Haven Foundation Board Meetings

Friday, December 4^th , 2009

The Haven, Gabriola

Chaired by Bob Matthews

8:30 a.m. to 4:00p.m

1. Call to Order, Vision, & Mission Matthews 5 mins

2. Check-in Matthews 30 mins

3. Approval of Agenda Matthews 1 min

4. Approval of minutes – October 2^nd 2009 Matthews 1 min

5. Previous action items: Matthews 1 min

a) Sustainability/visioning see 8c)

6. Board Affairs

a) Welcome Andrew Bing as new Director Matthews 5 mins

b) Executive Director and Management reports Davey 40 mins

c) Performance Management Davey 30 mins

7. Committee Reports 90 mins

a) Audit & Finance: Muirhead

i) Approval of 2010 budget capital and operating budgets.

Motion: The Audit & Finance Committee recommends the 2010 operating and capital budgets as submitted contingent upon the review and recommendation of the budgets by the Facilities Committee.

Motion: The Audit & Finance Committee recommends to the Board the appointment of Judy McPhee & Company as the external accountant for the 2009 fiscal year.

Motion: The Board of Haven Foundation recommends the appointment of Judy McPhee & Company as external accountant for the 2009 fiscal year to the Members.

Motion: The Audit & Finance Committee recommends the approval of the Fund Accounts, Cash Management, Employee versus Self-Employed, and Capital Expenditure Policies as presented.

ii) Discussion re debt as a possible resource.

b) Facilities: Chambers

i) Update on OCP process

ii) Potential property purchases

c) Development: Dodge

i) Fundraising discussion

d) Education: McNally

e) Governance: Matthews

8. Other Business

a) Sole director of P.D. Seminars Ltd. 5 mins

Motion: The Haven Foundation Board appoints Rachel Davey, Executive Director, as the sole Director of its subsidiary, P.D. Seminars Ltd.

b) Haven Foundation Annual Report Davey 15 mins

c) Strategic Planning Matthews/Davey 2 hours +

· Situation analysis report for discussion

· Assumptions for strategic plan for discussion

· Draft strategic plan for discussion

· Update on curriculum discussions

9. Adjournment

Attachments:

00- Agenda Approval

01- Minutes October 2^nd , 2009 Approval

02- Executive Director’s report Information

03- Committee Reports Information

04- 2010 Operating and Capital budgets Approval

05- Fund Accounts policy Approval

06- Cash Management policy Approval

07- Capital Expenditure policy Approval

08- Employee versus Self-Employed policy Approval

09- Haven Foundation Debt Information

10- Debt discussion Information

11- Strategic Plan Information

12- Startegic Plan assumptions Information

13- Situational Analysis Information

14- Draft Annual Report Information

Printable Agenda:
	00-BoardAgendaDec0409	.pdf	.doc

Attachments: (Accessible to authorized users only)
1)	01-2009-10-02-BdMinutesDraft2	.pdf	.doc	.html	(Approval)
2)	02-ExecDir	.pdf	.doc	.html	(Information)
3a)	03-a-AudFinCommRpt	.pdf	.doc	.html	(Information)
3b)	03-b-FacilitiesCommRpt	.pdf	.doc	.html	(Information)
3c)	03-c-DevCommRpt	.pdf	.doc	.html	(Information)
3d)	03-d-EdCommRpt	.pdf	.doc	.html	(Information)
3e)	03-e-GovCommRpt	.pdf	.doc	.html	(Information)
4)	04-2010BudgetHavenFoundation	.pdf			(Approval)
5)	05-FundAccountsCategoriesPolicyDraft	.pdf	.doc	.html	(Approval)
6)	06-CashMgmtPolicyDraft	.pdf	.doc	.html	(Approval)
7)	07-CapExpPolicyDraft	.pdf	.doc	.html	(Approval)
8)	08-EmplvsSelfPolicyDraft	.pdf	.doc	.html	(Approval)
9)	09-Haven_Foundation_debt	.pdf	.doc	.html	(Information)
10)	10-Debt_Discussion	.pdf	.doc	.html	(Information)
11)	11-Strategic_Plan_V0_3	.pdf	.doc	.html	(Information)
12)	12-Strategic_Planning_Assumptions_V3	.pdf	.doc	.html	(Information)
13)	13-SitAnalys	.pdf	.doc	.html	(Information)
14)	14-Draft Annual Report	The ED will pass along via email.			(Information)
The whole package, zipped:
	Each of the above in original formats, 189 KB	BdPkg-2009-Dec-04.zip
The whole package, in one printable document:
	In PDF format (one document), 1947 KB	Agenda_2009-12-04.pdf

Explanation of above pdf, doc & html links:
All of the above links open in a new window, so when you are finished viewing or printing each page you can just close it and this window will still be here to open the next link. If you want to download a link without opening it in your browser you may have to right click the link and choose "Save Target As...", For the Mac, hold the "Option" key as you click on the link. And now for the file type explanations:

.pdf (Adobe Acrobat format):
	This is the recommended format to print. It is guaranteed to look exactly like the original no matter which computer platform, Operating System or printer is used. In order to view and print this format, the free Adobe Acrobat Reader must be installed on your computer (I think that the Mac OS has it installed by default). You can get the most recent Adobe viewer from the Adobe download site. If your computer is not fairly new and fast it would be better to use the older, faster Acrobat 4 viewer which you can download right here.
.doc (MS Word format):
	This is the format most of the documents were created with, Any word processor capable of opening using Word 97 or higher formats should work with these files. But, when printed on a different computer or printer than the original the formatting and page numbering is not guaranteed to be the same. This format also has the largest file size so not recommended for dialup users.
.xls (MS spreadsheet format):
	In the .doc column there may be some .xls files. This is really only usefull if you need to see it on the screen. When opening you'd have to answer "No" or "Don't Update" if it prompts you to update the links to other data sources. If you want to print out the whole thing you would have to change the default. To do this in Windows you choose "Print" from the "File" Menu, then in the dialogue box that comes up select "Entire Workbook" rather than the default "Active sheet(s)". But really, if what you want is to print the whole thing you are much better off just printing the .pdf version.
.html (Web page format):
	This format can be viewed by any web browser - if you can read this web page you will be able to read these .html links. This is by far the fastest, most direct way for viewing the documents on the screen. Guaranteed that printing will produce different page numbering than the original.
.zip (PK Zip compress)
	Best for dialup users. The embedded pdf files are about 1/2 the size of the originals. Also useful to grab all the files in one download to store on your own computer. An unzipping program such as winzip or stuffit is needed to decompress this file (Window XP has unzip capability built in). Some free decompression programs are available here.