Haven Foundation Board Meetings

Minutes for Meeting of December 5^th 2008

The Haven, Gabriola, B.C.

Attending:

Board Directors: Bob Matthews, Connie Munro (Chair), Darrell Chambers, Henry Goldbeck, Aubrey Muirhead.

Absent Directors: Laurie Kelley,Wayne Dodge (regrets).

Ex-Officio Directors: Gerry Owen

Management/Staff: John Shields, Rachel Davey, Lorena Lavers, Louise Amuir, Bill Leuze, Gwen Ewan, Rose Hunter.

Guests: Andrew Bing (FOH), Randy Wong, Paul Robillard (Members), Carol Ames (Faculty), Ron Adkins (FOH).

Secretary Treasurer and Recorder: Christine Purfield.

1. Call to Order at 9:10 a.m. by the Chair.

The Vision and Mission statements were read by the Connie Munro.

2. Check-In.

All present checked-in.

3. Agenda.

Discuss item 6 a) Audit and Finance Committee Report, after 5 a) Approval of Minutes – September 26^th, 2008. Agenda approved.

4. Previous action items.

a. Report on Charitable Remainder Trusts: Haven Foundation is not a beneficiary of any Charitable Remainder Trusts. Friends of Haven Foundation is the beneficiary of a Charitable Remainder Unit Trust (Bing).

b. Confirmation of wording of Haven Foundation Funds proposal motion: confirmed by Gerry Owen.

c. Report back on approval of motion requests to the Members: all four Members emailed their approval to the Secretary Treasurer. Gerry Owen will arrange for the minute book resolution to be brought forward to the Members’ Annual AGM for signatures.

d. Consideration of the Development Committee on the tax receipt issue: charitable receipts will be issued for all qualifying donations annually.

e. All directors present acknowledged receiving the Consent to Act as a Director form and the attached liability summary form.

5. Board Affairs.

a. Approval of Minutes

Moved and seconded:

That the September 26^th, 2008 minutes be accepted..

Motion carried unanimously.

b. Executive Director and Management Report:

Presented and discussed.

6. Committee Reports.

a. Audit & Finance – Aubrey Muirhead

The 2009 draft budget was presented and discussed. Board approval of the budget was deferred until the New Year. Management will table an amended budget to the Board by mid-January 2009 for further consideration. There was consensus that management needs to include depreciation in any surplus/deficeit calculation and should retain the overall goal of managing to a zero loss.

i) Moved and seconded:

Resolved that, whereas P.D. Seminars Ltd. carried a line of credit to ensure the operation of its business requirements, and whereas P.D. Seminars Ltd. activities have been merged into the Haven Foundation, and whereas the Haven Foundation is now responsible for those operations, that the Haven Foundation assume responsibility for the line of credit.

Carried unanimously.

ii) Policy governing the use of the Line of Credit:

· The Haven will complete the transfer of the line of credit carried by P.D. Seminars Ltd. to the Haven Foundation;

· The Foundation Board authorizes the use of the line of credit up to $50,000 at the discretion of the Director of Finance and Administration of The Haven;

· The Board, through the Chair of the Audit and Finance Committee, shall approve amounts above $50,000. The Director shall inform the Chair of the Audit and Finance Committee of the intended use of the funds, the planned duration of the loan, and the proposed plan to pay down the line;

· The Director will report regularly to the Chair of the Audit and Finance Committee on the status of the amount over the discretionary level.

Moved and Seconded:

Resolved that the Haven Foundation Board approves the above policy governing the use of the Foundation’s line of credit.

Carried unanimously.

iii) Moved and seconded:

Resolved that the Board approve $16,000 in bursary disbursements for January 2009.

Carried unanimously.

Gerry Owen generously offered to match all donations made between now and December 30^th to the bursary programme up to $5,000. Connie Munro suggested it was incumbent on each Director to donate to The Haven, and reminded the Board that no donation is considered too small. Henry Goldbeck stated that Goldbeck Recruiting would donate 20% of the $5,000. (Donations were reported to be in excess of $14,000 by the end of the meeting.)

b. Education and Standards – Connie Munro:

Connie reported on the December 4^th committee meeting.

c. Facilities – Bob Matthews:

Moved and seconded:

Resolved that Darrell Chambers replace Bob Matthews as Chair of the Facilities Committee.

Carried unanimously.

d. Development – Connie Munro:

Connie reported on the December 1^st meeting. The Committee dealt with the tax receipt issue and concluded that charitable tax receipts will be issued for all qualifying donations, but administration procedures will be streamlined.

e. Governance – Bob Matthews:

i) Committee report: The Committee completed the evaluation of John Shields. Christine Purfield’s review will be completed next.

ii) Board Membership: The Members have handed back the responsibility of Board membership to the Board. Connie Munro will email Directors for ideas on suitable new Board Directors.

7. Other Business.

a. Planning session:

A two day planning session for the Board is scheduled for March 14^th and 15^th to be facilitated by a third party. Ideas for the agenda and who should participate should be sent to Bob and copied to John. Paul will ask the Members if they wish to be included.

b. Appreciation for Bill Leuze:

Directors voiced their appreciation for Bill and his many years of service to The Haven. He will be missed!

c. Interim reports:

Darrell appreciated the interim report issued by John. These will come monthly and will contain updates in point form.

d. Other:

Connie will phone Dick Sass and convey the Board’s best wishes for a speedy recovery.

Paul Robillard expressed appreciation on behalf of the Members for the work the Board is doing, and for the time and energy given by Directors.

Meeting adjourned: 2:14 p.m.

Next meeting: March 13^th , 2008.