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MINUTES of Volunteer Planning Meeting20 October 2011

5:30 p.m. to 7:30 p.m.

At the offices of Macleod Dixon LLP in Toronto

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Volunteer Planning Meeting20 October 2011

• Agenda• 5:30 – Welcome attendees• 5:45 – Introduce attendees• 6:00 – Review tasks to be achieved• 6:30 – Attendees volunteer for tasks• 7:00 - Groups decide how to proceed• 7:30 - Adjournment

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Volunteer Planning Meeting

• Volunteers in attendance• Max Chiswick – professional poker player• Cathy Hume – Pres & CEO of CHF Investor

Relations, Director TTP• Janne Duncan – Partner, Macleod Dixon,

Advisory Board Chair TTP• Lorraine Kirchmann, Professional Facilitator

for Imperial Oil, ManuLife etc• Ghada Kandil, TD• Minu Mark, TD (Engineer)• CK DesGrosselliers, Hope Air,

Communications Manager• Martha Deacon, The Townships Project• Call in no: 1-877-213-3359 ID 2559738 used

by Lara, CK and Sondra

• Volunteers in attendance• Sabrina Wang, TD• Lara Root, TD Bank, Human Resources• Nana Aba Duncan, Assoc. Producer CBC

Radio, Director• Heather Cheeseman (formerly

Dickison), CA – KPMG• Sondra Wiseman, Management

Consultant,• Ian Stevens, Architect• Dale Houser, Private Client Group,

Raymond James• Maria Khoury, Scotia Bank, Global Risk

Management

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Volunteer Planning Meeting

• Partial list of volunteers unable to attend this evening who have indicated interest in helping with one or more tasks:

• Alyson Caseley (L2E; website)• Sylvia Brade (newsletter; website)• Ellen Lowcock (L2E)• Kathy Chapman (WiM connections)• Avril Cole (corporate fundraising)• Jennifer Stewart (L2E)• Maya Mboup (website)• Candida Paltiel, Film Producer• Kirsten Jones (L2E) – ran it for 3 yrs• Nancy Hill (L2E – night of)• Ashley Edmison (L2E – night of)

• Audrey Ho (Ashoka application)• Miranda Werstiuk (corporate

fundraising)• Angela Bishop (strategic planning)• Alicia Ferdinand (business plan)• Daniele Spethmann (corporate

fundraising)• Lorraine Godwin (WiM)• Jennifer McGuinty (volunteer

coordination)• And please consult Martha for

others from our records who have indicated continued interest

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Tasks needing volunteers

1. Lend to End 2012

2. Volunteer Overseer/Co-ordinator

3. Ashoka Fellowship Application

4. QuarterlyNewsletter

5. Christmas letter

6. Websites – The Townships Project in Canada and South Africa; Lend to End; MicroFranchising Launch; Tip to Tip for Africa

7. Database Management

8. Editing 12 Hours of video from MicroFranchising Launch

9. Foundation funding application

10. Approach to corporations

11. Business plan, budget and financial review

12. MicroFranchising Launch,planning for PDAC lookalike

13. Legal and tax compliance including corporate governance (export to federal jurisdiction from BC; HST refund? CRA compliance?)

14. Communications plan

15. Tip to Tip for Africa – 2012 – www.tip2tip4africa.org

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Volunteer Planning Meeting

1. Lend to End 2012 – Chair and committee members needed• $75,000 - $100,000 to be raised on second Thursday in May (May 10th):

this will be the sixth year for this branded event (www.lendtoend.org)• Past history: held at Alice Fazooli’s from 5:30 – 9:30 p.m. with Kush

(Etric Lyons) as the band & Betty Richardson singing; silent auction; VIP $150; general admission $40; sponsors and patrons sought for $50,000 - $75,000 total – they are really the key to the fundraising aspect

• Needs a re-vamp and a new venue• Alyson Caseley was chair this past year so has a lot of knowledge:

Kirsten Jones will come on Oct 26: she ran the event 2007 - 09• Special planning meeting to be held on 26 October from 5:30 – 7:30 at

Macleod Dixon (light supper served)• Volunteered to help: Lara Root, Sondra Wiseman, Ghada Kandil,

Heather Cheeseman, Minu Mark, Sabrina Wang, Maria Khourv

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Volunteer Planning Meeting

2. Volunteer Overseer/Co-ordinator to ensure things are really happening

• Estimated time required: 2 hours/week; 8 hours/mth• Would oversee all these tasks and keep them moving• Would update the volunteer survey periodically and keep the

excel spreadsheet update• Plan to split the role between two people, so there is a

separate co-ordinator for communications and one for other activities

• Not yet settled .. L2E Chair will take on that role for L2E; still need a communications chair and a fundraising activities chair

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Volunteer Planning Meeting

3. Ashoka Fellowship Application – • One-time task: estimated time - 10 hours• An Ashoka fellowship would support Martha’s work for

up to three years. • It is very prestigious and a great connector as well. • It would cover the cost of Martha’s stipend: she is

currently paid (theoretically as we don’t now have money) for 11 2/3 days/month at CIDA rates

• It needs careful drafting and follow-up• Volunteered to do: Dale Houser and Sondra Wiseman

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Volunteer Planning Meeting

4. Quarterly Newsletter• To be emailed to all supporters: what service is best? Can

eTapestry be used? • Subscribe/unsubscribe function• Editing function – needs banner branding etc.- estimated time

8 hrs/mth for editor• Story writers need to be coordinated• Alyson Caseley had indicated a willingness to take this on in

the past…• Volunteered as story writers: Nana Aba Duncan, Maria

Khourv, C K DesGrosselliers, Sondra Wiseman (Sylvia Brade from World Vision, Nancy Hill, Ashley Edmonds have all previously indicated a willingness to help as well)

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Volunteer Planning Meeting

5. Christmas letter• Our only annual mail-out letter (1800 go out)• Can raise up to $60,000• Vancouver group will mail it as they have for 12 years• Catherine Gordon of SimpleLogic will help edit Martha edit it • Nana Aba Duncan volunteered to help Martha review

mailing list to take off the moved/deceased…- Nana Aba and Martha to meet Tuesday, October 25th

• Carol Ouellet will then send the revised list to the Vancouver group for label printing…

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Volunteer Planning Meeting

6. Websites – The Townships Project in Canada and South Africa; Lend to End; MicroFranchising Launch; Tip to Tip for Africa

• Review the structure and contents of each website• Record all the information about how to make changes and make a

site map• Ensure that the structure of each website is fully open to changes so

that we’re not reliant on a web hosting company at great expense• Update all the content with the help of the story writers and work out a

method to ensure that all sites are kept update on a monthly basis• Estimated time – 2 hrs/week; 8 hrs per month until it’s done; then

rotating responsibilities for each website? Should it be ONE WEBSITE???

• Volunteered to help: Max Chiswick, Janne Duncan, Katherine Gordon as well as Maya Mboup, Alyson Caseley and Nancy Hill in the past.. Maria Khourv volunteered to help with content.

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Volunteer Planning Meeting

7. Database Management • One time assessment job: 10 hours? Report to board with recommendation

and cost comparisons• For Canadian donors and for South Africans involved in the MicroFranchising

Launch (which is growing exponentially)• Password protected• Needs to be taught to and accessible by our South African employees • Compare eTapestry (which we now use and pay $2500 annually for) with

Canada Gives , Razoo (Max Chiswick’s suggestion) and others• Carol Ouellet (Donna McPherson’s mother) has been doing our receipts

through eTapestry for the past 3 years on a volunteer basis• We have never had a full understanding of what eTapestry can do for us and

probably are not using it to its full potential• Cathy Hume volunteered to help with the assistance of others at her company• Janne Duncan to contact Sheridan for potential student resources as well

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Volunteer Planning Meeting

8. Editing 12 Hours of video from MicroFranchising Launch• All of this is on YouTube thanks to Max Chiswick• Martha Deacon can help with what is the most important part of it• Requires someone to first complete the summary of what’s on each

hour of video: summary of each hour takes about an hour: Martha has completed 3 of the 12 (so example is available) and the following volunteered to assist with additional hours: Heather Cheeseman, Nana Aba Duncan, Maria Khourv, Ian Stevens, and Minu Mark

• From that we can draw a story line• From that the editing can be completed on an Apple computer• Discussed creating a training series (2-3 minute intro, 3 to 4 10 – 15

minute segments, 5 minute conclusion) and short 3 minute clips for websites and corporate communications

• One time job – could be 50 hours in total over 2 – 3 months

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Volunteer Planning Meeting

9. Foundation funding application• Draft an application which can be easily customized for each individual funding

foundation• One time job, to be updated for each foundation – 10 hours?• 5 hours for each subsequent foundation and follow-up?• Use Foundation Search (largest and best database in North America) to find candidate

foundations• Prioritize them and set out the application process on a calendar approach to ensure no

deadlines are missed, and to ensure appropriate follow-up• Understand that we are searching for $0.01 of the $1.00 of funding given each year in

Canada: $0.95 is spent within Canadian borders; of the $0.05 balance, $0.04 are spent on disaster relief (famine, tsunami, earthquake etc.), and not in investment in the future

• David Hamilton is a resource (Oct 19th email on Canadian Business Social Responsibility; Anne McLellan, former deputy PM and Dalhousie Law grad in on that board: http://www.cbsr.ca/about-cbsr/our-board)

• Plan to revisit once work on Ashoka application is complete as expect can use some of the material

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Volunteer Planning Meeting

10. Approach to Mining Industry• We have concluded that our best bet in the corporate world, apart from

corporate South Africa, is the mining industry• We have some good connections in this industry both through Women in

Mining and through other connections• We need to create a volunteer team which can take on one or two visits each

and make them count - $50,000 over 5 years would be a great target for those in the top category (e.g Barrick, Franco Nevada); others with platinum plays in South Africa: Michael Jones of Platinum Group; Joel Kesler of Anooraq Resources; Robert Friedland of Ivanhoe; Eastern Platinum; and Platmin

• If we able to do that, we could stabilize ourselves very quickly• Cathy Hume volunteered to lead the initiative. Ghada Kandil and Dale Houser

volunteered to assist, and others noted they could assist with contacts in the industry as needed

• First meeting held Saturday, 22 October at 10 a.m.

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Volunteer Planning Meeting

11. Business plan, budget and financial review• January 10, 2011 two-year business plan needs

updating• Need to work with the corporate, foundation and

other fundraising components• Should be completed before Christmas 2011• Lynda Moore completing strategic plan with Martha

which can be leveraged• Volunteered to assist: Heather Cheeseman, Minu

Mark, Ghada Kandil, Sabrina Wang

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Volunteer Planning Meeting

12. MicroFranchising Launch,planning for PDAC lookalike• MicroFranchising Launch can become the financial

foundation of The Townships Project• Annual Launch to be the focal point for the development of

microfranchising in Africa and perhaps around the world• PDAC model; MicroCredit Summit model• Cathy Hume has volunteered to set up lunch with PDAC

organizers to discuss• Others expressed interest to assist going forward: Ghada

Kandil, Sondra Wiseman, Maria Khourv, Sabrina Wang, Nana Aba Duncan

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Volunteer Planning Meeting

• 13. Legal and tax compliance (export to federal jurisdiction from BC; HST refund? CRA compliance?) as well as Corporate Governance

• Janne Duncan has already started obtaining and reviewing Board minutes

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Volunteer Planning Meeting

14. Communications Plan• Create communications plan which

considers website, quarterly newsletter, use of social media, video segments, etc

• CK DesGrossellier has volunteered to lead and manage others who will assist on communications committee

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Volunteer Planning Meeting

15. Tip to Tip for Africa – 2012 – www.tip2tip4africa.org

• The group agreed this looked like a fun event but decided to postpone any work on it until 2012 as we have plenty to do right now!

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What am I doing?

• Since MicroFranchising Launch:• Department of Trade and Industry (South Africa) has asked us to

organize ABCD and MicroFranchising Launch session in each of 10 provinces: we are planning 5 for 2012: FMD working to set up the timing and the networks required

• Set up The Townships Project trust in South Africa:– to oversee “implementation partnerships” to carry out our work: e.g Standard Bank, LegalWise, franchise consultants, ABCD consultants; other corporate and government partners

• Tip to Tip for Africa fundraising – Thanksgiving Weekend in Prince Edward Island; aiming to establish permanent mechanism to run this

• Toronto International Microfinance Summit – Sept 17th

• Coady International Institute – meetings re ABCD and with Comart Foundation (one of our funders) over Oct 15 – 17th weekend

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Volunteer Planning Meeting

Conclusion:• Refer to each slide for:

– Volunteer Jobs Assumed– Individual in charge – Team Members

• Everybody to email Janne Duncan (janne.duncan@macleoddixon.com) with contact information in order to ensure we have an up to date volunteer database and contact list

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Volunteer Planning Meeting

Next meetings same time and place:

26 October 2011 – L2E particularly, but there will be a separate room for others if they’d also like to meet

30 November 2011 – for everyone to update the group on what has been achieved

Meeting adjourned by 7:30 p.m.

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Volunteer Planning Meeting

• THANK YOU!• marthadeacon@thetownshipsproject.org• Minutes prepared by Heather Cheeseman