APRA Canada Board of Directors Meeting
Via Teleconference
Wednesday, May 20, 2015
1:00 EST – 2:30 EST
PLEASE NOTE PHONE # AND PIN #
Toll-Free Dial-In #: 1-866-740-1260
Attendee PIN: 8752345
Attendees: Tracey C., Caitlin M., Melissa Y., Shannon D., Julie L.
Regrets: Gretchen W., Melody S., Whymark A., Steven S., John H.
AGENDA
1.
Welcome Tracey Church
2.
Discussion and approval of minutes
Discussion
Motion to Approve Minutes: Tracey C.
Seconded: Shannon D.
All in Favour -- Passed
All
3.
Board Reports from Directors a.
President Tracey Church
APRA-Canada By-Laws
As discussed in the board meeting in March, I was going to meet with a regional lawyer to ask about possible options for updating our current by-laws, which were passed in 2012 but do not align with our current processes, and we are restricted by the BC Society Act.
I have met with David Dickey of Cohen Highley LLP twice (once in person and once by phone) to discuss: a) revision of the by-laws to align with our current processes, and b) to see what solution, if any, there would be in regard to the restrictions that we are currently registered with the BC Societies Act
To date, David has been working on the “b)” portion and I have been rewriting the by-laws to meet the “a)”.

At this point, without getting into too much “legaleeze”, BC is one of the few provinces which does not allow the “export” of their associations to Ontario easily (but does to a few other provinces). David has contacted the BC Society Act representatives to see if they would allow for the export of our association, so that we could then register instead with the Canadian Not-for-Profit Corporation Act (rather than Ontario, or another province and get into the same problems again). BC has not yet responded to his query.
If BC will allow exporting of our association, I will then come back to the Board to see if we wish to do so and register with the Federal Act. I asked the process and cost and we would have to write our Constitution (which is pretty good as it now stands); our by-laws*; get a consent of the membership (next AGM) with quorum; then file with the Receiver General of
Canada ($250). *Note: we will also have to see if our by-laws address those recommended by the Federal Act (right now ours are the default BC one). So I will not complete the by-law re-write until we know which way we are going on this.
If BC will not allow exporting of our association, then we are stuck with BC and the current restrictions of the BC Society Act (such as we must have a BC “home address”, must have a
BC Director, and must host the AGM from BC). In which case, I will just re-write the sections of our by-laws which don’t align with our current process and send for refiling. By the way, since we are updating sections, the amendments will have to be re-accepted at AGM by votes. I am holding off contacting our current BC lawyers, since they are costly. David did say that they do not have a BC office, but there is nothing stopping us from changing lawyers in
BC if we find another that might be willing to charge us less.
• To date, David is doing his work pro bono through Cohen Highley LLP.
Other Business: Prospect Research in Canada
Liz Rejman has spoken to Jim Hilborn of Civil Sector Press (basically a publish-your-own business for the charitable sector) and she and I met to discuss next steps.
If funding is approved by the board, the project timeline will be roughly:
• Summer 2015: announce book project and call for editorial committee
• Fall 2015: call for chapters, as outlined by committee and solicit for sponsors (KCI has already expressed interest as has CharityCAN, in informal discussions)
• Spring 2016: compilation/editing of submitted materials
• October 2016: launch of book at APRA-Canada Conference
Hilborn said this timeline would work for them as well.
Liz has expressed an interest to be on the editorial committee. I will join as well.
Motion to approve $10,000 for production of an initial run of 250 books (with the thoughts that some of these costs may be alleviated by sponsorships)
Motion: Tracey
Seconded: Caitlin M.
All in Favour -- Passed
Action Item: Tracey will email everyone not present at this meeting to ensure that quorum is reached to approve motion. DONE

Tracey to contact Liz to let her know the board has approved the project and to move forward with next steps. b.
Treasurer/Vice President
Tracey C. presented the financial report provided by Gretchen W.
APRA Canada Financial Statement
April 1, 2015 to May 20th , 2015
Assets
Cash (as of April 1st ) $35,523.33 $35,523.33
GIC $50,000.00 $50,000.00
Total Net Balance $85,523.33
Revenue
Webinar Registrations
Webinar Recordings
$50.00
Total Revenue
$985.00
$935.00
Total Balance
Costs & Expenses
$86,508.33
Legal Fees
Regional Lunches $902.44
$80
Absent
APRA Summit Meeting/ Air Travel
Bank Fees $175.00
None in March/April
Total Costs $1,167.44
Revenue Pending - Payment from PayPal (Webinar Registrations less PayPal Fees)
Expense Pending- $270.84
ReadyTalk Invoice (paid by VISA today – will show up on VISA statement at end of May)
Balance as of May 20th, 2015 = $34,618.52 + 50,000.00 = $84,618.52 c.
Secretary Caitlin McLellan
APRA Canada Radhika Jaggernauth Memorial Scholarship
Kat Carson (Previous year award winner, University of Calgary) and I formed the selection committee. We had a successful turnout with 6 strong applications from across Canada and representing a diverse range of experience levels and industry (health, the arts and education)
The successful applicants (who have accepted the awards) are:

Selene Hur – Manager, Prospect Research YMCA of Greater Toronto
Ryan Eason – Manager, Analytics Canuck Place Children’s Hospital (Vancouver)
As of last week, letters of acceptance have been collected, so an announcement will be going out to the entire membership shortly. d.
Communications Absent
Tracey C. presented the communication report provided by Melody S.
I am focusing on two issues we have regarding communications.
1) list matching with membership list: I will try to put together a plan to sync our lists from membership database to our email list so that new members are updated timely with our email communications.
2) coordinate emails: I wonder if anyone wants to send an email to members can send the email to all directors (instead of just me) with the intention. This way, other Directors are aware of the timing of email going out to members. If anyone has anything else to be sent at the same time, that can be communicated immediately so that our email campaigns are more coordinated. e.
Professional Development
A report from PD was not shared at this meeting. No update at this time.
Absent f.
Membership Melissa Young
APRA Canada membership continues to grow and we have excellent representation across the country from various institutions. Currently we have 222 active members with 2 pending members which I plan to look into.
I circulated a draft email to the board regarding the membership renewal email I would like to send out to the membership the first week in June.
Note: All current APRA Canada memberships will expire on June 30th, 2015. I would really like the board’s feedback on ideas on how we can enhance membership benefits. I still plan to create a welcome & renewal package and review current membership benefits to market and promote the benefits of an APRA Canada to the current membership and to other organizations. I was wondering if we currently have a welcome and renewal package?
Action item: Add a links to website for board requirements, update profile and rephrase the
‘FYI’ section. g.
Regional Absent
[NOTE: Steven Sorensen was absent from the meeting and a copy of the board report was not presented at the meeting, but was circulated at a later date]
There are no recent Regional Representative activities to report for May 2015.
Steven Sorensen has the following action items planned for the end of May and the month of June 2015:

1) Send out an e-mail to APRA-Canada Regional Representatives during the week of May
25, 2015 about setting up an APRA-Canada dinner at the APRA International Conference in
New Orleans (July 22-25, 2015).
2) Create a guide document for APRA-Canada Regional Reps.
3) Check into the possibility of sending out an e-mail request to fill Regional Rep vacancies to APRA Canada members.
Absent h.
External Relations/Conference Co-Chair
Tracey C. presented the External Relations report provided by John H.
APRA Canada Conference 2016
Julie reached out to our 2014 Conference volunteers, and the majority expressed interest in repeating their roles for 2016!
Allison Smith - May be involved in programming, but not in a lead role
Crystal Leochko Johnston - Programming
Izabela Piasecka-Latour - Registration
Philippa Vaz - Registration
Sarah Anderson - Happy to do whatever we need
Sarah Marcotte - Hospitality & Volunteers
Selene Hur - Event Planning & Logistics
Stephanie Hilson - Communications & Marketing
The APRA2016 Pre-Conference survey results are in, and the majority of respondents voted to hold the conference in Toronto in the same location (followed by Vancouver then Banff).
31 people indicated they would be interested in volunteering, which should give us a good pool of candidates from which to recruit the remaining conference committee members.
Selene Hur has engaged the services of Strategic Site Selections (whose services are free of charge to us, as they collect fees from the hotels) to review our options for host hotel. They will include the Marriott, the Double Tree Hilton, and invite other candidates in the GTA, and then deliver us a list of ‘bids’ to consider. Selene is on vacation until May 23, and we’ll review the bids and visit the best site candidates when she returns. We plan to have our hotel site selected by mid-June.
External Outreach for 2015
Meetings:
Anderson Charters, Owner, CharityCan
Met with Anderson, who was in Toronto on business, March 27 on the UofT campus.
Restated APRA-C’s gratitude for CharityCan’s conference sponsorship. Mentioned upcoming plans for the publication of a book on prospect research, and asked Anderson to consider
CharityCan advertisement/sponsorship to defray publishing costs. Had a good general discussion of other associations for APRA-C to partner with and emulate, including AHP
Canada and CAGP. Anderson offered to connect me with his contacts at both associations, which I will follow up on at our next meeting.
Cathy Mann, Academic Coordinator, Fundraising Management Certificate Program, and
Alanna Scott, Course Instructor, Fundraising Campaigns, Ryerson University, G. Raymond
Chang School of Continuing Education

Had a useful email exchange with Cathy Mann, who connected me with Alanna Scott
(incidentally, an old friend/colleague I lost touch with, and a former APRA-C board member who says “hi” to the board!). Spoke with Alanna by phone on May 15 about the
Ryerson/Chang Fundraising Management program. Shared APRA Body of Knowledge document with her; she would like to use APRA-C members to film short videos on specific topics of interest to include in course materials, which are sometimes taught solely online; this would be a good opportunity for members to promote APRA-C and the benefits of membership. She offered to promote APRA-C resources to her students in relevant lectures.
I will keep her informed of upcoming APRA-C professional development (webinars and 2016 conference) to promote to students, and will join a LinkedIn group for grads of the program to do the same. Finally, I asked her to consider speaking at the 2016 APRA-C conference.
Upcoming Meetings:
Mark Hazlett, Executive Director, CCAE – breakfast meeting scheduled for May 26
Dean Seamus Ross, UofT Faculty of Information – meeting scheduled for May 27
Jill McCarville, A.J. Pickens and Jamie Donahue, iWave/Prospect Research Online – phone meeting scheduled for May 28 i.
Mentorship Shannon Doherty
There are currently 20 mentee-mentor matches in the program.
Since the last update in March, I have received four requests from mentees to be partnered, two have been matched, and I have reached out to several potential mentors.
A general note - there is a need for mentors in the Ottawa area.
4.
Other business
BC Member-at-Large Julie L.
Julie L. shared that the membership website should have a toggle that will allow for members to opt-out of emails. She also shared that the website service provider is working on getting the membership list functioning.
5.
Adjournment of meeting Tracey Church
Motion to adjourn: Tracey C.
Seconded: Julie L.
All in Favour
Meeting adjourned at 1:56 p.m. EST