MINUTES OF A MEETING OF THE BOARD OF DIRECTORS OF THE CANADIAN COMMUNITY NEWSPAPERS ASSOCIATION HELD AT THE SHERATON CENTRE TORONTO HOTEL, TORONTO, ONTARIO, ON FRIDAY, FEBRUARY 5, 2010, AT 9:00 AM

PRESENT:
Coleen Campbell, Chairman
Mike Williscraft, President
Paul MacNeill, First Vice-President
Greg Nesbitt, Second Vice-President
Abbas Homayed, Treasurer
Frank McTighe, Corporate Secretary
Chuck Bennett, BCYCNA
Scott Nelson, BCYCNA
George Brown, AWNA
Roger Holmes, AWNA
Chris Ashfield, SWNA
Clark Pepper, SWNA
Neil Thom, SWNA
Don MacLeod, OCNA
Rick Shaver, OCNA
George Bakoyannis, QCNA
Heather Dickson, QCNA
Lynn Hennigar, ACNA
STAFF:
John Hinds, Chief Executive Officer
Tina Ongkeko, Managing Director, Community Media
Eileen Barak, Director of Government Affairs
Kelly Levson, ComBase General Manager
Katrina Santiago, Program Manager

GUESTS:
Peter Kvarnstrom, Co-management committee
George Affleck, BCYCNA General Manager
Dennis Merrell, AWNA Executive Director
Steve Nixon, SWNA Executive Director
Anne Lannan, OCNA Executive Director
Greg Duncan, QCNA Executive Director
Suzanne Raitt, CNA, VP Innovation & Marketing

1. CALL TO ORDER & CHAIR’S REMARKS
Chairman Coleen Campbell called the meeting to order at 9:01 AM. She commented on the discussion at the working dinner the evening before, indicating that it was good quality input for the executive committee. Coleen welcomed a new board member, Scott Nelson from BCYCNA, and Peter Kvarnstrom as both chair of the co-management committee and acting director from BCYCNA. Coleen also welcomed Suzanne Raitt, Vice President, Innovation and Marketing, from CNA who will be presenting her marketing report.

Coleen informed the board that Lana Meier, who served on the board for 10 years from MCNA, and Brad Alden from BCYCNA have both resigned from the board.

MOVED by Greg Nesbitt, seconded by Frank McTighe THAT THE CCNA BOARD ACCEPT WITH REGRET THE RESIGNATION OF LANA MEIER AS A BOARD REPRESENTATIVE FROM MANITOBA. THE BOARD WISHES TO THANK LANA FOR HER DEDICATED SERVICE TO THE BETTERMENT OF THE INDUSTRY OVER THE PAST 10 YEARS, AND WISH HER ALL THE BEST IN HER FUTURE ENDEAVOURS. CARRIED.

MOVED by Chuck Bennett, seconded by Scott Nelson THAT THE CCNA BOARD ACCEPT WITH REGRET THE RESIGNATION OF BRAD ALDEN AS A BOARD REPRESENTATIVE FROM BRITISH COLUMBIA. THE BOARD WISHES TO THANK BRAD FOR HIS DEDICATED SERVICE AND WISH HIM ALL THE BEST IN HIS FUTURE ENDEAVOURS. CARRIED.

2. APPROVAL OF AGENDA 
The marketing committee presentation was added before the CCNA office report and the nominating committee was added to Other Business.

MOVED by Rick Shaver, seconded by Chris Ashfield THAT THE AGENDA BE APPROVED AS AMENDED. CARRIED.

3. APPROVAL OF MINUTES
a. October 23, 2009 - Ottawa
MOVED by Lynn Hennigar, seconded by Abbas Homayed THAT THE MINUTES OF THE MEETING HELD OCTOBER 23, 2009 IN OTTAWA BE APPROVED AS CIRCULATED. CARRIED.

4. BUSINESS ARISING
George Brown asked if it would be possible for directors to receive a draft of the board minutes within a few weeks of the meeting.

Mike Williscraft informed the board that he would discuss the ComBase taskforce later in the meeting.

Peter Kvarnstrom asked the board about their thoughts on having the 2011 conference in Vancouver. The board referred to the motion at the last board meeting approving Vancouver as the location.

5. IN-CAMERA SESSION
An in-camera session was held with the chief executive officer present. There were no motions arising.

6. PRESIDENT’S REPORT
Mike Williscraft presented his written report, adding that he is looking into possible federal government funding for ComBase. He also informed the board that the Government Relations committee had two meetings, one in early December and one after Christmas.

MOVED by Peter Kvarnstrom, seconded by Scott Nelson THAT THE PRESIDENT’S REPORT BE APPROVED AS PRESENTED. CARRIED.

7. TREASURER’S REPORT
a. 2009 year-end unaudited financial statement
Abbas Homayed presented the 2009 year-end unaudited financial statement. Roger Holmes questioned the zero budget for Mixed Bag and it was noted that it was a formula error that will be corrected.

MOVED by Abbas Homayed, seconded by Lynn Hennigar THAT THE 2009 YEAR-END UNAUDITED FINANCIAL STATEMENT BE RECEIVED. CARRIED.

8. Marketing committee presentation
Suzanne Raitt presented her marketing report and updated the board on the decisions of the CNA board of directors and of the marketing committee, composed of representatives from small- and large-market papers. She outlined her role, adding that she travels across the country to visit newspapers and agencies, giving presentations promoting the newspaper industry using both NADbank and ComBase data. She also noted that the Extra Awards for ads in newspapers is once again being offered, and ads in any newspaper can be entered.

Suzanne informed the board about the new presentation for 2010 which includes the latest national and international data. The format, a speed date, appeals to young media planners. She is delivering it to newspapers and at regional meetings and invited anyone interested to contact her.

Suzanne conducts case studies and provides an overview of the results in marketing pieces. Suzanne is working on a case study with the Canadian Tourism Commission and is looking to approach Wind, Scotiabank, Vitamin Water, Rogers, Nova Scotia Power and Grand & Toy. She invited board members to bring suggestions to her.

There was a discussion regarding moving to one logo and one name for marketing purposes only. Board members asked what the logo would be used for, to which Suzanne responded that it would be to establish a single marketing identity for the whole industry, much like Community Media Canada did for community newspapers.

MOVED by Paul MacNeill, seconded by Greg Nesbitt THAT STAFF BE DIRECTED TO DEVELOP THEMES AND DESIGNS FOR A NEW LOGO AND MARKETING IDENTITY TO REVIEW AND CONSIDER AT THE MAY MEETING. CARRIED UNANIMOUSLY.

MOVED by Greg Nesbitt, seconded by Clark Pepper THAT THE CCNA BOARD RATIFY THE JOINT MARKETING EFFORT OF DAILY NEWSPAPERS AND COMMUNITY NEWSPAPERS TO PROMOTE THE PRINT INDUSTRY AS A WHOLE. CARRIED.

8. CCNA OFFICE REPORT       
a. CCNA Activity Report
John Hinds presented his written report and updated the board regarding the issue involving the Canadian Media Circulation Audit program and its rules for the use of independent chartered accountants.

John also updated the board regarding the Publications Assistance Program (PAP) and the application process for the replacement program, the Canada Periodical Fund. He informed the board that Eileen Barak has been in touch with Canadian Heritage officials, who are planning to have another mailing out to members.

John informed the board about CBC and online advertising.  A number of members have contracts with CBC in terms of providing content. John let the board know that John Cruickshank from The Toronto Star will be helping with this issue.

MOVED by Clark Pepper, seconded by George Bakoyannis THAT THE DISTRIBUTION AND GOVERNMENT RELATIONS COMMITTEES, WITH THE SUPPORT OF CCNA’S OFFICE AND RESOURCES, CONTINUE TO PURSUE THE INCLUSION OF THOSE MEMBERS OF CCNA NOT ACCEPTED INTO THE CANADA PERIODICAL FUND; TO CONTINUE TO WORK TOWARDS MAINTAINING THE PROGRAM FOR THOSE MEMBERS IN THE PROGRAM; AND FOR THOSE COMMITTEES TO DEVELOP A STRATEGY TOWARDS THIS, AND TO PROVIDE A REPORT OF THESE EFFORTS AT OUR BOARD MEETINGS. CARRIED.

Opposed: Lynn Hennigar, Chuck Bennett.

MOVED by Clark Pepper, seconded by Heather Dickson THAT CCNA DEVELOP A STRATEGY TO ENCOURAGE THE FEDERAL GOVERNMENT TO REMOVE THE CROWN CORPORATION STATUS OF CANADA POST AND RE-ESTABLISH IT AS A FEDERAL DEPARTMENT OF THE GOVERNMENT OF CANADA. DEFEATED.

b. Co-Management report
John Hinds referred to his written report and noted that the current co-management agreement between CCNA and CNA expires at the end of June. Co-management committee chair Peter Kvarnstrom informed the board that a new committee chair will be chosen in May and that a vacant CNA spot will be filled by Natalie Larivière. He also indicated that the co-management committee is recommending that the associations renew the current agreement, maintaining the status quo for an additional two years.

MOVED by Mike Williscraft, seconded by Paul MacNeill THAT CCNA AFFIRM ITS COMANAGEMENT AGREEMENT WITH CNA AND WISHES TO ENTER A LONG-TERM RELATIONSHIP WITH TERMS AND CONDITIONS TO BE REVIEWED EVERY TWO YEARS. CARRIED.

c. Government of Canada Advertising presentation
Eileen Barak made a presentation to the board regarding the buying process within the federal government. The board requested that they be sent the presentation.

MOVED by George Brown, seconded by Chris Ashfield THAT THE CCNA AND OTTAWA ACTIVITY REPORTS BE APPROVED AS PRESENTED. CARRIED.

9. COMBASE REPORT
Kelly Levson presented her written report and added that the data is now in the early stages of being released. She indicated that she is reviewing a few more markets but the majority of them have been released. Presentations are available on the website and a press release has been distributed. The presentations continue to be updated.

MOVED by Abbas Homayed, seconded by Clark Pepper THAT THE COMBASE REPORT BE APPROVED AS PRESENTED. CARRIED.

10. COMMITTEE REPORTS AND RECOMMENDATIONS 
a. Better Newspapers Competition
Tina Ongkeko updated the board on the progress of the 2010 competition. By the earlybird entry deadline, over 50 entry packages had been submitted, which was over double that of last year. An estimated 285 papers entered and the office is halfway through processing entries. Final entry stats will be available by the end of the month.

b. Canadian Media Circulation Audit
Frank McTighe informed the board that the CMCA committee has not met, but work is ongoing.

There was some discussion regarding the purpose of the interim report. It was clarified that the interim report gives members updated circulation numbers twice a year as opposed to just once, and involves the same amount of work that it would take if members were to only submit reports once a year, since an audit covers a full 12-month period.

c. Community Media Canada
Paul MacNeill informed the board that the committee did not meet and there was no report.

d. 2010 Conference
Tina Ongkeko presented the draft program and promotional materials and encouraged everyone to register and book their accommodations.

A discussion took place regarding breakout sessions on editorial and small market publications.

John Hinds informed the board that the 2011 conference will be held in Vancouver at the Westin Bayshore with BCYCNA co-hosting. He also let the board know that the 2010 sponsorship target has already been reached.

e. Distribution and PAP Committee
Chuck Bennett referred to his written report.

f. Government Relations Committee
Mike Williscraft referred to his President’s report and Eileen Barak’s report.

g. New Ideas
Mike Williscraft informed the board that a new chair of the committee will be appointed following the resignation of former chair Brad Alden.

MOVED by Frank McTighe, seconded by George Bakoyannis THAT THE COMMITTTEE REPORTS BE APPROVED AS PRESENTED. CARRIED.

11. REGIONAL ASSOCIATION REPORTS
a. BCYCNA
Scott Nelson presented the written report.

b. AWNA
George Brown presented the written report, noting that AWNA has managed to improve their financial situation. They had a strategic workshop session with the board and past presidents to see how they are positioned for the future and are awaiting a report from the workshop facilitator to see how they did.

c. SWNA
Clark Pepper presented the written report and added that sales efforts in 2009 went over the $7-million mark, which will be going back to the membership.

d. MCNA
Greg Nesbitt presented the written report and invited everyone to the MCNA convention in April.

e. OCNA
Abbas Homayed presented the written report.

f. QCNA
Heather Dickson presented the written report and informed the board that the bylaws are in the process of being rewritten to perhaps include dailies and other English language papers. She also indicated that their relationship with Association de la presse francophone (APF) continues to be in good standing.

A brief discussion took place regarding the acceptance of dailies into the membership. Greg Duncan clarified that it will still be discussed with their board, but they will likely be slotted into the affiliate category of membership.

g. ACNA
Lynn Hennigar presented the written report.

MOVED by Scott Nelson, seconded by Frank McTighe THAT REGIONAL REPORTS BE APPROVED AS PRESENTED. CARRIED.

12. OTHER BUSINESS
a. Quill Nominations 
MOVED by George Brown, seconded by Frank McTighe THAT THE SILVER QUILL NOMINATION FOR [name withheld pending presentation] BE APPROVED. CARRIED.

MOVED by Abbas Homayed, seconded by Mike Williscraft THAT THE SILVER QUILL NOMINATION FOR [name withheld pending presentation] BE APPROVED. CARRIED.

MOVED by Abbas Homayed, seconded by Don MacLeod THAT THE SILVER QUILL NOMINATIONS FOR [name withheld pending presentation] BE APPROVED. CARRIED.

b. Nominating Committee
Mike Williscraft informed that board that he will be striking a nominating committee.

c. iPhone, Blackberry Application – Scott Nelson
MOVED by Scott Nelson, seconded by Chuck Bennett THAT CCNA DEVELOP AND COST OUT AN IPHONE AND BLACKBERRY APP THAT GEO TARGETS MEMBER COMMUNITY NEWSPAPERS’ WEBSITES. CARRIED.

d. Ideas for the board
MOVED by Chris Ashfield, seconded by Clark Pepper THAT EACH REGION BRING BACK TO THE CCNA BOARD IN MAY IDEAS FOR CCNA TO WORK TOWARDS. CARRIED.

e. Flyers Distribution Standards Association (FDSA)
Peter Kvarnstrom spoke to the board regarding FDSA, informing them that retailers are pushing to expand the audit to every distribution centre.

13. NEXT MEETING DATES
The next CCNA board meeting will be held in Toronto on Wednesday, May 12, 2010 from 10AM to 2PM.

Discussed was the possibility of beginning the board meeting the evening before and resuming it the next day, or having the entire board meeting the evening before to allow board members to attend the golf event taking place at the conference. The executive committee plan to discuss this and then inform the board of their decision.

14. IN-CAMERA SESSION
An in-camera session was held with no motions arising.

15. MEETING EVALUATION
Coleen Campbell encouraged everyone to complete the written evaluation and submit it to CCNA staff.

16. ADJOURNMENT         
There being no further business, the meeting was adjourned at 1:32 PM on a motion by Peter Kvarnstrom.