Minutes for Meeting of March 13^th, 2009

The Haven, Gabriola, B.C.

Attending:

Board Directors: Bob Matthews (Chair of meeting), Connie Munro, Darrell Chambers, Henry Goldbeck, Aubrey Muirhead, Wayne Dodge

Regrets:  Laurie Kelly, Christine Purfield,

Ex-Officio Directors: Gerry Owen

Management/Staff: John Shields, Rachel Davey, Lorena Lavers, Louise Amuir, Gwen Ewan, Rose Hunter, Nellie Bonin, Tina Boehm (Minutes)

Guests: Randy Wong (Member), Ron Adkins (F.O.H)

 

1.      Call to Order at 9.05 by the Chair

            The Vision and Mission statements were read by Connie Munro

 

2.      Check In

            All present checked in

 

3.      Agenda

            Additions:

1.            Approval of the 2009 Budget (Previous Action Items)

2.            Discussion around what happens in June under the new Board

·  The Agenda was approved.

 

4.         Previous Action Items

• In February an email vote was cast which culminated on the 2009 Budget being approved on February 13, 2009.
• The Visioning/Planning session by key stakeholders regarding the long term vision around growth, shape and intent of what we offer which was originally planned for 14-15^th March, is not able to take place. 
• Geordie Aitken, an organizational consultant, has agreed to facilitate a meeting after the Board meeting in June. Concern was raised about spending any additional money on external facilitators at this time.  There was consensus to postpone the decision to pursue a visioning/planning session until the June board meeting, when we will have a clearer picture of Haven’s finances for the year. 
• It was agreed that there are significant benefits to meeting informally prior to Board meetings to forge good working relationships.  John Shields offered to host these informal evenings at his home on the evening prior to the Board meetings.
• It was also decided to schedule a day long meeting on June 4 (the day before the next Board meeting) to discuss Visioning and Planning.  John offered to organize this.
• If the Board agrees to go ahead with the meeting facilitated by Geordie Aitken in October, dates and funding streams will be discussed at the June Board meeting. 

 

 

5.         Board Affairs

i.    Approval of Minutes

            Moved and Seconded:

            That the December 5^th, 2008 minutes be accepted.

            Motion carried unanimously.

            There will be a meeting of the existing Board on June 5, preceding the meeting of           the newly appointed Board on the same day.

ii.   Executive Director and Management Reports

• John presented the Executive Director’s Report and Management Reports. 
• The ED is now sending out monthly status reports that include financial statistics and attendance figures, together with forecasts.  These reports have been sent out for January and February, and will be sent to directors on a monthly basis. 
• Wayne Dodge acknowledged Nellie’s significant contribution towards coordinating housekeeping shifts in accordance with their new working alone policy.
• In response to the current global financial situation, discussion took place around pro-active planning to stay relevant in today’s market.  Current plans include:
• Outreach ‘Haven Connection’ programs to other areas of the country.
• Easter weekend Stimulus Package, Breathe! Man Among Men, China programs and Haven Edmonton, all in addition to regularly scheduled courses.
• John has been investigating a collaboration with government agencies to deliver Haven models to their employees.

Monthly news updates will inform Board members.

Henry Goldbeck requested bullet points of new initiatives be included in this report.

• The amalgamation of Supervisor and Management meetings has resulted in significant cost savings and is working well, it also results in more streamlined and efficient reporting.
• Staffing levels in Housekeeping, Reception, Maintenance and Kitchen have been reduced as a result of lower reduced activity.

 

6.         Committee Reports

a)   Audit and Finance Report – Aubrey Muirhead

·        Aubrey reported that this committee is monitoring financial reporting carefully.

·        A revised Terms of Reference will be presented at the next Board meeting.       

·        The merit of a contingency/emergency fund was discussed. Christine Purfield is doing some research around the tax and legal implications of  this and will report back at the next meeting. 

·        Lorena Lavers confirmed that the $100K Line of Credit was transferred to the Foundation from P.D. Seminars.  The Committee will discuss the merits of increasing this to $200K.

·        A  year-end review by the external accountants is currently in progress.  An audit may be required. Christine is investigating and will report back at the next meeting.

b)         Education and Standards Committee

·        Connie Munro reported that a meeting had been scheduled to review the role of this Committee. A more detailed E & S report will be presented at the June meeting.

c)         Facilities Committee

·        The master plan to be presented to the Islands Trust for re-zoning will be presented at the June meeting.  A meeting is being convened next week to discuss.

·        Darryl Chambers and Louise Amuir are working on detailed list of fixed assets.

d)         Development Committee – Wayne Dodge

·        Wayne Dodge presented a verbal report, and discussed research on how to fundraise effectively which includes direct contact and connection with donors and potential donors. 

·        Kathryn Malloy, former Executive Director of the Sierra Club has been approached about preparing Grant proposals.

(Meeting adjourned for lunch)

e)         Governance Committee – Bob Matthews

·        This report was presented and discussed in camera over lunch.

                        Moved and seconded: “Of the three Board Directors whose terms expire                             in June 2009 (Laurie Kelley, Wayne Dodge, Henry Goldbeck), the Board                             recommends to the Members the reappointment of Wayne Dodge and                          Henry Goldbeck for two year terms expiring June 2011.”

                        The motion carried.

 

7.         Other Business

a)      Establishing and Publishing Quarterly Goals

·        These would serve as a vehicle for communication between committees and track progress between meetings.  Connie reminded members that the E & S committee is in transition.

·        Written reports submitted to the Board are beneficial and should be sent for inclusion with Board papers the week before papers are published.

b)      Discussion on June 12-14 Visioning Session – See ED Report.

c)      Haven Sustainability Questions

            Current issues being discussed are:

a)      Can we build reserve funds?

b)      Sustainability of staffing levels

c)      Facilities renewal

·        From the Faculty’s perspective Gwen reported that things are moving forward.  Mentoring and coaching of replacements is being considered.  We currently have about 75 interns.

• A 360 performance review is being conducted at the two year anniversary of John’s appointment.  Feedback has been solicited from board directors, John’s direct reports, and a small additional number of faculty and staff.  John will also send one to Friends of Haven Foundation members.
• John suggested that every faculty member should be given the opportunity to complete a questionnaire.  Wayne Dodge will discuss the questions at the next Faculty meeting.  All responses should be returned before the end of March.

d)      Board Management Working Model

• There was discussion around the role and function of the Board. 
• Emphasis should be on fundraising and supporting management
• Once a Facilities Plan has been developed, economic capacity can be discussed and realistic targets set.
• Transition from P.D Seminars to Haven Foundation has allowed charitable funds to be directed  towards the full range of Haven activities, in addition to bursaries.
• A skills matrix of Board members and Management should be compiled.  We must draw on expertise around the table.   Wayne Dodge expressed his appreciation for the talent and commitment of the members present.
• The day long Visioning meeting in June which is being planned could include a discussion on Board function and management.

Other:

a)      Fundraising.  Rachel stressed the importance of donations and monthly contributions.  Donations from Board members are gratefully received.

b)      Deep appreciation for Connie Munro’s contribution to the Board was noted.

 

 

 

Meeting Adjourned 3.10 P.M.

 

Next meeting: June 4^th 2009.