Minutes for Meeting of January 14, 2006

Havenhaus Session Room, The Haven Resort & Institute

 

Attending: 

Board:  Dick Sass, Paul Robillard, David Raithby, Mark Gunderson, Rick Jackson, Tom Lesosky, Linda Nicholls, Laurie Kelley, Suromitra Sanatani, Connie Munro (not present, however represented “by proxy” by Gerry Owen)

Friends of Haven (US): Bryan Croeni, Ron Adkins

Ex-Officio Members:  Gerry Owen, Randy Wong

Management: Ernie McNally, Cathy McNally

Guests:  Faculty representatives – Jane Olynyk, Gwen Ewan, Carole Ames, Gillian Enright, Joann Peterson, Susa Holt

 

Call to Order at 9:10am by RGS.

 

The Board went in-camera at 9:10am.

 

Meeting reconvened at 3:20pm by RGS.

.

[At 3:20pm Faculty representatives attending Beyond New Horizons were invited to join the meeting, and report on the faculty meetings held January 12 and 13, 2006.]

 

1)      Education Leadership.

a.       LN reviewed the outcomes from the sessions.  Note that a typed summary of the flipcharts from these sessions is available from CMc.

                                                   i.      Brainstorming on “Functions of Educational Leadership” resulted in 10 categories of points.  The categories were:

1.      Embodying The Haven

2.      Compensation Appropriate

3.      Logistics

4.      Broad Visions

5.      Decisions Re: Faculty

6.      Separate Item (no title)

7.      Vision to Curriculum

8.      Education – Interns etc.

9.      Support Faculty

10.  Interfacing with the Board

                                                 ii.      Possible Organizational/Structural Scenario’s (two were described, both of which included a Manager of Education)

                                                iii.      Faculty Needs & Wants

1.      LN read the brainstormed list.

2.      There was discussion on the following:

1)      Bureaucracy – what is it, what are the fears

2)      Funding – how to pay for the proposed position(s) and committee(s)

3)      CMc noted that the faculty requests an annual report on the Foundation’s financial picture.

 

[SS left the meeting at 2:45pm]

 

3.      LN requested that the faculty in attendance voice any concerns and/or fears at this crucial time.  The following comments were made:

1)      GE – does the Board membership reflect the intent of The Haven; is the Board in sync with staff?

2)      CMc noted DR’s earlier summary of the overall faculty position.  Faculty members want:

                                                                                                                           i.      Structure

                                                                                                                         ii.      Clear reporting

                                                                                                                        iii.      Resources

3)      JO wants to support C&EMc in what they are doing

4)      JP concerned about C&EMc’s workload and stress levels last year

5)      SH has faith in the Board working through the leadership issue

6)      MG inquired how long it would take to have person(s) in position.  GEwan said sooner rather than later ie. 3 months.

7)      MG inquired what the next step is.  JP noted the actions steps in the hand-out:

                                                                                                                           i.      Set-up communication structure for faculty

                                                                                                                         ii.      Set-up Faculty Committee

                                                                                                                        iii.      Board copy faculty on financial reports/situation once per year

8)      CA noted that she is confident that a workable decision(s) can be made based on the amount of discussion, the openness, and the make-up of the Board.

 

[Faculty representatives left the meeting at 4:20pm.]

 

2)      Haven Leadership.

a.       MG summarized what has been discussed today ie. RJ’s proposal, organizational structure.

b.      MG asked for C/EMc’s opinion.

                                                   i.      CMc responded that she is okay with almost any option, willing to try everything, and would define her boundaries; she would prefer a 6 month review; she understands that the RJ proposal is to resolve the current situation, and so she would prefer a resolution of the problem, in which case no solution would be required; she prefers not to have an extra layer and says she and EMc can do the job.

                                                 ii.      EMc explained that they are using a decision-based management style, and explained the history of this; he believes this system would work well with fauclty; we need an administrative/organization person to spearhead this.

c.       LN inquired as to C/EMc’s willingness to work with a possible restructuring.

                                                   i.      EMc responded that they would consider what is proposed.

                                                 ii.      CMc responded that that they will be frank, and work with whatever happens.

d.      LN responded that it sounds like C/EMc are willing to be co-creative.

e.       CMc wants to be positive, have a good day each day, not assume that any day will be a bad day.

f.        RGS agreed, and noted that he will miss these meetings when he is no longer involved.

 

The Board went in-camera at 5pm.

 

After discussion the following two resolutions were considered:

 

Resolution 1:  

 

Moved by MG, and

Seconded by PR:

 

Whereas the Board is concerned that the Haven Foundation address issues of:

 

1) need for structure to incorporate the educational function,

2) need to create a suitable structure to make full use of Cathy & Ernie, and

3) need to create accountability for strategic planning and budget.

 

Now therefore be it resolved that the Board create an interim position of Executive Director for a period of 2 years with a review every 6 months with an accountability and compensation agreement negotiated with Rick Jackson.

 

Unanimously Resolved

 

Resolution 2:

 

Moved by DR, and

Seconded by GO:

 

To create an Education Committee of the Board.

 

Unanimously Resolved

 

Meeting reconvened at 5:20pm by RGS.

 

3)      It was agreed that the number of Board meetings for 2006 will be reduced to four.  No decision was made as to the dates for these.

 

Meeting adjourned at 5:30pm.

 

Action Items:

1)      Creation of the Education Committee – MG draft Terms of Reference for Governance Committee for consideration at the next Board Meeting.

2)      Revised Board Meeting Schedule (3 more for 2006) to be determined at next meeting.

3)      Completion of the Manager’s Evaluation process by Governance Committee.

 

Minutes recorded by: Carole Ames.

Minutes Adopted:      February 24, 2006