlie Seconder: Sam Motion: Approved |
Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed – Yuri |
Board Decision Tracker (FYI) | For ratification from the Chair. | Motion to ratify tracker, with amendment of adding SGM items. Mover: Grant Seconder: Sam Motion: Approved |
Board Meeting Principles and Expectations | For Reference from the Chair. | Received – Yuri |
Standing Item: Executive Director Report | Executive Director, Sherwin Operations 2023 initial plans being discussed. HR changes discussed, Grant updates and Community Engagement. Exciting event from Senior’s Committee: leZlie going to be doing a seniors event at Rekai. Thank you to D!XON for doing a piece with the Federal Govt for Black History Month. They will also talk about Global Black Pride.
Sherwin: going to be attending ILGA World Conference in Long Beach in May. Planning to return to office by mid-March (part time). Board appreciative of the work of staff during these difficult conversations. Meetings with the Ministry of Tourism. Going to be co-leading a piece working with other Pride organizations. Plan is to reach out to other Prides in the province. Meetings with Destination Ontario/Toronto. Sam: Consider small towns in Ontario (Kincardine, Keswick). Small towns with at least 300 people. leZlie: include Manitoulin island Action item: Sherwin to share list of other Pride organizations in Ontario that we are hoping to work with; Board will have a chance to review and add suggestions. Still in talks with Caribbean Carnival. Sherwin to connect with Nicoy and leZlie on any support on creating safer spaces at Festival. | Discussed |
Standing Item: Treasurer Report:
| Sherwin: Current books are in a good state. Onsite audit to be done – coming up. Maher:Looking at the budget – can we show what we are doing throughout the year. The budget doesn’t really reflect that. Suggestion: clarifying that programming to show that we are doing community events throughout the year. leZlie: Seniors Pride and 2Spirit Pride – more resources needed. Sherwin: These committees are new. Budget is set for 2022; but you have the commitment that this will be a priority. Point well taken. D!XON: priority should be given to local artists, community. Quality over quantity of artists and programming. Process: Board Members that are artists and have applied to participate in Parade – applications reviewed by ED and not staff. Budget is for a more high level overview of costs. | Discussed |
Annual General Meeting / Federal Grants
| Sam: Board participation to be improved for next time. Multiple Board Members: difficult AGM to go through. Accessibility concerns need to be addressed. Sherwin: no intention of ever entertaining the conversation of bringing back police to the Festival behind Membership backs. We’re going to continue to work with Blackcap, Breakaway, etc. Grant: Difficult to chair. Needed to clarify the NDA piece and why it was there. leZlie: concerns over individual responses. Can we describe to Membership what groups we are working with, and what we are doing. Sherwin action item: Yes. Information can be provided with how we are working with harm reduction. Samantha: AGM chat was difficult to see and respond to. leZlie: Behaviour of some individuals in chat took a toll on the human beings who are staff members, other Board Members, Board. Maher: look at an email addressing concerns. Yuri: need to look at how we can have a productive meeting. Need to also consider how potential Board candidates are feeling. Grant: Two special general meetings: one will be just for Board Elections. Sherwin: We can put out both dates at the same time for the Special General Meetings so Members are fully aware of what we are covering in each meeting. Sam: need to clarify with Membership why KPMG report was delayed. Sherwin: Programs/Community Engagement highlight in Newsletter to highlight events we are doing year round. Looking at Townhall after Pride Month; can include Program Managers to provide some updates on year round programming. D!XON: Yes, impact on potential Board Members important. Good to separate Board Elections. | Discussed |
Membership Approvals | Membership Applications submitted by Feb 11. Board to review member applications on their own and approve over emails. | Discussed |
Annual General Meeting/ Federal Grants continued | ED reported that the KPMG report is not ready; but will work with KPMG as much as possible to get it earlier as per Board request.. | Yuri |
Other Business | Sherwin: Board get together (that was missed in December because of rising covid-19 cases) will happen later this year, in either March or April. | Discussed |
Standing Item: In Camera Session | Board | Motion to move in camera: Mover: Sam Seconder: leZlie Motion: Approved |
Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes. |
Adjournment | Co-Chairs | Motion to Adjourn. Moved: leZlie Seconded: Maher Motion: Approved |
March 29, 2022
Date: Tuesday, March 29, 2022
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board: D!XON, Grant Gonzales, leZlie Lee Kam, Maher Sinno, Samantha Fraser, Yuri Hernandez, Jad Jaber
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: TiKA
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
| Motion to approve the agenda. Mover: Samantha Seconder: Jad Motion: Approved |
Land Acknowledgement | Recognition of traditional Indigenous land. | Yuri |
Approval of Minutes | Approval of Minutes: February 15, 2022 Meeting Minutes. | Motion to approve the agenda. Mover: leZlie Seconder: Maher Motion: Approved |
Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
Board Decision Tracker (FYI) | For ratification from the Chair.
No updates since December; Grant to take ownership of this tracker. | Discussed |
For Reference from the Chair. | Received – Yuri | |
Standing Item: Executive Director Report (attach) | Executive Director, Sherwin.
Operations We are ahead of schedule from previous years.
Have also started 2023 conversations. We will not have access to Yonge Street, Wellesley stage and Central stage due to construction.
HR We are looking into bringing on students from the United Nations Association of Canada youth program.
Finance Manager – relooking at job description Director of Development – relooking at posting
Community Engagement – League of Festivals (Pride Toronto, Caribbean Carnival, Luminato, Salsa on St. Clair) continued conversations. Other Meetings held: Aids Services Organizations (ASO) meeting, 416 Caucus Meeting along with Minister of Tourism. Meetings scheduled: Mayor and Councillors for Festival Updates
Next Press Release: scheduled for Friday, April 1st. naming events and headliners
Harm Reduction – meetings with harm reduction organizations – they are leading and they will decide how they are working with police.
Global Black Pride – getting a lot of traction. More details coming in the next meeting.
First time in Pride’s history: Francophone Day on Saturday.
April 28 – Programming launch at CN Tower. Space limited. Nipuni to follow up with the Board. In general, we will let you know where we need speaking engagements. Targeted asks for specific board members to amplify work we are doing.
Sam: How are we looking at sponsorships? Sherwin: Tara is helping to schedule meetings, Sherwin is helping with attending meetings and signing, Kat is taking lead on new sponsors and Shay is providing admin support.
leZlie: Where does Sober Pride fit into Pride 2022? Sherwin: There is a budget and space for Sober Pride for three days. Sherwin to follow up on meetings for Sober Pride.
Maher: Finance Manager. Sherwin: looking at making this position full time.
D!XON: Posting for Finance Manager – is it remote? Sherwin: no, we need all hands on deck for in person Festival.
Sherwin: leZlie and Brian reached out to Fierte Canada. This year: Pride Toronto is putting forward Brian Cope to be put on Fierte Canada Board. Brian has been elected. On a quarterly basis: Brian will bring a report to the Board. We support Brian to get elected, go to the meetings and events to represent Pride Toronto and Queer seniors. Fierte Canada has never had a queer senior on its Board.
Sherwin: Parade Route contingents: Indigenous community, honoured groups, thank you to our frontline workers, seniors, ‘my first pride’ for individuals who have never attended pride (David Lewis chaperoning that group). Implementing a ‘tap out’ zone for parade individuals who want to exit the parade (idea came from ASO meetings). So people can leave parade safely (health reasons, panic attacks, people who can’t walk the whole route). | Discussed |
Standing Item: Treasurer’s Report: ● Budget vs Actual Summary ● Budget vs Actual Full | Sherwin
No two staff or two board members can approve . Need 1 staff and 1 Board Member, for approvals.
Financial statements: we’re in a healthy space.
leZlie: why do we have paid duty police? Yuri: legally, we have to pay police to have the Festival, as in many major cities. Sherwin: it is a city requirement, but police need to charge (as per bylaw of 2016). Looking into incorporating more community officers (who don’t hold guns).
leZlie: accessibility and attendant care? Sherwin: that means PSWs. Attendant care at particular stations at a particular time (ie. at Wellesley station: there will be attendant care from x time to x time). Suggestion: Rotate attendant care amongst the welcome centres. Which organization are we going with? Sherwin: we may have to use more than one. VHA: leZlie has trained them in 2SLGBTQ+ leZlie: more chairs at welcome centres. Seating areas and water areas (flow waters).
Jad: How are we supporting black PSWs? Sherwin: inviting frontline organizations to send | Discussed |
Special General Meetings 1. KPMG Report / Audited Financial Statements 2. Board Elections | Grant: SGM#2 Upcoming April 7th: staff team working with to secure another platform.
Membership leZlie/Grant: explain why we are using GetQuorum in the email.
Grant: auditors need to focus and explain to Membership what auditors need to look at and what they don’t look at during annual financial audit.
Maher: Ramadan is coming up; for upcoming meetings late at night.
Sherwin: next update that goes out needs to state that with respect to our support teams and those observing Ramadan, meeting will not be going later.
SGM: More info coming. Nipuni to follow up on Board roles needed.
Board Elections: unable to hold on March 15 because App was having issues. This presents a huge challenge. Sherwin: will need to reschedule March 15 meeting to one hour meeting, just for elections.
leZlie: suggestion to have Meet & Greet with Board Candidates.
Hybrid model for board meetings – can look into this moving forward. | Discussed |
Membership Approvals | Defer to email. By end of week. | Discussed |
Ontario Provincial Election Approach | leZlie a part of Senior Pride Network Toronto.
Slate of questions for provincial elections: what are you going to be doing for queer individuals?
Grant: 3 or 4 question, questionnaire. Perhaps we can post their responses, to better inform those who are voting. Grant: call out to Members to have suggestions, call out in the Newsletter. Membership@pridetoronto.com. Can do the same thing for Mayoral candidates. Ask for the party’s stance on the provincial election. | Discussed |
Standing Item: In Camera Session ● February 15, 2022 ● Member Complaint | Grant: Can approve minutes at the next meeting. Member complaint: no new updates. | No in camera session. |
Other Business / Extra Time | leZlie: planning is happening for June 18 Queer Seniors Event with Rekai. Reports coming soon.
Sherwin: pls check calendars food invites. Add Seniors Pride and more details on speakers.
Samantha: pls add descriptions. Nipuni to add comments and speakers at different stages.
leZlie: June 1st flag raising at City Hall.
City covers the cost of flag raising event, we are guest at the event. | Discussed |
Adjournment |
8:00 pm | Motion to adjourn: Mover: Sam Seconder: leZlie Motion: Approved |
April 26 ,2022
Date: Tuesday, April 26, 2022
Time: 7:30 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board: D!XON, Samantha Fraser, Grant Gonzales, Jad Jaber, leZlie Lee Kam, Yuri Hernandez, TiKA, Elizabeth Bate, Deidre ‘D-lishus’ Walton and Moka Dawkins
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: Maher Sinno, Courage
ASL Interpretation: Christopher Desloges, Dean Wiebe, Christie Reaume
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
| Motion to approve the agenda. Mover: leZlie Seconder: Elizabeth Motion: Approved |
Land Acknowledgement | Recognition of traditional Indigenous land. | Yuri |
Approval of Minutes | Approval of Minutes: March 29, 2022 Meeting Minutes | Motion to approve the agenda. Mover: Yuri Seconder: leZlie Motion: Approved |
Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
Board Decision Tracker (FYI) | For ratification from the Chair. | Discussed |
Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
SGM Elections Debrief | Grant: welcome and congratulations to new Board Members! Board Members: great to have you all on the Board! Grant: orientation over the next few weeks and then months (as we will shift focus and get busy with the Festival soon). We do have an orientation package for the new Board. Next meeting: Elections for Board Roles in May. Speaking engagements coming up for the Festival. | Discussed |
Standing Item: Executive Director Report | Executive Director, Sherwin Thank you everyone and welcome to the new Board Members! Festival Planning: full planning mode. Surpassed goal in fundraising areas. First time we’re having a Food Truck Zone. A lot is happening in community engagement. Lot of programming coming up – please take the time to read through updates. D!XON: Clarification on upcoming conference. Sherwin: provided more information on ILGA Conference. D!XON: Can we get a more robust refresher on Global Black Pride (GBP) and the opportunities. When is it happening? Sherwin: Wednesday, Thursday, Friday, Saturday (no programming because of Caribbean Carnival parade) ahead of Caribbean Carnival Weekend Blockobana happening on sunday. Pride Toronto, GBP and Blackness Yes! working together. D!XON: Financial support from Pride Toronto? Sherwin: No, we are trustee but GBP is doing own fundraising, D!XON: How are we supporting local artists both in representation and fair wages? Sherwin: Blackness Yes! is leading the stage and curation to ensure local artists are being highlighted and compensated fairly. Blockobana is a Blackness Yes! event, not Pride Toronto event. D!XON: Marketing and promotion on what GBP means in terms of what is different? What is the festival about?
TiKA: Want to create community awareness around artist payments. D!XON: What measures will GBP and Pride Toronto use to ensure local artists are being paid a fair rate for the production and implementation of their show? Grant: information is already available on ED Reports over the previous months since we started working with GBP and Blackness Yes!. Sherwin: If there are resolutions that need to be addressed within the black community of artists, let’s bring the community together to address. I’m working with any collective that brings grievances. We have made great progress so far. Will start with a meeting with Blackness Yes!, GBP and the Board. | Discussed |
Standing Item: Treasurer’s Report: Budget vs. Actuals 2021-2022 Budget – FY22 P&L- Short.pdf Full- Pride-Budget Vs. Actual 2021-2022.pdf | Executive Director, Sherwin Review of budgets and actuals information sheet. Both City of Toronto, Federal and Provincial Govt Grants – we’re going to hear back from them very soon. Expenses: most of our expenses will be on Festival weekend; we’re in a good place right now. All Managers have been asked to reduce 10% of their budget, with the exception of artists fees. No deficits – budget will be surplus or budget neutral. New Board Members: you will get an introduction to all of the staff. Next Board Meeting: all Managers to attend, so you can get a comprehensive updates of what’s coming up | Discussed |
Standing Item: In Camera Session:
| Motion to move in camera: Mover: Elizabeth Seconder: TiKA Motion: Approved | |
Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes. |
Adjournment | Board Co-Chairs | Motion to Adjourn. Moved: Samantha Seconded: Elizabeth Motion: Approved |
May 17 ,2022
Date: Tuesday, May 17, 2022
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board: Samantha Fraser, Grant Gonzales, leZlie Lee Kam, Yuri Hernandez, Elizabeth Bate, Moka Dawkins, and Maher Sinno
Staff: Sherwin Modeste, Nipuni Dhanawardana, Bobby MacPherson, Lee Hamilton, Jamie Nicholson, Nicoy Davis, Katherina Symes, Laura Colonna (contractor)
Regrets/Absent: Courage, Deidre ‘D-Lishus’ Walton, D!XON, Jad Jaber
ASL Interpretation: Dean Wiebe, Jessica Kingsbury
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
Grant: Amendment: Membership Approvals Sam: Board Responsibilities for month of Pride (part of ED Report) | Motion to approve the agenda. Mover: Sam Seconder: Elizabeth Motion: Approved |
Land Acknowledgement | Recognition of traditional Indigenous land. | Yuri |
Approval of Minutes | Approval of Minutes: Board Meeting Minutes – April 26, 2022 #3 | Motion to approve the agenda. Mover: Yuri Seconder: Moka Motion: Approved |
Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
Board Decision Tracker (FYI) | For Ratification from the Chair. Nothing to ratify | Discussed |
Board Meeting Principles and Expectations | For Reference from the Chair. Please continue to reference the document. | Received |
Standing Item: ED/SLT Board Report – May 17, 2022 | Executive Director, Sherwin Operations: We did a walk through the Festival footprint today. Many, many contracts being approved right now (for exp. porta potties for footprint). HR: Finance Manager interviews done (references being checked). Director of Development (going to interview later in June). Request for Auditors (closes on May 20th). We currently have a temporary contractor for Marketing and Branding team. List of Honoured Positions (who the Ambassadors are) have been provided to the Board. Sponsorship – we’re on track. Conversation on branding on cookies – Sherwin to connect with the company. Sherwin attended ILGA Conference in Long Beach – great learning and great connections were made with attendees. leZlie will be at Canada Pride; representing the voice of queer seniors and Pride Toronto during the first week of June. | Discussed |
Standing Item: Treasurer’s Report: FULL BudgetvsActuals2021-2022Budget-FY22PL (1).pdf Summary BudgetvsActuals2021-2022Budget-FY22PL (1).pdf | Executive Director, Sherwin In terms of income and grants next month: bulk of expenses are going to happen for Festival. The projection is that we’re expecting to meet all financial obligations. Grant: low percentages shown on financials are because everything (ie. sponsor commitments) comes in June/July. July: will be an accurate depiction of our financial health – re. nature of the Festival. Moka: clarification of budget codes requested. Answer: budget codes are administrative piece. Elizabeth: Do financials look okay at the moment? Sherwin: In terms of sponsorships, we’ve done very well. The only area that has really been impacted is grants. Maher: Do we have a contingency plan in place re. financials/grants? Sherwin: we have commitments, but are waiting for a number on the amounts. Since for two years there was no physical festival, we have some surpluses we can rely on if needed. | Discussed |
2022 Pride Festival – Staff Update | Jamie: Affiliate Events and Major Cultural Partnerships, Visual Art Installations.
Elizabeth: request for comprehensive list of programming and events.
Lee: Upcoming Programs including Cabana Pool Party, Island Party, Fierce and Reckless, and Festival Weekend.
Kat: Update on Grants and other Fundraising. Five outstanding grants that are Festival related and five others that are not Festival related (year round programming).
Nicoy: Community Prides and Not for Profit Partnerships.
Nipuni: Re-cap on what Community Connect Events is and update on this year’s Community Connect taking place in Scarborough, North York and Etobicoke. Sherwin: Other events also being planned, like a Meet & Greet with the Honoured Positions, Labour Union Event, and Consul General breakfast. Bobby and Laura: Operations, including StreetFair, Parade, Volunteers and all other logistics.
Sherwin: New this year is saturday and sunday programming at Nathan Phiillips during Festival Weekend – Jamie is working on this.
Questions on staff presentations: leZlie: thank you so much for the presentations, and all of the work. 2spirit powwow? Kat: Happening on Saturday, June 4. Rain date: Sun, June 5. This will be at Dowsnview Park – starts at sunrise, ends at sunset. Open to all. Elizabeth: thank you to all as well. Can we include porta potties on Festival map? Laura: yes, all porta potties will be on the official map. Elizabeth: Water station for marchers? Will sunscreen be available? Sherwin: working on a potential sunscreen sponsor. Water will not be sold; free or pay what you can. Laura: water drop (bins) will be located in the marching area, Rosedale valley road etc. and available for marchers. Elizabeth: for tickets who do we go to? Sherwin: email will be sent out for your Board badges. Sam: are sticker stations happening? In terms of covid, what precautions are we taking? Sherwin: sticker station – yes we have a lot in the office to use (leftover from previous years). Covid restrictions – we will follow whatever is in place re. Public Health recommendations. Common touch surfaces (like porta potties and picnic tables at food zone) will be sanitized very frequently. Also strict capacity limits: backstage area (so no large crowds), hand sanitizers available at all pride activations, welcome zones, and port a potties; still working on PPE (and having them available at different stations). Sherwin: Board to engage with our stakeholders.
Dykes on bikes – only contingent that will have gas vehicles (due to historical significance). They’ve agreed to no idling and will be making a donation to an environmental group. Leading Indigneous community, honoured groups, seniors, front line workers. Moka: did we reach out to Afghani community for contingent?
Maher: safe visibility to marginalized communities – what ways can we do this?
Grant: thank you to the staff for all that you’re doing; we’re excited. We’re going to be right with you and looking forward to June.
| |
Officer Elections | Sherwin facilitate the Officer elections; Nipuni ran Zoom polls for anonymous voting. Board Elections: can nominate yourself or others. Tenure as a Board Officer will be now until February (after January AGM). Officer Position: Board Co-Chairs:
leZlie: can we have Maher start shadowing Yuri and Grant immediately so that there is no gap, with Grant not running again for Co-Chair. Officer Position: Treasurer:
Officer Position: Secretary:
Other items: Moka: Trans Committee. Parade permits 7pm-11:30pm (additional permits to start march earlier?). More information on Ambassador position. Sherwin: Trans Rally is one of the most important parts of Pride; reminds me of the struggle. For 2022, all permits have been submitted and approved. I will be at the next trans meeting to explore all possibilities for 2023. Apologies for lack of transparency and accountability in the past. Agreements signed off on Monday – you’ll receive an Ambassador package. Sam: Roles and responsibilities for the Board for June? Sherwin: speaking engagement document made available by Nipuni & other commitments to be emailed out. Grant: Membership approvals to be approved via email. | Vote to re-elect Grant Gonzales as Pride Toronto Board Co-Chair: Passed. Vote to re-elect Yuri Hernandez as Pride Toronto Board Co-Chair: Passed. Vote to elect Maher Sinno as Pride Toronto Board Co-Chair: Failed. Vote to elect Treasurer deferred. Election of Elizabeth as Pride Toronto Board Secretary: Passed. |
Standing Item: In Camera Session | Board | Motion to move in camera: Mover: Sam Seconder: Moka Motion: Approved |
Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes. |
Adjournment | Board Co-Chairs | Motion to Adjourn. Moved: Sam Seconded: Moka Motion: Approved |
June 13, 2022
Date: Monday, June 13, 2022
Time: 6:30 PM – 9:30 PM
Location: Online/teleconference
Attendance:
Board: Samantha Fraser, Grant Gonzales, leZlie Lee Kam, Yuri Hernandez, Deidre ‘D-Lishus’ Walton, D!XON, Jad Jaber, Moka Dawkins, Maher Sinno, Courage
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: N/A
ASL Interpretation: Dean Wiebe, Cynthia Carruthers
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
| Motion to approve the agenda. Mover: Grant Seconder: Sam Motion: Approved |
Land Acknowledgement | Recognition of traditional Indigenous land. | Grant |
Approval of Minutes | Approval of Minutes
leZlie want to amend May minutes to include following: have Maher start shadowing Yuri and Grant immediately so that there is no gap, with Grant not running again for Co-Chair. | Motion to approve amendment minutes: Mover: Sam Seconder: Grant Motion: Approved |
Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
Board Decision Tracker (FYI) | For Ratification from the Chair. Nothing to ratify | Discussed |
Board Meeting Principles and Expectations | For Reference from the Chair. Please continue to reference the document. Yuri: especially important during Pride Month, with all events going on. | Received |
Standing Item: ED/SLT Board Report – June 13, 2022 | Executive Director, Sherwin Operations: All Contractors on Board now for Festival. Most vendors are asking for payments upfront. Human Resources: welcoming Amit to the Team as Finance Manager. Starting Director of Development Interviews tomorrow. There will be two rounds of interviews. With the nature of this role, there will be Board Members on the Hiring Committee for each round of interviews.. PowWow: 2Spirit Powwow was amazing in early June. Board and staff were in attendance. *Time for ASL Dean and Cynthia to join; and check settings to begin signing for Courage (who was available after 8:00pm to join call* Community engagement: we are a hosting group from Italy tomorrow. We are also having three community engagement events (Honoured Positions Meet and Greet, Labour Union event, and Phobia Panel event) during the week leading up to Festival weekend. Sponsorships: we may surpass current targets. Programming update: have been getting very detailed programming updates leading up to Festival month. Currently in execution mode for Festival month. Initially Francophone gave $10k to curate the program. Curator said they gave artists all money, then we gave an additional $1k. At Francophone advisory committee, it was by the curator suggested $1750 of $2000 community funds was used for stage. This was approved by the committee. Moka: what is being done to ensure each artist has a place to stay? Sherwin: we do not offer accommodations to local artists. The intent for Francophone stage was to hire local artists from Toronto. At no point in time was the Curator offered rooms. However, when Pride Toronto was notified that we have some artists coming from Montreal; the Curator was offered some rooms that we have available to us through Metropolitan University. These rooms were not promised; the information that went to the Board from the curator wasn’t accurate as presented. leZlie: Please be proactive so that we understand what is happening. Sherwin: we had been actively working with the curator to come to a resolution, but they did not like the resolutions we presented – so they went to the Board. D!XON: how did we come up with the number for the cost of booking artists? Sherwin: for all stages (with the exception of Blocko), the curators are aware they were getting $1000 per hour for curation across the board. I made sure the curator knew that they knew that booking artists from Montreal would mean additional costs. D!XON: understand that equity is important for each stage. For me, the cost of artist is getting less than minimum wage, but the ask is so big. What about quality over quantity? Less stages, but more for artists. so they have meaningful wages. Sherwin: messaging has been consistent: book local artists. Curator meetings have been happening for months. We will be meeting with francophone curator as soon as possible. We have a lot of Francophone artists from Toronto. D!XON: please address the issue of low pay for artists? Sherwin: Curators agreed on this curation fee in 2019; this is not new and we are not deliberately paying the artists low wages. Moka: How do we respond to community complaints? Sherwin: redirect to me; since these are operational issues. | Discussed |
Standing Item: Treasurer’s Report: 2023 Budget – Last Year Vs Current Year Explanation.pdf 2023 Budget – Source Sheet.pdf 2023 Budget Figures.pdf 2023 Budget- Charts.pdf | Executive Director, Sherwin Grant column is low but we are almost there. Sponsorships – based on funds that are already in; but it looks like we are going to exceed. Parade participation: exceeded expectations. It is looking like the largest Parade participation; going to exceed World Pride. Where we are off with Streetfair, we are making it up with Parade. Expenses: we are on target; but be prepared in the next month and a half, these numbers are going to exceed because of Festival weekend. D!XON: Tourism Canada $1million is that for 2022 or 2023? Sherwin: coming this year, a small percentage will cover 2022, but most 2023. They will provide a full breakdown of what is expected from us. D!XON: in coming weeks, more money is going to be spent. So the budget we are looking at is what is spent up to now? Sherwin: Yes, that’s correct. Sherwin: 2022/2023 budget is with the Board now. Please look at it. We will discuss it further. RFPS Auditors: we have one or two responses. Right after Festival, we will look to interview. Sherwin: thank you Sam for coming to Blue Jays Pride Night. Met with most of the Honoured Positions ambassadors today; thank you lezlie and Moka; they are two of our ambassadors. | Discussed |
2022 Pride Festival Update | ED, Sherwin Sherwin: close to 700 volunteers have signed up; lower than previous years. Planning of festival: we are in full Festival mode. Community connects this past weekend; great feedback from community. Jad: more programming for queer Arabs; funding needed. Sherwin: Yalla barra is the current stage but there is; definitely room for improvement. Sherwin: we were contacted by a trans wrestler, who plans to come out during Pride. Story will break 20th or 22nd of June, and we are looking into having them join us in the Parade. Samantha: please provide more clarity on speaking notes. D-Lishus: please also provide information about speaking times. Grant: homework for Board – read budget, send questions, and keep signing up for events coming up. | |
Officer Elections (Treasurer) | Grant: had a conversation with D-Lishus about potentially taking on the Treasurer role. Call for nominations for call for Treasurers. Sam: I nominate D-lishus. Yuri: I nominate D-lishus. leZlie: I nominate D-lishus. D!XON: responsibilities for Treasurer? Grant: budget oversight, weekly meetings between Director of Ops and Sherwin, significant responsibility as signing authority, chairing monthly audit and finance committee Grant: any other nominations? None. Grant: Dlishus do you accept nomination? Dlishus: I do have interest in taking on this role; and thank you Grant. I’m moving far temporarily and do have concerns about signing cheques; but can join meetings virtually. Is it possible to have another Board Member support with signing cheques? Sherwin: our system is virtual; all our payments are done virtually. If we have to prepare cheques, it’s very few and far between. D-lishus: I accept the nomination. Grant: D-lishus acclaimed as Treasurer! We’ll touch base more later. Sherwin: full handover of Treasurer role in July after Festival. I will have all the necessary forms ready that need to be completed so that you can sign them when you are in Toronto for Pride Festival weekend. Grant: Ande (former Treasurer) will support with transition as well. | |
Standing Item: In Camera Session | Board | Motion to move in camera: Mover: Yuri Seconder: Sam Motion: Approved |
Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes. |
Adjournment | Board Co-Chairs | Motion to Adjourn. Moved: Sam Seconded: D-Lishus Motion: Approved |
July 19, 2022
Date: Tuesday, July 19, 2022
Time: 6:00 – 9:00 pm
Location: Online/teleconference
Attendance:
Board: Courage, Moka Dawkins, Samantha Fraser, Grant Gonzales, Jad Jaber, leZlie Lee Kam, Deidre ‘D-Lishus’ Walton
Staff: Sherwin Modeste
Regrets/Absent: D!XON, Yuri Hernandez, Maher Sinno
ASL Interpretation: Alex Skrzyniak, Cynthia Carruthers
Agenda Item | Summary/Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
| Motion: To approve the agenda (Approved).
|
Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. | |
Approval of Minutes | Approval of Minutes
| Motion: To approve the minutes (Approved). Mover: leZlie Lee Kam Seconder: Samantha Fraser |
Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | |
Board Decision Tracker | For information. Required an update, after which the Board will be asked to ratify. | |
Board Meeting Principles and Expectations | For reference. | |
Executive Director Report | The Executive Director indicated that there is no written report this month as the team was focused on reorganizing the office post-Festival. Festival debrief meetings will occur in the coming weeks. All staff will return to the office on July 25 with a debrief schedule. Debrief with the City completed, with positive feedback despite some issues. The Executive Director encouraged the Board Director to register and participate in Global Black Pride events. Board and staff will be promoting the 2023 Pride Festival at Montreal Pride, and will be distributing inflatable beach balls. | Discussed |
In Camera Session (Legal Discussion) | Motion: To move in camera (Approved).
Motion: To move out of in camera session (included in In Camera minutes). | |
Standing Item: Treasurer’s Report | Actual v. Summary
2022-23 Operating Budget
| Motion: To approve the 2022-23 operating budget (Approved).
Motion: To recommend to the membership the appointment of Crowe Soberman LLP as the 2022-23 auditors (Approved).
|
Special General Meeting | The Board discussed scheduling a Special General Meeting (SGM) for the purposes of considering the appointment of the 2022-23 auditors. | Motion: To confirm Thursday, September 8, 2022, for the Special General Meeting.
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Other Business | Donation – Pow Wow | |
Standing Item: In Camera Session | Motion: To move in camera (Approved).
Motion: To move out of in camera session (included in In Camera minutes). | |
Adjournment | Motion: To adjourn the meeting (Approved).
|
August 2, 2022
Date | Tuesday, August 2, 2022 |
Time | 6:00 – 9:00 pm |
Location | Online |
Attendance | Board: Courage, Moka Dawkins, Samantha Fraser, Grant Gonzales, Jad Jaber, leZlie Lee Kam, Deidre ‘D-Lishus’ Walton, D!XON, Yuri Hernandez, Maher Sinno Staff: Sherwin Modeste, Nipuni Dhanawardana |
Regrets | None |
ASL Interpretation | Rogue Benjamin, Cynthia Carruthers |
Agenda Item | Summary/Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: Changes to agenda:
| Motion: To approve the amended agenda (Approved). Mover: Jad Jaber. Seconder: Deidre ‘D-Lishus’ Walton |
Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. | Grant Gonzales |
Approval of Minutes | Approval of Minutes | Motion: To approve the minutes (Approved). Mover: Moka Dawkins Seconder: leZlie lee kam |
Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | Discussed |
For information. Required an update, after which the Board will be asked to ratify. | Discussed | |
For reference. Please follow prompt from Chair when speaking, especially for ASL interpreters | ||
Executive Director Report | Executive Director Very successful Global Black Pride (GBP). Special thanks to leZlie for going above and beyond; very supportive in taking international delegates out to have a great experience outside of conference. Shout out to Shay for also going above and beyond for GBP. We have recommendations/calls to actions from delegates asking that Pride Toronto put on an annual black conference. We started initial conversations with Blackness Yes! on this. In regards to tracking staff hours, we have implemented timesheets for staff hours to ensure we have records of hours worked. Sherwin will be part of the opening ceremony at Montreal Pride. The rest of the team will be joining in Montreal as well. Kat, who is currently a Manager, was the successful candidate for the Director of Development and Government Relations job position. New job postings are going to go up soon. Connect Ontario grant received. Board Members expressed the need that when acknowledging grants more information is needed about the grants. | Motion: To approve the following: We do hereby consent to the approval of the following as it was presented at a regularly called meeting of the board of directors of this organization. Therefore, it is resolved that the organization shall enter into agreement with the Ontario Ministry of Tourism, Culture and Sport Ontario Reconnect 2022 Grant, receiving $185,000 in funding for the Pride Toronto Festival between June 1, 2022 to June 30, 2022 (Approved). Mover: Moka Dawkins Seconder: leZlie lee kam Opposed: None Motion: To approve the following: We do hereby consent to the approval of the following as it was presented at a regularly called meeting of the board of directors of this organization. Therefore, it is resolved that the organization shall enter into agreement with Canadian Heritage Building Communities Through Arts & Heritage – Local Festivals Fund, receiving $99,800 in funding for the Pride Toronto Festival between June 1, 2022 to June 30, 2022 (Approved). Mover: Yuri Hernandez Seconder: Moka Dawkins Opposed: None
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2022 Pride Festival Debrief | Executive Director: Donna Joyette worked with us last year for the staff Festival debrief. We wanted to bring her back again for a debrief of this year’s Festival. Facilitator: Donna Joyette. Purpose of debrief: look back on Pride Festival 2022 and what could be better. Not about any certain people or group, but instead we’re aiming to have a constructive conversation on how to improve the Festival. Report will then be created with main areas/themes of successes and improvements. Board Members generally highlighted the following as areas that worked well: the change to green powered vehicles led to smaller floats and changed participation. Without gas powered vehicles, there were less floats and a more intimate feel to Parade. Was good to see community groups at the front (need to continue this). Being able to march together was great, some parade participants enjoyed no barriers (even though this wasn’t intentional). Board Members highlighted the following areas that need improvement: more people power needed and organization to prevent some of the many last minute items. Some of these issues are from before 2022, so systems need to be put in place to prevent things like making day of purchases and needing Board to drive golf carts. All on the same page that barricades are needed. More marginalized Aids Services Organizations were in the back – need to be aware of placement. Too much going on at the same time, for example Yalla Barra stage at the same time as the Parade. More support needed for Ambassadors. Some artist bookings were last minute. More accessibility needed, especially for the D/deaf community (ASL interpreters were spread out). More information needs to be shared in advance. Most likely going to continue to have less volunteers moving forward, so will need to plan and be prepared for that. Security continues to be a concern. More procedures need to be in place to protect the Board, staff and the space. The seniors have specifically requested that Pride Toronto hosts a virtual Pride Parade party on sunday so they can participate without the crowds. Need to review working conditions for artists and backstage experience for artists. Marketing and promotions should also include the artists other than headliners. Speaking notes and obligations for Board Members need to be communicated in advance. Need to keep a virtual component of Pride programming. | |
Governance Planning ● Board Committees ● Membership Applications ● Orientation Materials ● Secretary Appointment ● Staff-Board Retreat ● Strategic Planning | Secretary Appointment needed for the Board. Responsibilities include: formal notice SGM, Membership list, Board lists, Board liability insurance, Minutes. Please consider the role. Nominations will be held at the next Board Meeting on August 30. Strategic Planning: need to start getting underway. Staff-Board retreat: looking at September or October. Staff will be gone for 2-3 days, the Board would join for 1 day. Purpose would be to look back at 2022, and plan for 2023. Board committees: need to restructure and reconstitute. Keep: (1) Advocacy, Equity and Human Rights and (2)Finance and Audit, and (3) Governance and Policy. Change: Sponsorship from a committee to a working group (function would be to help resolve any issues). Board Members would like to support more in decision making, opportunity to engage and add professional opinion and input. Membership Applications Working Group: Moka, leZlie, Samantha Orientation Materials Working Group Board: Sam, Maher Grant: will revisit this convo on Aug 30th Board meeting. | Motion: To request that staff secure GetQuorum as the platform for the September 2022 Special General Meeting (Approved).. Mover: Moka Dawkins Seconder: Yuri Hernandez |
Membership Approvals | Chair/Executive Director Membership to be done via email. Next meeting Aug 30th: Board Governance 101 training from Fasken. Pickup conversation around historical issues. | |
In Camera Session | Board Members | Motion: To move in camera (Approved).
Motion: To move out of in camera session (included in In Camera minutes). |
Adjournment | Motion: To adjourn the meeting (Approved).
|
September 30, 2022
Date | Tuesday, September 30, 2022 |
Time | 6:00 – 8:00 pm EST |
Location | Online |
Attendance | Board: Courage, Moka Dawkins, leZlie Lee Kam, Deidre ‘D-Lishus’ Walton, D!XON Staff: Sherwin Modeste, Nipuni Dhanawardana |
Regrets | Samantha Fraser, Grant Gonzales, Jad Jaber, Yuri Hernandez, Maher Sinno |
ASL Interpretation | David Kolenda |
Agenda Item | Summary/Notes | Motions/Action Items |
Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. | leZlie lee kam |
Approval of Minutes | Approval of Minutes | Motion: To approve the minutes deferred to when we do have quorum. |
Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | Discussed |
For information. Required an update, after which the Board will be asked to ratify. | Discussed | |
For reference. Please follow prompt from Chair when speaking, especially for ASL interpreters | Discussed | |
Executive Director Report | Executive Director ED Report was sent out. In addition to what’s in the report: Queen West Art Crawl: September 24, 2022 Nuit Blanche: Oct 1st and 2nd
Pumpkin carving and handing out pumpkins. 1 in the East and 1 in the West. Handing out for different parts: October 22nd and October 23rd. Opportunity to profile organization outside the downtown, also it’s part of family and youth programming. In addition to pumpkin marking, make a donation of nonperishable food item in queer communities. | Discussed
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Treasurer Report | Treasurer Financial Committee: bi-weekly. Going to start meeting weekly during audit. Finance Manager is doing great with making sure books are up to date.
Finance Manager is great; confident in their skill set. Formal training for new treasurer will begin next week for approving payments etc. | Discussed |
Board Governance 101 Training | Sophia MacRae training from Fasken Topics of Governance Training include: Role of Individual Directors, Powers of the Directors, Pride Toronto Board of Director Agreement, Role of Officers, Role of Staff, Directors and Delegation of Powers, Directors’ Duties, Conflicts of Interest, Role of Members Composition of Board governance: Board matrix: different skill types, so different aspects of governance and community are represented. Training to be sent to Board Members, and Google document. will be set up for Board to ask any questions to Fasken. | Discussed |
In Camera Session | No in-camera session | Discussed |
Other Business / Extra Time | Board Recruitment Committee: leZlie, Moka, D!XON, D-lishus.
| Discussed |
Adjournment | Chair | End of Meeting |
October 18, 2022
Date | Tuesday, October 18, 2022 |
Time | 6:00 pm – 8:30 pm EST |
Location | Online |
Attendance | Board: Courage, Samantha Fraser, leZlie lee kam, Deidre ‘D-Lishus’ Walton, D!XON, Yuri Hernandez, Maher Sinno Staff: Sherwin Modeste, Nipuni Dhanawardana |
Regrets | Moka Dawkins, Grant Gonzales, Jad Jaber |
ASL Interpretation | Mel Cyr |
Agenda Item | Summary/Notes | Motions/Action Items |
Land Acknowledgement | Chair delivered the land acknowledgement recognizing traditional Indigenous land. | Deidre ‘D-lishus’ Walton |
Declaration of Conflict of Interest | Chair requested any Board Director to declare a conflict of interest. This is a standing item for accountability. | Discussed |
For information. Required an update, after which the Board will be asked to ratify. | Discussed | |
For reference. Please follow prompt from Chair when speaking, especially for ASL interpreters | ||
Executive Director Report | Executive Director Major construction that was slated for Yonge St will not be happening; so Festival footprint for 2023 year is not changing. Wellesley Parking lot stage will be available as well for 2023. Looking at pros and cons of Nathan Phillip Square and Yonge-Dundas Square as main stage. Movements in HR: Programming and Operations Coordinator roles to be posted. Community outreach – targeted outreach to bring different people to community specific events. Team is currently looking at finalizing the sponsorship deck. Team is also promoting year round activities for volunteers – to keep them engaged and involved throughout the year. Pride Toronto lunch and learns cover different topic areas (like 2SLGBTQ+ history). There is room to grow and add more topics. It is doable to have board member involvement with the lunch and learns. leZlie: more in depth discussion about it. Lunch and learns are important for engaging the corporate world; having Board Members be present can have greater impact. Pride Toronto was the honoured group that led off Atlanta Pride this year. This was a huge honour for us. Traction was amazing – a lot of Parade attendees were interacting with Pride Toronto team. D!XON: need to build process for Board Members attending other Prides as well. Senior leadership team, along with Sam and leZlie attended 2Spirit Toronto meeting. It was very productive and they were receptive. It is a good start as we continue to move forward with reconciliation. |
|
Treasurer Report | Deidre ‘D-lishus’ Walton External audit: ongoing Building Communities through Arts and Heritage (BCAH). Internal audit: ongoing with new auditors Crowe Soberman LLP. Travel policy was a recommendation so that there could be set guidelines in place when people are doing business on behalf of Pride Toronto. A piece that keeps coming up is Board Member and staff compensation for work that they do as artists and as performers for Pride Toronto. Looking into this will be a priority. | |
Approval of Agenda | Approving the Order of Business: | Motion: To approve the agenda (Approved). Mover: leZlie lee kam Seconder: Samantha Fraser |
Approval of Minutes | Approval of Minutes
| Motion: To approve the amended August 2, 2022 minutes (Approved). Mover: Samantha Fraser Seconder: Yuri Hernandez Motion: To approve the September 20, 2022 minutes (Approved). Mover: Samantha Fraser Seconder: leZlie lee kam |
Policy Approval
| Travel Policy Samantha amendments:
Grant Policy discussed. | Motion: To approve the Travel Policy (with Samantha’s amendments) and Grant Policy (Approved). Mover: Samantha Fraser Seconder: Yuri Hernandez Abstain: leZlie – because they are out of town and not able to access the policies on their device. |
Membership Approvals | Chair/Executive Director leZlie: Membership approval process needs to be developed. Samantha: can supporting with social media checklist. Deferring Membership vote to online. | Discussed |
AGM Planning:
| Currently we have two vacancies. Samantha: do we need full Board?
Yuri: need to look at group of people as a whole, and cover demographics as best as possible. leZlie: need to talk about Board responsibility: ie. reading, emails. Need Board to be able to fully commit. Dlishus: need to get moving on process of recruitment, so that interviews can be done. leZlie: has read the recruitment posting; need to have 2Spirit representation, people with visible disabilities but be mindful of how we’re recruiting. Meeting with 2spirit toronto was very clear. Dlishus: for those who went to the 2Spirit meeting, please provide debrief so rest of the Board could support. Courage: If we could have the recruitment postings in ASL and SLQ format, that would be great. Sherwin: can work with 2Spirit Toronto to help us spread the word. Can look into ASL format. If there are any tweaks to recruitment posting, please send by end of day tomorrow,. Courage: will offer recommendations of deaf interpreters for posting. Two current Board Members whose terms are ending; they will need to fill out an application form if they are running again. Date of AGM Recommendation tentative date: Wednesday, Jan 26, or Thursday, Jan 27 – put a hold on both days. In-person vs. virtual?:
Information session about Board Recruitment. We have a video recording from last year with FAQs, we can post that with the transcript for people who are interested in learning more about being on the Board before applying. | Discussed |
Strategic Planning | Sherwin Need to restart strategic planning process. We have existing information and data from when we had the strategic planning initiative. Sherwin has contact who can review data and pick up from where things were left off last year. Dlishus: how recent is data?
Sherwin will follow up with more information. | |
Staff/Board Retreat | Please let us know 3 days in advance if you are unable to make it. The retreat is an opportunity for dialogue, suggestions, connection amongst staff and Board. Friday evening into Saturday will be Board and staff. Sunday: planning and team building for just the Board. D’lishus: If Board Members want to reaffirm commitment to their role, it should be done separately outside of the retreat. Perhaps Co-Chairs could check in with Board Members on that. Sherwin: if people have ideas for Sunday, please send through. | |
Other Business / Extra Time | Sherwin: Yesterday, Courage, myself and Nipuni met to connect on how to better support Courage in ASL interpretation. Courage was helpful in suggesting names and contacts of interpreters. It is a particularly busy time for ASL interpreters at the moment.
Sherwin: we will send something out to collect this information. Sherwin: We donated $1000 from staff advocacy funds. Is the Board willing to donate $500 as well? No objections from Board. Sherwin: Some of our staff have not had time to take vacation because of their responsibilities (ie. having to be available to support audit). Asking Board: As a one time exception this year, can we payout the remaining vacation for staff who have not used it, which would total $15k-$17K? D’lishus: This was brought to my attention as Treasurer and the conversation happened with the Finance Manager as well. Sam, Courage, leZlie: Yes, all in agreement that this needs to be done. For peoples’ self care and as an organization it’s good not to carry over a lot of vacation days into the new year as well. | |
In Camera Session | Board Members and Executive Director | Motion: To move in camera (Approved).
Motion: To move out of in camera session (included in In Camera minutes). |
Adjournment | Board Members | Motion: To adjourn the meeting (Approved).
|
2021
Annual General Meeting 2021
Board Meeting Minutes 2021
January 6, 2021
Date: January 6th 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Sheldon Dixon, Samantha Fraser, Grant Gonzales, David Lewis, Christin Milloy, Maher Sinno.
Staff: Sherwin Modeste, Bobby MacPherson (staff portion only), Dami Okunade (bookkeeper)
External: Ed Scheck (auditor), Kevin Thomas (auditor)
Regrets/Absent: Jad Jaber
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: Agenda | Approved |
Declaration of Conflict of Interest | Interim Board members standing for election declared a conflict with respect to the Selection Committee’s Board slate recommendations. | Declared |
AGM Agenda Review | Overview of AGM agenda provided, including:
| Received |
Annual Report | The first draft will be finalized on January 7th and shared with the board. | Received |
Memberships | Membership Items:
| Approved |
Audited Financial Statements | Pride Toronto’s auditor provided a line-by-line overview of the financial statements and answered Board questions. Audited Financial Statements were accepted by the Board. | Approved Moved: Ande Seconded: Christin |
Board Only Meeting
Selection Committee Report | 1. Michael Erickson Resignation Resignation letter was received. Michael’s requests for information will be addressed offline. 2. Selection Committee Recommendations The Committee interviewed 16 people over two days and have selected Tika Simone and Lezlie Lee Kam. The recommended Board slate is:
The Committee noted that candidates not selected will still be invited to participate in other ways (e.g. committee work). 3. Voting Process If Board slate only, a two-step process –
If Board slate and additional candidates – Members may vote for up to 7 candidates 4. Candidate Presentation and Q&A All candidates will be provided two minutes to make remarks (Chair to record time). Q&A to follow – all candidates will respond to each question. 5. Board Slate Package (for formal notice) Candidates will be asked to provide a headshot and 150-word biography. | Approved (Selection Committee Recommendations) Moved: Sam Seconded: Ande
Yes: 3 (Ande, Sam, Christin) No: 0 Abstain: 5 (Sheldon, Grant, Yuri, David, Maher)
Approved (Voting Process) |
Motions | By-Law Amendments
Member Proposal
| Approved (By-Law Amendments) |
Formal AGM Notice | List of items to be included in the formal AGM notice provided as an FYI. | For Information |
Other (Board Management) | The Board discussed the importance of check-ins with each other for mental health purposes. The Board discussed improvements to ensure all Board members have the opportunity for their voice to be heard (e.g. sticking to a speakers list only). | For Information |
Next Meeting | Next meeting is January 26. Board Officers will be elected at this meeting. | Received |
January 26, 2021
Date: January 26th 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Sheldon Dixon, Samantha Fraser, Grant Gonzales, David Lewis, Christin Milloy, Maher Sinno.Jad Jaber, TiKA Simone, LeZlie Lee kam
Staff: Sherwin Modeste, Bobby MacPherson, Amber Moyle (staff portion only)
Regrets/Absent:
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: Agenda | Approved |
Approval of Minutes | December, 15th 2020 & January 6, 2021 | Approved |
Reaffirming Decisions | Board Motions, Resolutions and Decisions between Board Meetings | Adopted |
Roundtable Introductions | We all introduced ourselves and welcomed new board members to the team. | Completed |
AGM Debrief | We are all debriefing the AGM, Staff and Board. Some members have reached out. WE have discussed better practices on running online AGMs. | Completed |
Treasurer’s Update and Expense Policy | Treasure has updated the board on finances. Item has been deffered. | Action Item:
|
Board and Senior Leadership Training (discussion) | Item has been deffered. | Deferred |
WFH Policy and Membership Approval | Deferred | |
Budget quick review | We reviewed the draft budget and will vote to approve it next meeting. | Deferred |
Strategic Planning | We have reviewed and discussed what would work best regarding development. Suggested making a short term strat plan and longer term strategy plan. | Action Item:
|
9 Committees Outreach | Deferred |
Board Only Meeting
Accessibility and Compensation | Items have been discussed and conversations will continue. | To be continued |
Board Officer Elections | Deferred | |
Signing Authorities | Deferred | |
Next Meeting | February 9th. | Adopted |
February 9, 2021
Date: February 9th 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Sheldon Dixon, Samantha Fraser, Grant Gonzales, David Lewis, Christin Milloy, Maher Sinno.Jad Jaber, TiKA Simone
Staff: Sherwin Modeste
Regrets/Absent: LeZlie Lee kam
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: Agenda | Approved |
Approval of Minutes | Board Minutes: January 26, 2021 | Approved |
AGM Debrief | Board and Staff have debriefed on the AGM, better practices for our first online AGM. We have left over questions from the AGM and we are looking for ways to engage to answer it. | Action Item:
|
ED Report | Sherwin has sent us an ED report and we are reviewing it. | Received |
Board Training (discussion) | The board is having onboard training. We will be having this on February 27th. The time is 2 to 6 pm. Orientation for new board members 2-3pm. | Action Item:
|
TeamBuilding/Orientation | We are planning a team building meeting, therefore we can work better with each other and focus on anti-oppression approaches to decision making. | Action item:
|
Membership Approval | The Board has approved this membership list. 19 new members. (2 year membership). | Approved |
Treasurer’s Update, and Board Technology | Candidates for the finance position have been interviewed and a candidate has been hired. Accessibility issues have come up regarding technology. | Action Item:
|
Expense Policy Approval | The board has approved the expense policy. | Approved |
2021 Budget Approval | The board has reviewed the budget and has been approved. | Motion: To approve the budget for 2020/2021. Vote: Unanimous Motion Approved |
9 Committees/Consult Outreach | The Board had a conversation regarding consultation and the need for better outreach. | Completed |
Board Only Meeting
Board Officer Elections | The elections on Co-chair, we have elected Yuri and Grant to be our new Co-chairs. | Results:
|
Signing Authorities | Motion: To make Yurien Matamoros Hernandez (Co-chair), Grant Gonzales (Co-Chair), Andrew Clumpus (Treasure), Sherwin Modeste, Bobby MacPherson have signing authority for Pride Toronto. Mover: Dave Seconder: Maher Vote: Motion has passed. | Motion: To make Yurien Matamoros Hernandez (Co-chair), Grant Gonzales (Co-Chair), Andrew Clumpus (Treasure), Sherwin Modeste, Bobby MacPherson have signing authority for Pride Toronto. Mover: Dave Seconder: Maher Vote: Motion has passed. |
Next Meeting | February 23rd 2021 | Adopted |
February 26, 2021
Date: February 23rd 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Sheldon Dixon, Samantha Fraser, Grant Gonzales, David Lewis, Christin Milloy, Maher Sinno. Jad Jaber,
Staff: Sherwin Modeste, Bobby MacPherson, Amber Moyle (Staff Portion)
Regrets/Absent: LeZlie Lee kam, TiKA Simone
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: Agenda | Motion to approve the agenda. Mover: Dave Seconder: Maher Motion: Approved |
Approval of Minutes | Board Minutes: February, 9th 2020. | Motion to approve the minutes. Mover: Dave Seconder: Maher Motion: Approved |
Executive Director Report | Board members have reviewed and received the report. | Received |
Policy Approvals
| HR Policies: A edit will be made to include changing to add stipend upon availability regarding funding for student interns. There will be an edit to the finance policy, Any expenditures that surpass above the total approved budget that enters a deficit. will be reported to the Finance Committee and Board of Directors. | Motion: Approving Sponsorship Policy, Mover: Ande Seconder: David Motion: Passed – Motion: Approving Human Resource Policy Moved: LeZlie Seconder: David Motion: Passed – Motion: Approving Finance Policies Mover: Dave Seconder: Andy Motion: Passed |
Board Governance
| We discussed best process on electing co-chairs and possibly a better process.
Board Meetings Expectations: We are discussing ways we can conduct ourselves.
Committee restructure we are restructuring | Motion: To approve the committee restructure. Mover: Maher Seconder: LeZlie Motion Approved. |
Drop the Charges Against Pride Defenders Campaign (see email) | We have received a request from Pride Defender’s Upcoming Trial for support. The board has agreed to support this. Info: In 2019 Pride was attacked by alt-right movements and community grassroots members organised to defend pride. | Motion: Approved the statement and promote it and 500$ Motioner: Christin Seconder: Sam Motion: Passed Action Item:
|
Elected Officials Discussion | Sherwin is bringing up a discussion strategically regarding election officials to Pride. | TBC |
Board Only Meeting
Board Expenses and Meal Reimbursement | We are reviewing best practices on board accessibility and meal expenses. We have agreed to best practices regarding Board expenses and accessibility. | Motion: Board members are able to spend up to $20 for board meeting meals. with the expectation you must be in attendance of that board meeting the meal of that day and this will expire when we can meet in person. For Board accessibility, the secretary will coordinate with board members to accommodate and for tek use Pride will loan it when needed but remain the property of Pride Toronto. Mover: Sam Seconder: Jad Motion: Approved |
Upcoming Meetings |
| Action item:
|
Next Meeting | March 9th 2021 | Adopted |
March 9, 2021
Date: March 9rd 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Samantha Fraser, Grant Gonzales, David Lewis, Christin Milloy, Maher Sinno.Jad Jaber, ,LeZlie Lee kam, Sheldon Dixon.
Staff: Sherwin Modeste, Bobby MacPherson, Amber Moyle, Leanna, Laura,Primeau,Lee (Staff Portion)
Regrets/Absent: TiKA Simone
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: Agenda | Motion to approve the Agenda. Mover: Grant Seconder: Sam Motion: Approved |
Approval of Minutes | Board Minutes: February, 23rd 2020. | Motion to approve the minutes. Mover: Sam Seconder: Grant Motion: Approved |
Board Decision Tracker | One item: Support Hamilton Pride Defenders | Reaffirmed |
Executive Director/Staff Report: Festival Overview
|
| Presentation Received |
Local Artist and Performance Programming | We are having a discussion regarding having a Programing Committee. There is an Advisory Program Committee which Leanna is heading. | |
Secretary Items
| Membership has been approved. An email was sent out regarding committees, Board members, please choose two committees you are interested in and take the lead on it by creating. | Motion to approve four new members. Mover: Sam Secounder: Ande Motion: Approved |
Policy Committee Update
| The Policy Committee is working on quite a few policies which will be sent to the board by March 31. for approval April 6th meeting. | Received |
Board Only Meeting
Community Safety / Harm Reduction | The board is reviewing a harm reduction. | Received |
Police Discussion (Costs, Harm Reduction) | We have discussed ways to lessen the impact Police have on the festival footprint and lower their obligated fee that comes for permits. | TBC |
Meal Reimbursement Clarification Upcoming Meetings |
| |
Board Participation | TiKa and D!XON will be performing at pride as they would have been regardless of being on the board and an agency Jad is involved with. Steps were taken to make sure there was no conflict of interest and none of these board members were part of any decisions regarding this. The board has found no conflict of interest. | Received. |
Legal Update (In Camera) | The Board has entered in Camera session | Motion: To move in camera session Mover: Christin Seconder: Grant Motion: Approved |
Meal Reimbursement Clarification | The Board has entered in Camera session | |
ED Performance Review (In Camera) | ||
Next Board Meeting | March 23rd 2021 |
March 23, 2021
The meeting slot for the Board Meeting on March 23, 2021 was used for a Governance training, so no Board Meeting took place.
April 6, 2021
Date: April 6th 2021
Time: 6:00 PM – 9:00 PM (Meeting extended to 9:30 PM)
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Samantha Fraser, Grant Gonzales, Christin Milloy, Maher Sinno, Jad Jaber, LeZlie Lee Kam, D!XON, TiKA Simone, Yuri Hernandez
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: TiKA Simone
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: Agenda
| Motion to approve the agenda. Mover: Grant Seconder: LeZlie Motion: Approved |
Approval of Minutes | Board Minutes: March 9th, 2021 | Motion to approve the minutes. Mover: Sam Seconder: Maher Motion: Approved |
Board Decision Tracker | One item: Declaration of Support: Justice for Migrant Sex Workers | Ratified |
Membership Approvals | Six members up for approval. | Motion to approve six new members. Mover: Grant Seconder: D!XON Motion: Approved |
Board members have reviewed and received the report. Board members can add Ooma phone extension to their email signatures and use it for outgoing calls. | Received | |
Treasurer Report | All levels of government funding are down ($200K), so we will have to cut the budget.
Most of sponsorships help keep Pride Toronto float throughout the year. Government grant funding is mostly tied to the festival.
| Completed. Reminder: submit receipts to Ande in next 24 hrs for reimbursements |
Policy Approvals Communications Policy:
Governance Policies:
Human Resources Policies:
Risk Management Policies:
Upholding Values Policies:
| Policy Committee Update from Brian. Action items/edits to the following policies to be made: Evacuation Policy
Fire Policy (to be drafted)
Disciplinary Policy
Anti Discrimination Policy
Gender Expression Policy
| Motion: Approving All Policies. Mover: Christin Seconder: LeZlie Motion: Approved |
Committees Update
| Board Members to choose joining two committees: Policy and Governance, Sponsorship and Fundraising Advocacy Equity and Human Rights (AEHR), Finance and Audit. Yuri: Governance and Sponsorship LeZlie: AEHR and Governance Grant: Finance and Governance Ande (1): Finance Christin: Governance and AEHR (optional). Programming (staff committee) Samantha: Sponsorship and AEHR Jad: AEHR and Sponsorship Maher: Finance and Governance D!XON: Governance and AEHR. Brian: AEHR, Governance, and Finance TiKA: AEHR and Sponsorship | Completed |
Elected Official Invitations | Strategy: focus on support for Pride from Elected Officials from Davenport and Church/Wellesley area because of Pride Office location and parade route. Met with 95% of councillors and next election, we will follow up with them on their promises. Board feels like that the three identified priority groups (18-24 youth, 2Spirit and Queer Seniors) should have more priority/visibility over elected officials at Pride. More grassroots involvement is needed for community unification. Board has differing opinions on the level of involvement they should have with selecting Politicians. Ultimately, they are trusting staff to do the initial round of politician vetting, but want to know who is on the list of politicians (in case there are major flags with certain politicians) and want to approve an accountability plan for holding politicians accountable for their past actions, current support and future promises. Action items:
| For Approval: –Sherwin’s Strategy: Strategy to invite Elected Officials to Pride. Motion: Passed –Brian moved the Motion: split the vote for voting for politicians individually. Motion: Failed. –Maher’s amendment to Sherwin’s Strategy: Bring list of Officials and Accountability Plan to the Board in three months. Opposing: None. Motion: Approved. |
Community Advisor Group Meetings (Outreach and Comms) | Christin update: Board does not have enough outreach and community consultations; should be invited to events. Sherwin: Will be inviting Board to community meetings/ consultations (have to be posted 2 weeks in advance). Staff to be reminded to acknowledge high level staff and Board Members at meetings. | Action Item: Nipuni to send calendar invites to Board as *optional* to all community groups that are meeting. |
Board Approvals (Past Practices) / Membership Motions
| Executive Director | Deferred |
Board IT
| Brian (Email infrastructure): Currently two emails. Should switch directors@pridetoronto.com (costing us money) → board@pridetoronto.com Ande (Slack Upgrade): Currently have free version of Slack. Board okay to have premium Slack for $100 to have access to historical messages. Board concerns: Privacy (admin would have access to private messages). | Motion to eliminate: directors@pridetoronto.com Mover: Christin Seconder: Sam Motion: Approved –Motion: to Upgrade Slack. Motion: Failed |
Training
| All Maher Brian/TiKA Workshops to be spread out over the year: May, August and Fall | Action item: Maher to email survey on board orientation. Discussion deferred. |
Other Items | Sherwin: Anti-Racism Session March 24, 2021 (with Dr. ABC) action item. LeZlie: Email contact for Dionne and Dr. ABC. | Action Item 1: Board Members to email Nipuni their action item if they haven’t yet. Action item 2: Sherwin to send info to LeZlie |
Standing Item: In Camera Session
| Board and Sherwin only. | Completed |
Upcoming Meetings
| Next Meeting: April 20th (regrets LeZlie) | Adopted |
April 20, 2021
Date: April 20th 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Samantha Fraser, Grant Gonzales, Christin Milloy, Jad Jaber, D!XON, Yuri Hernandez, TiKA Simone
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: leZlie Lee Kam, Maher Sinno
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: Agenda | Motion to approve the agenda. Mover: Christin Seconder: Samantha Motion: Approved |
Approval of Minutes | Board Minutes: April 6th, 2021 | Motion to approve the minutes. Mover: Yuri Seconder: Samantha Motion: Approved |
Board Decision Tracker | No items/decisions made between last meeting and today. | Discussed. |
Board Meeting Principles and Expectations | For Reference from the Chair. This document is meant to create a safer space for all on the Board. This will always be an item in the agenda to help set expectations and encourage respectful conversations. | Discussed. |
Standing Item: ED-SLT Report | Board members have reviewed and received the report. Marketing Launch update: hotel component is cancelled as per Public Health guidelines. Board Participation remains the same. Four grants have been submitted. We will receive 1 of the 2 Reconnect Grants (from Province). Based on 2021 Festival, so will impact this year’s budget.
New role for the Grant & Fund Development Manager posted on the website and Charity Village.. Nipuni to send calendar invites for upcoming Community Advisory meetings. New health restrictions prevent us from offering the studio space to artists until Mid May. All Festival recording will be done by the artists themselves. We will not be paying artists extra for filming. Our Production Team that will put together the videos. Processes will be put in place for safety. Equipment (such as Google Phones and other tech) going out to artists to use will be sanitized and left for 3 days at the office, before going to another artist. |
Received |
Standing Item: Treasurer Report | Internal Pride Toronto Fiscal 2021 budget document:
| Received |
ED Performance Management Process (PMP)
| Board would have received Workplan on Monday. Reflective of two year plan. It is a work in progress and will be a live document (change based on community advice, strategy, Membership advice etc). Any major changes need to be approved by the Board. Opportunity for full approval, after Strategic Plan is set in place. If Board has notes for Sherwin later on, please send to him. All permanent, full time staff (except Nipuni because she just started) have PMP to have processes in place for raises. Need to figure out a process for contract staff (because their contract ends in July). | Motion to approve in principle as a working document, while acknowledging it is a live document that may be changed from time to time. Mover: Brian Seconder: Samantha Motion: Approved |
Committees
| No questions for Brian. | Motion to approve. Mover: Brian Seconder: Yuri Motion: Approved |
Board Meeting Accommodation | Request from Maher for alternate Board Meeting dates because they are enrolled in a new program Tuesdays (6-9) and a later start during Ramadan. No consensus on alternative dates/times with everyone’s schedules. Topic to be revisited in August. Action Items:
| Discussed and unable to find consensus. |
Board Approvals (Past Practices) / Membership Motions
| Link in the ED Report to: Honoured Positions Selection Process This will be implemented in 2022 and moving forward. Sherwin will be part of the selection panel. Decisions will be captured in the meeting minutes. We will have this document to avoid any miscommunication. Selection of Honoured Positions and Charities of Choice: moving forward will not just be choice of Board and Staff, but also will include Community members. Positions will not be open every year, for example an International Grand Marshal can be expensive every year. Some positions are yearly, some are every other year. This year: only have charity of choice and not other groups because it is not a physical festival year. | Discussed. |
Training
| Update from TiKA and Brian: Teambuilding based on anti-racism and decolonization. Workshop details sent to the Board. Three workshops in total spread out in: May, August, September. 2 hours per session and includes homework. Workshops will include getting to know each other, but very different from meet and greet. Need to create a safer space and build trust, which is why it is a three 3 part process. Board expressed the need to also have a fun meet and greet, which will take place after the first workshop. Action Items:
| For Discussion and Approval. Motion to approve. Mover: Brian Seconder: Ande Motion: Approved. |
Standing Item: In Camera Session / Discussion Flex Time | Sherwin and Board | Motion to move in-camera: Mover: Brian Seconder: Yuri Motion: Approved – Motion to Move Out of In Camera Mover: Sam Seconder: Yuri Motion: Approved |
Upcoming Meetings
| Co-Chairs and Secretary | Motion to Adjourn Mover: Sam Seconder: Christin Motion: Approved |
May 18, 2021
Date: May 18th 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Samantha Fraser, Grant Gonzales, D!XON, Yuri Hernandez, TiKA Simone, leZlie Lee Kam,
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: Maher Sinno, Christin Milloy, Dave Lewis, Jad Jaber
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: May 18th Agenda | Motion to approve the agenda. Mover: Yuri Seconder: Brian Motion: Approved |
Land Acknowledgment | Recognition of traditional Indegenous land. | Yuri |
Approval of Minutes | Approval of Minutes: April 20 Meeting Minutes | Motion to approve. Mover: Sam Seconder: Ande Motion: Approved |
Declaration of Conflict of Interest | New addition to agenda, but will keep as a standing item because it is best practise to keep us accountable. No conflicts declared. | Discussed |
Board Decision Tracker (FYI) | No items/decisions made between last meeting and today. Standing item: petition (Maggie’s and Butterfly (www.butterflysw.org ) – please see email). | Discussed |
Board Meeting Principles and Expectations | For Reference from the Chair. | Discussed. |
Standing Item:
| Board members have reviewed and received the report. Festival Update from Sherwin re. the activation of LED Screens at High Park: They pulled out (due to uncertain covid regulations) and the Senior Leadership Team made the decision to pull out of Ontario Place (ROI is not there). We are also in limbo – Ontario Place can’t confirm with us until they get the greenlight. We haven’t lost any funds in deposits. The associated $75K can be better used to elevate the 2022 festival. ED-SLT report:
Action item: Bobby/Nipuni to follow up with Nicoy. leZlie (Bricks and Glitter) contacts BIPOC. Action item: Sherwin to follow up with leZlie. Festival Update from Bobby and Amber:
Action item: Nipuni to send over Amber’s presentation. Brian – 2Spirit Tales: official update meeting tmrw; they are launching website tmrw. Streetfair
Newsletter Board Member Spotlight:
| Received |
Standing Item: Treasurer Report | Things look good. We will have $480,000 in the bank and will have a lot of money coming in. By end of year, we should be sticking to our budget. Going to pay off CRA debt -we should be debt free soon. Going forward: build up surplus little by little. Standard contingency fund for pride?: 25% of our annual operating budget in a reserve (1.5 million). This will be 5-10% net income every year. This will be a 3 year goal. | Received. |
Governance and Policy Committee
| Mileage Policy:
Ande:
For Mileage Policy: add in a comments section. – Committee Terms of Reference
– RFP:
| Motion to approve Mileage (with the changes). Mover: Yuri Seconder: Sam Motion: Approved – Motion to approve Committee Terms of Reference. Mover: Sam Seconder: Brian Motion: Approved – Motion to approve RFP. Mover: Sam Seconder: Ande Motion: Approved |
Board Communications
| Board-Staff Communications Policy ED Board Communications: If you’re unsure about who to go to: your go to is Sherwin (issues, feedback about staff etc, ). – Working with staff/Board working on specific projects together include:
– Specific Committee issues can go to staff that you are working with. Any concerns in general or related to committees go to Sherwin. Board Members Feedback doesn’t have to go through Co-Chairs to give Sherwin feedback. – Slack (Yuri) Sam: Slack was put in place when the Board was more operational. Not as effective anymore; okay to cancel. Frequent level of communication is not as needed anymore. – Action Items:
Action Item:
| For discussion and approval. – Motion: Grant put forward to eliminate Board use of slack Mover: lezlie Seconder: Sam Motion: Approved. Brian abstained from voting. |
Training Update
– July 13, August 10, September 7 | Brian/TiKA Tika had a call with the trainer recently regarding creation.
Action Item:
| Discussed |
Board “Get To Know You” Session | All. Get to know you games led by Yuri. | Discussed |
Standing Item: In Camera Session / Discussion Flex Time | All | No In Camera Session |
Upcoming Meetings
| Co-Chairs Secretary Next meetings will be on June 15th, July 27th and August 24th. All other meetings in between are cancelled. | Discussed and All On Board |
June 15, 2021
Date: June 15th 2021
Time: 6:00 PM – 8:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Samantha Fraser, Grant Gonzales, D!XON, TiKA Simone, leZlie Lee Kam, Christin Milloy, Dave Lewis
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: Maher Sinno, Yuri Hernandez, Jad Jaber
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: June 15th, 2021 Agenda | Motion to approve the agenda. Mover: Brian Seconder: leZlie Motion: Approved |
Land Acknowledgment | Recognition of traditional Indigenous land. Moment of silence for 215 Indigenous children. | Grant |
Approval of Minutes | Approval of Minutes: May 18th Meeting Minutes | Motion to approve. Mover: Christin Seconder: Ande Motion: Approved |
Declaration of Conflict of Interest | Standing item for accountability.
| Discussed. |
Board Decision Tracker (FYI) | No items/decisions made between last meeting and today. Standing item:
| Discussed Ratify these two items: Mover: Dave Seconder: Sam Ratification: Approved |
Board Meeting Principles and Expectations | For Reference from the Chair. | Discussed |
Standing Item: Executive Director Report | Board members have reviewed and received the report. Q&A on Sherwin’s report: Sam:
Action item Sherwin/Nipun: send job postings to Board Members. Sherwin:
Dave: Permanent location for Pride festival? That is being decided. Parade Day 27th. Immediately after the land acknowledgement, there will be a moment of silence. Toronto Police Service – New recruits will go through a one hour session with us as part of their training.
| Received |
Standing Item: Treasurer Report | Our bank account looks good, can pay all vendors, artists etc. $360K coming in from the City, and Federal govt. Next year’s budget 2021/2022: Sherwin/Bobby/Ande will work on the process for that. Once the Finance Committee reviews at the meeting on July 20, Board will review the budget at the next meeting. | Received |
Governance and Policy Committee
| Questions and Answers: Volunteer Policy Training (Accessibility Training):
Anti-Opression training and Anti-Racism training (already mandatory training) Volunteer Discipline and Termination Policy (does it apply to Board Members) No → it is in the By-laws (which supercedes policies) Action item: Sherwin to get hard copy bylaws to leZlie. | Motion to approve. Mover: Sam Seconder: Brian Motion: Approved |
Membership Approval | Brian to present new Membership requests for approval. Brian June 15th – list of Member Applications for Approval. | Motion to approve. Mover: Dave Seconder: Sam Motion: Approved |
Strategic Planning Update | Grant: RFP to secure a facilitator for Strategic Plan. 11 applications received. Who is on the strategic planning committee:
Action item: Brian to send a thank you to Bobby (for policy work) and to welcome Amber to Strategic planning. | Discussed |
New Business | To be a new standing item (media policy confirms – Dave is okay) | |
Standing Item: In Camera Session / Discussion Flex Time | All | Discussed |
Upcoming Meetings
| All | Mover: Dave Seconder: Ande |
July 27, 2021
Date: July 27th 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Ande Clumpus, Brian De Matos, Christin Milloy, Dave Lewis, D!XON, Grant Gonzales, Jad Jaber, TiKA Simone, Yuri Hernandez
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: Samantha Fraser, leZlie Lee Kam, Maher Sinno
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: July 27, 2021 Agenda | Motion to approve the agenda. Mover: Dave Seconder: TiKA Motion: Approved |
Land Acknowledgment | Recognition of traditional Indigenous land. | Received. |
Approval of Minutes | Approval of Minutes: June 15, 2021 Meeting Minutes | Motion to approve. Mover: Brian Seconder: Dave Motion: Approved |
Declaration of Conflict of Interest | Standing item for accountability. | Discussed. |
Board Decision Tracker (FYI) | New item: Submission to Senate to support a Federal Ban on Conversion Therapy Action item: please look at the statement on encampment and approve; so that we can post. | Discussed Ratify item: Mover: Brian Seconder: Grant Ratification: Approved |
Board Meeting Principles and Expectations | For Reference from the Chair. | Discussed |
Standing Item: Executive Director Report | Board members have reviewed and received the report.
Grant that we did not receive (because we don’t hold charitable status) was too small for us to reach out to other orgs. for support. Brian – does not want to participate in October highlight. Recommendation: donate extra Pride bags to Moss Park encampment. Sherwin’s new update:
Staff Festival 2021 feedback session: two parts: in person at the office and online. September 7: next ED community meeting to be held (where general community able to ask questions, talk about strategic plan etc). | Received |
Standing Item: Treasurer Report | Ande’s update.
Accounts: we are using an external Accounting firm (for the past 3 years).
2021-22 Annual Budget
| Received Vote on the budget. Mover: Dave Second: Grant. Approved! |
Board Travel | Perceptions and Expectations Grant
Need to be aware about risks about travel, will have a work plan/itinerary and then free time. Christin: publish work plan in newsletter to let people know we’re going. D!XON: good to have mixture of Board and staff, networking. TiKA: we can also register for other festivals like SXSW, music festivals. Create alignments and partnerships – perhaps have our own performances, showcase Pride Toronto talent (Pride Toronto stage) and have more visibility. Dave: willing to sponsor a Board member. Jad: cautious of networking because it is hard to measure. Need to describe how it benefits sustainability of the organization and how it benefits the community. Yuri: deliverables, goals, activations, how to measure. Need to come back with something tangible for the community. Sherwin: intention is to get the biggest bang for buck (use via rail to get there, have Ops team scope out st) in Montreal.
Can look to invite other people from Toronto who are attending other Prides to come march with us. D!XON: Atlanta is great place to start (from an anti-black lens. Music festivals are also great to look at (how they organize their artists, stages etc.).
Brian: framework of how we decide to go to different places (Atlanta, reserves etc), inter-Pride. | Discussed |
Governance and Policy Committee
| Strategic Planning: Facilitator Recommendation Grant
Committee: recommends flexibility around bringing in additional expertise if needed. Late August – planning to move ahead with strat planning. Board Recruitment – not discussed. | Motion to approve Elevate Equity and REFLEX Urbanism as facilitators, (clause to bring in anyone for technical aspects) Mover: Dave Seconder: Grant Motion: Approved |
Membership Approval | Brian to present new Membership requests for approval. List of Member Applications for Approval sent in Board Package email by Nipuni on Thursday, July 22nd. | Motion to approve. Mover: Grant Seconder: Brian Motion: Approved |
New Business | Standing Item Gay Zombies Cannabis Consumers Association came to Pride Parade in 2016 under false pretenses; to pass out homophobic materials.
Sherwin: as ED will need to have some involvement in case. Dave: need to be aware as a Board. Brian: our role is to get that report on what is going to be presented in court, and review it as well as possibly an victim impact statement. This conversation is around safety and hate crime, that we need to take part of. Grant: generally, it is an obligation for the Board to be aware/involved with legal matters. | Motion to approve getting briefing about the report from Toronto (seperate from Board Meeting and Optional for Board). Police: Mover: Christin Seconder: Dave Motion: Approved None opposed. |
Standing Item: In Camera Session | Board of Directors and Sherwin | Discussed |
Upcoming Meetings
| All Next Board Meeting: August 31, 2021 | Completed |
August 31, 2021
Date: August 31st 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Brian De Matos, Christin Milloy, Dave Lewis, Grant Gonzales, Yuri Hernandez, Samantha Fraser, Ande Clumpus, D!XON (left during ED report discussion due to emergency)
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: leZlie Lee Kam, TiKA Simone, Jad Jaber, Maher Sinno
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: August 31, 2021 Agenda Amendments:
Sam: add ‘next training session’ as the last item before upcoming meetings. | Motion to approve the agenda. Mover: Yuri Seconder: Dave Motion: Approved |
Land Acknowledgment | Recognition of traditional Indigenous land. | Yuri |
Approval of Minutes | Approval of Minutes: July 27, 2021 Meeting Minutes | Motion to approve. Mover: Dave Seconder: Yuri Motion: Approved |
Declaration of Conflict of Interest | Standing item for accountability. Board Members who are complainants and respondents of investigation not to be in the in camera session, as per legal counsel. Brian: recuse himself for the in camera session. | Discussed. |
Board Decision Tracker (FYI) | 2 New items: Electing David Lewis to the ED Performance Review Committee and Political Activity Policy | Discussed Ratify item: Motion to approve two items Mover: Dave Seconder: Brian Ratification: Approved |
Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
Standing Item: Executive Director Report | Board members have reviewed and received the report. Sam: volunteer for October Newsletter highlight. Sept 7: ED Community meeting; Board Members asked to attend. Action item: Nipuni to send the Board a calendar invite for the ED Community meeting. Sept 17: Board invited to attend staff retreat for Friday evening session. Sherwin: Two volunteers from the Board needed for the Honoured Positions Committee, to select International Grand Marshall. Action Item: Sherwin to send email to the Board about this. | Received |
Standing Item: Treasurer Report | Ande’s update. Financial summary sent in ED Report for fiscal year 2021. In the next two or three, the audit will be completed. Finances look good, no flags. | Received |
Governance and Policy Committee Governance and Policy Committee
| Grant: No decision points to be made. Trying to work well ahead of time to plan around recruitment, and AGM planning, so it’s not a rush. Some initial timelines, key dates have been set (and are to be confirmed). Board Recruitment:
Questions for the Board:
Timeline: Board Members need to advise before the next Board Meeting (before the end of September). Strategic Planning Update:
Next steps: walk through the work plan. Chair of Strategic Planning is Grant. Grant Planning is more on the planning side, while Sherwin will be more on the implementation. Christin: What kind of committee is the Strategic Planning Committee? Sherwin: it is a Board-led Committee/ responsibility, but staff are needed for administrative purposes and to operationalize. | Received |
AGM Planning | Grant: Already discussed AGM planning a bit during the Governance and Policy Committee Staff have done some initial work on setting some key dates; AGM to be held in late January. Must hold AGM 6 months after the end of fiscal year in July: August 1st – end of January 31. December is not a good time to hold AGM (with people being out of office, away on holidays etc).
| Discussed |
Board Participation in Operational Committees | Sherwin:
Brian: can be another appropriate platform/mechanism for Board Members to provide input on programming. Grant: for example to the above, have staff present their plans at Board Meetings at Board Members can provide feedback (that may or may not be used). Dave: Conflict of Interest when discussing items with community members (because of power imbalance as Board of Directors) Christin: in agreement with this and endorses a motion to withdraw board members from Operations committees. Action item: Grant, Yuri and Sherwin to send email to Board Members to let them know motion has passed. Brian: request to state what constitutes an Operational committee in the email. Grant: confirmed it will be written that approved motion is not applicable to advisory committees. | Motion: To have the Board withdraw from participating in any Operational Committees and develop a mechanism where Board feedback on Operations can be provided at a Board meeting. Mover: Christin Seconder: Ande Motion: Approved |
Pride Response to Transphobic Open Letter |
Action Item: Christin to review opposition/response letter, and send the Board a recommendation if we as Pride Toronto should endorse the letter, retweet the letter or write our own response letter. Action item: Nipuni to create a meeting invite with Primeau, Ajay, Sherwin, Christin, Yuri, Brian and Sam for Wed, Sept 7th to discuss a Transphobia Series on social media for the last two weeks of September. | Discussed |
Membership Approval | Brian to present new Membership requests for approval. List of Member Applications for Approval sent in Board Package email by Nipuni on Thursday, August 26, 2021. Two members to approve. *Break and then move to in-camera session* | Motion to approve. Mover: Brian Seconder: Dave None opposed Motion: Approved |
Standing Item: In Camera Session
| Board of Directors and Sherwin | Discussed |
New Business / Extra Time | Discussed | |
Upcoming Meetings
| All Next Board Meeting: | Motion to Adjourn. Mover: Yuri Seconder: Ande Approved |
September 21, 2021
Date: September 21st 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Brian De Matos, Christin Milloy, Dave Lewis, Grant Gonzales, Yuri Hernandez, Samantha Fraser, Ande Clumpus, Maher Sinno
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: Jad Jaber, D!XON (on leave), TiKA Simone (on leave), leZlie Lee Kam
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business: September 21, 2021 Agenda Brian: update calendar with Dave’s announcement in-camera | Motion to approve the agenda. Mover: Dave Seconder: Maher Motion: Approved |
Land Acknowledgment | Recognition of traditional Indigenous land. | Grant |
In-Camera Announcement | Dave announcement to All Board Members and Sherwin | Motion to move to in-camera: Mover: Dave Seconder: Sam – Motion to move out of in- camera: Mover: Dave Seconder: Ande |
Approval of Minutes | Approval of Minutes: August 31, 2021 Meeting Minutes Christin: Revise adjournment names | Motion to approve. Mover: Dave. Seconder: Christin, Motion: Approved |
Declaration of Conflict of Interest | Standing item for accountability. | Discussed. |
Board Decision Tracker (FYI) | 2 New items: | Motion to ratify tracker Mover: Dave Seconder: Ande Motion: Approved |
Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
Standing Item: Executive Director Report
| Board members have reviewed and received the report. New Program Manager, Vernon, will be joining the team on Monday. Leanna will be leaving her role as current Program Manager to go back to school. ED Meet and Greet: 40 people registered, but just a handful showed up (we discussed that moving forward, we will need to send out a reminder the day before.) Global Black Pride is joining us this weekend. Please confirm by the end of tonight if you are coming to the Welcome Dinner on Friday – RSVP to Nipuni. GBP Itinerary:
Board Speaking Roles at GBP events: Friday night: Grant Saturday brunch: Dave Saturday evening artist event: TiKA Grant: motion needs to be put forward to approving accommodation expenses for TiKA. Yuri joined the Board Meeting. Sherwin:
| Motion to support cover of expenses of TiKA’s accomodation for attending Global Black Pride; to be managed by the Executive Director. Mover: Dave Seconder: Christin. Approved. |
Standing Item: Treasurer Report | Ande’s update.
Sherwin: Two interim audits: Province and Federal Brian – what are office renovations in cash flow document? Sherwin: all for setting up the new office (desks, shelves, art etc). | Received |
Sponsorship and Fund Development Committee
| Yuri
Action item: Yuri will send out an email to the Board Members, so those who wish to join the committee can advise there.
Terms of Reference:
Samantha: Committee reviewing the Sponsorship applications. In busier times (Pride Month), it would be hard for staff to wait for the committee to approve Dave: are we looking to operationalize? Yuri: Board Members won’t have finite decision making power, so Kat will be there to voice staff concerns. Sherwin: two staff will be on the Committee. Amber will represent Sponsorships, in addition to Kat. Kat (Grant and Fund Development Manager) – more hands on role (for exp a gala or a dance, an annual event) Grant: Amber is the first person that looks to review. Dave: how does the appeal process work? Yuri: committee is very new, so a lot of the items will be discussed at the Committee Meetings. Sherwin: pause this discussion and chat with the staff and committee. We will work on the process, and bring it back to the Board. Yuri: going to look over the Terms of Reference, and will like to move forward with motion. Then others can join the committee to work on details. | Motion to approve Terms of Reference. Mover: Yuri Seconder: Dave Motion: Approved |
Governance and Policy Committee
| Strategic Planning consultants (Karibu and Darian) came to the staff retreat on Thursday to touch base with staff. They will also be coming to the Board Meetings to give updates.
Maher question: what’s the Board’s involvement in strat planning?
Dave: Project timeline document for the Board to see?
Board Recruitment: Review Policy
Maher: use community engagement/outreach more than ‘advertisement’. Add advertisement and outreach in the title. Board Recruitment Process
Brian – Meeting Minutes on the website. Sherwin: in order for us to do a good analysis, if there are people are not running again, it would be best for people to declare their intention. Oct 28 is 90 days before January 26, 2021 (AGM tentative date) Grant: there is at a minimum 3 Board Member vacancies, so we can put the vacancies up and highlight considerations. Christin: We can be deliberately vague about the number of positions in the early stages of the recruitment process, so we can see what are candidates. Sam: might be good to make a call out for some experiences, so racialized women in particular can see themselves represented in the job posting. | Received – Motion to Approve Board Recruitment Policy: Mover: Yuri Seconder: Christin. Approved.
|
Working Groups
| AGM Planning Working Group (3-5)
Board Recruitment Working Group (5):
Honoured Groups Selection Committee (2)
Brian: If anyone wants to move into the Secretary role, please connect with me. It would be good for someone who is already on the Board to take over as secretary, as this is a better practise, rather than a new Board Member taking on this responsibility.
Maher: Orientation Policy recovers this. This is why we also sent out the Board Orientation survey. Action item: Maher to recirculate the survey. Also to include in onboarding: Grant: incorporate Freya’s volunteer trainings for new Board Members. Sam: Introduction to staff and roles. | Discussed |
Membership Approval | Brian to present new Membership requests for approval. List of Member Applications for Approval sent in Board Package email by Nipuni on Friday, September 17, 2021. Two members to approve. *Break and then move to in-camera session* | Motion to approve. Mover: Dave Seconder: Brian None opposed Motion: Approved |
Standing Item: In Camera Session
| Secretary Executive Director Dave Grant | Discussed |
New Business / Extra Time | All | Discussed |
Adjournment/Upcoming Meetings
| Co-Chairs | Motion to Adjourn. Mover: David Seconder: Christin Approved |
Signed off By Secretary of the board | Brian De Matos |
October 19, 2021
Date: October 19th 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Brian De Matos, Christin Milloy, Grant Gonzales, Samantha Fraser, Ande Clumpus, Maher Sinno
Staff: Sherwin Modeste, Nipuni Dhanawardana, Katherina Symes
Regrets/Absent: Dave Lewis, Jad Jaber, D!XON (on leave), TiKA Simone (on leave), leZlie Lee Kam, Yuri Hernandez
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
| Motion to approve the agenda. Mover: Sam Seconder: Maher Motion: Approved |
Land Acknowledgment | Recognition of traditional Indigenous land. | Grant |
Approval of Minutes | Approval of Minutes:
| Motion to approve the agenda. Mover: Sam Seconder: Maher Motion: Approved |
Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
Board Decision Tracker (FYI) | Secretary, Brian. | Motion to ratify tracker. Mover: Sam Seconder: Christin Motion: Approved |
Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
Strategic Planning Update | Consultant: Darian.
Sherwin: posts will be promoted on social media and targeted towards queer and trans community in Toronto. Darian: working with contacts from Indigenous, 2spirit, Black, Elders, queer, newcomer organizing people, so that we engage with groups that may not have not feel heard in the past.
Harm reduction has been taken into account; data will be analyzed personally by Darian, Karibu and Strat Planning committee, so we’d be able to see if any one filled out the survey in bad faith. Strat Planning Committee: to look at metrics. | Discussed |
Grants and Fund Development Update and Brainstorm | Grant and Fund Development Manager, Katherina Symes. Initial discussion about the Board hosting a signature event in 2022. Action item: Kat to create a brainstorming document for the Board based on discussion notes from Nipuni; Board to input their ideas and suggestions. | Discussed |
Standing Item: Executive Director Report
| Executive Director, Sherwin
More community engagement: Thanksgiving dinner was successful; looking at holiday dinner. Operations and Sponsorship months ahead of where they usually are in previous years. GBP weekend dates for 2022 – up to the Community on what weekend we will end up going with. | Discussed |
Standing Item: Treasurer Report:
| Treasurer, Ande:
| Discussed |
Governance and Policy Committee
| Grant & Christin Board Recruitment update:
| Motion: To support legal review of By Law No.1 to ensure compliance with Ontario Not-for-Profit Act, 2010. Mover: Sam Seconder: Christin Motion: Approved |
Membership Approvals | Secretary, Brian: 8 people have applied to join Membership. *Break and then Governance discussion continued* | Motion to approve new Membership Applications. Mover: Sam Seconder: Brian Motion: Approved |
Governance and Policy Committee (continued)
| Grant Membership Policy: Membership has been free since January, but it hasn’t been updated in Policy and it hasn’t been updated in general in a while. Board to seek legal advice on requiring an affidavit for any requests to access Membership list contact information. Need clarity on requirements around sharing Member personal information. To post Membership Policy, make it explicitly clear to potential Members about what personal info we are collecting and give them options:
General discussion to amend ByLaws: 1) All future Pride spaces to be accessible in various aspects: gendered washrooms), flashing lights for smoke alarms) etc. 2) Holding ourselves accountable to making spaces where we hold events more accessible. Pride staff will do everything in their power to ensure accessibility, i.e. require Pride affiliated events to have gendered facilities (they must for the time of the event offer a non gendered facility). 2) Hold seats on the Board for racialized people. Designated board seats are not an Officer role, or any guarantee of an officer role. It just ensures that in order to get quorum, the future board must have at the minimum, good diversity represented (if we engineer the roles properly). Grant and Christin to work on the amendment ByLaws. Not for profit act, established in 2010 wasn’t in effect until it was proclaimed recently, so coming into effect soon. Our ByLaws currently do reference the Not for Profit Act. ByLaw amendments look at how long do Board Members have to wait until they can apply for a position at Pride Toronto. Membership Termination; to look at compliance with the Not for Profit Act. Board Staff Communication Policy Intention: Board Management role vs. ED role. Finances – go to Treasurer, Ande. Requests for Board should go to Grant, Yuri; not Sherwin. Be mindful of any personal conversations that you may have with each other, cause we are coworkers and have professional responsibilities. No policy change – just want to reiterate. Sherwin also responsible for ccing the Board when going to one Board Member. This will be an ongoing conversation. Action item: Grant to put this on email. | Defer any motions around Membership Policy until the next Board Meeting so the Board has time to seek legal advice around compliance of the newly proclaimed Ontario Not-for-Profit Corporations Act (ONCA). |
Standing Item: In Camera Session
| Secretary, Brian Maher | Motion to move in camera: Mover: Sam Seconder: Maher Motion: Approved |
Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes |
Adjournment / Upcoming Meetings
| Co-Chairs | Motion to Adjourn. Moved: Sam Seconded: Maher Motion: Approved |
November 23, 2021
Date: Tuesday, November 23rd, 2021
Time: 6:00 PM – 8:00 PM
Location: Online/teleconference
Attendance:
Board Members: Brian De Matos, Christin Milloy, Grant Gonzales, Ande Clumpus, Jad Jaber, Yuri Hernandez
Staff: Sherwin Modeste, Nipuni Dhanawardana
Regrets/Absent: leZlie Lee Kam, Samantha Fraser, Maher Sinno, D!XON (on leave)
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business | Motion to approve the agenda. Mover: Ande |
Land Acknowledgment | Recognition of traditional Indigenous land. | Yuri |
Approval of Minutes | Approval of Minutes:
| Motion to approve the agenda. |
Declaration of Conflict of Interest | Chair: Standing item for accountability. | Discussed |
Board Decision Tracker (FYI) | Secretary, Brian. | No updates to Board Decision Tracker since last meeting |
Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
Standing Item: Executive Director Report | Executive Director, Sherwin | Discussed |
Standing Item: Treasurer Report | Treasurer, Ande: | Discussed |
Annual General Meeting Update | Grant and Nipuni Harm Reduction – Freya is doing this via chat monitor. Get Quorum is being used again. | Discussed |
Governance and Policy Committee
| Grant Strategic Planning: Consultants have met with Strategic Planning Committee to review insights from community consultations. Currently on pause as committee is reflecting on next steps. | Motion to approve the slate of Board Member candidates. Mover: Ande Seconder: Christin Motion: Approved |
Membership Approvals | Secretary, Brian: 8 people have applied to join Membership. | Motion to approve new Membership Applications. |
Standing Item: In Camera Session
| Grant, Secretary (Brian) | Motion to move in camera: Motion: Approved |
Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes |
Adjournment / Upcoming Meetings
| Co-Chairs | Motion to Adjourn. Moved: Ande Seconded: Yuri Motion: Approved |
December 14, 2021
Date: Tuesday, December 14th, 2021
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Brian De Matos, Grant Gonzales, Ande Clumpus, Jad Jaber, Yuri Hernandez, Samantha Fraser, D!XON, TiKA Simone, Maher Sinno
Staff: Sherwin Modeste, Nipuni Dhanawardana, Bobby MacPherson
Regrets/Absent: leZlie Lee Kam
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the Order of Business:
| Motion to approve the agenda. Mover: Sam Seconder: Jad Motion: Approved |
Land Acknowledgment | Recognition of traditional Indigenous land. | Yuri |
Approval of Minutes | Approval of Minutes | Motion to approve the agenda. Mover: Brian Seconder: Jad Motion: Approved |
Declaration of Conflict of Interest | Chair: Standing item for accountability. Brian: on the list of Membership Approvals, so will not be a part of that discussion. | Discussed |
Board Decision Tracker (FYI) | Secretary, Brian. One Item: Strategic Planning contract with Elevate Equity and REFLEX Urbanism | Motion to ratify tracker. Mover: Yuri Seconder: Jad Motion: Approved |
Board Meeting Principles and Expectations | For Reference from the Chair. | Received |
Standing Item: Executive Director Report | Executive Director, Sherwin Operations update: new staff have started. KPMG – Bobby and Sherwin meeting with Auditors on Dec 22nd to go over Board recommendations. Action Items:
Directors Liability Insurance – went out after the recent case/verdict. Grant: New legislation on communicating staff after hours. Sherwin: we’re going to create a policy around this legislation that speaks directly to the uniqueness of Pride Toronto (events held after work hours). D!XON: Do artists have to register every year or just once? Sherwin: Artists have to register every year (to show that they are still interested in participating year after year). TiKA: GBP artists: is the talent going to be separate. Do artists register separately? Sherwin: artists will be managed separately, so yes they will have to register separately. Board can support by sending out applications/encouraging artists to apply. | Discussed |
Standing Item: Treasurer Report:
| Treasurer, Ande, joined by Ed Scheck and Kevin Thomas from KPMG, Bobby.
Review of Financial Statements
**In-Camera Session with auditors and only Board held**
Ande: Budget vs. Actuals review.
Brian: Other POS systems other than PayPal for donations? Sherwin: people can write cheques and send etransfers; donation app is sent out closer to the Festival season (donate app). | Discussed
Motion to approve audited financial statements. Mover: Ande Seconder: Sam |
Membership Approvals | Grant: 32 people have applied to join Membership.
Brian on list of Membership Approval (given his role on the Board is coming to an end) abstain from discussion and approval.
Any new Memberships that come in between December 14th and December 27th, will need to be approved on December 27th by Board so that they can have a vote at the AGM. Action Items:
| Motion to approve new Membership Applications. Mover: Ande Seconder: Jad Motion: Approved |
Annual General Meeting Update
| Grant and Nipuni
Needed: 2 Board Members to monitor Questions.
Initial notice to go out later in December and then full package to be sent in January.
Meet the Board Candidates Q&A TownHall taking place. Board Q&A Document being developed for AGM.
Voting Method for Board Directors: Four Open Position Up for Discussion. Same method as last year. | Motion to approve Voting Method: Mover: Ande Seconder: Jad Opposed: Brian Motion: Passes |
Governance and Policy Committee
| Grant
ByLaw Update: Ontario Not For Profit Act (we have 3 years to comply). We’re going to meet with the legal team in December that has been going over our ByLaws to go over specifics. Special Board Meeting in the first/second week of January to be held to go over AGM Items that need to be approved).
Membership Policy: As part of new legislation. We need individuals’ legal name (if different from the name they use), and home address. In particular, if any Members request Membership Registry access, we would need to provide address/contact info (need to build processes around this). | Discussed
Motion to approve Membership Policy. Mover: Sam Seconder: Yuri Motion: Approved |
Standing Item: In Camera Session
| Grant, Secretary (Brian) | Motion to move in camera: Mover: Ande Seconder: Jad Motion: Approved
|
Other Business / Extra Time | All | Motion to Move Out of In Camera Session included in In Camera minutes |
Adjournment | Co-Chairs | Motion to Adjourn. Mover: Sam Seconded: Grant Motion: Approved |
2020
Annual General Meeting 2020
Board Meeting Minutes 2020
June 9, 2020
Date: June 9th 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Notetaker: Brian De Matos
Attendance:
Board Members: Alyssa Mohabir, Shakir Rahim, Christin Milloy, Jad Jaber, Samantha Fraser, Ande Clumpus, Brian De Matos.
Staff: Bobby & Amber, Nicoy, Brandon, Leanna, Mykle
Regrets/Absent: Michael Erickson
Anti Black Racism Strategy: Currently reviewing Edna’s proposal on Ally Training. Communicating with BLMTO – The board prepared a communication to BLMTO and will reach out to them for input for our statement but we will work in the statement
Artist: We are asking the black artist for paintings to decorate the office. Motion: To increase the budget amount by $5000 to Pride Toronto Anti-black Racism Initiatives to a full 20K. Motion: Passed A strategy that PT will take regarding our statement: We are ready to release the motion approved the statement and wait for input from BLMTO and or the Black Queer and Trans Identified community members. Action Items: Reaching out to BLMTO by tomorrow. The statement membership approved (?) |
Virtual Pride Update: Amber has updated the board on virtual pride programming.
Action items: The prime minister will not have involvement in the virtual parade. The board will have a meeting with Tory and discuss participation. |
Blood Ban: Blood Ban coalition update: PT is supporting this. |
Board Only Section: Announcement:
Finance update.
Action Item:
|
June 23, 2020
Date: June 23rd 2020
Time: 7:00 PM – 8:00 PM
Location: Online/teleconference
Notetaker: Brian De Matos
Attendance:
Board Members: Alyssa Mohabir, Shakir Rahim, Christin Milloy, Jad Jaber, Samantha Fraser, Ande Clumpus, Brian De Matos.
Staff: Bobby & Amber
Regrets/Absent: Michael Erickson, Jad Jaber
Declaring Conflict of interest: Agenda Item Supporting NPPC Event. Shakir, Christin and Brian have declared a conflict of interest as being old and current or inactive members of NPPC. and all three board members have excused themselves from the conversation and voting of this item. Board next steps needed. Shakir and Alyssa are both stepping down and we are reviewing the exit strategy. An email will be sent out to membership and we will be reviewing next steps on board recruitment. Action item: Shakir will be drafting a membership email for approval. |
Potential Indigenous larger statement (post-Sunday’s small social post) (Written by staff) We have release a blur on social media regarding indginous programing and issues that arose. Bobby will be writing a sull statement regarding the issues and our next steps on creating a framework for addressing anti-indginous racism at Pride Toronto. Action item: Bobby will draft a statement and send it to the board for review. (This is due before the end of July) |
Defunding Police Statement: We will be releasing this member motion statement in July Support for NPPC event: NPPC has requested funding from PT for their event on defunding the police/Teach in. (Shakir, Christin and Brian excused themselves from this agenda item) Action item: The board approves to fund ASL for there event up to $1500 |
July 7 2020
Date: July 7th 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Notetaker: Brian De Matos
Attendance:
Christin Milloy, Jad Jaber, Samantha Fraser, Ande Clumpus, Brian De Matos.
Regrets/Absent: Michael Erickson
Approval of Agenda: Approved
Approved Approval of Minutes: Approved
Staff Request/Human Resources The Board has received a request from staff We are discussing best practices regarding staff compensations and ways to go forward to make sure there is no pay description regarding identities and power imbalances and best practices to HR Action Item: |
HR Strategy Samantha will create a questionnaire on HR issues, send it to the whole board for input and send it to staff for next steps. Action Item:
|
Strategy follow up: we are discussing the strategy on going forward with the strat plan. Action Item: Samantha will contact Amber and will be emailing Amber on sending the current strat plan and what they’re working on. |
Blackness Yes! Action Item: Brian will create a working document on their directives and send it to the board. |
Anti-Black Racism Strategy Action Item: Samantha will create a working document on next steps and send it to the board. |
Personnel Issues: Action: These issues will be transferred to the HR strategy |
Budget/Financial Report Andy gave us a financial overview. |
Membership Budget Survey Action Item:
|
Appointed Board Member: We will be finalising the questionnaire by July 8th and send out to staff and membership. |
| Harassment Policy: Deferred to policy committee |
| Co-chair elections: Deferred to another Board Meeting. |
| LGBTQ2+ Advisory Body at City Hall: Deferred to next board meeting |
Harm Reduction proposal: Action Item: Samantha will send an email response. |
| Email Logistics: The Board Email will be public. |
August 11, 2020
Date: August 11th 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Christin Milloy, Samantha Fraser, Ande Clumpus, Brian De Matos.
Staff: Bobby MacPherson, Amber Moyle
Regrets/Absent: Michael Erickson,Jad Jaber
Volunteer Program Plan Update Staff have updated the board on the new volunteer structure. We will be meeting with team leads to get feedback on this new program. |
Blast Emails issue We have discussed the issues that have been brought by and due to email protocols. Action Item: Samantha and Christin will reach out to Leanna and Nicoy and discuss concerns that are in their email. |
Blackness Yes! Directives We will be meeting with BY! On August 18th to go through progress reports on their Directives. Action Item: Ande will be arranging the logistics of this meeting with Blackness Yes! |
Financial Update The board was given an update on PT finances. |
ED Search Update Christin and Samantha have updated the board on the ED Search. |
Policy Committee Update The board has been updated on the work of the policy committee. Motion: To communicate with our memberships to take input on Board agreement and also a call out to those who may want to join the committee. Passed |
Press Release We are paying 40k to artists due to many artists having a burden of finances due to COVID-19 and will announce it shortly. |
Anti-Black Racism Training Status Update. We had a meeting with a facilitator and have a tentative training session schedule in late september. |
Indiginoues Training for the Board Bobby will be sending out the details emails on this training we are looking Nov 14-15 to Nov 21-22. Motion: Attendance for this training is mandatory for all board members. Motion: Passed |
Board Only Items: — |
$5k Accessibility Grant We are discussing a new granting program that delivers scholarships to BIPOC QT ASL interpreters. We have allocated 5k of funds to initiate the program proposal. Action Item: Amber will reach out to colleges and universities to gather information and what partnership will look like for this grant/scholarships. PT will be organising a consultation with ASL/Deaf BIPOC QT community members to discuss the development of this project proposal. |
Board Candidate Recruitment Status Actions Item: ALL Board: We will be reviewing applications next week. |
LGBTQ2+ Advisory Body at City Hall Christin has advised us that she will not be applying to this committee. |
Board Meetings and Burnout We all did a check in with each other regarding workload etc. |
September 22, 2020
Date: September, 22, 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Christin Milloy, Jad Jaber, Samantha Fraser, Ande Clumpus, Brian De Matos.
Staff: Amber Moyle & Bobby MacPherson
Regrets/Absent: Michael Erickson,
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the agenda | Approved |
Approval of Minutes | Approval of Minutes: September 15 2020 | Approved |
Grant Updates | The board received an update on the grants from staff. | Received |
HR Committee Edits Approval | The Board has edited and reviewed the ToR for the HR committee. | Motion: Approving the ToR for the HR committee. Vote: Adopted |
ED Search update | The board and staff were updated on the search committee. | Received |
Volunteer program update | Staff have updated the board on the volunteer program and will be meeting with volunteers old and new to do a review. | Received |
New board members next steps | We are appointing 4 new board members Grant Gonzales, Yuri Hernandez, Maher Sinno and Sheldon Dixon | Motion: To appoint 4 new board members; Grant Gonzales, Yuri Hernandez, Maher Sinno and Sheldon Dixon Vote: Approved |
Member approvals | The board is approving 9 new members. | Motion: To approved new members. Vote: Approved |
Complaint update | The board has been updated on a complaint. | Received |
Legal Consolidation re: firm | We discuss consolidating legal service and Bobby will be looking into firms. | Action items: Bobby will be doing research on legal firms. |
Board Only Meeting
External Discussion | We have discussed issues that have been brought forth to our attention and we will be discussing the best way to go forward. | Action Items:
|
Approval of board contract | The board has approved this sign on document for Board members. | Motion: To approved this on-boarding document |
Blocko ED question response | We got an email from Blocko and will be responding. | Action Item:
|
Staff Reviews Update | The HR Committee has given the board an update. | Received |
Anti-Black Racism Training DECIDE TONIGHT | We have reviewed a slate proposal and approved one. | Motion: Approving training from CFAC Vote Approved. Action Item:
|
Board Member Onboarding (different than next steps) | Documents and Training have synced for on boarding. We will be meeting with new board members at our next meeting. | Action Item:
|
October 6, 2020
Date: October 6th, 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Christin Milloy, Jad Jaber, Samantha Fraser, Maher Sinno,David Lewis, Grant Gonzales, Sheldon Dixon, Yuri Hernandez, Ande Clumpus, Brian De Matos.
Staff: Amber Moyle (staff portion of meeting), Bobby MacPherson (staff portion of meeting)
Regrets/Absent: Michael Erickson.
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the agenda | Approved |
Approval of Minutes | Approval of Minutes: September 22 2020 | Approved |
Director of Operations | Full report has been sent to the board by email. Legal Iler Campbell LLP Letter of Engagement is in the process of being retained. Dates for the weekend festival June 25th-27th 2021. The Festival footprint, if not digital, will be proposed and will be sent to the board. We will review how COVID-19 will impact this as it develops. | Action Item: Bobby The Festival footprint if not digital, will be proposed and will be sent to the board. |
Director of Sponsorship | General Update:
Campaign
| Action Item:
|
OHRC Complaint | We have received some concerns regarding some programs that are identity specific for the BI+ programs. We are reviewing the material that was sent to us. | Action Item:
|
Committee/membership approval | The Board has approved a new member. The board will be reviewing the committee structure and looking at needs and future committees needed. | Motion: The board has approved a new member. Vote: passed Action Item:
|
Training & ED update | Facilitator for Anti-Blackracsim is being booked – ED search update – final phase | Received |
Board Only Meeting
Longer introductions | We have spent time getting to know each other. | N/A |
Board Expenses | An overview of how we adhere to accountable measures when board members occur board expenses. | Action Item: Andy will send out by email the procedure on approving board expenses. |
October 20, 2020
Date: October 20th, 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Christin Milloy, Jad Jaber, Samantha Fraser, Maher Sinno,David Lewis, Grant Gonzales, Sheldon Dixon, Ande Clumpus, Brian De Matos.
Staff: Amber Moyle (staff portion of meeting), Bobby MacPherson (staff portion of meeting) Freya Selander (Agenda Item Volunteer Program Update)
Regrets/Absent: Michael Erickson (On Leave) Yuri Hernandez
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the agenda | Adopted |
Approval of Minutes | Approval of Minutes: October 6th, 2020 | Approved |
Volunteer Program Update | Staff has updated the board on the new volunteer program. A working group will be formed to look at the volunteer structure: Yuri (Possible), David, Grant, Ande, Christin. | Action Item:
|
AGM | We are setting a date for the AGM January 21st. Grant will work with Bobby on logistics. | Motion: AGM date will be January 21st. Motion: Carried |
Director of Sponsorship items | Staff has updated on new programs Marketing Conference 2020 | Received |
Committees Updates | The board has been updated on the work of the policy committee and will have proposals reported to them at a later meeting. The board will be working on an overview of committees board members have signed on the Committee List to develop ToR | Action Item:
|
Air Italy Motion | Deferred to a later board meeting until a report regarding all the facts. | Deferred Action Item:
|
Board Only Meeting
HR Correspondence Update(s) | The board is discussing HR staff and pay grades | In Camera Motion |
ED Contract Plan | Samantha will send to the board the offer and employment and contract of ED and send it to the lawyer for review. | Action Item:
|
November 2, 2020
Date: November 2nd, 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Christin Milloy, Jad Jaber, Samantha Fraser, Maher Sinno,David Lewis, Grant Gonzales, Sheldon Dixon, Ande Clumpus, Brian De Matos.
Staff: Amber Moyle (staff portion of meeting), Bobby MacPherson (staff portion of meeting)
Regrets/Absent: Michael Erickson.
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the agenda | Approved |
Approval of Minutes | Approval of Minutes: October 20th, 2020 | Approved |
Declaration of Conflict interest. | The board has discussed a potential conflict issue regarding Maher and Sheldon being performers. The board has discussed this and do not believe there is one. | Motion: There is no conflict of issue regarding Sheldon and Maher being performers at pride. Motion: passed |
Staff Updates | Amber: has updates on programming and sponsorship and the meet and greet with Sherwin. The new ED will be part of the new hires. (Social Media). Bobby: Sent around the new renewal contract for Production Manager | Motion: to extend the production manager role for 8 weeks and to have the new ED deal with that HR issue. Motion: Passed |
Meltwater | Social Media monitoring and engagement software is being discussed 14k a year we are contracted for this year. | |
Audit update | Bobby has given us an update, the audit should be done for November 21st. | |
AGM | Grant has updated us on AGM planning and recruitment. | Received |
Budget: Board Prof.Development | The board reviewed the line item budget. | Deferred |
Treasurer Update | We are talking about our current budget and a draft budget proposal will be sent to the board shortly. | Action item:
|
Board Only Meeting
Correspondence Update(s) | Samantha has updated the board on hiring an investigator. | Action Item:
|
HR topics | We are deferring this subject until Sherwin is updated and can work with the HR committee. | Deferred |
November 17, 2020
Date: November 17th, 2020
Time: 6:00 PM – 9:00 PM
Location: Online/Cyberspace
Attendance:
Board Members: Christin Milloy, Jad Jaber, Samantha Fraser, Maher Sinno, Grant Gonzales, Sheldon Dixon, Ande Clumpus, Brian De Matos, Yuri Hernandez.
Staff: Sherwin Modeste, Amber Moyle (staff portion of meeting), Bobby MacPherson (staff portion of meeting)
Regrets/Absent: Michael Erickson, David Lewis
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the agenda | Approved |
Approval of Minutes | Approval of Minutes: November 2nd 2020 | Approved |
Staff Updates | Amber has updated us on: 1. The Pride Toronto Creative Studio & Artist Residency Program – – Event handbook – Applicant registration -Website – Booking program – Test run – Launch event – Yohomo
2. Newsletter Nov 23
3. Social media coordinator Bobby: Gave us an overview on Grants – We are in the middle of audits and Audits are going well. | Action Item:
|
Human Rights Update | Special Code on OHR | Report Received |
AGM Update | Grant and Bobby have updated the board on AGM planning. We are sending out applications for board recruitment and we will be sending a save the date before the official notification. A reminder of interim board members to send their intention of running at the AGM to the Secretary by november 23rd. A member of PT has made some concerns in the past about certain grants. | Action Items:
|
Staff Bios on Site – Discussion | Staff and Board are setting out Bio’s for our website. Some staff wish not to be listed on the site. | Deferred to Sherwin |
Sherwin on-boarding | Samantha and staff are setting an onboarding plan for Sherwin. | Received |
Media strategy for ED news | Getting Sherwin ready for media inquiries. | Action Item:
|
Treasurer Update | Had a finance committee meeting. Sherwin will be briefed on financial issues. | Received |
Community Engagement & Social Media | We spoke about our culture and social media posts, promoting more community local artists. | Action Item:
|
Role Reviews Next Steps | Board has done a review of roles regarding staff. Sherwin will do a review on staff, organisational structure overview. | Action Item:
|
Member Request | We received a request from membership. | Action Item:
|
HR Updates | Samantha updated the board on HR matters. | Action item:
|
December 1, 2020
Date: December 1st, 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Christin Milloy, Jad Jaber, Samantha Fraser, Maher Sinno,David Lewis, Grant Gonzales, Sheldon Dixon, Ande Clumpus, Brian De Matos.
Staff: Amber Moyle (staff portion of meeting), Bobby MacPherson (staff portion of meeting)
Regrets/Absent: Michael Erickson.
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the agenda | Approved |
Approval of Minutes | Approval of Minutes: November 17th 2020 | Approved |
Senior Staff Updates | Amber has updated the board regarding: ED announcement, website update and social media. New staff for SM. We are also applying for a new grant for 25k to help with virtual Programing. Creative Studio & Artist Residency Program has been launched. | Recieved |
ED Report | The board has received the ED report. | Received |
Website Bios Positioning & Titles | We are discussing the best place where BoD bio should be and published board minutes should be on the website. | Action Item:
|
Facebook Logo | Logo was posted on FB and we are discussing the marketing strategy and use on SM. | Action Item:
|
AGM Update | We have received an update on AGM planning. | Motion: Approved $1,600 for agm cost. Motion: Approved. |
Board Recruitment | We strategically plan on outreach to priority communities. The Selection Committee is starting up on this. | Action Item:
|
Queer Seniors Statement/Committee | We have been in convection, with senior 2SLGBTQ networks. We are discussing setting out a statement addressing these issues. | Action Item:
|
Treasurer Update | We are updated on the finance committee. | Received |
Sherwin ED community/ Membership get to know online meeting | A meet and greet event will be organised so our membership and community can meet Sherwin. | Action Item:
|
Pending Membership Approval | Pending members have been sent to the board for approval. | Motion: The board has approved and membership Approved 4 new members. |
Additional ED Report Items | Sherwin has recommended HR matters. Sherwin has been empowered to make HR decisions report to the board. | Motion: Cost of living increase to retroactive from september for volunteer coordinator. |
December 15, 2020
Date: December 1st, 2020
Time: 6:00 PM – 9:00 PM
Location: Online/teleconference
Attendance:
Board Members: Christin Milloy, Jad Jaber, Samantha Fraser, Maher Sinno,David Lewis, Grant Gonzales, Sheldon Dixon, Ande Clumpus, Brian De Matos.
Staff: Amber Moyle (staff portion of meeting), Bobby MacPherson (staff portion of meeting)
Regrets/Absent: Michael Erickson.
Agenda Item | Notes | Motions/Action Items |
Approval of Agenda | Approving the order of business: Agenda | Approved |
Approval of Minutes | Approval of Minutes: December 1st, 2020 | Approved |
Declaration of Conflict of Interest | No declaration of conflict of interest | None Declared |
Decisions Tracker (Between Board Meetings) | Decisions made outside of regular board meetings | Approved |
Senior Staff Update | Staff has updated us on the new grants they have applied to and specifically, an update to the 2S- tales funding grant, it is moving forward. Staff have updated us on our audited finance, this is completed and a report will be delivered to the board this week. | Received |
Branding Manual (Follow Up) | Primeau has given us an overview on the website outline. Board members have given feedback | Received |
Executive Director Report | The board has received the Executive Director Report and Sherwin gave us an oview on it. | Received |
Treasurer Report | Treasure has stated a verbal report and update on a finance committee. | Received |
Member Motion / Volunteer Restructure | We were updated on concerns from a member and discussed the best way to go forward. Regarding volunteer restructure announcement we are discussing | Action Items:
|
Programming Presentation | Staff has presented us a report and overview on Pride Toronto’s current programming. assessing issues and changes that are being made. The board has had a chance to make input. | Received |
Annual General Meeting Update and Discussion | Board Recruitment Deadline application Jan 3rd for application deadline. We have an Interview/Selections Committee: Sheldon, Samatha, Grant, Brian, Sherwin. are on it. So far we have 6 applications. Community Outreach we have reached out to 200 agencies via email and staff are calling selective agencies. There will be a Q&A session regarding board recruitment. December 28th – 2pm. | Action Item:
|
Policy Committee Report | By-Law Amendments (Executive Summary) By-Law Amendments, Package 1 By-Law Amendments, Package 2 Membership Structure Executive Director (ex officio) Removal of Director The Executive Committee item has been taken out of bylaw amendments. Sponsorship Policy has been deferred BoD Expenses and Reimbursement Policy item has been deferred. | Motion: Approving Package 1 to move forward to AGM for a membership vote. Mover: Grant Second: Samantha Motion: Passed – Motion: The Board has put forward the membership change package that will be voted on in the next AGM. Mover: Grant Second: Samantha Motion: passed – Motion: to move forward Executive Director officio – by law amendment moved to the next AGM for a vote. Mover: Grant Second: Samantha Motion: approved – Motion: Approve to move section remove the director amendment to be voted on, at the next AGM. Mover: Grant Second: Samantha Motion: Approved – Sponsorship and reimbursement policy has been deferred. |
Board Only Meeting
Social Media and Local Artists | Deferred | Deferred |
Master Services Agreement | We will be going forward with Natasha and Sherwin and Samantha will sign their contract. | Received |
Anti-Black Racism Training & Next Steps | Board has got input from staff and other options are being considered. | Action Item:
|
Equitable Action for Change | Item Deferred | Deferred |
Committee Update | Item Deferred | Deferred |
Holiday Break and Next Meeting (January 6) | We will meet in the new year | Adopted |
