Gwaii Trust Society
Strategic Planning Session I
Board of Directors/Alternates Meeting MINUTES
Thursday June 7 2014
Port Clements Chambers
10:00 am – 4:00 pm
(1-3)
In Attendance:
Representing:Area DirectorArea Alternate
Graham Island CentralBerry WijdevenIan Gould CHN Skidegate Percy Crosby
Graham Island SouthEllen Cranston Denise Husband
Area ‘E’Warren Foster
Graham Island NorthFran RedickBrett Johnston Skidegate Band Council James Cowpar Godfrey Williams
CHN MassettCynthia Samuels
Old Massett Village CouncilLisa Bell
Chair:Gwaii Trust SocietyBrad Setso
Staff:Executive DirectorErrol Winter
Senior Executive AdministratorDebbie Crosby
Excusals:Area ‘E’Kristi Schmitz, Director
Old Massett Village CouncilJohn T Jones, Alternate
CHN Skidegate Jason Alsop, Alternate
CHN MassettKiefer Collison, Alternate
Guests: Strategic Planning Facilitators Brent Mainprize (Joined meeting at 11:00 am)
Graphic RecorderTanya Gadsby
Note:
The following is an accurate reporting of the meetings as they occurred, however these minutes are not to be construed as a verbatim report of all conversations that transpired, but rather a reflection of the outcome of those discussions; where necessary members have been quoted as closely as possible.
1.0Call to Order
The Gwaii Trust Chairman called the meeting to order at 10:15 am.
2.0Excusals
As noted above.
3.0Message from the Chair
The Gwaii Trust Chair opened the meeting with greetings and a brief discussion on Board commitment.
4.0Adoption of the Agenda
The Gwaii Trust Board of Directors reviewed the agenda. After discussion the Board of Directors approved the agenda, with the following additions:
- Board Procedure and Policy
- Defer Haida Language to the next meeting
- Remove the Pole project until the Haida Caucus has a meeting to create a policy. The Ad Hoc committee will consist of GT Chair, OMVC and Skidegate Band, CHN President and Vice President along with support staff via video conference. Doodle poll for Tuesday to Thursdays next week, Brad will see Errol on Monday.
Moved by: Ellen Cranston
Seconded by: Fran CARRIED
5.0Adoption of Minutes
Board Minutes- April 24th2014
The Gwaii Trust Board of Directors made a motion to approve the April 24th 2014 minutes submitted.
Moved by: Percy Crosby
Seconded by: James CowparCARRIED
Executive Directors and Executive Committee Report 2014
The Chair would like to add the executive report and executive director’s report to the Board policy and procedures discussion and include having the two reports separate.
Board Policy and Procedure discussion; some of the board members are unhappy with the present process, disappointed, concerned and dysfunctional. Some concerns are Gwaii Trust should be in the community of Sandpit today and they are not, agenda is not available on time and does not match the website posting, meeting material and date confirmations should be out a week before so it could be reviewed, strategic planning should be one day with no Gwaii Trust business.
Gwaii Trust Polices, Meetings, Board Governance
The Group decided to work around the room for opinion on current feelings on where the organization is sitting in respect to these issues: (See Appendix A)
6.0Gwaii Trust Business
The Gwaii Trust Board of Directors continued to discuss and reviewed the Gwaii Trust business items, after discussion the Gwaii Trust Board agreed to not include the Gwaii Trust business with the Strategic Planning Sessions, therefore; the remaining Gwaii Trust business was deferred to Thursday June 12 2014, Video conference. The Chair requested that all assigned committees present their schedules and report back their progress to the Board.
- Letter of Recommendation – Skidegate Health re: GTS Food Security Program
- Arts Committee Recommendations
- Youth Committee Recommendations
- Community Innovation Program – 4 applications
- Haida Language Committee Update (2/3 applications received)
Moved by: Berry Wijdeven
Seconded by: James CowparCARRIED
7.0Strategic Planning Session I
The Gwaii Trust chair called the strategic Planning Session I to order at 10:50 am.
All computers and phones were requested to be turned off during the facilitated session.
No minutes were recorded at this session.
Athlii Gwaii Legacy Trust Update – Facilitated Session
iGranting in 2014
iiCommunity involvement
GTS Community Granting – Facilitated Session
iOptions vs. status quo (SBC request)
ii5 year Performance Review Committee Update
iiiFunding baseline study / Island wide Business Plan
8.0 Decision Record Signoff
The Gwaii Trust Board of Directors did not sign any pending Decision Records.
9.0Next Meeting Date
The next Gwaii Trust meeting is scheduled for June 12 2014, Video conference, time 7:00 pm.
The next Strategic Planning Session Phase II is scheduled for July 12 and 13, 2014 at the Haida House in Tlell.
10.0Adjournment
The meeting was adjourned at 4:30 PM.
______
Brad SetsoErrol Winter
ChairManaging Administrator
______
Date, as to both signatures
“Appendix A” Gwaii Trust Policies, Meetings, Board Governance Group Discussions
“Appendix B”Post Meeting Hand out by Berry Wijdeven Graham Island Central Director
Action Items:
1 Gwaii Trust Business items deferred to the June 12 2014 meeting- Video conference.
2. Reschedule a second 2 day Strat Planning July 12 & 13
3. Haida Caucus Ad Hoc committee to create pole policy, report back to board.
“Appendix A”
Gwaii Trust Policies, Meetings, Board Governance:
The Group decided to work around the room for opinion on current feelings on where the organization is sitting in respect to these issues:
Warren Foster:
Annoyed at the cancellation of Sandspit application training which was planned for that community, he related that he had spoken to community members who were intending to attend. He felt frustrated at lack of communication between staff and Directors, the Executive Committee and the Board. He again called for documentation regarding the meeting to be posted to the Trust’s website at least a week prior to the meeting. Warren recommended that the Executive Committee prepare their own report to the Board in lieu of the Administrator completing the report for the committee. Warren also recommended that the group set specific meeting dates and do not amend.
Cynthia Samuels:
Cynthia felt that Directors had a responsibility to keep up to date and check the website out on a regular basis, and to contact staff if they need any support information. Cynthia stated that she felt that service and information process was fine.
Percy Crosby:
Percy stated that he agreed with Warren Foster on several of his points. He advocated more evening meetings, and sticking to set times of meetings, recommending that Alternates be used as they were intended, to fill in when Directors are unable to attend. Set meeting dates and adhere to them.
Berry Wijdeven:
Berry says that he has been shocked and surprised by the lack of effort from the Board in responding to communications between the Executive, committees and staff. Very disappointed by the lack of responses.
Fran Redick:
Fran felt frustrated by this Board’s processes, reiterated the responsibilities of being a Board member, she felt that the lack of participation could lead to a possible dissolution.
Ellen Cranston:
Ellen felt that strategic planning should have been scheduled for two days as opposed to one. Was okay with video conferencing, but would advocate for more face to face meetings.
Ian Gould:
Ian made a note that as a new member of the GTS Arts committee he was impressed by how the Arts committee meetings were well attended and very respectful, a good example for the main GTS Board. Ian sees no effort being made by the Board, and believes nothing will change unless the Board I more committed.
James Cowpar:
James was anxious to begin the strategic planning process, and hoped it would lead to improved relations, James requested that we defer all other business and focus no planning only.
Percy Crosby:
Percy commented that he sits on many other Boards, and has information on other solutions that our Board may be able to utilize, but he will wait until the strategic planning process has been completed to see the direction the Trust agreed to move. Percy recommended that the Board consider an allocation committee to take that work from the Board’s table, leaving the Board to focus on strategic direction.
Brad Setso:
Brad believes the governance of the Board is ready for change, noted that everything else has evolved over time; however, how we conduct business has not changed since inception. Governance and allocations need to be discussed, how we do applications is only a small part of the bigger issue in front of the board.
Brett Johnston:
Brett advised he was looking for more of a clear standard, with more clarity around goals and what the Trust stands for.
Denise Husband:
Denise felt that the Trust was not operating as efficiently as it should. Denise noted that the Youth Board has no real connection with the senior Board members and she would like to see this change. Denise felt that the Board should connect more with the community. Denise felt more community members could use help with their applications.
Ellen Cranston:
Ellen felt that more energy needed to go into teambuilding; Ellen also hoped to come away from the session with a set 5yr/10yr/perpetual plan. Ellen felt there should be a quicker process for making decisions, focusing on getting dollars out to the communities.
Godfrey (Didi) Williams:
Didi felt more energy needed to go into governance, noting that the youth look to the leaders for their inspiration, we need to encourage more youth to leadership. Didi felt that the Board should spend more time in the communities influencing the youth. He also stated that the Trust Board needed to get closer, begin working together, sees potential for it to become a “well-oiled machine”
Ian Gould:
GTS programs have been around for a long time, feels it’s time for a change to control granting, tailoring applications to direct outcomes. Is cynical about GTS collaborating, would like to see more cohesion among members and greater committee dedication. Relayed that the Arts Committee meetings so far have been great, a good example for the Trust to follow. Feels that we should be linking the objectives of strategic planning to outcomes through grants made under the “RFP” process.
Lisa Bell:
Would like to ensure fair decisions based on the application and not politics. Wanted to spend time on our operational processes of grant making, citing better working relations, clearer directives, and ensuring everyone was on the same page.
Warren Foster:
Would like to find a way for the Board to be more cohesive and functional. Would like to see all previous meetings items slated for “strategic Planning” gathered and brought to the table. Believes it is time for a renewed commitment to the Board. Says he has been out of the loop for a period of time but feels the tension between overall strategy and operations.
Percy Crosby:
Athlii Gwaii is still outstanding; we need our house in order. Feels like giving up, members need to demonstrate more commitment. Doesn’t really want to part of this Board anymore, says the first three years were great then boom. Would like to see a commitment from everyone at the table.
Berry Wijdeven:
Allocations do not reflect the realities of life on Haida Gwaii. Our social, economic and population issues are critical. We need to identify issues and work towards a solution. We need to find a way forward.
Fran Redick:
We need to look at the grant application and decisionning process, focusing on where we are going. Feels strongly that it is wrong that the last 20% of project funding remains unspent because of simple reporting requirements. Has looked at community gardens we have funded in the past and sees no results. Feels that we are lacking in the recognition of Director fiduciary responsibility. Supports consensus. Says it seems like last year the Board has gone off the rails, believes more commitment is necessary.
James Cowpar:
Think big! Says we are a grant funder that ebbs and flows, commenting that we are good at spending money. Says we don’t seem to want the Trust to grow, but we want the fund to grow, Communities are still largely dependent on fish and wood. Feels the Board needs to work on supporting community relationships. Says the Board is not dysfunctional but the communities are. There is an expectation that GTS is the leadership share the risk and no individual carries the responsibility on their own.
Debbie Crosby:
GTS needs to advocate its programs more; staff and Directors should be getting out into the communities more, assisting groups and individuals through the process. Would like to have a greater explanation of why some applications are turned down. Agrees that more Board commitment would be good, sees the Board losing interest, we should be happy working together. Likes consensus.
Cynthia Samuels:
Would like to see more fairness and the group to be more accountable to each other, she asked members to be more prepared when they come to meetings. Felt there needs to be better communications with more conversations with each other, team building. Believes we should be doing a better job maintaining confidentiality on Board talks, and that we should come to the table with a clear mind as we represent our communities.
The next segment of the meeting was graphically recorded by our facilitators and those graphics are as attached.
“Appendix B”
Graham Island Central Director Wijdeven handed out the following:
The Board is finding itself at an interesting time.
- Gwaii Forest is coming back on line
- Five year review and five year plan process is underway
- The markets have been kind and we have some financial leeway.
Thinking about a process to reinvigorate Gwaii Trust and set the course for the next five years, while also keeping in mind the wishes from the communities who are seeking greater access.
Summer:
- Get five year review/look at where we are underway
- Create issues paper outlining the major issues facing Haida Gwaii.
September:
- Call symposium with island elected officials to jointly discuss what social and economic issues we want to address over the next five years.
- Provide opportunity for all islanders to have input in what is needed in the next five years.
All this input will form the basis for the Board to decide how best to use the two funds to address the major issues identified and set the direction for the various programs over the next five years.
Meanwhile, the Board is doing this; we can address the community’s wishes and share some of the financial gains from the last two years. To do this, start in January, make available 1 million dollars to each community, and the CHN, over five years, so that’s $200.000.00 a year to be used for municipal projects. Provides them with certainty and the possibility to leverage the funds. Still provides the Board with substantial capital to start to address the major issues raised.
End of the day, the Board has a clear idea what the major issues to be addressed are, how to best utilize the two funds, while the communities can start addressing some of their major issues.
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