Minutes for Meeting of June 6^th 2008

 

The Haven, Gabriola, B.C.

Attending:

Board by telephone:      Connie Munro (Chair), Laurie Kelley

Board in person: Paul Robillard, Rick Jackson.

Ex-Officio Directors: Gerry Owen

Friends of Haven:  none

Management: John Shields (also voting ex-officio Board), Rachel Davey, Lorena Lavers, Louise Amuir,

Guests & Others: Scott Poole (Guest – by telephone).

Regrets Linda Nicholls, Bill Chalmers, Bryan Croeni, Ron Adkins.

Secretary/Treasurer and Recorder: Christine Purfield

 

1.      Call to Order at 9:15a.m. by the Chair.

The Vision and Mission statements were read by the Chair. Participants were asked to remember our dear Haven friend, Steve Davis, as they listened.

 

2.      Check-In.

All present checked-in.

 

3.      Agenda.

      Add: “Incoming Haven Board” as 4 (c) (John Shields)

      Add  “Development and Fundraising Comments” under Committee Reports at 5(c).      (Laurie Kelley)

      Agenda approved with additions.

 

4.      Board Affairs.

a.       Approval of Minutes

Moved and seconded:

That the February 29^th 2008 minutes be adopted.

Motion carried unanimously.

b.      Old business and action items:

Both action items completed.

c.       Incoming Haven Board:

      John Shields updated the Board on the names of the incoming Board of Directors. Their first Board meeting will be June 14^th, 2008 after the Members’ AGM.

d.      Executive Director and Management Report:

John presented and elaborated on his report.

·        He gave thanks and appreciation to the outgoing Board for their past contributions. A plaque will be commissioned to recognize all past directors and advisory committee members, in addition to a card entitling all past directors to free use of the Haven facilities. A tentative dinner date of September 27^th, 2008 for both the incoming and outgoing Boards is being arranged.

·        Organizational chart: Rachel’s title will be changed from Director of  Programs to Director of Haven Institute. Discussion ensued around the need to keep our options open for reconfiguring the organizational chart. One Director cautioned that we not inadvertently revert to the old General Manager model, which, he felt did not work.

·        There was appreciation of the connecting of the business plan and the renewal strategy facilities report. Louise updated the Board on her search for a local person to assist with a facilities plan.

(10.30 am: Scott Poole joined the meeting by teleconference)

We need to plan to renew the facilities and the method of financing the plan, rather than planning to budget.

·        Staff Training: There was a consensus from management that there were good concepts to the Dynamic Governance Training, but that any plan needs to be customized to the Haven. Laurie Kelley reminded us to consider internal resources for future staff training.

·        Recommendations on page 8 of the report were deferred until discussion of the Renewal and Development Document under 4 (g).

·        Questions were invited for the Managers’ Reports:

                                                                     i.                        Clarification was requested for the Haven relationship with Hua wei. It is on a contract by contract basis facilitating training courses around the world and supporting the courses offered by the Founders. (Wong & McKeen). A caution was suggested that Haven be really clear in their relationship with Hua wei in the light of current global business issues.

                                                                   ii.                        Clarification was requested regarding a new Board member having a fiduciary responsibility while representing a constituency. The Chair will bring the issue forward to the new Board.

Moved and seconded:

That the Executive Director and Management Report be accepted for information.

Carried unanimously.

e)   Haven Business Plan and Recommendations:

      Distributed for information.

f)    Haven Three Year Renewal:

      Distributed for information.

g)   Haven Renewal and Development:

      John summarized the report and directed attention to the recommendations to the           Board on Page 3. Board discussion ensued.

      Moved and seconded:

      That the Board recommend to the incoming new Directors the following increase to the Foundation 2008 capital budget:

      Soundproofing – consult sound technician on most effective method of muting       sounds in the Phoenix and Swallow buildings; build a partition between the         auditorium and P3; Sound baffling between ceiling and walls of P1 and P2.

      Estimate: $45,000       Contingency: $20,000

      Carried unanimously.

 

 

 

      Moved and seconded:

      That the Board approve in principal the “Three Year Facilities and Infrastructure             Renewal Strategy and refer its implementation to the incoming Board.

      Carried unanimously.

(Break: 11.25a.m. Reconvened: 11.31 a.m.)

 

5.      Committee Reports.

a.       Audit and Finance – Paul Robillard

      Paul gave a verbal report and referred to the quarterly financial statements embedded in the Executive Director and Management Report. Paul outlined the increases to budget over the previous year and also over budget. Favourable trends. A discussion ensued regarding bursaries with a suggestion that the financial management of funding allocations for bursaries be improved.

      Moved and seconded

      That the verbal Audit and Finance report be approved.

      Carried unanimously.

b.      Education and Standards – Connie Munro

Connie gave a verbal report on a committee meeting that occurred on May 9^th. The meeting discussed core curriculum development. This committee will be a “think tank” to develop ideas and one or two faculty members will be tasked with what a core programme might look like. There was optimism that something would be ready for inclusion in the 2009 calendar. A caveat from a director not to neglect our current core programmes.

Moved and seconded:

That the verbal Education and Standards Committee report be approved.

Carried unanimously.

c.       Development and Fundraising Comments – Laurie Kelley

Laurie stressed that this is not a committee report but her comments on the areas of development and fundraising. (Laurie subsequently emailed the points presented. The mail is attached as an appendix to the minutes.)

6.      Other Business.

None.

 

 

 

Meeting terminated: 12.01 p.m.

 

Next meeting: June 14^th, 2008 (new Board)

 

Action Points:

·        Chair to forward the issue of a new Board member’s fiduciary responsibility to Haven while representing a constituency.

 

Attachments:     Appendix A – Development and Fundraising Comments: Laurie Kelley.

APPENDIX A:

DEVELOPMENT AND FUNDRAISING COMMENTS FROM LAURIE KELLEY

 

 

The value of personal appeals and relationship is apparent.  Our
previous attempts at fundraising bear out that the traditional method AA
of direct mail doesn't work for us.

In Spring 2005, the direct mail campaign accounted for only 7% of our
donations while Personal appeals brought in the remainder at 93%.  The
direct mail campaign cost us $4,000 more than it made and only resulted
in a 1.28% response rate.  The personal appeals cost  was $2,000 and
brought in $69,000.

In 2006 Spring, the Direct Mail cost was $10,000 and brought in $4,000.

In 2006 Fall, the Direct Mail cost was $10,000 and brought in $980.

Our future fundraising process will revolve around relationship
management with donors and alumni.