Minutes for Haven Foundation Board Meeting

October 22, 2004

Whitaker Room, The Haven, Gabriola Island

 

Attending: 

Board:  Dick Sass (Chair), Paul Robillard, David Raithby, Mark Gunderson, Laurie Kelley

Advisory Council: Randy Wong, Rick Jackson (arrival 12:30pm)

Management: Ernie & Cathy McNally (arrival 11:15am)

Guests: Jonathon Diderich, Wendy Huntington (arrival 12:30pm)

 

Apologies:

Connie Munro, Gerry Owen

 

Call to Order at 10:10am, Chairman, Dick Sass.

 

1. Minutes of September 17, 2004 - approved.

 

2. Board Governance Issues and Committee Selection - Mark Gunderson spoke to several reports authored by him and distributed prior to the meeting.

 

1. Statement of Governance Guidelines.  A number of issues were discussed including the wording of the guidelines, the role of faculty, secession planning, and the importance of safe-guarding The Haven “philosophy”.  Adoption of the document was tabled, pending a re-draft by Mark Gunderson and review by David Raithby.

 

2. Finance and Audit Committee Terms of Reference.  Motion to adopt passed.  Motions to appoint Paul Robillard as committee member and interim chair passed.  There was discussion about Joyce Smith as a possible committee member (if she is appointed to the Board) and Cathy and/or Ernie McNally, Lorena Lauzon, and Jane Connor as advisors.

 

3. Governance Committee Terms of Reference.  Motion to adopt passed.  Motions to appoint Dick Sass, Randy Wong, Mark Gunderson and Laurie Kelley as committee members passed.  Mark will organize for now, by telephone, without a chair.

 

4. Development Committee Terms of Reference.  Motion to adopt passed.  Motions to appoint Dick Sass (Chair), Mark Gunderson, Paul Robillard and Laurie Kelley passed.  There was general discussion regarding Laurie’s suggestion that all Board and committee members commit to taking a minimum of one Haven course per year.  It was also noted that the Governance Committee needs to establish a privacy policy.

 

 

5. Fundraising Strategic Plan.  Draft document referred to Development Committee.

 

3. 2005 Budget Update.  Cathy McNally explained the 2005 budget process and that staff are on schedule to submit the budget to the Board in the third week of November.  Dick Sass noted various expenses for the Board (such as Executive Assistant’s salary, planning and architecture consultants) will need to be accommodated in this or a second budget.

 

4. Haven Foundation Financial Assistance Program Guidelines.  Paul Robillard presented this draft document, prepared by him and Connie Munro.  David expressed appreciation to the co-authors for the quality of work.  Motion to adopt passed.  It was agreed that there should be an operating sub-committee of the Finance and Audit Committee, responsible for this area, tentatively called “Financial Aid”.  Cathy and Ernie McNally will be looking after the application design.  The importance of receiving feedback from recipients (testimonials, feedback, and appreciation) was noted.

 

5. PPSEC Application Status.  Cathy McNally advised that Part A is going in now and Part B soon.  Appreciation from Board to Gillian Robillard for all of her work on this.

 

6. Marketing and Business Development Plan 2004-2005.  Jonathon Diderich (on staff full-time as of October 1, 2004) outlined the plan, a synopsis of which was distributed to those present.  This was followed by an open brainstorming session which touched on the possible strengths and weaknesses of the plan, priorities, implementation, and fund-raising.  Dick Sass requested that there be more specificity and focus.  There was also discussion regarding philosophical and educational leadership at The Haven as it relates to the marketing of The Haven.

 

7. Come Alive Report.  Rick Jackson and Wendy Huntington provided informal remarks on the Come Alive course they completed at noon today.  They were very positive about their first time co-leading, and about the “process”, which Rick noted “is it’s own driver”.

 

8. Management Acknowledgement.  Paul Robillard expressed his appreciation, on behalf of the Board, for Cathy and Ernie McNally’s work during this year of transition.

 

9. Possible Retreat.  The idea of holding a retreat for board, faculty and staff was introduced.

 

10. General Manager’s Report.  Cathy and Ernie McNally reported on current projects and activities, and inquired as to how/when the Board prefers to receive this information.  Occasional emails, reports at meetings, and use of Haven Foundation website’s private page, were all discussed.

 

11. Next Meeting – Tuesday, November 30, 2004 at The Haven.

 

 

 

Meeting Adjourned at 3:20pm.

 

 

Action Items

• Mark Gunderson to re-draft “Statement of Governance Guidelines” within two weeks, and provide to David Raithby for review/input
• Dick Sass to send out Donor letter
• Governance Committee to consider a policy that all Board and Committee members attend at least one Haven course per year
• Cathy and Ernie McNally to provide the draft privacy policy documents (prepared with Connie Munro) to the Governance Committee.
• Development Committee to review and refine Fundraising Strategic Plan and present for adoption at next meeting.
• Cathy and Ernie McNally to design financial aid application.
• Jonathon Diderich to provide more specificity and focus to Dick Sass by selecting and prioritizing 5 or so tasks in an upside down triangle.
• David Raithby to arrange for meeting between members of core faculty (e.g. Linda, David and Joann) and board members, including Mark Gunderson in the second week in November.

 

Minutes recorded by Carole Ames.

Minutes adopted November 30, 2004