1

MINUTES TAHSIS LITERACY SOCIETY April 28, 2009 Meeting commenced at 7:45 p.m. Attendance: Judy Burgess (President - Tahsis Literacy Society) Katrina Kornylo (Treasurer - TLS/Teacher - CMESS) Judy Ellis (Vice President) Staff - Janet Clouston (LOC) Apologies: Catherine Gordon Darrell Hunter (Member) Debra Conibear (Chair - Spirit of BC) Approval of the Agenda: Motion: Anne, Seconded: Jude. Motion carried. Adoption of the Minutes: Motion: Anne, Seconded: Jude. Motion carried. That: the minutes of the regular meeting of March 24, 2009 be adopted as circulated. Correspondence: Judy discussed the correspondence regarding hiring of the Literacy Outreach Coordinator (LOC) and all agreed that the process went well. There was also a discussion regarding the contribution agreement with Literacy Now for Literacy Outreach Coordinator position and related expenses. Treasurers Report: Motion: Judy E., Seconded: Jude. Motion carried. That: the Treasurers report be accepted as follows: Katrina explained that the Society had received the proposal for the Strong Start program and has released the budgeted amount to them. The Puddle Ducks Daycare still needed to complete their proposal and Carline Calder will be given a deadline of May 5th to submit the proposal. An evaluation form needs to be sent out and needs to be completed to start the process of applying for your next funding cycle with Literacy Now. We also need to complete reports to Literacy Now and School District 84. Banking fees are starting to become more expensive but there is money in the budget set-aside for such expenses and we are within budget parameters. The Family Literacy Day event that was held at CMESS on February 11th for Family Literacy Day was sponsored by Spirit of BC and books were provided by Janice of North Island Collage so our costs were minimal. We still have Anne Cameron (Village Liaison/Member) Jude Schooner (Acting Secretary) Tony Ellis (Member)

Glynne Howell (Teacher - CMESS) Natalie Nelson (Principal - CMESS) Dave Wills (Member)

2
money in the budget for an event which needs to be spent by the end of July. Janet asked if we were able to carry over or retain unspent dollars from the 2009 budget to use in 2010 which is often customary with funding partners (5% is usually acceptable). Katrina did not know if this was possible and would enquire. President's Report: Judy reported that the search for the LOC was quite time consuming. Tony Ellis reported on behalf of the hiring committee that the process went well and they were pleased with the successful candidate. Old Business: Coordination Sub-Committee: Discussion on hiring of new LOC occurred in the previous discussion and there is no further need to discuss this item. Evaluation procedures: The Society is required to compile an evaluation report on the monies that have been received and the distribution of such funds. Judy discussed the evaluation procedures for funds disbursed and results. A report needs to be prepared for Literacy Now for the next phase of funding. Janet agreed to assist with completing the evaluation forms and make sure that the data is harmonized with the requirements in the final report which is required in July. Literacy Society Directors: Catherine Gordon is resigning from the Tahsis Literacy Society effective immediately. Judy B. discussed the need to add attendance rules for Board members into the constitution at the next AGM. Group reviewed the policy as board members who miss 3 meetings in a row will be asked to resign if they are no longer interested in attending. New directors are required and should be recruited. Lori Bennett has expressed interest and Judy B. said she would ask her if she will put her name forward as a possible board member. Jude said that she would like to remain involved with the Society and will discuss this with the Village Council to ensure that there is not conflict of interest. New Business: Tahsis Days: Tahsis Days this year are July 18th and 19th. The group discussed hosting an event during Tahsis Days and to have a book raffle for childrens books. Such a raffle was a part of the Literacy Event held at CMESS on Feb. 11th this year and was very well received. Janet enquired if we planned on entering a float in the parade. Attendees thought that this was interesting and that we would discuss this at the next board meeting. Janet said she would work on some ideas and present them at the next meeting. Motion: Anne Seconded: Tony Motion carried. That: The Society is to spend up to $100 for books for the book raffle to be held during Tahsis Days. Katrina discussed the various activities that we could do for children during Tahsis Days. Judy said that the Library was discussing doing an event for the launch of the literacy kits at the same time. Motion: Katrina Seconded: Anne Motion carried. That: the Society to hold a Literacy Fair as a part of Tahsis Days. A letter is to be written requesting space in the Community Centre for the Literacy Fair. Janet asked that we try and include adults in the Fair as well as in the book raffle. Janet will draft a letter for Judy B.s signature.

3
Food Security/Community Gardens: VIHA representatives came to Tahsis recently and hosted a discussion regarding food security and establishing a community garden. They are providing funding through the Community Food Action Initiative and Judy B. has received package from them with information on the grant process. The group discussed the town of Ladysmith who have a community garden and are growing vegetables on municipal property. Anne was very familiar with the community garden in Powell River and that this is quite successful in that community but does require quite a lot of work to maintain. She also discussed a truck from Campbell River that is prepared to bring in quality soil to Tahsis and will transport recycling materials on the trip back to Campbell River. There is a need for an agency in Tahsis to step forward to apply for funding and VIHA has indicated that it is very much in favor of Tahsis receiving funding. The group discussed the possible connections between literacy and the community garden. This is a learning process and participants in the project would be learning about sustainable living. There is also a connection between hunger and literacy; people cannot learn on an empty stomach. The group also discussed the connection between health promotion and learning. A Literacy slant can also be built into the Food Security initiative. A greenhouse was identified as a necessary part of the project as well as a garden area. A possible site for the garden is yet to be identified, although the representatives from VIHA advised that using a space on School grounds would be a useful idea. They also felt that there was sufficient sunlight at the site on School grounds already suggested by Council, for such a plan to work. CMESS will be approached to provide the land for the garden and greenhouse. (Exposure to sunlight is an issue and we would need to consult with people experienced in this area.) Janet indicated that she would do the work required to complete the grant application. Motion: Anne Seconded: Jude Discussion: Tony expressed concern about whether this indeed was within the mandate of the Society. Motion carried. That: the Society complete the grant application for VIHA funding for Food Security under the Community Food Action Initiative. Summer Reading Club: Janet asked that we review the need for summer programs in Tahsis and that the Society look at playing a role in establishing a summer reading program. The group agreed that this would be a positive project and that we would review this concept at the next board meeting. Adjournment: Motion: Katrina., Seconded: Jude. Motion carried. That: the meeting be adjourned. Next meeting: Tuesday, May 26th 2009 Adjournment at 9:15 pm