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Minutes for Meeting of April 3, 2005 IAP Boardroom, Vancouver
Attending: Board: Dick Sass, Paul Robillard, David Raithby, Mark Gunderson, Laurie Kelley, Connie Munro (by phone, 9-10:40am), Rick Jackson, Linda Nicholls, Tom Lesosky Advisors: Gerry Owen Friends of Haven Foundation: Bryan Croeni, Ron Adkins Management: Ernie McNally, Cathy McNally Guests: Bill Chalmers
Apologies: Randy Wong
Call to Order at 9:00am, by Chair, Dick Sass.
1) Haven Vision and Mission. Read to group by Dick Sass.
2) Appointment of New Directors.
Motion to accept Linda Nicholls, Rick Jackson and Tom Lesosky as Board Directors carried unanimously. 3) Check-Ins.
4) Summit Follow-Up. Bill Chalmers facilitated brainstorming (with post-its) and prioritizing (with “dots”) for the following questions: a) What do we aspire to be? b) What are our key beliefs about our business? c) What do you want organization to stand for in the long-run? d) What do you want your organization to accomplish so that you will be committed, aligned and proud of your association with it? e) How do we make ourselves, as an organization, indispensable? f) What are the groups that will have a significant influence on our ability to formulate and achieve our plans?
[This process was continued after items …… but is listed here together for ease of reference.]
g) What are the individuals that will have a significant influence on our ability to formulate and achieve our plans? h) What must we keep our eyes on – constantly? i) What isn’t our future about?
5) Core Faculty Inclusion. a) There was discussion the report entitled “Inclusion of Core Faculty in Policy Development”, and the timing and organization of a Core Faculty/Board meeting. The preferred timing for this would be May or June 2005. b) It was agreed that an Ad Hoc Committee be established to address recommendations #2 (proprietary courses) and #3 (non-proprietary courses) of the report. It is anticipated that the Ad Hoc Committee’s report will take approximately 4 months, and will ideally reflect input from the joint core faculty /Board meeting. There was discussion regarding the preferred composition of the Ad Hoc Committee and it was agreed that Connie will serve as Chair, with representation from the Standards & Practice Committee, Audit & Finance Committee, and the Board.
[Connie Munro left the meeting at 10:40am.]
6) Minutes of February 18, 2005 - approved.
7) Members’ Minutes of February 20, 2005 – received for information.
8) General Manager’s Report. There was discussion regarding the February and March 2005 reports, including explanations of differences between estimated and actual numbers, and fluctuations between February and March. It was suggested that there be an attempt to minimize duplication between the GM reports and the Marketing reports from Jonathan Diderich.
9) Committee Reports. a) Development Committee. i) 2005 Fundraising Marketing Plan, dated March 28, 2005 (1) Various aspects of the report were discussed. It was noted that Gill Robillard has been retained as “contract labour”, and that an excellent information resource has been identified (“Spirit Rock”). (2) It was agreed that a significant amount of time be set aside at the next Board meeting to address this area. (3) The idea of utilizing “skilled laborers” from The Haven alumni, perhaps twice per year for a weekend was discussed. (4) Management requested clarification on the status of suggested Board appointees who have not been appointed to-date. It was agreed that there should be follow-up with these individuals, according to what interaction has previously occurred.
Motion to adopt the 2005 Fundraising Marketing Plan, dated March 28, 2005, carried unanimously.
b) Governance Committee. i) Governance Committee Report, dated March 28, 2005. (1) Directors and Officers (D and O) Insurance. There was discussion regarding what an adequate amount of insurance would be, and it was agreed that $1 million would be adequate for now. (2) Additions to Board of Directors. There was lengthy discussion regarding the merits of “small” versus “big” Boards, and also whether any additions, if they occur, should happen “now” or in the “future”. The consensus was to wait for now, with the exception of the identification of a Chartered Accountant, which is needed more urgently and could be added as soon as identified.
c) Finance Committee. i) The idea of securing a first year accounting student to do pro bono work was put forward. ii) Draft Investment Policy, The Haven Foundation, dated March 2005. (1) The transfer of Foundation funds from TDWaterhouse to a self-administered arrangement was discussed. (2) There was lengthy discussion regarding the loss which has been incurred under the current arrangement, and the degree to which the Board and/or management is responsible for this. In this regard there were offers by some present to assist in covering the loss, once a final figure is established.
A motion to adopt the Draft Investment Policy, dated March 2005, was carried unanimously.
[Laurie Kelley left the meeting at 12noon.]
10) 2005 Board Meeting Schedule. a) The draft meeting dates were approved; after some discussion regarding travel logistics it was decided that the location for the meetings be changed so that all, at this point, are on Gabriola. b) There was discussion regarding a Summit follow-up date with Bill Chalmers, and September 26, 2005 was suggested.
11) Next Meeting – Monday, May 9, 2005 at The Haven, Gabriola
Meeting adjourned at 12:10pm.
Action Items
Minutes recorded by Carole Ames. Minutes Adopted - May 9, 2005
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