Minutes for Meeting of October 2^nd 2009

The Haven, Gabriola, BC

Attending:

 

Board Directors: Bob Matthews (Chair), Aubrey Muirhead, Darrell Chambers, Henry Goldbeck, Karen Stephens, Hanif Mamdani, Cindy Shelest.

Management/Staff: Rachel Davey, Lorena Lavers, Louise Amuir, Gwen Ewan, Rose Hunter, Brad Luoma.

Guests: Ron Adkins, Andrew Bing (Directors of Friends of Haven), Cathy McNally (Chair, Education Committee)

Minutes: Christine Purfield

Regrets: Gerry Owen

 

1.      Call to Order at 9.13 by the Chair.

            The Vision and Mission statements were read by Rachel Davey.

 

2.      Check In

      All present checked in.

 

3.      Approval of Agenda

The agenda was approved.

 

4.   Previous Action Items:

a)   Vision and Planning session – tabled to December meeting.

b)   Working group update: OCP process (discussed under 6.b)

c)   Working group update: purchase of adjacent properties (discussed under 6.b (i))

 

5.   Board Affairs

a)   Approval of Minutes

      Moved and seconded:

      That the June 5^th 2009 minutes be approved.

      Motion carried unanimously.

c)   Executive Director and Management Reports

·        Rachel updated the Executive Director reports with current numbers for Phase I and recent conference activities. In response to a request for an update on the establishment of a management performance system, Rachel explained her planned process and committed to keeping the Board informed. The Executive Director is accountable to the Board, management to the Executive Director, and staff to management. Further discussion ensued.

Rachel gave an update on the Erupt!k project.

The water situation at Haven was discussed. Darrell offered to investigate the requirements for obtaining a foreshore lease for a desalination project.

 

 

 

6.   Committee Reports:

a)   Audit and Finance Committee – Aubrey Muirhead

      Committee report was presented.

      Moved and seconded:

i)        The Haven Foundation Board receives and adopts the attached 2008

Haven Foundation and P.D. Seminars Ltd. financial statements as prepared by our external accountants.

      Carried unanimously.

            Rachel discussed the budgeting process – both capital and operating – and advised        that in 2009 the 2010 budget will be brought to the Board for approval at the December meeting. Her intention is to have the budgeting process start earlier in the year in future.

b)   Facilities Committee – Darrell Chambers

      Committee report was presented. Discussion ensued.

c)   Development Committee

      Committee report was presented.

d)   Education – Cathy McNally.

      Committee report was presented. Noted that the agenda still refers to the Committee as “Education and Standards”. Cathy expanded on the work that the Committee is doing on new and/or enhanced courses and programme delivery. Hilary Leighton has resigned her Committee position but still willing to be involved.

e)   Governance Committee – Bob Matthews.

      Committee report was presented.

     

7.   Other Business

a)   Sustainability/ visioning:

      This discussion will be brought forward to and continued at the December Board meeting. Rachel provided an outline of what areas are essential to a sustainability discussion and who might take the lead in each area:

i)        Education:

·        Education Committee to provide the lead;

·        How do we leverage our intellectual property asset in order to increase revenue?

·        How do we enhance, broaden, and make new and creative use of our intellectual property?

ii)       Fundraising:

·        Development Committee to provide the lead.

·        We need to do some donor market research.

·        Can we actually raise funds?

·        What do we need to keep our fundraising sustainable?

iii)     Finance/Facilities:

·        Christine Purfield to take the lead working with the Facilities Committee and staff as required.

·        What is the real cost of doing business?

·        What are the real operating costs?

·        Can we plot a course over the next 5 years?

·        What is an appropriate level of investment?

·        We need a pricing and volume model.

The information and answers to these questions will feed into our 5 year strategic plan.

Board feedback and discussion ensued. A working group of Bob, Rachel, Christine, and a representative from each of the Education and Development Committees was suggested.

b)   Fundraising:

The question was asked: “is fundraising a Board function?” Discussion ensued.

 

Andrew Bing generously offered to match Board donations to a maximum of $10,000 for any donation received until December 31 2009.

 

 

Meeting adjourned at 3.05 PM

Next meeting December 4^th, 2009.