Haven Foundation Board Meetings

Friday, September 26^th , 2008

P2, The Haven, Gabriola

Chaired by Bob Matthews

10 a.m. to 6:00p.m

Call to Order, Vision & Mission Matthews 5mins
Check-in Matthews 30 mins

3. Approval of Agenda Matthews 1 min

4. Previous action items:

a. Confirmation of F.O.H. terms Purfield 1 min

Board Affairs

a. Approval of minutes –June 14^th , 2008 Matthews 5 min

b. Executive Director and Management reports Shields 30 mins

c. Haven Foundation Funds proposal Davey 15 mins

Resolved that one unrestricted fund – called The Haven Foundation Fund – be created to replace the three current funds (Learning Person to Person, Building Tomorrow Today and Helping Hands)and that the threshold for tax receipts for total annual donations be raised from $20 to $100.

d. Systems analysis report and recommendation Leuze 30 mins

Resolved that the Board approve the allocation of up to $100,000 into the capital budget
from the reserve of the Foundation for the implementation of the new IT
system for The Haven. The cost consists of $39,600 in 2008 for phase 1
(course and accommodation booking), and up to$50,000 in 2009 for phase 2
(the balance of the systems integration, including Fundraising, Human Resource maintenance, asset management, CRM)- the Erupt!k system. An additional
$10,400 in capital cost is being budgeted for contingencies, including unknowns for the accounting system and added staff time required to test and comment on the implementation during the trial period.

e. Clarify and formalize ex-officio memberships Purfield 10 mins

Resolved that Richard Sass, John Shields, and Randy Wong be removed as ex-officio directors effective immediately.

Resolved that the position of Corporate Solicitor be confirmed as a non-voting, ex-officio director without term. This position my be removed by ordinary resolution of the Board of Directors.

Committee Reports

a. Proposed committee Terms of Reference Matthews/Munro 30 mins

b. Proposed committee memberships Matthews/Munro 10 mins

c. Facilities Committee Matthews 20 mins

d. Education & Standards Committee Munro 10 mins

Other Business

a. Board meeting dates 2009 Matthews/Munro 15 mins

b. Approval of Gift Acceptance Policy Purfield 5 mins

c. Reverse-osmosis desalinization Goldbeck 30 mins

& related fundraising.(discussion)

d. Strategic planning process Shields 30 mins

e. Brainstorming re: near-term objectives for each

Committee Matthews/Munro 90 mins

Termination

Attachments:

01 – Minutes June 14^th 2008 Approval

02 – Haven Foundation Funds Approval

03 – Systems report and recommendation Approval

04 – Proposed committees’ terms of reference Approval

05 – Facilities business analysis and vision Information

06– Facilities – July 26^th summary Information

07– Facilities process meeting Information

08– Haven facilities planning process map Information

09–Gift Acceptance Policy Approval

10–ED_and_Management_Report_92608 Information

Printable Agenda:
	00-BoardAgendaSept2608	.pdf	.doc

Attachments: (Accessible to authorized users only)
1)	01-MinutesJun142008	.pdf	.doc	.html	(Approval)
2)	02-HFFundDonorAcknowledgement	.pdf	.doc	.html	(Approval)
3)	03-Systems_Integration_Project	.pdf	.doc	.html	(Approval)
4)	04a-HF_Audit_and Finance	.pdf	.doc	.html	(Approval)
4)	04b-HF_Development_TOR_Proposed_Clean_09_08_V2	.pdf	.doc	.html	(Approval)
4)	04c-HF_Education_and_Standards_TOR_Proposed_Clean_09_08_V1	.pdf	.doc	.html	(Approval)
4)	04d-HF_Facilities_TOR_Proposed_Clean_09_08_V2	.pdf	.doc	.html	(Approval)
4)	04e-HF_Governance_TOR_Proposed_Clean_09_08_V2	.pdf	.doc	.html	(Approval)
5)	05-Facilities_Business_analysis_versus_vision	.pdf	.doc	.html	(Information)
6)	06-Facilities_July_26th_summary_regarding_visioning_team	.pdf	.doc	.html	(Information)
7)	07-FacilitiesProcessMeeting	.pdf	.doc	.html	(Information)
8)	08-Haven_Planning_Session_Process_Map	.pdf		.html	(Information)
9)	09-Gift_Acceptance_Policy	.doc	.pdf	.html	(Approval)
10)	10-ED_and_Management_Report_92608	.doc	.pdf	.html	(Information)
The whole package, zipped:
	Each of the above in original formats, 383 KB	BdPkg_08-09-26.zip
The whole package, in one printable document:
	In PDF format (one document), 2264 KB	Bd_Pkg_080926.pdf

Explanation of above pdf, doc & html links:
All of the above links open in a new window, so when you are finished viewing or printing each page you can just close it and this window will still be here to open the next link. If you want to download a link without opening it in your browser you may have to right click the link and choose "Save Target As...", For the Mac, hold the "Option" key as you click on the link. And now for the file type explanations:

.pdf (Adobe Acrobat format):
	This is the recommended format to print. It is guaranteed to look exactly like the original no matter which computer platform, Operating System or printer is used. In order to view and print this format, the free Adobe Acrobat Reader must be installed on your computer (I think that the Mac OS has it installed by default). You can get the most recent Adobe viewer from the Adobe download site. If your computer is not fairly new and fast it would be better to use the older, faster Acrobat 4 viewer which you can download right here.
.doc (MS Word format):
	This is the format most of the documents were created with, Any word processor capable of opening using Word 97 or higher formats should work with these files. But, when printed on a different computer or printer than the original the formatting and page numbering is not guaranteed to be the same. This format also has the largest file size so not recommended for dialup users.
.xls (MS spreadsheet format):
	In the .doc column there may be some .xls files. This is really only usefull if you need to see it on the screen. When opening you'd have to answer "No" or "Don't Update" if it prompts you to update the links to other data sources. If you want to print out the whole thing you would have to change the default. To do this in Windows you choose "Print" from the "File" Menu, then in the dialogue box that comes up select "Entire Workbook" rather than the default "Active sheet(s)". But really, if what you want is to print the whole thing you are much better off just printing the .pdf version.
.html (Web page format):
	This format can be viewed by any web browser - if you can read this web page you will be able to read these .html links. This is by far the fastest, most direct way for viewing the documents on the screen. Guaranteed that printing will produce different page numbering than the original.
.zip (PK Zip compress)
	Best for dialup users. The embedded pdf files are about 1/2 the size of the originals. Also useful to grab all the files in one download to store on your own computer. An unzipping program such as winzip or stuffit is needed to decompress this file (Window XP has unzip capability built in). Some free decompression programs are available here.