Minutes for Meeting of November 18, 2005

Havenhaus Session Room, The Haven Resort & Institute

 

Attending: 

Board:  Dick Sass, Paul Robillard, David Raithby, Mark Gunderson, Rick Jackson (from 11:45am), Tom Lesosky, Connie Munro, Linda Nicholls,

Management: Ernie McNally, Cathy McNally

Guests:  Susan Clarke (faculty)

 

Apologies:

Bryan Croeni, Ron Adkins, Laurie Kelley, Gerry Owen, Suromitra Sanatani, Randy Wong

 

Call to Order at 9:20am by RGS.

 

1)      Reading of The Haven Vision and Mission (revised draft version).

 

2)      Approval of Agenda.

 

[CMc and EMc arrived at 9:25am]

 

3)      Check-Ins.

a)      CA noted that she will be stepping down as the Chair’s Executive Assistant, timing to correspond if possible with the Chair’s stepping down.  She also noted that she is in discussions with CMc and EMc regarding a management/coordination role with “the China Project”.

b)      RGS advised that he will stay on as a “Member” after he steps down as a “Director”. He will attend some Board meetings, and will NOT be doing committee work.

c)      CM noted her desire for Board minutes to be made available publicly within a week of each meeting, as one way on facilitating transparency.

 

4)      General Board Affairs.

 

a)      Approval of Oct 17/05 Minutes – adopted unanimously with these revisions:

i)        Page 2        “CM” changed to “CMc”

ii)       Page 2        “trip” added after “too late for” in 4.a.7

iii)     Page 2        “Streeter” added after “Scott” in 4.a.10.

iv)     Page 5        Motion in 5.a.3 revised to read “The three Board Members (DRS, RW, and PR), the Governance Chair (MG) and Bill Chalmers (with services paid), form a team, chaired by DRS, with the mandate to design a process for establishing faculty leadership.

 

b)      The Haven in China

i)        LN noted that she would like non-proprietary course (NPC) leaders (independent contractors) to be consulted regarding the manner in which their courses will be handled i.e. under The Haven umbrella, and/or otherwise.

ii)       DR noted that faculty should have been consulted prior to The Haven’s involvement in China because of the underlying issue of what kind of institution we’re running.

iii)     RGS outlined the negotiations he and EMc had in China in October.  He added that he thought EMc’s idea of remuneration for NPC’s was a good one.  He is satisfied with the draft contract elements.

iv)     SC stated that there has been no communication with faculty regarding what’s happening, what’s proposed – no inclusion.

v)      DR disagreed with this point, and pointed to an email he had sent to faculty inviting participation (which, he stated, received no response).

vi)     MG stated that the Board values transparency and inclusion.  He observed that the Board has stopped periodically to do consultations, that we are at a growing stage with China, and that issues will shake out when the time is right.

vii)   SC observed that she was unaware until now about developments e.g. she has led an NPC in China without going through The Haven, and didn’t know this was being discussed or considered.

viii)  LN noted that there were concerns previously about 4 Come Alives in China in 2005 being a drain for The Haven, and wondered how we had shifted to 12 in 2006, plus a training program, given earlier concerns.

ix)     CMc stated that coordination and structure are catching up, so she and EMc believe the proposal is doable (although it will be a stretch) with an intensive focus by someone.

x)      RGS offered the “capitalist” perspective: interns and assistants are to be paid in China, which is different than interns paying, and assistants being remunerated but at a lower level, here at The Haven.  Additionally, if NPC’s are offered leaders can make money on them too.

xi)     DR identified the #1 flag for The Haven in China - that this is very difficult work, and that the quality must be maintained.

xii)   LN added that there are political issues in China which we must be sensitive to.

xiii)  CM noted the importance of dealing with the visa issue.  It was noted that Sean Feng is addressing this for 2006.

xiv) CA inquired of LN is she is concerned about whether we have enough capable leaders.  LN responded that she is to some extent – some may be suitable and some not.  DR added that some assistants and interns may be better suited than others, and there needs to be a system for monitoring this.

xv)   MG stated that his support for this initiative is contingent on a business plan being in place, and that time pressures must yield to proper business planning, thus ensuring compatibility with our vision and mission.

xvi) PR suggested that this is part of comprehensive strategic planning for The Haven.

xvii)            CMc noted that she and EMc approached CA given her background, expertise and availability.  LN wondered if the job needs to be better defined prior to hiring CA or whomever.

xviii)          PR supports the idea of creating a comprehensive plan and identifying resources to accomplish this.  Financial projections and budgets should be addressed.

xix) MG wants comfort with The Haven and faculty that we can accommodate this.

xx)   DR noted that a development program is needed at The Haven for cultivating China leaders.

xxi) MG wondered if we need an education leader for The Haven and/or China.

 

Moved by LN, and

Seconded by MG:

 

That:

1)      CMc and EMc provide a 2006 Business Plan for The Haven, including Chinese operations, addressing numbers, intentions, issues and responses, by Dec 15/05;

2)      The Board have a teleconference shortly thereafter to review and approve the Business Plan; and

3)      MG consult with CMc and EMc on what to include in a Business Plan.

 

xxii)            There was discussion regarding the hiring of CA including timing, term and responsibilities.  There was also discussion regarding who will approve China leaders; the short time remaining before the next China Come Alives are to occur; and what additional information is needed in addition to what CMc and EMc already have in order to proceed.

 

Motion carried unanimously.

 

Meeting adjourned for lunch at 12noon; reconvened at 12:40pm.

 

c)      Faculty/Education

i)        In response to a question from CM, RGS advised that he, RW and PR (Board Members) and MG (Governance Chair) will be addressing the question of faculty leadership.

ii)       CM summarized a report distributed in the meeting titled “Notes for Report to Board, November 18, 2005, AD HOC Committee on Faculty Compensation, Report from Paul and Connie”, and highlighted the following areas:

(1)   Existing special arrangements for some faculty members.

(2)   Remuneration for core program leaders and assistants.

(3)   Insurance for the Director of Education.

(4)   Travel costs for core program leaders and assistants.

iii)     DR wondered if course attendance would be affected by increased fees, and noted that this does not appear to be an issue in China.  SC responded that she thinks fees could be increased, if marketing and strategy are addressed.

iv)     RJ suggested that China leadership fees is an issue given that leaders are paid more there than here, leading the same core courses.

v)      LN noted that we need to be considering succession planning for leaders both here and in China.

vi)     MG suggested we should be market-based, and would like to see an analysis of where we are now (market value) and where we are going.

vii)   RJ emphasized the importance of “speaking out loud” to faculty about the differential between leadership fees in China and here.

viii)  RGS suggested the possibility of doubling leader fees immediately, and then having this as a focus for fundraising initiatives.

ix)     CM concluded with these recommendations to management:

(1)   Finalize insurance for the Director of Education as soon as possible.

(2)   Implement a $200 travel allowance for leaders and assistants of core courses immediately.

(3)   Review options for increased remuneration for core course leaders and bring a proposal back to the Board.

 

5)      Committee Reports

 

i)        Standards and Practice

(1)   DR advised that the members “meet” daily by email, and that there has been no formal get-together since the last Board meeting.

(2)   LN expressed her belief that the S&PC is not working, based on recent faculty input.  She is disappointed that faculty input has not been received directly by the S&PC, for example a perceived conflict of interest with members and individual courses.  She suggested that a dispute resolution mechanism be established (to be used if direct contact with the member in question does not resolve/address the issue), and that a fourth member be added to the S&PC.

(3)   DR expressed his distress with the conflict of interest “grumbling”.  He thinks that the S&PC is working, given its mandate, and that we just need more re: education/faculty.

(4)   CM noted her concern that a Dean of Education position is being considered without reviewing the current system i.e. Director of Education, S&PC etc.

(5)   The wording of the Oct 17/05 Board motion regarding the process to address faculty leadership was discussed and clarified such that a Dean of Education is not identified as the target at this juncture.

(6)   CM suggested that Board minutes be produced in draft form within 3 days of a meeting, reviewed and finalized, and made public within 7 days in order to minimize gossip.

(7)   TL likes the open invitation faculty has to attend Board meetings.

(8)   LN noted her concern with the maturity level of core faculty, and that personal work and that, in her view, gossip should not be occurring in the core faculty meetings nor in Board meetings.

(9)   MG advised that the Governance Committee will make recommendations for transparency for the next Board meeting.

 

ii)       Governance

(1)   MG addressed the memorandums he has circulated on Board Director performance, and the new Chair position.  He requests that he receive responses on the Chair position memo.

(2)   MG advised that Bill Chalmers and John Gill were both approached regarding possible interest in working with the Board, and neither is available.

(3)   MG advised there are no names yet for the position of Board Chair.

 

iii)     Audit & Finance

(1)   PR noted that operation revenues have exceeded budget, and that based on the current trend budget will be exceeded at year-end.  He also noted that there have been $40,000 in scholarships to-date this year.

(2)   In response to discussion it was noted that the YTD pre-tax figure (net income) is $196,375 (budget was $130,000).

 

[LN and CM left the meeting at 2:30pm]

 

2)      2006 Meeting Schedule.

a)      Revision #3 of the 2006 Board Meeting Schedule was approved.  The 2006 scheduled meetings and activities are therefore:

 

Thur Jan 12 & Fri Jan 13                “Closing the Gap” with faculty; Board Directors invited

Sat Jan 14                                      Board Meeting, The Haven

Fri Feb 24                                      Board Meeting, The Haven

Sun Apr 9                                      Board Meeting, Vancouver; post- Symposium; location tba

Mon May 29                                  Board Meeting, The Haven

Mon July 24                                   Board Meeting, Victoria (location tba)

Sat Sept 16                                    Board Meeting, The Haven

Sun Oct 29                         Board Meeting, Vancouver (location tba)

Fri Dec 15                                      Board Meeting, The Haven

 

6)      Strategic Management

a)      PR requested a volunteer from the Board to ensure that actions steps are completed for the “Goals – Strategic Planning”.  Rick Jackson agreed to handle this.

b)      RJ advised that he will report to the next Board meeting on long term views regarding faculty.

 

7)      Old Business

a)      Action items from the last Board meeting were reviewed.  The following are outstanding or in progress:

i)        CMc and EMc will provide the next level of detail (including costs and benefits) for proceeding with the PCTIA accreditation application for a specific area of courses; and for developing additional or revised programs such as a Certificate in Relational Studies, and Diploma in Relational Leadership.

ii)       SS to contact the UVic President regarding the idea having an outreach course at The Haven for UVic students.

iii)     DR, LN, RJ, CMc and EMc to provide ideas for a draft job description for the Dean of Education to MG.

iv)     MG to circulate Jim Reger’s bio to the Board Directors.

 

3)      Next Meeting – Saturday, January 14, 2006 at 9am, at The Haven, Gabriola

 

Meeting adjourned at 2:50pm.

 

Action Items

 

1)      MG to provide input to CMc and EMc on what to include in a Business Plan.

2)      CMc and EMc to submit a 2006 Business Plan (including Chinese operations) to the Board by Dec 15/05.  Board to meet by teleconference shortly thereafter to review and approve the Business Plan.

3)      CMc and EMc to finalize insurance for the Director of Education as soon as possible.

4)      CMc and EMc to implement a $200 travel allowance for leaders and assistants of core courses immediately.

5)      CMc and EMc to review options for increased remuneration for core course leaders and bring a proposal back to the Board.

6)      Governance Committee to report to next Board meeting with recommendations regarding transparency.

7)      Board to provide responses to MG on the previously circulated memorandum on the Chair position.

8)      RJ to ensure actions arising from “Goals – Strategic Planning” are addressed.

9)      RJ to report to the next Board meeting on long term views regarding faculty.

10)  CA to review, compile and circulate any outstanding action items from previous meetings.

 

Minutes recorded by: Carole Ames.

Minutes Adopted:      January 14, 2006