Minutes of the Hamilton-Wentworth Chapter Meeting
September 8, 2005

Members: Rosalind Minaji, Dianne MacKenzie, Kaywana Gargarello

Regrets: Frank Torelli, Deborah Doody, Ron English, Susan McClure, Marie Patenaude

Guests: Neena Monterio (Sts. Peter & Paul)

The Chair called the meeting to order at 7:15 p.m.

1. ADOPTION OF THE MINUTES

Review of minutes
The minutes of May 26, 2005 were approved.

2. CHAPTER UPDATES

Executive Positions

Due to family illness, Carrie and Sean Crockett have had to decline the Chair. Over the summer, Executive positions have been re-worked. Voting on Executive positions must wait for the October meeting due to lack of quorum at September meeting.

Acting Executive Positions are as follows:
Chair: Kaywana Gargarello
Vice Chair/Recording Secretary: Rosalind Minaji
Membership Secretary: Ron English

Volunteer Hours: 138

Membership:
No membership information this month as Ron has just taken over the duty. Membership recruitment and retention will be key to keeping this Chapter healthy. This year we will be introducing member discounts wherever possible. We will also provide an additional Member-only newsletter in the spring. In October, we will undertake a membership phone survey to determine the following:
" complete contact information including e-mail addresses
" promotion of upcoming events and member discounts
" recruit Executive members from missing schools
" question why members joined, and what it would take to keep them

Action Items:
-Rosalind will prepare draft member survey questions for the October meeting.
-Ron will be asked to prepare a spreadsheet of existing members to be distributed at the October executive meeting.
-The membership list (about 100 members) will be divided among three or four people for administration of the survey.

Communications:
Dianne has recently completed a university course in media relations. She presented her Media Relations Plan for CPF, which she prepared as part of a class assignment. This document sets out two main objectives: to raise the profile of CPF H-W and to increase membership. The Plan includes objectives and proposed tactics to achieve these goals including the preparation of a promotional plan for each of our major events (designated spokesperson, media release, follow-up calls). A copy of the plan will be sent to all Executive members. Dianne was thanked for her excellent suggestions.

Action Items:
-The Media Relations Plan will be sent to all Executive members. Members are asked to read
the document in preparation for further discussion at the October meeting.

Treasurer's Report:

Opening Balance March 31, 2005 2,408.02

Interest 11.79
SEVEC Fees (January to September) 35,306.31
Etienne 2,000.00
Total Revenues 37,318.10

Expenses
SEVEC (July to September) 34,055.41
Diane Mackenzie #095 Newsletter 382.95
Carrie Crocket #96 Membership mailings 31.34
HWDSB permit #097 1.75
Rosalind Minaji #098, printing 134.26
Gerry Lord Awning/Tent # 100 70.58
Rosalind Minaji # 102 Cotton Candy Machine 125.92
CPF Ontario Keys to French # 101 130.00

Total Expenses 34,932.21

Balance as of August 31, 2005 4,793.91

3. PAST CHAPTER EVENTS

SEVEC Exchange
The Exchange was a great success. Parents and students who participated have been most appreciative of CPF's efforts. Debbie has sent a letter to all non-members asking them to consider joining CPF (hopefully Ron can track the impact of this on future memberships). A special Executive Committee meeting will be held on Friday September 23 at Kaywana's house to review the SEVEC DVD and discuss the event in detail. The Councillors interviewed the participants and have prepared a paper with the results as well as their observations. We will be looking at the do's and don'ts for any future Exchange. Debbie is currently wrapping up the last of the paperwork and completing the final project financial statement.

Action Items:
-Special Executive Committee meeting Friday September 23, 2005

St. Jean Picnic
Kaywana and Roz attended this event to set up a CPF display and sell cotton candy. While this event was individually promoted to our members, we did not see much participation. The francophone community members were extremely friendly and welcoming to us. The event was very well organized with French entertainment, various booths with crafts, bingo, food etc. all in French. It was observed that this event should be promoted to all FI teachers next spring and flyers sent home to families. It is a terrific opportunity for FI kids to hear French used as an everyday language in Hamilton.

4. PUBLIC SCHOOL BOARD ISSUES

Rosalind submitted a response to the Transportation Review on behalf of CPF. The response supports the proposed Policy change. A letter from the Ministry of Education regarding transportation funding was also forwarded to the Board's attention. The next Policy Review Committee meeting is on September 27 at 7:30 p.m. and Rosalind will attend on behalf of CPF. The full Board of Trustees is expected to consider the amendment in October.

5. SEPARATE SCHOOL BOARD ISSUES

Dianne is working with Tony Kovach at Cathedral to prepare an FI promotional video similar to the one used by the Public School Board. This is to be used at FI info nights next spring.

6. OTHER BUSINESS

CPF National has prepared a DVD and manual on a "Peer Tutoring Literacy Program" Middle school students are trained to work (under adult volunteer supervision) with Grade 2 & 3 students who are having difficulty reading in French. CPF asks that schools who use the program become associate members of CPF. We have received one copy of the DVD and have printed off one copy of the manual.

7. EVENT PLANNING FOR 2005/2006 SCHOOL YEAR

September:

" 1st issue of CPF Newsletter (distribution on week of Sept 19th)
" Transportation Review response & PWSC meeting
" CPF members attend Meet the Teacher nights at FI schools
" Centre Français Board Meeting to discuss summer camp
" French Course registration, book school site & teacher (member discount)

October:
" Send invitations for Trade Show
" Level One French Course (1 location -2 nights/week) Oct. 24 to Nov. 23
" Transportation Review School Board Meeting
" Review plans for summer camp
" 2nd issue of CPF Newsletter
" Membership phone survey

November:
" French Book Sale/French Trade Show (G.R. Allen) (member discount)
Trade show to promote French activities available outside of school
" Start promotion of Concours

December
" French tour of Dundurn Castle (December 4)
" Explore French film location

January:
" 3rd issue of CPF newsletter
" French Course Registration (2 locations, Levels 1 and 2, 1 night/week)
" Print & prepare FI pamphlets & ads (funding dependant)

February:
" Kindergarten Information Nights (promotion of French Immersion)
" French Concert for elementary school children (member discount)
" Level One & Two French Courses (member discount)
" Centre Français Film Festival

March:
" Local Le Concours public speaking contests
" Advance Summer Camp registration for members (member discount)
" 4th issue of CPF newsletter

April:
" ARTFO -Promotion to high schools (Teacher Promotion package)
" Hire camp staff

May:
" AGM & Annual Report
" 5th issue of CPF newsletter (Summer in French) (members only)
" Provincial Le Concours competition
" St. Jean Picnic (Teacher Promotion package)

June:
" Camp logistics & registrations
" Festival La Sainte Jean (member appreciation)

Summer:
" Summer camp in Hamilton

Action Items:
-Rosalind to phone Lisa Breton at the French Centre and ask to appear at next Board meeting.
-Rosalind to speak to Catherine Youngblud at GR Allen re: dates for book sale & availability of tables.
-Dianne will draft an invitation for the trade show.
-Kaywana will prepare a trade show mailing list including: ACFO, Centre Français, St. Charles Tutoring, College Boreal, SEVEC, Summer Student Exchange, CPF, Bilingual Link Career Fair, French Martial Arts, Heritage Canada, Poster Pals, Summer Camps.
-Dianne will be the spokesperson for the book sale/trade show
-Rosalind will be the spokesperson for the French course
-All Executive to think about possible French performer for February concerts
-event planning schedule to be reviewed at the October meeting to assign volunteers to activities

Next Meeting Wednesday October 12, 2005
St. Joseph's School