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Minutes for Meeting of June 24, 2005 Traveller’s Inn, Victoria
Attending: Board: Dick Sass, Paul Robillard, David Raithby, Mark Gunderson, Laurie Kelley, Rick Jackson, Tom Lesosky, Connie Munro Advisors: Randy Wong, Gerry Owen Management: Ernie McNally, Cathy McNally Guests: Bill Chalmers, Scott Poole (from 4pm)
Apologies: Linda Nicholls, Bryan Croeni, Ron Adkins
Call to Order at 10:15am by Chair, Dick Sass.
1) Haven Vision and Mission. Read by Dick Sass.
2) Check-Ins.
3) Bill Chalmers – Summit/Strategic Planning Update a) Bill advised he would track the Board meeting to see if previous homework is being addressed. b) Bill reviewed the three stages of the strategic planning process: 1) Future State; 2) Present State; and 3) Closing the Gap. c) Bill assigned 4 new areas of homework to be completed prior to a ½ day vision/values/mission July 17/05. There will also be a 2-day “closing the gap” session early this fall.
4. What have been our results? (hand-out) – Overall Champions - Cathy and Ernie 4.1 – Dick 4.2 – Cathy and Ernie 4.3.1 – Dick 4.3.2 – Mark 4.3.3 – Mark 4.3.4 – Cathy 4.3.5 – Ernie 4.3.6 – Paul 4.3.7 - Rick
Accountability Agreement Worksheet Instructions (hand-out)
Accountability Agreement (hand-out)
Making a Business Case (hand-out) Bill suggests Cathy and Ernie prepare a business case for every pillar of the business, considering financial as well as other KBI’s (Key Business Indicators) such as supporting branding. This assessment should be based on what we have been doing (past, present), not what we will do (future), and can be done using a matrix with weighted values.
4) Minutes of May 9, 2005 – approved.
5) Action Items Carried Forward. The list was reviewed and revised to show the following items outstanding or in progress:
Meeting of May 9/ 2005 a) Cathy to circulate the piece about the Haven, written by Jock when the Foundation was being created, to the Board. b) GM to provide electronic version of the “Information Package for New Directors” to Carole, for posting to the Foundation website. c) Mark to make final spelling/grammar revisions to the Facilities Committee Terms of Reference. d) David to submit comments to Mark on the role of the Standards & Practice Committee, for consideration in the draft Terms of Reference. e) Mark to revise the draft Terms of Reference for the Standards & Practice Committee, for consideration at the June 24/05 Board meeting. f) Paul to provide results of Mark/Paul brainstorming re: approaching faculty to Connie. g) Paul to continue review of wording the Foundation now has regarding Canadian/US/international donations, in consultation with Gerry.
Meeting of April 3, 2005 a) Possible action on outstanding board nominees will be reviewed at the October or November Board meeting.
Meeting of February 18, 2005 a) Governance Committee to undertake contract review and risk assessment.
Meeting of November 30, 2004 a) Governance Committee to prepare a job description and evaluation for the GM, in consultation with the incumbents.
Meeting of October 22, 2004 a) Cathy and Ernie McNally to provide the draft privacy policy documents (prepared with Connie Munro) to the Governance Committee. The Resort portion is completed and the Institute portion is outstanding.
6) Foundation Website a) Appreciation was expressed by Rick and Bill Chalmers for the work Bill Leuze has done on the Foundation website, allowing one PDF document to be printed which includes all agenda items.
7) Donor Lists a) Dick advised that Gill Robillard will be inviting additions/deletions to the A, B, and C Donor Lists (available in spreadsheet format) in order to meet the August 15, 2005 kick-off date for the A list donor campaign.
8) General Manager Report a) Wendy Campbell has been hired as Development Director for a term of one year during which she will author a fundraising report and also be on retainer for consultation. Specific coaching requests would be an additional service. b) There was general agreement that the Development Committee, Gill and Wendy are doing great work, and that a foundation is being laid for fundraising efforts. c) The possible impact of the ongoing strategic planning process on fundraising packages was noted, and it was agreed that target dates can be flexible and any changes can be incorporated as needed.
9) Committee Reports. a) Governance i) Mark advised that there were not specific items to report (hand-out provided). ii) Paul suggested that a former Board Member/Director (John Gill) might be approached to return to the Board, given that he has announced his retirement this summer.
[Laurie Kelley left the meeting at 11:30am]
iii) There was discussion regarding Founders’ benefits. A contract was prepared in April 2004 to reflect current expectations (such as consulting) and benefits (such as health insurance). The contract, which is unsigned, will be circulated for the next Board meeting with a view to formalizing a written agreement. Ernie noted his appreciation with the grace the Founders have shown in stepping back from their involvement with The Haven. iv) The topic of current arrangements for faculty benefits was discussed. Connie requires all pertinent information for the work she will do this summer on faculty compensation.
10) Circulation of Materials. Cathy and Ernie provided a number of items for the Board’s review over the lunch-hour: a) Summer 2005 Shen b) Ben and Jock’s new book (the first in the “bookabout” series) c) Brochures for Bill O’Hanlon’s recently scheduled course for The Haven in September. d) “Go Gabriola” brochure with The Haven advertising prominently featured. e) A first, 5 minute version of the ABS film being produced by Andrew Best.
Meeting Adjourned for lunch at 12:20pm.
[Laurie Kelley returned at 12:30pm]
Meeting Reconvened at 1:00pm.
11) General Manager Report (continued) a) Cathy and Ernie noted the importance of striking a balance between attention to detail, results and bottom line on the one hand, and making space for intuition, creativity and flexibility on the other hand. The analogy of a Newtonian organization/institution in a quantum world was used. They are very excited about the shifts they believe are unfolding, and they are optimistic about the future. b) Future GM reports will note any strategic shifts being implemented by management; for example, each department (except Systems) has now prepared a revised budget to year-end incorporating a 10% reduction in expenditures, in response to under budget revenues. c) The use of statistics in the monthly GM reports was discussed, and it was noted that some Directors (David for example) are interested in more statistics, although not necessarily in management reports. The possibility of placing some of this information on the Foundation Website was supported. d) The potential value of allowing Bill Chalmers access to the Haven Foundation website, in order to provide input and feedback regarding the set-up and use, was discussed and agreed to. e) Cathy and Ernie emphasized their openness to, and appreciation of, constructive specific feedback. f) David suggested that face-to-face “sales” with target markets (e.g. therapists, counselors) for the Bill O’Hanlon September course be considered. David would also like to see more marketing of some of The Haven’s own faculty, such as Linda, Maria and Joann. g) There was discussion regarding two contrasting styles of management – hands-off (faith) AND hand-on (control). It was agreed that both are suitable, sometimes separately and sometimes together. The phrase “praise God and tie up your camel anyway” was illustrative. Paul suggested the value of defining mutual expectations i.e. Directors’ expectations of management; and management’s expectations of Directors.
12) Committee Reports (continued)
a) Audit and Finance i) Ethical Fundraising and Financial Accountability Code – Resolution "The Haven Foundation hereby adopts the Canadian Centre for Philanthropy’s Ethical Fundraising and Financial Accountability Code as its policy. In so doing, members of the governing board commit to being responsible custodians of donated funds, to exercise due care concerning the governance of fundraising and financial reporting, and to ensure to the best of their ability that the organization adheres to the provisions of the Code. It is hereby confirmed that each member of the governing board has received a copy of the Ethical Fundraising & Financial Accountability Code and that a copy will also be provided to each person who is subsequently elected to the governing board." Moved by Paul Robillard Seconded by Connie Munro Adopted Unanimously ii) Donation Acceptance Guidelines – Resolution “The Haven Foundation Board hereby adopts the Haven Foundation Donation Acceptance Guidelines and Policies, dated May 31, 2005, subject to grammatical editing by Paul and Gerry.” Moved by Mark Gunderson Seconded by Laurie Kelley Adopted Unanimously iii) It was clarified that these resolutions are intended for official records, and not for the public. iv) The Haven Year-End – Resolution “The Haven Foundation Board hereby resolves to change the year-end date for The Haven to December 31 to coincide with PD Seminars’ year-end date of December 31.” Moved by Mark Gunderson Seconded by Laurie Kelley Approved unanimously v) PDS Financial Statements. (1) The financial statements were reviewed and it was noted that PDS is $50,000 below budget ytd on net income.
b) Standards and Practice. i) Agenda Format - Resolution. “The Board resolves, given the importance of faculty and curriculum matters, that these should all be placed at the beginning of future Board agendas, commencing with the August 15, 2005 meeting.” Moved by David Raithby Seconded by Gerry Owen Approved unanimously ii) David advised that the Standards and Practice Committee met in April 2005 to address a number of items. In response to discussion with the Board David has agreed to provide “general purpose” committee minutes, or subject headings, to the Board (and to continue to maintain confidentiality on any more sensitive matters). iii) Dick requested the Board be kept informed of: (1) Any issues, as they arise, that might affect liability; and (2) Policy-related curriculum changes. iv) David noted that he considers the Standards and Practice Committee to be a monitoring body, and posed the question of how/where to address other areas. The possibility of retaining a consultant to advise in the area of faculty and education master planning was noted. v) The “Interim Report on The Haven Curriculum Development” (Rick Jackson, June 2005) was discussed, including the recommendations on pages 7 and 8. Rick agreed to be the “champion” for this initiative. vi) Drawing from a Haven story of Paul Reps observing dancing prior to a workshop session, and commenting “I hope they jiggle something loose”, the notion was put forward by Rick the Haven Curriculum needs to be shaken up and jiggled loose and that is the intention of the paper and the activities he hopes will flow from it.
c) Facilities (hand-out) i) In his report “Facility Report…The Beginning” Tom observed that there tend to be two energies at play – urgency to act on the one hand, and slowness/caution, possibly reflecting fear, on the other. ii) The report notes two options regarding how to proceed with obtaining graphics for the donor package. iii) Linda Moore will be at The Haven July 8-11 and Tom recommends a Facilities Committee being held then. iv) Paul reports that Jim Sumi is willing to be facilitator of a the creation of a Master Plan.
13) Contact with Faculty – Update a) Invitation to core faculty and Board to attend Reflections, possibly with time dedicated during it for a meeting). The cost of comping Relfections, to The Haven, will be $324 per person. b) Resolution – “That all core faculty and Board Directors be invited to attend the 2005-6 Reflections at no-charge, and that a discount be offered to spouses.” Moved by Connie Seconded by Paul Approved unanimously c) Dick Sass and Gerry Owen each offered to cover 50% of this cost. d) It was agreed that one hour be set aside during the September 26, 2005 Board meeting to hear from Core Faculty. e) A Joint Core Faculty/Board meeting, possibly before the Jan 12 Core Faculty Meeting, was discussed. Bill Chalmers offered to facilitate this session, if it is held, at no additional fee. f) It was agreed that if/when Board Directors meeting with faculty one-on-one, the input/experience will be reported back to Connie, and to Cathy and Ernie.
[Scott Poole joined the meeting, as an observer, at 4:00pm]
14) Haven Away a) Cathy and Ernie’s report of June 16, 2005 on this topic was discussed. With respect to a specific request from mainland China (from HWNCCDC), issues discussed were intellectual property rights (including whether a fee could be charged, and if so how much), urgency/timing of decisions, where The Haven is/will focus it’s energies, and what type of relationship The Haven wishes to have with the proponent. b) It was agreed that an Ad Hoc Committee, comprised of Gerry, Tom, Dick, David, Linda, Cathy, Ernie and Paul be struck to address this issue. c) It was agreed that HWNCCDC be advised that use of The Haven will involve a licensing fee etc, and that the details of a possible arrangement will be prepared during the next month, in time for Sean Feng’s arrival at The Haven July 31, 2005.
[Randy Wong left the meeting at 4:40pm]
15) The Board went in-camera from 4:40pm to to 5:40pm to address The Haven debt.
16) Next Meeting – 9:00am, Monday August 15, 2005 at The Haven, Gabriola
Meeting adjourned at 5:40pm.
Action Items
Minutes recorded by Carole Ames. Minutes Adopted – August 15, 2005
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