ISLANDERS SECURE LAND ASSOCIATION (ISLA)
Directors Meeting
1 February 2006 Health Care Centre, Hornby Island
Present: Jan Bevan, Michael McNamara, Scott Sweeney, Ian Thompson, Tony Law, Veronica Graham, Darlene Gage, Laura Busheikan.
Regrets: Eleanor Kneffel, Riane Dasilva
Chair: Jan Bevan
Minute-taker: Tony Law
Guests: Jen, Fabien
M I N U T E S
1. Call to order
The meeting was called to order at 1:07pm
2. Agenda
The agenda was approved by general consent
3. Introductions
The directors present introduced themselves to each other:
- Jan is a long-term Hornby resident and landowner who has raising community awareness about land trusts for 15 years Jan is a founding member
- Darlene is a former Hornby resident now living in Courtney who has been working with Jan and other to set up ISLA following the LTC housing committee process;
- Veronica has lived on Hornby for 10 years and has had to move many times; her present stable rental situation now allows her to get involved;
- Tony shares a Hornby property with land partners; he hopes his previous involvement with land trusts and local government will be of value to ISLA;
- Laura is a renter on Denman and has been an active member of a co-housing group that has been trying for many years to establish affordable housing;
- Ian is a Hornby resident (part time, 12 yrs; full time, 8 yrs) who works off island (including in S. America) on development issues; he sees the community in crisis;
- Scott has moved at least 20 times during his 16 years on Hornby and sees the impact of inadequate housing upon families, relationships and the future of the community;
- Michael & his partner have homes on Hornby and Denman; he has been involved in many community projects, including 10 years on the Elder Housing Board.
4. Minutes of the previous meeting.
It was moved (Tony), seconded (Darlene) and carried that:
The minutes of the Directors Meeting held on 6 January 2006 be adopted.
5. Executive report
Jan met with new local trustees to inform them about ISLA and she also attended the first
business meeting of the new local trust committee.
Jan has submitted an application in response to an advertisement placed by Re-max Realty to offer partnerships with community groups.
Jan reported on a conversation with new Hornby resident, Tom Jones, who is interested in helping ISLA; his experience includes writing grant applications.
Darlene reported that she will attend a meeting of Habitat for Humanity in Courtenay next week to maintain liaison between that organization and ISLA.
Jan expressed appreciation for Darlene's work on the brochure.
6. Financial report
Darlene provided a written report detailing revenues of $1,310 and expenses of $30. Assets of $1,286.13 are deposited with Union Bay Credit Union. Liabilities of $347 are comprised of expenses incurred when there was no revenue; these can now be paid.
Darlene noted that we are not yet in a position to provide tax receipts for donations.
It was moved (Darlene), seconded (Scott) and carried that:
ISLA try to establish an arrangement with a charitable society to provide tax receipts for donations.
The Hornby-Denman Health Care Society and Habitat for Humanity were identified as possible organizations to be approached.
7. Membership report
Darlene reported that as of 1Feb 2006 there were 26 individual members, 18 family members and 1 organizational membership.
Jan reported that she had received the first life membership from Zella Clark of Denman Island.
8. Review of AGM
Directors expressed encouragement at the turn-out, reported general positive response to the Habitat for Humanity presentation and noted the need to provide clarity to our communities about what ISLA can and cannot do and to gain their confidence.
9. Weiss property
Tony explained that Bernhard and Christa Weiss had successfully applied to the Agricultural Land Commission for inclusion/exclusion of land. The consolidation of ALR land leaves 30 acres of non-agricultural land adjacent to Central Road. The owners are considering applying to the Local Trust Committee for a rezoning which could lead to the creation of a parcel that could be donated to ISLA. It was noted that, while there have been informal discussions, there has been no formal proposal made to ISLA at this time.
It was moved (Darlene), seconded (Scott) and carried that:
A committee consisting of Tony, Michael and Ian will be the contacts with Bernhard and Christa Weiss.
10. Committees
Darlene suggested that committees be formed to address fundraising, research, membership,
and legal/financial issues. In discussion, it was agreed that there should be an additional committee to address land use issues and that the committee formed to address the Weiss proposal be considered a projects committee.
Jan suggested that much of the necessary work of ISLA be addressed through the committees between Directors' meetings and that members of ISLA could be involved in the committees.
At their first meetings, the committees will develop goals and terms of reference. Darlene will provide a template for terms of reference.
It was agreed by general consent that:
The following committees be established:
(Underlined names are the people who volunteered to convene the committees.)
Fundraising: No volunteers
Research: (Including bylaws, policy, procedures of other CLTs)
Darlene, Jen, Ian, Michael, Laura
Membership: (Including recruitment, outreach and education)
Scott, Tony
Legal/finance: (Including business planning, mortgages)
Veronica, Michael, Ian, Jen
Land use: (including site planning, design, building)
Michael, Scott, Jen
Projects: (including Weiss proposal)
Tony, Ian, Michael
Tony suggested that it is important to have a Denman person on the membership/ education/ outreach committee and he will contact Riane to see if she is interested.
11. Executive
It was moved (Scott), seconded (Darlene) and carried that:
Jan Bevan is elected President.
It was moved (Scott) and seconded (Tony) that:
Michael is elected Treasurer.
It was moved (Darlene) and seconded (Scott) that:
Tony is elected Vice President.
The position of secretary is yet to be decided. The burden of this position could be eased by having minutes taken by a different person at each meeting, with the Secretary just being responsible for ensuring they are done. Some members spoke to the importance of having a Denman member on the Executive.
12. Assisted living
Jan reported that she had talked with community members who had raised the possibility of ISLA partnering with other entities to pursue assisted living accommodation, perhaps in conjunction with affordable housing. Michael reported that there is government funding available and that Elder Housing, along with the Hornby-Denman Community Health Care Society, has already begun looking into this. Jan will discuss this with JoAnn Harrison (Elder Housing), Sheila McDonnell (HDCHCS) and Sheila Laskin (HIRRA Shared Lands Committee).
12. Meeting processes
Jan stated that the Board will need to discuss and decide how to conduct its business. Directors identified the following issues: the degree of formality, decision making (votes/consensus), size and composition of quorum, addressing problems as they arise and resolving conflicts. This can be discussed at the next meeting. It was generally agreed to try to keep meetings to under two and half hours.
13. Meeting schedule
It was noted that directors have conflicting availability (e.g. Riane works Monday to Thursday, but Fridays are not ideal for Hornby parents; there was a lack of enthusiasm for weekend meetings). It was agreed that meetings should be arranged to ensure that everyone has an opportunity to attend most meetings and that at least one out of three meetings should be on Denman. The following cycle of monthly meetings was agreed to by general consent:
· Hornby - Tuesday - 12:30
· Denman - Friday - 12:45
· Hornby - Friday - 12:30
14. Next meetings
It was agreed by general consent that the next meeting will be:
On Tuesday March 7 at 12:30 at the Health Care Centre, Hornby Island.
It was agreed by general consent that the subsequent meeting will be:
On Friday April 7 at 12:45 at a location to be arranged on Denman Island.
15. Adjournment
The meeting was adjourned at 3.15
ISLA: FOLLOW-UP ACTION FROM THE FEBRUARY MEETING
Executive: - Approach HDCHCS and or Habitat for Humanity re. charitable
donation tax receipts.
Jan: - Talk with JoAnn, Sheila and Serena re. assisted living project
- Inform Tom Jones about committees established
- Convene executive committee
Darlene: - Attend Habitat for Humanity meeting
- Provide directors with Terms of Reference template for committees
- Convene research committee
Michael: - address payment of outstanding liabilities
- convene “Land Use” committee
- participate in “Projects”, “Research” and “Legal/Finance” committee
Tony: - type minutes and identify follow-up action
- contact Bernhard and Christa re. possible meeting
- convene “Projects” committee
- participate in “Membership” committee
- contact Riane
Scott: - convene membership committee
- participate in “Land Use” committee
Veronica: - convene “Legal/Finance” committee
Laura: - participate in “Research” committee
Ian: - participate in “Projects”, “Research” and Legal/finance” committees
For the next meeting: - committee reports
- selection of Secretary
- minute-taking
- quorum
- establish “Fundraising” committee?
- discussion on meeting processes
ISLANDERS SECURE LAND ASSOCIATION (ISLA)
Directors Meeting
7 March 2006 Health Care Centre, Hornby Island
D R A F T A G E N D A
1. Call to order at 12:30
2. Check-in
3. Approval of the agenda
4. Approval of the minutes of the 1 February meeting
5. Discussion of items arising from the minutes
6. Reports
a) Executive Committee (Jan)
b) Financial/membership report (Michael)
c) Projects Committee (Tony)
d) Research Committee (Darlene)
e) Membership Committee (Scott)
f) Legal/Finance Committee (Veronica)
g) Land Use Committee (Michael)
h) Habitat for Humanity liaison (Darlene)
i) Assisted living initiative liaison- (Jan)
7. Business
a) Select a Secretary
b) Establish minute-taking arrangements (if not to be done by secretary)
c) Establish a “Fundraising” committee?
d) Determine the quorum
8. For discussion/decisions
a) Meeting processes
b) March meeting - include public session for Denman Islanders?
9. New business
10. Follow-up action
11. Next meeting
12. Adjournment