ISLANDERS SECURE LAND ASSOCIATION (ISLA)
Directors Meeting
7 March 2006 Health Care Centre, Hornby Island
Present: Jan Bevan, Scott Sweeney, Darlene Gage, Michelle St Pierre, Kevin McMahon, Tony Law, Veronica Graham.
Regrets: Michael McNamara, Riane Dasilva, Laura Busheikan, Ian Thomson
Chair: Jan Bevan
Minute-taker: Tony Law
M I N U T E S
1. Call to order
The meeting was called to order at 1:10pm.
1. Check-in
A round was conducted to enable members to check in with each other. An e-mail from Laura Busheikan requested that the issues of Denman's OCP review process and the Denman Northlands process be considered. An e-mail from Ian Thomson suggested that ISLA should obtain some hard data on housing needs.
3. Agenda
The agenda, amended to add a report on fundraising, was adopted by general consent.
4. Minutes of the previous meetin
The minutes of the Directors Meeting held on 1 February 2006 were
adopted by general consent.
5. Matters arising from the minutes.
None were raised.
6. Reports
a) Executive Committee
Jan reported.
There was an article about ISLA, written by Reina LeBaron in the Heron Rocks Friendship Society Meeting newsletter. The Heron Rocks board had expressed enthusiasm and hope after president Mae Pagdin had reported on the ISLA AGM.
Jan has submitted information on ISLA to the handbook on living on Hornby being put together by Dan Bruiger for HIRRA.
Jan has filed the required report with the Registrar of Societies.
Previous secretary JoAnn Harrison is putting ISLA information on a CD.
Michael McNamara will be making a presentation as a delegate at the March Denman Island Local Trust Committee meeting.
Jan has had informal discussions with two people considering donating land to ISLA on a life-estate basis. No formal expressions of interest have been received yet.
Tony is making enquiries about whether it is appropriate for donations to be made through another organization that is registered as a charity so that tax receipts can be issued while ISLA is waiting to obtain this status.
b) Financial/membership report
Darlene reported that there had been no significant financial activity. She will pass financial records to Michael. Scott reported that one new membership has been received.
c) Projects Committee
Tony presented a draft Terms of Reference submitted by the Projects Committee for Board consideration. Some minor amendments were proposed. It was moved, seconded and carried that:
the terms of reference for the Projects Committee be approved.
Tony reported that the Committee will be considering the following drafts:policies for land acquisition, information to be requested of land-owners making proposals, information to be included in a report on a land acquisition proposal and guidelines for considering property acquisition. The committee will try to make revised drafts available to all directors ahead of the next Board meeting. Tony suggested that it will be important to have these in place soon to assist the Board in addressing any project proposals that may be forthcoming. Thanks were expressed to Tony for his work in preparing these drafts.
Tony reported that there have been continuing informal discussions with Bernhard Weiss. The Committee expects to meet more formally with him during the coming month.
d) Research Committee
Darlene presented a draft Terms of Reference submitted by the Research Committee for Board consideration. She stated that research would involve taking information from other successful organizations and adapting it to our situation. Issues that need to be researched should be referred to this Committee. Funds will be required for legal review of draft bylaws for the Association. The Committee needs a Chair. This Committee may only be required during the early stages of getting the Association fully established.
Jan suggested that the proposed time-lines may need to be revised in order to have key policies in place sooner than September. In particular, criteria for people who would be considered for housing through ISLA need to be established sooner. It was moved, seconded and carried that
the terms of reference for the Research Committee be approved subject to
the time-lines being revised by the Committee.
Darlene was thanked for her work in providing the template for terms of reference.
e) Membership Committee
Scott reported on a meeting of this Committee which proposed that it be renamed the Outreach Committee to broaden its mandate to include community education. Scott presented a draft Terms of Reference for Board consideration. Some changes were agreed to, including specifying a suggested budget of $500. It was moved, seconded and carried that:
the terms of reference for the Outreach Committee, as amended, be approved.
Scott brought forward issues raised by the Committee, including what process is required to approve draft articles. It was agreed that articles should focus upon education; if there are public announcements these will be decided by the Board. The Board can provide suggestions for articles to the Outreach Committee at board meetings which are at the beginning of the month - ahead of the First Edition and Flagstone deadlines. The Committee will submit monthly articles to both papers. Reina can provide text of previous articles. Kevin can offer writing and layout skills; Michelle can offer writing skills.
The Committee suggested that priorities for outreach should be the Denman community and the conservancy associations of each island.
Scott will continue to be responsible for memberships. Jan will look into establishing a post office box address for ISLA. Scott was thanked for his work in initiating this Committee.
f) Legal / Finance Committee
This committee will report in April.
g) Land Use Committee
This committee will report in April.
h) Habitat for Humanity
Darlene reported on her attendance of a Habitat for Humanity Board meeting in Courtenay. She has been invited to join the Board. It was agreed that ISLA does not need such a close involvement at this point but that the relationship should be maintained. Darlene will maintain contact through periodic attendance of meetings.
g) Assisted living initiative liaison
Jan reported on conversations with the Administrator of the Community Health Care Society and with board members of the Elder Housing Society. It seems that pursuing such a facility on Hornby is at a very tentative stage, with the Vancouver Health Authority showing little interest in supporting such an initiative. It was agreed that ISLA will not put any effort into co-initiating such a project at this stage but will maintain contact with the other organizations and remain open to participating in a joint project if it would help support ISLA goals with respect to housing provision.
7. Business
a) Secretary position
There was consensus that a Denman member should be on the executive, but neither members were present. Jan suggested that a Denman member should be Vice President. Tony stated that if there was general support for this he would step down and consider standing for Secretary, particularly if the responsibility for minute-taking can be shared. Jan will talk with Riane and Laura about this before the next meeting.
b) Minute taking
It was agreed that Board members would take turns at minute-taking with the minute-taker for the subsequent meeting being determined at each meeting. Darlene agreed to take the minutes for the April meeting. Tony will prepare a template for the agenda and the minutes which can be used at each meeting.
c) Fundraising Committee
Michelle reported that she and Kevin are willing to participate in a Fundraising Committee with Michelle as Chair. She presented a draft terms of reference for Board consideration. It was agreed that writing funding proposals be included in the terms of reference. It was moved, seconded and carried that
the terms of reference for the Fundraising Committee be approved.
Michelle and Kevin presented ideas for fundraising activities including a dance and an auction of artwork. A Vancouver band has been approached and a couple of possible dates are being considered, with one in June being preferred. It was suggested that it might be possible to include a Denman dance depending on band and hall availability; Michelle will check this out.
It was noted that it is too late to apply for the Hornby quilt, but it may still be possible to participate in the golf tournament. Michelle will try to contact Peter Wardle. Strong involvement by the Board and membership will be needed for such fundraising events.
Michelle and Kevin were thanked for their initiative and efforts.
d) Quorum for Board meetings
It was noted that a majority of directors are required to constitute a quorum for a Board meeting unless the directors determine otherwise. This should be addressed at the April meeting.
8. Items for discussion
a) Meeting processes (including conflict resolution)
It was agreed to postpone this discussion until the April meeting.
b) April meeting
It was agreed to make time available at the beginning of the meeting for open discussion with any members of the public who might come. The Outreach Committee will publicize this in the Flagstone and Grapevine. Jan will ask Laura to book a meeting place (Denman Conservancy room?) and Laura should then tell Scott and other board members.
9. New business
a) Density transfers
It was agreed to postpone this item to the April meeting.
b) Land Trust Alliance of BC
Tony presented information about LTA and the March 17-18 Seminar Series in North Vancouver at which OPAL staff will be making a presentation. No one present seemed to be in a position to go. Tony will see if anyone from CHI or DCA is attending. He will also find out if it is possible to get information and initiate networking without attending.
10. Follow-up action
Tony will prepare a list.
11. Next meeting
The next meeting will be on Friday April 7 at 12:45 at a location to be arranged on Denman Island.
12. Adjournment
Jan invited feedback on Chairing. She was thanked for conducting an open and effective meeting process.
The meeting was adjourned at 4:00pm.
ISLA: FOLLOW-UP ACTION FROM THE FEBRUARY MEETING
Jan: - Establish a Post Office Box.
- Ask Reina to forward previous articles to the Outreach Committee.
- Contact Laura re. Denman location for April meeting
- Talk with Riane and Laura about executive position
Darlene: - Pass finance records to Michael
- Revise ToR time-lines with Research Committee
- Facilitate selection of Chair for Research Committee
- Maintain periodic contact with Habitat for Humanity
- Take minutes at April meeting
Michael: - Attend Denman LTC meeting
- Convene Land Use Committee to draft terms of reference
Tony: - Type March minutes
- Circulate follow-up action list
- Prepare draft agenda for April
- Finalize ToR for Projects Committee, as approved
- Finalize ToR for Outreach Committee, as approved
- Arrange meeting with Bernhard Weiss and Projects Committee
- Prepare templates for minutes and agenda
- Follow-up with LTA
Scott: - Ensure articles submitted for First Edition and Flagstone.
- Notice of April meeing in Grapevine
Veronica: - Convene Legal/Finance Committee to prepare ToR
Laura: - Inform Scott and other directors re. location for April meeting
Michelle/Kevin: - Proceed with arranging dance
- Check possibility of linked event on Denman (with Laura?)
- Check possibility of golf tournament with Peter Wardle.
- Finalize ToR for Fundraising Committee, as approved.
ISLANDERS SECURE LAND ASSOCIATION (ISLA)
Directors Meeting
7 April 2006 [location to be determined]
D R A F T A G E N D A
1. Call to order at 12:45
2. Check-in
3. Approval of the agenda
4. Approval of the minutes of the 7 March meeting
5. Matters arising from the minutes
6. Reports
a) Executive Committee (Jan)
b) Financial/membership report (Michael)
c) Projects Committee (Tony)
d) Research Committee (Darlene) - including revised time-lines
e) Outreach Committee (Scott)
f) Legal/Finance Committee (Veronica) - including terms of reference
g) Land Use Committee (Michael) - including terms of reference
h) Fundraising Committee (Michelle)
7. Business
a) Elect fourth officer of the Association
b) Determine a quorum
8. For discussion/decisions
a) Meeting processes and conflict resolution
b) Density transfers - Riane
c) Denman OCP process - Laura
d) Denman Northlands process - Laura
e) Policies on projects (and related items) - Projects Committee
f) Documenting housing needs - Ian
9. New business
a)
b)
c)
10. Follow-up action
11. Next meeting
12. Adjournment