NEW! View Other Meeting Minutes in the Minutes Archive

IN ATTENDANCE

• ALTON, Sharon
• BERRY, Jim - President
• BYGRAVE, Courtenay
• COLDHAM, Nancy
• COHEN, Mitchell
• HARGROVE, Marta
• HORTIGUELA, Val
• LAURENT, André - Vice President
• LeBLANC, Ann - Secretary

GUESTS

• KRAFT, Arlene - Manager, Risk Management, Healthcare Insurance Reciprocal of Canada
• GORDON, Beverley - Executive Director, Safehaven
• GUDOFSKY, Susan - Manager, PR & Fundraising, Safehaven

ABSENT

• BUNTING, John - Treasurer
• BOGOROCH, Richard
• ISRAELSON, David

1) Call meeting to order: Meeting was called to order at 7:00 pm.

Meeting was called to order at 7:00 pm. 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.

Jim introduced Arlene Kraft to the Board and thanked her for attending.

2) Review of meeting minutes:
  

MOTION:		André Laurent
SECOND:		Courtenay Bygrave
CARRIED:		That the minutes of the February 21, 2006 Board meeting be accepted as presented.

3) Correspondence:

There was no correspondence.

4) Business arising from previous minutes:

a. Follow up sheet

• There has been no follow up with Minister Smitherman's Office.
    
• Minister Chambers is coming to Safehaven March 30, 2006 from 9-10 am. She will be given a tour and then be part of a round table discussion with families focusing on residential and respite needs of families. Jim Berry, Nancy Coldham, Marta Hargrove, Val Hortiguela, Ann LeBlanc and Courtenay Bygrave will be there with other invited families.
    
• Beverley Gordon will follow up with Nancy's lead in regards to Twin Rex inoculations.
    
• Over 18 Committee volunteer plan discussed in point 5 (iii).
    
• Final Report - Nancy Coldham discussed in point 5 (i).
    
• Presentation by HIROC discussed in point 6 (ii).
    
• Legal Audit/Bylaw by BLG: Board had received the report from Tom Ouchterlony at BLG regarding Safehaven's requested legal audit. The Board held a brief discussion and because Ann, Nancy and Mitchell had not received the report the decision was to defer a full discussion of the report. Tom will be invited to a Board meeting with the request he outline the top 3 priorities the Safehaven Board needs to consider.
    
• Development of a Foundation: Jim requested that Beverley arrange a meeting with Richard Bogoroch, Clifford Goldfarb and himself to continue the discussions on the foundation.
    
• Meeting on March 8, 2006 at Kensington Health Centre Site: Jim, Bob Saunderson and Beverley met with Brian MacFarlane, President, Kensington Health Centre Foundation and Bill O'Neil, Executive Director at Kensington Health Centre on March 8, 2006. Safehaven can have The Chapel may still be available for development on a long term lease. The other available 5/6,000 square feet that we were interested in is being pursed by another party. Safehaven has not heard from the Ministry in regards to its business case proposal and the Board agreed to keep discussions open about the chapel potential. Beverley, Bob and Val will continue to pursue the development of the chapel. Board saw the potential for partnership advantageous, location and zoning desirable and are concerned about operating costs.
    
• Given the Board had a number of learning's they wanted to accomplish, it was agreed the Board would meet twice a month for the next three or four months. Future schedule of meetings will be decided at the April 1, 2006 meeting.

5) Committee Reports:

i.) Finance Committee
  

MOTION:		Nancy Coldham
SECOND:		Sharon Alton
CARRIED:		That the statements to December 31, 2005 be passed as presented.

• Jim had had a previous discussion with John Bunting and relayed to the Board John and the Finance Committee's thoughts opinion that there were no issues with respect to about the Financial Statements.
    
• Beverley Gordon, Paul Yanover, and Ron Jenkins met with Bill Whyte, VP GA Central Market, Dominic Reda, AVP, Yorkdale District, Rita Iboni, Senior Business Advisor and Issac Tamscott, Investment Specialist on March 13, 2006. The Bank has agreed to raise Safehaven's investments to 4%. On John's return the Committee will discuss review Safehaven's investment policy and future with a view to recommending appropriate amendments to optimize the organization's investment strategy.

ii) Fundraising

Susan requested the Board review the Draft Fundraising manual for discussion at the April 11, 2006 Board meeting. She also thanked Nancy, Val and Jim for their input on the new Safehaven cards. Susan informed the Board that there has been a positive response to Safehaven's recent mail campaign.

Board thanked Susan for her efforts on their behalf.

iii) Over 18 Committee

The Over 18 Committee have had a telephone conference. The Committee remains concerned about the lack of manpower to take the residents out in the community and increasing the capacity for activities in the residences. They will be putting together an advertisement in the newspaper want to advertise for a volunteer volunteer coordinator. There was a good deal of discussion regarding what was required to recruit such an individual and what the goals and responsibilities of such a role would be. The Committee members present agreed to go back to the Committee and develop a Job Description of that role for presentation to the Board. Beverley will supply Ann with Safehaven's present volunteer manual. The committee remains concerned about the lack of manpower to take the residents out in the community and increasing the capacity for activities in the residences. Anne has a contact that will come into Clayland to do an activity orientation with staff. Ann read out Frances Fraumeni's letter about the potential of day program opportunities at Scarborough Support Services.

Beverley, Ann, Marta and Kathryn will continue the discussion of staff scheduling Clayland.

6) Any other business that might be brought forth:

(i) Nancy Coldham - Reputation Audit

Nancy distributed her report and engagement which has been previously discussed with the Board for future consideration. Because of the time constraint, all Board members agreed that Nancy would inform and lead the Board in discussions on:

Date: April 1, 2006
Time: 9:00 am - 3:00 pm.
Place: 1173 Bloor Street West, Toronto, Ontario, M6H 1M9

(ii) Risk Management Responsibilities of the Board - Presentation by Arlene Kraft

Arlene took the Board through the following areas of interest:

Healthcare Insurance Reciprocal of Canada (HIROC) started in 1987 as a non-profit reciprocal owned by its subscribers and committed to developing risk management / patient safety programs.

• HIROC provides it's subscribers with many resources but not limited to a reference library, links with similar health care insurers, risk management self-appraisals, risk management claims analysis reports, education sessions.
    
• Emphasis on everyone has to be involved in the identification and decrease of risk in every organization.
    
• Records of an organization need to be maintained for at least 20 years.
    
• All original policies need to be kept, "If it was not documented it was not done."
    
• 85% of claims were not negligent, but rather due to break down in communication.
    
• Boards needs to receive regular reports of Risk Management activities.
    
• Organizations needs fire safety plan, orientation to work safety, regular fire drills and fire training.
    
• Boards need independent audit by Charted Accounting Firm.
    
• Organizations need an accounting manual, independent investment manager, investment guidelines and quarterly and annual financial statements prepared and presented to the Board, and may elect to use.
    
• Board needs to be aware of insurance coverage and that the services of an independent investment manager.
    
• In-force organizations are in compliance with all governing legislative acts.
    
• Special attention needs to be paid to confidentiality, privacy and security of information.
    
• The key risk management issues from HIROC claims' perspectives are failure to monitor and to follow policy, poor or no documentation, late entries, missing records/monitor strips, poor communication, potential evidence destroyed, repeat incidents and wrong counts.

Board heartily thanked Arlene for a through presentation.

(iii) Executive Director Report

• Beverley informed the Board of the Thriving Communities document which was distributed with their packages. The document is a strategic direction for the Ministry of Community and Social Services.
    
• Safehaven had a surprise visit form the Ministry of Labour. We were issued with minor 5 orders for compliance. Three orders have been met with and Safehaven has contracted for and is in the process of meeting fulfilling the next remaining 2 compliance orders.
    
• Beverley will be establishing a chain of command for in the event of a pandemic. The Ministry of Children and Youth has no been specifically canvassed and report that they have no guidelines for Safehaven. Beverley was told to consult with the Ministry of Health. The draft plan will be discussed with all families and staff. Ann will work with Beverley to get the word out to residential families. Courtenay requested involvement of the families in the development of the plan. Beverley expressed her feeling that the most significant the greatest exposure for Safehaven will be a function of the lack of employees to provide the necessary care for the residents.

7) Date of next meeting:

April 11, 2006

Nancy Coldham presentation to Board:

Date: April 1, 2006
Time: 9:00 am - 3:00 pm
Place: 1173 Bloor St. West, Toronto, Ontario, M6H 1M9

(a) In Camera Session - ED Compensation review

The Board cancelled their in camera session due to the latest of the evening. Sharon will work with Beverley and the Board will draft their priorities after the April 1, 2006 meeting.

8) Adjournment:
  

MOTION:		Marta Hargrove
SECOND:		Sharon Alton
CARRIED:		That the meeting be adjourned at 9:45 pm.

Recorded by Beverley Gordon

____________________
Ann LeBlanc, Secretary