Minutes for Meeting of March 30, 2007

Swallow Session Room, The Haven Resort & Institute

 

Attending: 

Board:  Bill Chalmers, Steve Davis, Mark Gunderson, Laurie Kelley, Connie Munro, Linda Nicholls, David Raithby, Dave Tyler

Ex-Officio Members:  Randy Wong

Friends of Haven:  Ron Adkins

Management: Carole Ames (A/Executive Assistant, and Faculty Committee), Rachel Davey, Lorena Lavers, Bill Leuze

Guests & Others:  , Paul Robillard, Gwen Ewan (Director of Education)

Regrets:  Bryan Croeni, Rick Jackson, Gerry Owen, Christine Purfield

 

1.      Call to Order at 9:05am by BC.

 

2.      The Haven’s Vision & Mission

The Vision and Mission statements were read by BC.

 

3.      Approval of Agenda.

a.       The agenda was approved.

b.      It was noted that several people will be departing for the 4:15pm floatplane, and that there will therefore be an effort be complete the agenda prior to their departure.

c.       It was also noted that RD would be away for part of the meeting for a dental procedure.

d.      It was noted that PR would be away for part of the meeting.

 

4.      Check-Ins

All present checked in.

 

5.      General Board Affairs

a.       Approval of Minutes

     

Moved by CM, and seconded by SD,

                  That Draft 2 of the January 26, 2007 minutes be adopted.

      Motion carried unanimously.

 

b.      Acting Executive Director Report

      This report was received for information.

 

c.       Management Reports

                                                   i.      Programs - RD

1.      2007 Haven Symposium (April 13-14, 2007) – the numbers are lower that last year at this time, and there is now a push to get the more people registered, especially new people.  Creative Wonders (Vancouver) has been retained to assist.

2.      On-Line Follow-Up Program – research results will be presented July 9, tentatively 12 – 2pm, at The Haven.  A written report is available now.

3.      Equine Farms (Debra Marshall) – RD, GE and LK visited this Nanaimo operation Mar 29/07 to investigate compatibility with The Haven.  All were impressed with what is being done there, and how it dove-tails with The Haven’s approach.  The possibility of offering courses through The Haven will be investigated further.

4.      IBP – Judith and Gerry Fewster have been in discussion regarding the possibility of offering IBP (Integrative Body Psychotherapy) Training at The Haven.  DR noted that there is a “history” here to be considered.

                                                 ii.      Development – RD

1.      Workload - DR expressed concern regarding RD’s temporary workload (both Programs and Development/Marketing) and wondered if she could be assisted, perhaps on specific projects.  RD and BC responded that they both continue to monitor her workload and do not believe that anything is suffering.  RD will review the whole situation when the Symposium is over.

2.      Catalogue – the feasibility of producing one catalogue per year, instead of two, is being considered.

3.      Fundraising Focus – LN expressed a concern that we not become too focused on fundraising at the expense of focus on what we are offering.

                                                iii.      Operations – BL

1.      Commercial Washing Machine – this equipment did breakdown, and was repaired.   BC inquired if the option of having laundry done in Nanaimo has been investigated.   BL responded that it has, and that it is not feasible and the savings would be negligible.  CP is working on more precise numbers to assess this.

2.      Accountability Agreements (BL and LL’s both in agenda package).

a.       DR suggested that “most efficient and accountable means” be added to the agreements.  It was also suggested that a statement to the effect that the participants and guests come first, be added.

b.      DT suggested that the LL’s agreement include “implementing” as well as establishing financial policies.  He further suggested that with the implementation of policies should come a range of discretion for the Directors and ED.  It was also suggested that HR implementation be added.  It was further suggested that implementation of the financial aspects of the Strategic Plan be part of the accountability agreements.

c.       DT inquired as to where the Job Descriptions are, and BC responded that he believes these are not needed if the accountability agreements are will written.

                                               iv.      Finance and Administration – LL

1.      DT suggested a need for more complete policy direction, including a policy on policies, and agreed to look at this himself.  RD noted that she prefers, as a managing director, to craft policies herself and then invite comments.  The difference between policy and procedure was discussed and it was clarified that procedures clearly lie within the mandate of the managing directors.

 

6.      Committee Reports

a.       Executive Director Search - BC

                                                   i.      38 applications were received.

                                                 ii.      A short-list will be prepared this week and the telephone interviews will be conducted, to be followed by “nose-to-nose” interviews.

                                                iii.      The target date for selecting the new ED is May 1/07.

                                               iv.      $30,000 has been budgeted for this position, meaning that an additional $30,000 needs to be raised in order to offer $60,000/year for the full-time position.

                                                 v.      The Committee will provide short-listed names to the Board for input.  The Board is reminded that any such material is confidential.

                                               vi.      The Committee will invite representation from the management team and the faculty committee for the ED interview process.

                                              vii.      The Committee will make its recommendation to the Board for confirmation, probably by email.

[PR left the meeting at 10:30am.]

 

7.      General Board Affairs (Continued)

a.       Management Reports

                                                   i.      Operations – BL

1.      Further to discussion about the importance of efficiency, BL advised that he recently discovered a potential $3000/year savings in hydro bills.  This is because the property has three hydro meters, and for each meter a reduced rate applies once a certain limit has been reached.  When the limit is applied to the whole property, instead of just one meter, the savings will be substantial.

 

8.      Committee Reports (Continued)

a.       Audit and Finance – DT

                                                  i.      Eagleview/Kingfisher Renovations.

1.      There was discussion about:

a.       how and when our line of credit should be used,

b.      where expenditures should be focused,

c.       whether there are other areas where there is more need for support, such as programs and/or staffing,

d.      when we should utilize fundraising versus borrowing,

e.       what our current and projected financial situation is, and

f.        how this project will fit into longer range plans.

2.      MG inquired about the role of the Facilities Committee in this project.  BL advised that the Facilities Committee supports the project while noting the absence of a “big-picture plan.”  BC added that he has had discussions with the Committee (BC and Scott Poole) regarding their role, planning, and leadership.  BC is considering taking the position of Committee Chair.

 

Moved by DT, and seconded by SD, that:

Based on the approval of the Facilities Committee of the actual renovations and efficient use of property, provisional approval of a) the capital expenditure of $70,465,(b) the net increase in operating revenue for 2007 of $8,102 ($12,748 increase in revenue less maximum of $4,646 in interest cost on line of credit) and c) the use of the line of credit for up to $70,465.

Motion carried (4 in favour, 2 abstained, 1 opposed).

 

                                               ii.      Haven Foundation Budget.

 

Moved by DT, seconded by SD,

That the 2007 Haven Foundation budget be adopted as submitted, subject to any Board amendment to the budget to include an amount as outlined in the discussion of the Faculty Committee request.

Motion carried unanimously.

 

a.       RD noted that the charity donations policy is under review in Victoria.

b.      LN noted her concerns about the condition of the property, using the example of the Swallow Session room and its condition and décor.

c.       There was discussion about the overall condition and décor of the entire property, including session rooms and sleeping rooms, which led to a discussion of what positive actions might be taken.

d.      The Board agreed to schedule a “work weekend” in conjunction with a Board meeting, during which the Board could tour the session rooms with staff, identify areas for possible improvement, and then dedicate some time to assisting improvements for which they are qualified.  This could be similar to “Work Day” in Phase I.  It was agreed that the dates for this would be addressed later in the meeting.

 

b.      Governance Report - MG

                                                   i.      MG provided a brief verbal report on the Committee’s activities.

 

9.      Meeting adjourned by BC at 12:15pm for a group photograph, and lunch.

 

10.  Meeting reconvened by BC at 1:05pm.

 

11.  Committee Reports (Continued)

a.       Facilities Report. - BL

                                                   i.      BL advised that everything had been covered in the earlier discussions.

 

b.      Education Committee – CM

                                                   i.      Committee Minutes (Mar /07) and Tasks.

1.      CM provided a brief summary.

2.      CM noted her appreciation for RD and GE – “If you need something done, ask Rachel or Gwen!”

                                               ii.      Education Master Plan.

1.      CM noted that the document contained less future visioning than originally intended.  One of the most important aspects is the amount of input garnered from faculty, and that the input was heard.

2.      DR noted his preference for more focus on NPC’s (non-proprietary courses).

3.      DT would like to see a policy on this and other areas coming through the Board.  RD noted that there would be a difference between policies and procedures, and that procedures would not come through the Board.

 

Moved by CM, and seconded by MG,

That the Draft Education Master Plan, labeled “13-EMP for Approval”, be adopted.

Motion carried unanimously.

 

4.      RD noted that she will bring forward a business plan, based on this, for the next Board meeting.

5.      The importance of supporting quality NPC’s was discussed; DR suggests that there is the greatest potential for increasing numbers of participants in this area.  MG noted the importance of contacting Jim Reger regarding courses he could be teaching here.

 

12.  Other Business

a.       Faculty Proposal for Board and Committee Representation.

                                                   i.      There was discussion about whether this resolution is supported by the Faculty Committee.  It was clarified that the Committee was not consulted on this.

                                                 ii.      Discussion ensued about whether the Board should provide leadership and direction here, or whether it would be more effective to work in consultation with the Committee.

                                                iii.      CA noted that the Committee is not opposed to Board involvement, nor does she think the faculty would be – the Committee has simply chosen to focus more on other areas first, in order to “have its house in order”.

                                               iv.      RD noted the ongoing challenges of working with three Committees, and that addressing this is more urgent that establishing faculty representation on the Board.

                                                 v.      DR likes the proposal, and with the Board taking the lead here.

                                               vi.      LK expressed interest in the logistics of faculty representation on the Board, for example voting own conscience etc.

 

[RD left the meeting at 1:45pm.]

 

                                              vii.      LN noted that she does not speak as a faculty rep., although she is always faculty and never loses sight of this.  She sees that the situation of having 3 committees should be addressed prior to having an official rep. on the Board and/or committees. 

                                            viii.      CM noted that she would like to initiate discussions with Cathy McNally (Committee Chair) this summer about the future of the two committees and how they might work together.

                                               ix.      BC noted that he believes the Standards and Practice Committee will stay separate.

 

Moved by MG, and seconded by BC,

That the Faculty Resolution, as contained in the agenda package, be approved.

Motion defeated (2 in favour, 6 opposed).

 

b.      Faculty Report – CA

                                                   i.      CA provided a brief summary of the report, and introduced the Faculty Committee’s request for funding.

                                                 ii.      RA noted that he believes the faculty could be more independent if they raise the money themselves.

                                                iii.      DT suggested that if there were not enough funds available, the faculty contribute part as well.

                                               iv.      DR thinks the proposal is okay if the work is important to The Haven.

                                                 v.      BC noted that SFU and UBC do not fund faculty groups, although they make out cheques for specific faculty projects.

                                               vi.      LN stated that she supports funding the proposed phone meetings and annual on-site meeting at 100% for now.

                                              vii.      CM supports the 2-day annual meeting and suggests offering the same travel support as last year.

                                            viii.      LL noted that historically this has been funded through the Foundation budget, rather than through the PDS budget.

                                               ix.      SD notes the importance of issues from the Strategic Plan i.e. communication between faculty and Board.

                                                 x.      DT clarified that the annual meeting is proposed for Jan/08 which is in next year’s budget.

                                               xi.      The Board agrees unanimously to support the Faculty Committee’s request for funding as outlined.  It is noted that part of this proposal will be addressed in the 2008 budget the fall.

                                              xii.      MG emphasized that he wishes to support Faculty requests where feasible.

 

 

13.  Committee Reports (Continued)

a.       Standards and Practice Committee – DR

                                                   i.      DR noted that the Committee affairs continue as usual.

                                                 ii.      DR posed a question regarding how we can maintain or “hold”  The Haven’s vision and values, if, for example, the ED does not have a “Haven” background.  With respect to the S&PC, what role does/can it play in this and other areas?

1.      DT suggested that this is not the SP&C’s responsibility.  He thinks that the Board would solicit ideas, facilitate discussion, and approve a vision etc. then the S&PC would monitor.  DR agreed with this.

2.      DR noted he was concerned when the vision and mission in the draft Strategic Plan suddenly included “leadership”.  He has discussed this with RJ, who was ED at the time.

3.      BC suggested that if the Terms of Reference and Accountability Agreements are in place (the Board’s role here being at the ED level), then the managing directors’ Accountability Agreements can be in place etc. – what is important here is that the Board assure quality, not control quality.   MG questioned the practicality of this.  BC thinks it is effective if Accountability Plans are throughout the organization.

4.      RA noted his concern at the idea of having everything monitored by the S&PC.

5.      CM noted she liked BC’s comments and perspective on this; her concern is where new ideas will come from i.e. in the past Ben and Jock brought forward new ideas annually, particularly during Phase III and Beyond New Horizons.

6.      DR noted that he is not interested in “protecting the legacy”, and he is interested in new ideas; he added that the faculty may be “steeped” in Haven teachings, however he still has concerns.

7.      RW noted that he is glad DR and LN are on the Board because they offer that piece i.e. history, values, training etc.; he doesn’t know how this will be maintained down the road.

8.       LN dislikes the term “keeper of the legacy” – it implies the something rigid, in the past.  She prefers something like quality assurance.

9.      GE agrees with the importance of the ED and believes we cannot afford a steep learning curve; she does not want to see the S&PC take this all on.

10.  DR noted that his primary concern is about Board decisions and actions and how they impact programs and participants in them – i.e. “how do I bring this into what we do now.”

11.  BC suggested that there is a solid, cleaner container around the ED position now because “we went through the fire recently”.

12.  DT questioned what quality measures we have in place now i.e. information, frequency, assurances etc.

13.  DR observed that he was ready to close this conversation for now.

 

14.  Other Business (Continued)

a.       Accountability Plans (Board Directors)

                                                   i.      BC reported that this is progressing well, and requesting that everyone keep going in order to complete this.

 

b.      E-mail Protocol

                                                   i.      LK noted that presence and mindfulness are needed to minimize redundancies and misses – no protocol can make up for an absence of this.

                                                 ii.      MG noted that he prefers to use individual addresses.  LK responded that she understands his preference, however it leads to problems.

                                                iii.      CM requested that the spelling of her last name be corrected in the Donation & Acceptance group listing.

                                               iv.      MG expressed his opinion that people are more direct and personal by phone than by e-mail.

 

c.       Major Donor Development.

                                                   i.      MG noted that a major challenge is to show significant respect with potential major donors, in order to ensure we have quality programs with increased attendance.  He requested that potential major donors not be approached, but instead that their names be provided to the Development Committee and/or the Director of Development and Marketing.  He noted the potential for word of mouth marketing, feedback, and money, and encouraged everyone to make re-connections with alumni.

                                                 ii.      LN wondered if there is some sort of personal gesture or event that could stimulate things because she believes “there is still negativity out there”.  It was noted that the Wine & Cheese at the Symposium is designed for this purpose.

 

d.      Board “Work Weekend”

                                                   i.      Upon consulting schedules it was agreed that the Board will have its regularly scheduled meeting Friday Sept 7/07, and that this will be followed by 2 workdays Sept 8 & 9/07.  MG will work on this, with BL as the staff contact person.

 

15.  Meeting terminated at 3:30pm.

 

Action Items:

1.      RD to circulate the report for the on-line follow-up program to the Board.

2.      LL and BL review accountability agreements with respect to suggestions offered by Board.

3.      DT to explore the topic of policies, and also a policy on policies.

4.      LL in include Faculty Committee funding request in the draft 2008 budget.

5.      LK to revise E-mail protocol such that CM’s last name is spelled correctly on the Donation & Acceptance Committee (Munro, not Munroe).

6.      BL to check that CM’s name is spelled correctly on the group email list for the Donation & Acceptance Committee.

7.      MG will initiate planning for the Board’s Work Weekend Sept 8 & 9/07.  BL will be the staff contact and will ensure this event is on The Haven’s schedule of events/activities.

 

Minutes recorded by:            Carole Ames

Minutes adopted:                   May 25^th 2007