| ITEM
1) Call Meeting to Order:
Notice of the meeting having been given, and a quorum of
the Directors being present, the Chair declared the meeting to
be properly constituted for the transaction of business. The
meeting was called to order at 7:00 pm.
2) Review of Meeting Minutes:
| MOTION: |
|
Sharon Alton |
| SECOND: |
|
Eric Clarke |
| CARRIED: |
|
To accept the minutes of the
December 11, 2007 Board Meeting
|
3) Finance Committee:
| MOTION: |
|
Marta Hargrove |
| SECOND: |
|
Ginger Grcic |
| CARRIED: |
|
To accept the minutes of the
December 31, 2007 Financial Statements.
|
Eric Clarke reviewed the Financial Statements dated for
December 31, 2007. The Finance Committee met on January 31,
2008 to review these and there are no concerns. There is a
significant increase in Fundraising for Respite as there is a
bed that has been contracted to the Children's Aid Society for
a young man. He has been staying in one of the unfunded beds
in the Respite Facility since November 2006.
Eric discussed the proposed investment plan received from
CIBC. He reported that it was a sound proposal with a sensible
asset mix and management fees. He will meet with Beverley
Gordon and Colleen Ashmore upon Beverley's return to confirm
that the short term and long term allocations are reasonable.
Val Hortiguela and Eric will need to complete the necessary
documentation and the Finance Committee will be updated at
their next meeting.
4) Nominating Committee:
As a result of Mitchell Cohen's departure, there is a
vacancy on the Board that needs to be filled immediately.
There will be three vacancies on the Board for family
members at the end of this term.
Sharon reviewed the nomination process that was used this
past year. Previous experience and skills of potential board
members that were sought included: health care, public
relations, fundraising, lobbying, governance and marketing.
The primary objective for the nominating process for the
current vacancy is to seek a candidate with knowledge and or
experience in the adult service sector.
Discussion ensued about what could be done differently in
the recruitment and orientation process and the following
suggestions were made:
- Explain recruitment process to the candidates
- More intensive orientation before the first Board
meeting (roles, processes, Strategic Plan, Safehaven
history) to allow the new member to prepare questions
before their first meeting
- Buddy System for new members
| MOTION: |
|
Marta Hargrove |
| SECOND: |
|
Norma Bird |
| CARRIED: |
|
To accept that the
Nominating Committee proceed with the nominating process
to fill the current vacancy and to recommend a process
for recruiting and selecting family members for the
vacancies at the end of this term.
|
5) President's Report:
Val reported that the Executive's Director's compensation
needs to be reviewed.
| MOTION: |
|
Ann LeBlanc |
| SECOND: |
|
Marta Hargrove |
| CARRIED: |
|
To accept that Val, Sharon
and Eric will review and make recommendations for the
Executive Director's compensation.
|
6) Any other business that may be brought forth:
1) Executives Director's Report
Colleen Ashmore handed out the following
information:
- Principles of Good Governance (1)
- Certificate of Insurance (2)
- Supplementary Letters Patent (3)
- Annual Program Expenditure Reports (APERS) (4)
- Liability Insurance (5)
- Transfer Payment Accountability Directive (6)
Confirmed that Board Members are insured through HIROC.
A request was made that a general organizational update
be provided at the monthly board meeting. This update needs
to "make it real" (i.e. stories, events,
activities, etc). It may also include sector information
(i.e. legislation, policy changes, etc). Colleen will
discuss this further with Beverley and an update will be
provided at the next meeting.
2) Fundraising Committee Chair
Susan Gudofksy has requested that a Chair for the
Fundraising Committee be designated. There was discussion
about the status, role and function of this Committee. Fern
offered to speak with Susan to clarify her request/needs.
Colleen will request that Susan contact Fern.
3) Strategic Plan
Norma raised the point that the Strategic Plan should be
the guide for the Board's activities and decisions (i.e.
selection of new Board members) and that the Board must
ensure there is a process to monitor and review it. The
organization needs to be showing that it is moving forward
and achieving its short term and long term goals.
A discussion to review/revise the current Strategic Plan
ensued.
The previous process for developing the current Strategic
Plan was shared with newer Board members. It was recommended
that any review/revisions should be facilitated by an
external facilitator who can objectively guide the process.
It was also recommended that feedback from stakeholders
(families, employees, community partners, etc) be solicited.
The Board and senior staff (Beverley and Colleen) would meet
to develop the actual plan, taking into consideration this
feedback. The tentative goal for completion of this is April
2008.
A question was raised about what happens with the
existing priorities that the Board has identified (for
example Adult Day Program) and how that would fit into a
review of the Strategic Plan. The strategic planning process
will clarify the objective and identify a plan for
addressing this priority.
Potential dates for a "Strategic Plan Retreat"
can be coordinated by Administration. Weekday evenings are
preferred - with a 6:00 pm to 10:00 pm time slot being
reasonable for those in attendance.
| MOTION: |
|
Sharon Alton |
| SECOND: |
|
Everyone |
| CARRIED: |
|
That Norma, Beverley and
Colleen develop a proposal to review/revise the
Strategic Plan and identify an external consultant to
lead this process and complete a final plan by April
2008.
|
4) Branding Initiatives
The Board would like an update on the status of the
report/recommendations prepared by Nancy Coldham. Colleen
will request that Beverley speak with Nancy/Susan and update
the Board.
7) Next Board Meeting:
MARCH 11, 2008
6:00 pm - 7:00 pm CIBC Thank You
7:00 pm - 9:00 pm Board Meeting
April 8, 2008
May 13, 2008
June 10, 2008
July 2008 - August 2008 - No Meetings
September 9, 2008
October 14, 2008 AGM
8) Adjournment:
| MOTION: |
|
Marta Hargrove |
| SECOND: |
|
Ann LeBlanc |
| CARRIED: |
|
That the meeting be
adjourned at 9:00 pm.
|
Recorded by Colleen Ashmore
Board held an in camera session.
|
