Minutes for Meeting of December 4th 2009

The Haven, Gabriola, BC

Attending:

Board Directors: Bob Matthews (Chair), Aubrey Muirhead, Darrell Chambers, Henry Goldbeck, Hanif Mamdani, Andrew Bing, Wayne Dodge, Gerry Owen.

Management/Staff: Rachel Davey, Christine Purfield, Lorena Lavers, Gwen Ewan, Guests: Cathy McNally (Chair, Education Committee)

Minutes: Chriss Corbett

Regrets: Karen Stephens, Cindy Shelest.

 

1.      Call to Order at 8:43 by the Chair.

            The Vision and Mission statements were read by Chriss Corbett.

 

2.      Check In

      All present checked in.

 

3.      Approval of Agenda

The agenda was approved.

 

4.   Previous Action Items:

a)   Vision and Planning session- Deferred to Other Business (7c).

 

5.   Board Affairs

a)   Approval of Minutes

      Moved and seconded:

      That the October 2^nd, 2009 minutes be approved.

      Motion carried unanimously.

b)   Executive Director and Management Reports

Rachel updated the Board on the Matching fund donation campaign for the financial aid program.  She expressed her delight at the campaign's progress.  She also expressed optimism relative to the current zoning challenges and the positive relationship with The Island Trust.

Rachel gave an update on the Performance Management Program which is moving well, especially in the areas of goal setting and departmental sharing.  Discussion ensued regarding goal/vision.

The Chair, on behalf of the Board, expressed appreciation to Rachel and Louise, for hard work and a Haven-like attitude relative to the implementation of these programs.

 

6.   Committee Reports:

a)   Audit and Finance Committee – Aubrey Muirhead

      Committee report was presented.

      Moved and seconded:

i) That The Haven Foundation Board approves the 2010 Operating and Capital budgets as submitted.

      Motion carried unanimously.

           

Moved and seconded:

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

Motion carried unanimously.

 

Moved and seconded:

iii) That The Haven Foundation Board approves the Fund Accounts, Cash Management, and Capital Expenditure Policies as presented.

            Motion carried unanimously.

 

Aubrey introduced the topic of debt as a possible resource/tool.  Board discussion ensued.  (See attachment.)

                                   

b)   Facilities Committee – Darrell Chambers

Committee report was presented relating to zoning process. Discussion ensued.  Additional information was given relating to potential property purchases.  The special working group (comprising Darrell (Lead), Andrew, Aubrey, Wayne, Cindy, and Rachel) will continue to investigate and present a proposal by 1/14/10, for the January board meeting.

c)   Development Committee

      Committee report was presented.

      Moved and seconded:

i) That Andrew Bing be appointed as Director/Member of the Development Committee.

            Motion carried unanimously.

d)   Education – Cathy McNally.

      Committee report was presented          

e)      Governance Committee – Bob Matthews.

Committee report was presented.

Gerry Owen’s position relative to the Haven will be changing as of January 2010 due to his retirement as an active lawyer.  The Chair, on behalf of the Board, expressed appreciation to Gerry for his contribution to Haven.

Facebook as an additional means of Board communication was discussed.  It was agreed that the board would experiment with the Facebook Discussion Group that has been created.

     

7.  Other Business

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

Moved and seconded:

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

            Motion carried unanimously.

b)      Haven Foundation Annual Report. Rachel briefed the board on the purpose of the annual report.

c)      Strategic Planning
Rachel presented Situation Analysis.  Discussion ensued.
Bob presented Planning Assumptions.  Discussion ensued.  This document will be finalized by Rachel and Bob with Board input via e-mail to enable inclusion in the Haven Annual Report
Bob & Rachel presented the first draft of the Strategic Plan document.  Discussion ensued.
A workgroup was formed to work on the marketing portion of the Strategic Plan, consisting of Bob, Henry and Rachel.
The Strategic Plan will be revised and discussed again in depth at the January board meeting.
The Chair expressed thanks to Henry for the idea of over-lapping Board/Faculty meeting in January.

 

Meeting adjourned at 3.55 PM

Next meeting January 29^th, 2010.

WHITE BOARD NOTES

 

Criteria for definitions

Payback Strategy

Definitions of Project and Purpose

Business Plan Definition

Define Assumptions

Criteria to propose

Requirements

Process for clarifying

Define/limit project/purpose

Time-limited payback strategy

Business plan includes contingency

Outside opinion as an option

Full Board discussion  -  potential downsides/risks

Alternatives

Private Debt?

Project Management expertise – Internal/External

Required – Combination Directors & members approval

Process - Starts with Need

                            Business case

                Different options for funding

                Approval of direction

                Go to lender

                 Project starts

                 Guarantors

                 Completion

                 Debt Retirement

                             Evaluation