<p> IBBY Canada Executive Committee Meeting Canadian Children’s Book Centre 40 Orchard View Blvd., Suite 217 Toronto, ON M4R 1B9 (416) 975-0010</p><p>Date: Wednesday September 4, 2013 Time: 6:00-8:00pm EST</p><p>Present: Brenda Halliday, Helena Aalto, Meghan Howe, Katie Scott, Susane Duschesne, Jane Baskwill, Merle Harris, Camilia Kahrizi, Shannon Babcock, Stephanie Dror</p><p>Regrets: Debbie Spring, Rebecca Gold, Nafiza Azad</p><p>Item Notes Action 1. Introduction -an addition to the agenda: Brenda noted that the New Canada Corporation Act needs to be discussed this meeting National Activities/Awards/Events a) Website website pages have been updated: -newsletter archives from 2011-2012 have been added -pdf newsletter documents from previous years are missing -links to the National Reading Campaign were recently added -the logo link is missing—Camilia will Camilia look into this; Kate Newman may know about it -Awards pages have been updated -social media links have been added</p><p>[email protected] has the same password as the executive section of the website—add your e-mail if it is not there b) Cleaver Award - Theo, our Cleaver Chair, will be joining our meetings until we find a new VP Updates on the Cleaver Award: -Current committee members are: Allison Taylor-McBride, Melanie Fishbane, Theo Heras -the call for submissions deadline is December 14, 2013, and it appears in the current newsletter -an e-mail will be sent to publishers this month; French publishers are still needed as contacts</p><p>-Changes to the terms of the Cleaver Award are recommended -Theo has concerns about past and current practices of the award committees -she will present ideas this meeting and Theo will look to the next meeting for approval of changes from the executive -changes relate to the definition of the award; we need to define what we mean by picture book (picture and words working together, images and words cannot work without the other in a picture book)</p><p>-the Cleaver Chair was once permanent; term is now shortened to 3 years</p><p>-Theo will share the document she has completed on the changes as they relate to the Cleaver Award via e-mail</p><p>-the next chair needs to maintain and oversee the document c) Joanne Fitzgerald Memorial -the official name of the award/program Award is the Joanne Fitzgerald Illustrator in Residence Program</p><p>-Helena recently had an official tour of the program at the Toronto Public Library (TPL) (rooms, layout for displays, art, signs, etc.) -TPL’s publication, What’s On, will include info on the Joanne Fitzgerald Illustrator in Residence Program -Robert recently asked about the budget; Yvette Yvette will contact him -Robert can provide up to an extra $1000 for the launch that will take place on Tuesday October 1, Northern District Branch, Room #200</p><p>-Helena has contacted course instructors Helena about the program and will also reach out to high schools and elementary schools in the neighbourhood</p><p>-Helena will be sending out the invitations d) Russell Grant -the call for submissions was sent out late last year, on Oct. 2, this year we will try to send it out earlier -Brenda will run it by Deirdre first Brenda -our 2012 recipient had requested details on the guidelines -award guidelines and the report on the award (by Judith Saltman) are clear -Brenda will find the clear guidelines and report to post on the website and also include them in the call for submissions -the new call for submissions has not been sent out yet—the deadline is at the end of each year e) Aubry Award -the CCBC and TD have agreed that the Aubry Award can be presented at the TD galas: Oct. 22 English; Oct. 29 French -Marie-Louise Gay will be given her award in Montreal -the date for the award to be presented to Patsy Aldana will be determined f) Finances Account Balances: Operating Account- $7000+ Russell- $8000 Cleaver- $9100+ Joanne Fitzgerald- $7879</p><p>National Reading Campaign donations in 2013 earned us $225 in processing fees (we earn 2.5%) -Harper Collins needs to send us and invoice g) Newsletter -Katie and Camilia worked on the new template for the newsletter -Camilia installed new software on the website to send html e-mails -the website has been streamlined and now operates more efficiently </p><p>-Debbie also contributed a CANSCAIP interview in the recent newsletter</p><p>-Martha designed the new banner for the newsletter; it is not permanent and will change occasionally</p><p>-a new section for the upcoming events will be added—upcoming events will also be included on our facebook page h) Communication-Jeunesse -Susane has not received a response (CJ) from CJ yet i) National Reading Campaign -Indigo is no longer supporting the (NRC) NRC; they donated $62,500 and are not donating anymore (originally supposed to give $250,000)</p><p>-there will also be an engagement campaign, a website, and an Aboriginal Roundtable launched this Fall j) Executive Members -Theo has a possible Recording Theo Secretary who will likely join the executive committee -Theo will sit in as Vice-President until the end of the term and look for a new VP -we used to have a second VP to consider the change—the support worked out when Theo was President -Shannon can be our second VP k) Promotions/ Word on the -Helena registered our booth at WOTS Street (WOTS) -Rebecca will schedule times Rebecca l) Councillors -Jane is preparing for WOTS in Halifax Jane -she is also contacting local authors -the booth will be in Literacy Way which is also free -supplies are also needed in Halifax for handing out at the event -we need to design buttons and will look into making them -bookmarks also need to be distributed -Merle has bookmarks to be printed out Merle and will send them to Shannon in Quebec -Cleaver cards will also be sold 2 packages for $5 m) Canadian Children’s Book -Meghan noted that the CCBC should be Centre (CCBC) listed as a patron on the website</p><p>Motion: to list the CCBC as a patron on the IBBY Canada website Moved: Meghan Seconded: Helena Carried n) New Canada not for Profit -the act came into effect in 2011 Corporation Act -we have to apply for continuance to exist under the act -we need to comply by October 2014 or we will dissolve -Brenda has been looking into whether Brenda we fall under the act; we applied in 1980 and our by-laws are dated 1998 -we now have to apply for a certificate of continuance -we have to look at how we are governed and if it complies (how the executive committee is constituted, etc.) -all of this needs to be completed by the end of February 2014 -Brenda will also contact Randy O’Malley for further advice -Brenda will also put together a committee with our past presidents -we will also get help from the lawyer who helped with the NRC</p><p>International Activities/Awards/Events a) Hans Christian Andersen -we will receive the documentation for Award (HCA) Patsy’s nomination for chair of the HCA jury in November -two men were nominated for the award again this year; Kenneth Oppel and Philippe Beha b) Astrid Lindgren -dossier was sent in on time Memorial Award (ALMA) c) IBBY’s 60th Anniversary -info on the celebration will be included in Bookbird -the celebration may take place at the Mexico Congress d) Children in Crisis -we received an e-mail from Catherine Mitchell about children in crisis in Syria -we need to discuss what IBBY can do -perhaps a cash donation box at WOTS -IBBY International usually handles crisis campaigns -also need to make sure that online donations to IBBY Canada are earmarked for crisis in Syria -more info will follow -once everything is confirmed we will contact Catherine to write about it in the newsletter -we will put a call for donations on the website and newsletter -we will use the Children in Crisis logo on the website for donations e) Honor List -the deadline for submissions has been extended to Oct. 15, 2013 -we need 2 volunteers for English submissions and 2 from Quebec for French submissions -we need to look at past award winners and need to nominate for illustrated books -texts need to be English, French, or any language translated to English</p><p>-Susane will send top selections to Susane Brenda -Brenda will put together committees’ Brenda selections f) Asahi -Merle has put submitted our nomination for the Book Bank g) USBBY -the 10th IBBY Regional Conference: “BOOKJOY Around the World” co- sponsored by the St. Louis Public Library will take place on October 18- 20, 2013 -we need to send info on Andersen nominee, ALMA, and Asahi to Susane so she can pass it on to Linda h) Documentation Centre of -no info has been sent to us yet Books for Disabled TPL -Theo will ask about it Wrap-Up -Camilia will bring camera to WOTS for newsletter photos -Jane will include photos from the Halifax booth for the next newsletter</p><p>-Next meeting will take place on November 18, 2013 at the CCBC, 6- 8pm EST</p>