Wednesday, January 5, 2009
Room 201, 2030 Gottingen Street
Present: Bryan Darrell, Nanci Lee, Peter Green, Michelle Strum , Jenette Beals, Linda Mantley, Irvine Carvery
Absent: Clark Cromwell
Regrets: Craig Walkington
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1. Call to Order – The meeting was called to order at 5:36 p.m.
2. Approval of the Agenda.
3. Motion for the approval of the December 3 2008 Meeting Notes. Moved by Michelle, Seconded by Bryan. Passed.
4. Power Within Program Update. Jenette reported that the committee was unable to meet. Some discussion reinforcing the last meeting about contacting organizations to nominate people. Committee agreed to contact organizations and agencies in the community to send people to the Power Within Program. It is important that a flyer is out several months before the program.
5. Board Development/Board Capacity Review. Craig was in contact with Marilyn Smith from HRM to discuss how HRM can provide training and assistance with Board Development/Board Capacity. Craig will meet with Marilyn on Thursday, 8 Jan 09 to map out the process. Craig will report on this meeting at the next HCIF Board Meeting. Bryan also put forward Frank Schwartz to be a facilitator for the Board Retreat. He provides his services to community groups for free. Bryan will follow up with Craig. Board agrees that we are aiming for February.
6. Process to Fill HCIF Board Vacancies. There are four vacancies available on the Board. It is important to wait until we have examined our internal skills and our retreat done. Meanwhile, it is helpful for each board member to consider potential candidates.
Rev. Britton was asked but is too committed at the moment. She will put some names forward but will stay on the Bursary selection committee.
7. Other Business.
- By-Laws. Linda requested that a copy of the by-laws be provided for all board members. Also may be necessary to revisit the by-laws to ensure that they are tailored to our needs. Peter will talk with Craig about the by-laws and bring to the board for changes.
- Bursary Program. Discussed the use of the Cornwallis Baptist Church Charitable Licence for receiving funding for the Bursary Program. The Halifax Youth Foundation, providing funding for HCIF Bursary program will use this.
Joel Jacobson will be writing an article about the Bursary program Chronicle Herald.
c. Communication. Nanci will follow up with Maureen about the general brochure. We will post the names of the bursary recipients on the website. The committee will meet before the next meeting. Important to advertise through the high-schools. Linda will be joining the Communications Committee.
8. Next Meeting: Wednesday January 21, 2009 – 5:30 p.m.
Wednesday, December 3, 2008
Room 201,
Present: Clark Cromwell, Jenette Beals, Bryan Darrell, Nanci Lee, Peter Green,
Absent:
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1. Call to Order – The meeting was called to order at 5:40pm.
2. Motion for Approval of the Agenda. Moved by Jeanette, Seconded by Michelle Passed
3. Motion for the approval of the 9 July 2008 Meeting Notes. Moved by Jeanette, Seconded by Michelle. Passed
4. Update. As the last full board meeting was held in July, Craig initiated a discussion to update current board members.
a) Two board members have resigned. Nick has found that professional pressures are forcing him to reallocate his time. Shazza has found that the pressures of being a full time student are forcing her to closely guard her spare time as well. These were two valuable members and we wish them luck. They will be missed.
b) There are now four vacancies on a board of 13. The existing board was presented with three options:
1) Wrap up the organization and turn the funds back to the city; or
2) Collectively resign then re offer with a newly constituted board; or
3) Sure up the vacancies in the existing board.
This evoked a discussion as to different levels of Board membership. The discussion was lively with a number of suggestions. The third option was elected as the most favourable however the concern regarding consistently ensuring a quorum would be in place was not resolved. It was decided that secretarial duties would be shared.
5. Program Options. The Human Development program has experienced a change in direction. The board requested that the Chair (Jeanette) to meet with the committee Nancy & Clarke develop a plan to rejuvenate this proposal and report at the next board meeting.
6. Communications. A motion was brought forward to contract with an outside facilitator to assist with the strategic review of the Board. The focus would be on the skills inventory and the gaps associated with the Board vacancies. It will be necessary for the skills inventory to be completed in advance.
Moved by Peter, Seconded by
Craig will contact Greater Halifax Partnership (GHP) to ascertain whether support for the venture is available. It is viewed that this is a two part process. The first part is Board Development the second part is the Strategic Direction.
7. The question was raised as to why the Bursary winners could not be identified on the website was discussed. This was resolved and in future the Board will request permission to identify winners.
8. Seven Bursaries were awarded: 3 recipients entered university and 4 recipients entered Community College.
Peter has been engaged with the Halifax Youth Foundation. They have agreed to provide two additional bursaries to be administered by the HCIF Board. A thank you card was received from one of the Bursary recipients
9. Financials: An update was provided by Craig. Considering that the overall stock markets have declined significantly in the past six months, the HCIF Investment account is down by less than 10%. Craig eported that the current portfolio composition (nearly 50% Fixed Income and 50% Equities) is standing up to the roller-coaster ride of the stock market.
10. Secretarial support:
11. Next Meeting: Monday, 5 January 2009
Halifax
Wednesday, July 9, 2008
Room 201,
Present: Clark Cromwell, Jenette Beals, Bryan Darrell, Nanci Lee, Peter Green,
Absent: None
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1. Call to Order – The meeting was called to order at 5:39pm.
2. Review and Approval of Notes from Previous Meeting – Meeting of 28 May 2008. Moved – Shazza / Seconded – Nanci. Carried.
3. Standing Committee Reports:
a. Communications Committee – The following issues were discussed:
i. Flyer – Nanci reported that she met with Maureen MacDonald, MLA for the area, and Maureen has agreed to print the flyers. Maureen also made suggestions with regard to the content on the website and when the applications for bursaries in 2009 should be opened on 15March 2009 with announcements by 15 May 2009
ii. Website – The website is now up and running. The website is www.HalifaxCIF.org
b. Programs and Administration Committee – The following issues were discussed:
i. Human Development Program – As noted in the meeting notes of 28 May 2008, InterTransition Consulting Group was approved as the proponent to run the Power From Within Program. Nick said that he checked the references and they all praised the InterTransition Consulting Group. A space in which to conduct the sessions must be identified.
Motion – That the HCIF Board approve a total of $7,000 for the overall cost and associated expenses for the Power From Within Program. Moved – Peter / Seconded –
Craig will send a letter to Darlene Higginbotham of the InterTransition Consulting Group advising her that her organization is the successful proponent.
ii. Bursary Program – Peter (Chair of the Bursary Selection Committee) made his report on behalf of the Bursary Selection Committee. There were 17 applications and each was rated on Financial Need, Academic Achievement, and Community Involvement. He said it was a thorough and objective process. Based upon the quality of the applications, it was requested that an additional bursary of $3,000 be approved.
Motion – That the HCIF Board approve an additional $3,000 bursary for a total of nine bursaries of $3,000 each. Moved – Peter / Seconded –
The Bursary Selection Committee proposed the slate of recommended applicants, each to receive a $3,000 bursary.
Motion – The HCIF Board approve the following nine successful candidates, all of whom live in the area, each to receive a $3,000 bursary:
- Note – Names of recipients have been deleted for privacy reasons
Moved – Peter / Seconded – Shazza. Carried.
Letters will be sent to all applicants advising them of the results. In addition, the Chair will send a letter to Rev. Rhonda Brittain of the
Moved – That the HCIF Board make a donation of fifty dollars ($50.00) to the General Fund of the Cornwallis Street Baptist Church as a token of thanks to their Pastor, Rev. Rhonda Brittain, for her work on the Bursary Selection Committee. Moved –
Peter said that it would be beneficial if the Bursary Selection Committee remain in place to work on two issues.
Moved – That the Bursary Selection Committee remain in place to:
a. Review the Bursary Program procedures and process for next year; and
b. Prepare an application to the Halifax Youth Foundation to ask for a grant of $30,000 for 10 bursaries for the academic year 2009/2010.
Moved – Peter / Seconded – Nick. Carried.
The following motion that was circulated by e-mail and telephone was reviewed:
Moved – That one of the HCIF Bursaries be named “The Owida Bruce-Downey Bursary” in memory of Owida Downey (former Halifax Community Liaison Committee member). Moved – Nanci / Seconded – Paul. Carried.
Craig said that he will write a letter to Mrs. Downey’s husband, Robert Downey, expressing the sympathy of the HCIF Board and advising him that one of the Bursaries has been named after his late wife.
On behalf of the HCIF Board, the Chair thanked the Bursary Selection Committee for their hard work and diligence in successfully running the first Bursary Program.
c. Investment Committee – A report will be tabled at the next HCIF Board Meeting.
d. Legal Committee – The following issues were discussed:
i. Status as a Charity – Peter noted that the HCIF Board must decide if it wishes to seek Registration as a Charitable Organization with the Canada Revenue Agency (CRA) – Peter said that he had gathered the material.
ii. HCIF Society By-Laws – Craig noted that the By-Laws needed to be tidied-up as the ones submitted as part of the HCIF Society’s registration had not received a full review prior to their submission. It was agreed that Craig and Peter would discuss this issue to determine a course of action.
4. Other Business:
a. Resignation of Paul Crane from HCIF Board – Craig noted that he regretfully accepted Paul’s resignation from the HCIF Board due to a significant amount of personal and work related commitments.
b. Starting the Accountant – It was noted that the Treasure and Chair must meet with the previously approved Accountant, Donna Smith, as soon as possible.
c. Annual Review Process – Craig noted that we should start thinking about when we should meet in Fall 2008 to review the previous year and look at the programs for 2009.
d. Business Sponsorship Strategy – Craig said that we should be looking at how we can obtain support from local area businesses. The support could be used to cover some operating expenses and to fund programs. It was noted that there is a significant number of business in the area and that we should carefully plan how we approach them for support. Craig said that the Investment Committee will meet to develop a strategy.
e. Directors/Officers’ Liability Insurance –
f. Process to Fill Board Vacancies – There are now two vacancies. Craig said that it was important to ensure that the vacancies are filled by people who fit the HCIF Board’s criteria and who are willing to work. Craig said that he will send an e-mail to the Board Members asking for names and he will bring forward the list at the next HCIF Board meeting for discussion on how the Board should proceed to fill the vacancies.
g. Tour of
5. Next Meeting – 5:30pm on Wednesday, 27 August 2008 at
6. Adjournment – The meeting adjourned at 7:40pm.