NEW! View Other Meeting Minutes in the Minutes Archive

IN ATTENDANCE

• BERRY, Jim - President
• BYGRAVE, Courtenay
• BOGOROCH, Richard
• COLDHAM, Nancy
• ISRAELSON, David
• HARGROVE, Marta
• HORTIGUELA, Val
• LAURENT, André - Vice President
• LeBLANC, Ann - Secretary

INVITEE

• GORDON, Beverley - Executive Director

GUESTS

• ATKINS, Robert - Licensing Specialist, Ministry of Children and Youth Services

ABSENT

• BUNTING, John - Treasurer
• ALTON, Sharon
• COHEN, Mitchell

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

Meeting was called to order at 7:10 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.

2) Review of meeting minutes:
  

MOTION:		André Laurent
SECOND:		Richard Bogoroch
CARRIED:		That the minutes of the March 14, 2006 Board meeting be accepted with the following corrections: Under Point 7a latest to be changed to lateness.

3) Correspondence:

No correspondence to be read.

4) Business arising from previous minutes:

a. Follow up sheet

• Beverley Gordon has not followed up with Minister Smitherman's office. We are awaiting a response about Safehaven's business case, from Toronto Region.
    
• Nancy Coldham will continue to follow up with Sanofi and assign to Beverley Gordon when appropriate. Nancy believes there maybe a sponsorship opportunity available with SANOFI.
    
• Beverley Gordon will work with Ann LeBlanc to wordsmith volunteer ad and then it will be posted.
    
• Board requested that Beverley Gordon highlight areas for consideration from BLG's report for discussion at May 9, 2006 Board Meeting.
    
• Jim informed Board that he had not heard from David Mason in regards to Safehaven's business case and that his plan was to brief Marilyn Renwick the week of April 11 and get back to us by the end of the month. David has not been well and Jim hopes to hear from him soon.
    
• A meeting will be arranged for Jim Berry, Richard Bogoroch and Bill Draimin to meet with Clifford Goldfarb to clarify the transfer of assets question with respect to the establishment of a Foundation.
    
• Val Hortiguela has made contact with Bill O'Neill at Kensington Health Centre. He is in the process of arranging a site visit. Beverley Gordon will view property with Bob Saunderson. Ann suggested a building in the St. Lawrence Market area.
    
• Beverley informed Board that all residential families had been contacted and a preferred method of communication has been established with each residential family.
    
• Fundraising manual will be discussed at May 9, 2006 Board meeting. Richard Bogoroch will speak to Paul Marcus from York University and invite him to speak to the Board on fundraising for the May 9, 2006 meeting. Susan Gudofsky will be invited to the May 9, Board meeting. Board agreed that Fundraising presentation would be a good learning opportunity.
    
• Board requested Beverley Gordon to prepare a list of considerations regarding those formal policies she believes necessary to sustain a Safehaven pandemic plan.

5) Committee Reports:

i.) Finance Committee

Jim Berry read a letter to the Board informing them of a donation of 100 units of the Talvest Renaissance U.S. Equity Value Fund to The Safehaven Project for Community Living on behalf of the CIBC.
  

MOTION:		Nancy Coldham
SECOND:		André Laurent
CARRIED:		That:

1) The Client establish and maintain one or more accounts with CIBC Asset Management (each, an "account").

2) Any 2 of the representatives of the Client specified following paragraph 5 is hereby authorized to give written or oral instructions and to do and take all Actions as are deemed by any such representative to be necessary or proper in connection with transactions for and on behalf of the Client.

3) The representative(s) has (have) authority to give instructions for the payment of funds and the delivery of securities to any person other than the Client.

4) This resolution shall remain in force and be binding upon the Client until a copy, certified by a duly authorized representative of the Client, of a resolution repealing or replacing this resolution shall have been received by CIBC Asset Management.

5) All Acts and things done and documents executed on behalf of the Client, as hereinbefore authorized, may be relied upon by CIBC Asset Management and shall be valid and binding upon the Client.

Nancy Coldham brought to the Board's attention that this might help us qualify as a recipient of the CIBC Broker's Day.

ii) Over 18 Committee

Report was given as part of follow-up sheet.

6) Any other business that might be brought forth:

(i) Robert Atkins Licensing Presentation:

Beverley Gordon introduced Robert Atkins to the Board as Safehaven's licensing specialist for the past 4 years. Robert informed the Board of their duties and responsibilities under the Child and Family Services Act and the licensing requirements under the Act.

The following are the highlights of Robert's presentation:

• Robert expressed his pleasure at meeting with a Board when things were going well.
    
• Any group care situation where there are more than 3 children requires a license.
    
• Licensing process is not an evaluation of the success or merit of a program rather it is an assessment of the basic minimum requirements under the Act.
    
• Licences can be issued on a short, regular and provisional basis.
    
• Short license is issued if a problem and a provisional license is issued if there are compliance issues such as fire code requirements.
    
• Licensing specialist reviews every employee and resident's file.
    
• Policies and procedures are reviewed every two years.
    
• Residents and/or guardian and employees are interviewed.
    
• Board has a legal responsibility for maintaining compliance under Child and Family Services Act and being familiar with all components of the Act.
    
• Board must Act honestly and fairly in regards to residents and families.
    
• Executive Director needs to act as professional advisor to the Board informing Board of needs of program and establishing competent team to meet Board objectives.
    
• Robert's experience with Safehaven is that we do not wait to identify non-compliance issues, we self identify, self correct and have new solutions available to problem solve.
    
• Robert's experience with Safehaven is that we "always have the best interests of the children at heart".
    
• Licensing specialist uses the residential plan of care as the mainstay of his investigations - licensing specialist makes note of family involvement and assures general service plans are occurring at least every 6 months.
    
• In regards to the Respite Program, Robert will review residential care plans, can interview employees, and families.
    
• Robert thanked the Board for the opportunity to meet and he would e-mail his presentation for distribution.

(ii) Jim reported on Minister Chambers visit. Everyone present was impressed with Minister Chambers grace and kindness. She made a point of personally connecting with every child and family present. Minister Chambers listened closely during the round table discussion. Safehaven provided the Minister with a context that could only be transferred by a face-to-face visit. The Board hoped that her visit would translate into future discussions and opportunities with the Minister and her office. Nancy Coldham saw the Minister a few days after her visit and the Minister commented on the positive impression that Safehaven had made.

(iii) Jim announced to the Board the new Minister for Community and Social Services, the Honourable, Madeleine Meilleur. The Minister is known to David Israelson and he commented on her ability as an Ottawa City Counsellor.

(iv) In preparation for the October 17, 2006 Annual General Meeting, Jim informed the Board that Val Hortiguela and Courtenay Bygrave would be standing for election. As per Tom Ouchterlony's recommendations the Board will revert to presenting the membership with a slate for election and not individual directors. Jim volunteered to speak to Phil Shewsbury and Upi Anand and review with them why the Board would be presenting the membership with a slate of nominees rather than individual nominees had made this decision.

(v) Jim informed the Board that the April 1, 2006 session with Nancy Coldham was an excellent segue to future work needing to be done.

MOTION:		Ann LeBlanc
SECOND:		David Israelson
CARRIED:		That Nancy Coldham chair a Reputation Audit Implementation Committee to continue the work begun on April 1, 2006.

(vi) As part of the Board's due diligence requirement all Board members have received a copy of the audit engagement letter from Prentice, Yeates and Clark. The audit is scheduled for May 29, 2006.

(vii) Anne LeBlanc brought to Beverley Gordon's attention the discrepancy in regards to her membership status. Anne was thanked for bringing this to Beverley's attention.

(viii) Executive Directors Report:

In addition to commenting on family communication and pandemic planning Beverley Gordon informed the Board that:

• Safehaven is helping a new organization Hopes Home in Saskatchewan as it establishes itself as a resource for families who have children who for the most part can not walk, talk, see or hear.
    
• Emma and her family have made a good transition to the Timber Lane home as of March 20, 2006.

7) Date of next meeting:

May 9, 2006

(i) Board held an in-camera session in regards to the Executive Director's objectives.

8) Adjournment:
  

MOTION:		Nancy Coldham
SECOND:		Marta Hargrove
CARRIED:		That the meeting be adjourned at 9:00 pm.

Recorded by Beverley Gordon

____________________
Ann LeBlanc, Secretary