Meeting, Wednesday, Sept. 16th, 2009 @ 7:00 P.M.
In the Green Room of the Hornby Island Community Hall
Present: Michael McNamara, President; Kevin McMahon, Vice President; Jenny Brown, Secretary; Ian Thomson, Sharon Rogalsky, Directors and Janet LeBlancq, Administrator. Absent with regret: Michael Berman, Masoud Zadeh, Cindy Anderson and Scott Sweeney.
1. Minutes:
Minutes of the July/09 meeting were approved as circulated by general consent. Notes of the September 13th siting workshop were approved by general consent. As agreed, workshop notes will be posted to the web.
2. On Going Business:
Revised brochure is in circulation around the island.
Fund raising: September 25th: details: ISLA will operate the concession stand at Allison Crowe’s piano recital. Jenny has arranged to purchase food from local bakers/cooks. Sharon, Kevin, Rudy, Jenny and Janet will assist. Michele St. Pierre and Debra Selkirk are donating their food creations. Jenny may sell tickets on the Co-op porch Wednesday or Thursday 23rd or 24th. Kevin and Michael will create signage for the information table.
Conflict of Interest Policy: Conflict of Interest policy, previously circulated by email was read aloud and approved by general consent and is reproduced here:
The avoidance of conflict of interest is a legal responsibility of a Director and a part of the fiduciary responsibility. When a conflict of interest exists, either real or perceived, this should be disclosed and the Director with such conflict of interest takes no further part in discussions or decisions related to this matter.
The Board may, at its discretion, permit a Director who is in a conflict of interest to continue to participate in discussions on the matter but the Director may not participate in any decision related to the matter. To ensure transparency and accountability, such permission will be given:
In the form of a formal motion and vote by the Board, and will be renewed through a formal motion and vote each time the matter comes before the Board
Definition:
A conflict of interest exists when a situation arises in which there is or is perceived to be the potential for the impartiality of a Director to be undermined because of a clash between the Director’s self interest and a decision to be made by the Board. The most direct conflict of interest arises when a Director, family member or associate of a Director stands to gain a benefit from a decision of the Board of ISLA.
Site planning workshop summary: Covenants. In recent communications, Bernhard Weiss and Michael Berman agreed to support revising the Weiss covenant as follows:
“….to hold the land in perpetuity for the benefit of the community and provide secure and affordable access to the land for non market housing and associated accessory uses, provided or managed by one or more housing organizations, through affordable ownership housing ( definition required ) and affordable rental housing (definition ). A minimum of 2/3 of the housing units shall be ownership housing at all times.”
The covenant, as revised, was approved by general consent. Michael McNamara will notify Bernhard Weiss of the board’s deliberations.
Site Design Discussion: Mapping the 20 acres was discussed. Michael Berman has a GPS unit. Andrew Carmichael may assist. Doug Christie gave ISLA some contour maps that are very detailed. Michael to talk to Gordie Bateman re assisting in mapping. Roger Vinnedge will be contacted by Michael; he may have a backpack GPS. The access from Central Road is very steep. A mapping budget was discussed. $1000 will be allotted to the surveying of the hillside and down to the creek. Need to develop design criteria/principles for such policies as vehicle accesses and parking, green building and housing unit clusters. Michael to begin an email consultation process on design principles. Mid November – Janet book the HDCHCS – on a weekend.
Insurance, D&O and property insurance quotes: $600 is the quoted amount for an annual premium providing Director’s and Officer’s insurance. Estimate that initial property insurance premium would be approximately $750. What will the property tax be? Need a discussion with BC Assessment Authority. Janet to follow up.
4. Correspondence:
A thank you was emailed to new members Andrew and Lynne Carmichael who made a donation to ISLA.
5. Financial Report:
Janet reported that the CVRD Grant In Aid $6000 was received; the Community Fund Grant, $1700 was also received.
Bank balance is $17,273.41.
Discussion followed: Should we spend money on the land before we have title? It was generally agreed that we will limit what we spend, but need to be willing to take some risk to keep this project moving forward. The board’s intention is to have enough information to put a development plan before the membership for approval.
The terms of the CMHC grant will be reviewed so as to have the application ready for submission at the opportune time.
6. New Business:
2010 community fundraising plan: Hat Fashion Show – “A Roof Over Our Heads” preparations to date. Dates discussed. Jenny Brown to connect with Anne Ngan. Hall is booked for July 26,27 and 28th. There are other open dates in the hall for summer of 2010. Could do an Art opening, services auction and a dance. A Shane Phillips performance could be an ISLA fund raising event. Other 2010 dates that the hall is available and that may be suitable for a dance are: March 20, June 20 and October 30. dance. Would need liquor licence. December 18th is available for a dance. All can be tentatively booked for ISLA fundraisers. Jenny will do.
Monthly ISLA column in the First Edition – Reminder to all, the schedule was reviewed: Kevin McMahon, November; Michael McNamara, December/January/2010; Masoud Zadeh, February; Michael Berman, March; Cindy Anderson, April and Sharon Rogalsky, May.
Hornby Outer Is. Housing group has requested a meeting with the ISLA board in the Green Room on Sept 21st at 4 p.m. for discussions on topics of mutual interest.
Sept. 24th at 1 pm is the scheduled meeting with BC Housing: Place: TBA
Date of next executive meeting at the call of the chair; date of next board meeting normally would be October 21, but we defer to a HUGGS fundraiser, so our meeting date is to be determined through email consultations.
7. Adjournment:
The meeting adjourned at 8:50 P.M. by general consent.
________________________ _____________________________
Michael McNamara, President Janet LeBlancq, Recording Secretary