Minutes for Haven Foundation Board Meeting

August 12, 2004

Whitaker Room, The Haven, Gabriola Island

 

Attending: 

Board:  Dick Sass (Chair), John Gill, Paul Robillard, David Raithby, Cathy McNally

Advisory Council: Linda Nicholls, Rick Jackson

Management: Ernie McNally

Guests: Gerry Owen, Mark Gunderson

 

Apologies:

Laurie Kelley, Randy Wong

 

 

Call to Order at 11.50am, Chairman, Dick Sass.

 

1.         Previous Minutes approved with one change, as follows.
On page 3, number 1, under section “Board comments at conclusion of presentation.
Laurie Kelly wishes the following to be noted:

 

Please let the record be adjusted to reflect that I did not offer a judgment that DE has integrity, and would rather go on record as being uncertain as to whether he is the best choice of financial advisors.  My recommendation was that we develop an investment policy which would drive the management of our money and the selection of money manager(s).

 

2.         Board Member Indemnification Letters distributed for signing.  Copies will be returned to board members by post.  MG offered the opinion that Directors Liability Insurance is essential, and should be obtained if more people are to be invited to serve on the Board.

 

3.                  Haven Foundation Website No update and no change at this time.

 

4.                  US Charitable Company “Friends of Haven Foundation” GO reported that we now have papers in hand for Chairman and other Directors to sign.  Also it is confirmed that signing officers (Secretary and Treasurer) can be non US citizens and located within Canada, for purposes of handling money and transactions on behalf of the Board/Company.  Meeting agreed to put request to US company chairman that the same officers serving Haven Foundation be assigned to serve the US company.  This for convenience in paperwork and money matters.

Suggestion to invite Ed Luck to join US Board after company is formed.  All agreed.  DS to approach Ed.

 

5.                  Board Members and Officers Cathy McNally resigned as Board Member and will continue as Secretary (signing officer).  [Note: Paul Robillard is Treasurer.]  CM agreed to continue handling Agenda and Meeting minutes until further notice.
Mark Gunderson accepted invitation to serve on the Board. 

 

6.         Personalities and Stories from Haven History Discussion took place about naming of rooms after personalities who have been involved with or had impact on The Haven.  All agreed that it is important to collect and document the stories / history.  These can also be shared through Shen and other opportunities to keep the history alive.  No specific action named.

 

6.                  Financial Figures July and Year to Date figures were briefly discussed, including viewing monthly and YTD charts of Gross profit results.

Best method to review results were discussed:
a)  Financial Reports every 4 months (April, August, December) best match the business seasons (Spring, Summer, Fall).  JG mentioned a preference for “rolling reports” showing results from approx two years back for seasonal comparison purposes.
b)  Key Indicators Reports monthly are preferred.  These to have only a few lines in them.  Very brief.

Proposed DS, PR, CM, EM, Lorena and possibly Jane Connors (from DS office) to meet and review pricing, leader fees, etc. in a day long session.

 

7.         Business Report

 

a)  Marketing Recent Marketing materials shown, and marketing status report circulated.  Marketing discussed.  Agreement that marketing budget and plans are agreed at start of new financial year, and after this EM will only make status reports to the Board.  DS asked for new status report layout, brief and prioritized. 

 

b)  Property Development Outline circulated and discussed of possible property development plan, to illustrate likely costs and payback period.  JG noted reservations about not changing the charm of the overall property, and commented that we may benefit from a professional assessment of the best way to develop the property.  No action specified.

 

c)  Jonathan Diderich/Grant Writing, Fundraising and Marketing Letter and CV materials for Jonathan Diderich circulated.  Discussion about grant writing (See 9 below).  Agreed DS to meet with JD and look at this possibility.

 

8.         HF Scholarships Haven Bursary Program Proposal sent out by PR prior to meeting.  Agreed to review this proposal at a later date.  For now, continue as we have been doing.  GMs review case by case and propose selected candidates to Board for support by HF.

 

9. Fundraising Plan DS distributed a Draft document “Fund Raising Activity, Goals and Objectives” with a request to read through and mark up with our comments for discussion at next meeting.

General discussion on topic of fundraising.  Confirmation that the tax benefit in Canada for charitable giving is: if $10,000 donated...$4,200 tax deduction/credit — which can be used immediately or anytime up to five years from donation.  Ideas included that Haven prices are cheaper than many places and we should consider inviting people to pay more if they are able and think their course experience was worth it.

Grants Specific comments on grants are: RJ that they are difficult to manage and need someone to administer them.  MG they can take 8–10 months to apply for, and if successful in becoming an applicant, may still not be awarded any money.

 

10.       HF Operating Fund Expected annual HF Operating costs provided by PR via email prior to meeting.  Mentioned and not discussed.

 

11.       Foundation Operations Mark Gunderson offered opinions and advice taken from his years of experience with foundations, fundraising and working with Foundation Boards.

 

12.       Next Meeting Agreed that CM will co-ordinate an email process of gathering information from all Board and Advisory Council members and setting monthly meetings for the next year.  Next meeting to be held in September.

 

Meeting closed at 3.45pm.

 

Agenda Items not discussed at this meeting:

• Investment Strategy/Guidelines — are these in place?
• HF Strategy & Framework Document — plan for reviewing/updating goals
• Perpetuating Haven & Guidelines for Board Business Activities

 

 

Action Items

• CM return signed copies of Indemnification letters to individual Board Members
• DS Request to US Company Chairman regarding assigning officers
• DS Approach Ed Luck to invite to join the US Company
• DS set up finance review session with PR, CM, EM, Lorena and possibly Jane Connors (from DS office) to meet and review pricing, leader fees, etc. in a day long session.
• EM/CM arrange new reporting structure with Lorena
• EM to circulate existing Haven Marketing Plan to Board
• EM to create new style marketing status report which will be presented to the Board every 4 months, by season.
• EM/DS arrange to meet with Jonathan Diderich re. Fundraising and Grant Writing.
• All review draft document on Fundraising Activity and bring comments to next meeting for discussion.
• CM handle process of selection of board meeting dates and locations for next 12 months

 

Minutes Approved:    September 17, 2004