 |
 |
 |
 |
 |
 |
 |
|
|
 |
 |
 |
 |
 |
 |
 
|
Minutes for Meeting of January 26, 2007 P3 Session Room, The Haven Resort & Institute
Attending: Board: Bill Chalmers, Steve Davis, Mark Gunderson, Rick Jackson, Laurie Kelley, Connie Munro, Linda Nicholls, David Raithby, Paul Robillard, Dave Tyler Ex-Officio Members: Gerry Owen, Randy Wong Friends of Haven: Ron Adkins Management: Carole Ames, Rachel Davey (joined meeting at 9:40am), Rick Jackson, Lorena Lavers, Bill Leuze, Christine Purfield Guests & Others: Andrew Bing, Wayne Dodge, Gwen Ewan (portions attended as noted in minutes). Regrets: Bryan Croeni,
1. Call to Order at 9:00am by BC.
2. Check-Ins All present checked in.
3. The Haven’s Vision & Mission The Vision and Mission statements were read by BC.
4. Approval of Agenda. The agenda was approved with these amendments: a. BC - Accountability agreements added under New Business. b. BC - Item 4.b deferred until later in agenda so that Wong/McKeen letter can be read aloud. c. RJ - Item 4.c deferred until RD joins meeting. d. BC - Item 6 (in-camera) time estimate changed from 60 minutes to 45 minutes. e. The Audit & Finance Report was distributed by hand for Item 5.c.
[RD joined the meeting at 9:40am]
5. Acknowledgement of Joann Peterson The Board set aside time to share thoughts and feelings about Joann Peterson, who passed away January 9, 2007. Joann was The Haven’s Director of Education, a core faculty member, and a member of the Standards and Practice Committee. a. RJ advised that there has been an outpouring of sentiment from around the world, much of which is recorded in the blog established for this purpose. b. It was particularly noted that Joann shaped and nurtured The Haven’s Intern Training Program. c. Following a heart-felt sharing of memories, feelings and appreciations there was discussion about ways in which to acknowledge Joann such as the naming of rooms or buildings, and/or the establishment of a fund for intern training. d. LK noted the importance of recognizing our founders and leaders, and that The Board has yet to do this for Ben and Jock.
6. General Board Affairs a. Approval of Minutes Moved by LK, and seconded by SD, That Draft 3 of the December 15, 2006 minutes be adopted. Motion carried.
b. Executive Director’s Report i. RJ advised that Carole Ames is leaving her position as Executive Assistant to the Board. He noted that Carole has been here since the beginning of the committee formation and through the Chair transition, and that her assistance has been significant. Christine Purfield will be taking over these duties. ii. RJ noted that Gwen Ewan will continue as Acting Director of Education for now, heading up the Intern Training Program. The position title and duties are under review. iii. RJ commented that the Strategic Plan as initially drafted last summer could have provided more context. He provided an overview of the revised draft document and explained the review process it has been through. 1. There was lengthy discussion regarding the merits of adopting the Strategic Plan as is, or further revising it, or waiting for any faculty input from tomorrow’s meeting and then incorporating this.
[Andrew Bing joined the meeting at 10:15am]
2. MG noted his disappointment that he had not received the ED report, the A&F report, or the Faculty arena items, prior to this meeting. 3. LK requested that in the future there be clear structured processes created to bring projects, tasks and initiatives like this to a conclusion. Aspects such as collaboration and time-lines should be included. 4. DT noted the need to clarify key stakeholders, for example faculty. CP added that employees should be included in this manner as well.
Moved by MG, and seconded by DR, That the Revised Strategic Plan, dated January 2007, be adopted. Motion carried.
Moved by LN, and seconded by RJ, That the Board strike a Strategic Planning Process Committee, to be comprised of DT, LN, LK and BC, with management represented by the ED, responsibilities to include establishment of clear processes with time-lines. Motion carried. MG opposed.
[Meeting adjourned at 11am, and reconvened at 11:10am.] 5. RJ advised that, upon review of correspondence to faculty, it was apparent that faculty had been advised their input from tomorrow’s meeting would be considered. It is therefore important to accept that input, if any. 6. LN requested that, in the future, communication from the Board to faculty be copied to the Board. iv. RJ summarized the status of The Haven’s relationships with Hai Wen (China) and Huawei (China). 1. Negotiations with Hai Wen for a new 1-year contract were not successful so the relationship has ended. A refund claim for the contracted Intern Training Program is being considered. The Haven has requested that faculty ask for permission to use The Haven’s intellectual property in any teaching for Hai Wen. 2. The Haven’s relationship with Huawei is continuing. 3. CA advised that The Haven will be offering a refund of CDN$10,000 to Hai Wen for the Intern Training Program. 4. LN advised that she has been told there are hard feelings at Hai Wen towards The Haven. She also noted that she has been approached to teach for Hai Wen, however she declined because the proposal was similar to The Haven courses and models and thus a conflict. DR noted that he too was approached and declined. 5. It was agreed that The Haven’s relationship with Hai Wen should be addressed with an aim to improving it, once outstanding financial details have been finalized. v. RJ noted that this is his last report. He commented that the management re-structuring is in place, and the work has been done towards the inclusion of faculty. vi. Managing Directors commented on their sections of the ED report: 1. Programs a. RJ circulated the Accountability Agreement for the Director of Programs. b. RD invited questions on her part of the ED report. c. RD provided an overview of proposed initiatives she is exploring, the over-riding objective being to increase participant numbers in courses. Included in the list, which will be provided separately as per request, are: i. increasing value of courses, ii. marketing using statistics, iii. maximizing events such as the Vancouver Symposium, continuing with closed courses, iv. exploring expansion of Haven Away (in discussion with CA on this), v. investigating why people don’t come back, and vi. increasing utility of “survey monkey” statistical results. d. The Board was appreciative of RD’s presentation and the ideas she is proposing. e. RD invited the Board to respond directly to her on any of the topics mentioned.
7. Meeting adjourned by BC at 12:05pm for lunch.
[Andrew Bing left meeting at this time.]
8. Meeting reconvened by BC at 1:00pm.
[Wayne Dodge and Gwen Ewan joined meeting at this time.]
9. General Board Affairs a. Executive Director Report (cont’d) 1. Finance. a. LL provided an overview of her report and responded to questions. 2. Operations. b. BL outlined his report and noted some additional items: i. The bed delivery has been delayed by one week, which BL had addressed in his earlier contingency planning. He describes this as a “wrinkle, not a disaster”. He noted that he makes a practice of designing a process to accommodate unexpected developments such as this. ii. The new ground-level accommodation planned for Joann (in Eagleview) will still proceed in order to create a wheel-chair accessible resort suite as well as faculty meeting rooms to the rear. BL circulated a draft floor plan for comments; these included the suggestion of a second bathroom. BL noted that this draft floor plan will be circulated to the Faculty meeting scheduled for Jan 27/07.
b. Wong/McKeen Donation i. BC read a portion of a letter from Ben and Jock, dated Dec 27/06, which stated in part: “We wish to donate the contents of the Reps Library to the Haven Foundation as of this date. This will include all the books and other contents of the Reps Library.” ii. The Board was very appreciative of this significant contribution, especially given the value of these reference materials for the Intern Training Program. iii. BL noted that he has digitally catalogued all Wong/McKeen art work on the property, in consultation with Jock, and that this information can now go to our insurers.
10. Committee Reports a. Education i. CM advised that there is nothing new to report until after the Faculty meeting which will be held Jan 27/07. ii. CM advised the Wendy Huntington been invited to join the Education Committee to replace Marlyn Farrell who stepped down. Wendy has accepted this invitation. iii. CM noted that the interplay between the Education Committee, the Standards & Practice Committee and the Faculty will continue to develop. b. Standards and Practice i. DR advised that he has nothing new to report. c. Audit and Finance i. DT provided an overview of the A&F Committee’s report, with apologies that it had not been distributed in advance with the rest of the agenda package. CA noted that this was a communication slip between them. Moved by DT, and seconded by DR, That the Audit & Finance Report dated Jan23/07 be accepted. Motion carried. ii. CP advised that the Foundation Audit function is being handled internally, which is unusual however completely acceptable legally. d. Procedural Note i. CA made a general procedural noted that being that the system for making the Board agenda packages available one week prior to Board meetings continues to be flawed, with some materials often distributed late electronically, and sometimes by hand. She encouraged the consideration of how the system can be refined to make it more effective. e. Development and Marketing i. BC noted that there is a shortlist for the Director’s position, and that options for filling the position as is, or with modifications, or being deferred until the new ED is hired, are being considered. f. Facilities i. BL provided a summary of the Eagleview/Kingfisher renovations. ii. GO questioned the effect of removing one resort room for the inventory given that the number of current rooms is non-conforming. iii. BL is of the opinion that the current situation is not legal non-conforming, meaning that it is not protected regardless of whether it is reduced or not. iv. It was agreed that further discussion on this matter could continue outside of the meeting.
11. The meeting went in-camera at 2:05pm, and then adjourned at 2:50pm for the joint Faculty/Board session.
12. The meeting re-convened at 5:10pm, following the joint Faculty/Board session.
13. New Business a. Executive Director Search Committee. i. MG proposed that a faculty member be invited to sit on this committee. ii. There was lengthy discussion about the relative merits of the proposal, including the possibility of CM stepping down so that the total number of members could remain at 6. iii. MG withdrew his proposal. iv. LK suggested that this be revisited so that a decision can be made later. She noted that the Committee can choose to swap members if they wish. b. Email Communication. i. SD requested clarification on the decision-making process as it occurs by email. ii. It was agreed that messages should be labeled “for discussion”, “for information”, or “for decision”. iii. It was agreed that time-lines should be included. iv. BC will provide email protocols for consideration. v. It was agreed that no response is only confirmation if a time-line has been stated. c. Accountability Agreements. i. BC inquired as to why the agreements have not been submitted by all Directors. He asked that all Directors please do so. ii. DT noted that he had not been made aware of this matter. d. Distribution of Maria Gomori Email. i. LN asked if the Board would agree to her circulating Maria Gomori’s email (regarding Maria’s positive impressions including recent communications from the Director of Programs) to faculty and management. The Board agreed. e. Resignation. i. PR announced that his is resigning from his position as Director, and from all committee activity. He is prepared to stay on as a Foundation Member. ii. Appreciation for all his has contributed over the last 5 ½ years was expressed by the Board. iii. LL noted that PR has signing authority for the Foundation. PR agreed to defer his official resignation until this is changed. In the meantime he asked that he be removed from all group email lists. f. Governance. i. MG noted that the Board Director numbers will need to be reviewed, as well as Directors’ annual reviews. g. Joint Faculty/Board Meeting Outcomes i. LN checked to see if there was anything coming out of the joint Faculty/Board meeting to be addressed. There was general discussion about the quality of the meeting and how to proceed from here.
14. Meeting terminated at 5:55pm.
Action Items:
Minutes recorded by: Carole Ames Minutes adopted: March 30, 2007
Home | Institute | Foundation | Resort | Conferences | Store | Us © 2002. All rights reserved, The Haven
|
||||||||||||||||||||||||||
