December
December 16, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
1415 Coats Drive
GHCS & GHCF Board Attendees: Jill Adamson (presiding), Brenda Fowler , Harvey Graham, Judith Graham, Judith Madsen, Konrad Mauch, Morri Mostow, Dave Innell, Rufus Churcher.
Proceedings: The meeting was called to order at 6:32 pm. by the vice president Jill Adamson.
1.0 Jill welcomed attendees. Minutes of the Nov 25th Meeting were approved. Nov 8th minutes (Tracey Der) will be approved in the January 8th, 2011 meeting.
2.0 Additions to the Agenda: 7.0 Public Thank you Ad in the January newspapers 8.0 Islands Trust - Hold a special members meeting to adjust the constitution bylaws making it clear on transfer of ownership of clinic from community owned to privately owned.
3.0 Financial Report: Harvey Graham submitted the financial report.
Moved (Harvey/Dave):that we approve the financial report as distributed.
Carried
Harvey advised us that the government is willing to pay 70% of the cost of 4 electronic terminals for clinic use and we would pay 30% or $1,800. If it is done now we can take advantage of this discount. Konrad recommends that a letter specifying the terminals are assets and owned by the clinic will be written.
Moved (Dave/Rufus) that the Foundation spend up to $2,000 to acquire the terminals.
Carried
4.0 Data and Services: Dave Innell had nothing to report.
5.0 Fundraising update: No reports, from the committee Fowler, Mauch, JGraham & JMadsen.
6.0 Islands Trust progress on re-zoning: Brenda Fowler advised re: The islands trust met this afternoon, Dec 16th 2010 for the first reading of the proposed zoning. Attached is Brenda's letter she read to the Islands Trust committee. In their discussions the islands trusts made some requests. 1. a signed letter from Dr. Rooks stating intent of transfer to GHCF once zoning is approved. 2. Speed up of By Law Change within the GHCF to ensure the Medical Clinic building cannot be sold without approval from the majority of Gabriolans. 3. The Islands Trust are refining the definitions of the medical facility and the acute treatment area with public and GHCF input and intend to give first reading on Monday Dec 20th/2010 via email. There is positive and timely progress.
7.0 Auxiliary Report: The Volunteer office will remain open except for holiday dates, Mon-Friday in December month. Steve Wohleben has offered the use of the office into year 2011 at the nominal rent.
8.0 Auxiliary request for advertising funds: Brenda asked for funds of $500 to $1000 to place an ad in the two papers Jan 10th, 2011 thanking all the donors who have given. “A decision on spending $1,000 for a year end ‘Thank You’ ad. was deferred to a subsequent meeting.”
9.0 Extraordinary special meeting Motion by Brenda
Moved that we hold a special members meeting to adjust the constitution of the GHCF/S bylaws to make it clear that we cannot divest the assets of the of the Gabriola Community Medical Clinic without a special meeting with the public vote of 50% plus 1 %. Motion that the advertisement to be placed in the 2 papers now to give the public 21 days before the January 8th Meeting 2011. Seconded by Morri Mostow.
Adjournment: The meeting adjourned at 7:02 pm.
Respectfully submitted, Judith Madsen, Secretary
November
November 8, 2010
Gabriola Health Care Society & Foundation
Directors Meeting 8 Nov 2010
GHCS/GHCF Volunteer Office Village
GHCS Board Attendees: Tracie Der, Brenda Fowler, Harvey Graham, David Innell
GHCF Board Attendees: Jill Adamson (presiding), Chuck Connors, Tracie Der, Brenda Fowler, Harvey Graham, Judith Graham, Judith Madsen, Konrad Mauch
Regrets: Don Butt, Nancy Huot
Guests: Nancy Nevison, Margot Kemble
Proceedings: The meeting was called to order at 7:03 pm.
1.0 GHCF Auxiliary: Nancy reported on behalf of the Auxiliary that has raised close to $115K in 2010 and there are still a few more events to come.
Moved (Dave/Konrad): that the GHCF fund advertising on behalf of the Auxiliary to promote the final 3 events of the year for $500 to fund them. (Approval of $1000 to fund an end of year thank-you ad in 2011 was deferred.).
CARRIED
Nancy also read to the board a letter she received from Verna Gregson of the Gabriola Professional Centre (attached to original minutes) requesting free tickets to the Doctor Appreciation Dinner for all the GPC practitioners and staff. Nancy also shared her reply (attached to original minutes) and described the ensuing correspondence/dialogue that resulted.
2.0 Building Committee: Chuck described, in detail, the proposed building plans, site plan and rendering for the new clinic and lead the boards through a discussion of time lines regarding the zoning changes and design/pre-construction activities. (all attached to original minutes)
Moved (Dave/Jill): that the GHCS/GHCF proceed with the plans and timelines provided by Chuck Connors and the Building Committee, including the input provided, and thanked all involved in the development of them.
CARRIED
Brenda provided an update on the re-zoning process with the Islands Trust and discussion ensued re. the possibilities of a letter-writing campaign and/or attendance at the public meeting scheduled for November 22nd.
3.0 Data & Services Committee: Dave is going ahead with arranging a meeting with Victoria Power and requested any input re. the presentation he will give there. He also offered the presentation using the policy lens/decision-making tool resulting from the survey for use at the November 22nd public meeting.
Adjournment: The meeting adjourned at 9:14 pm.
Respectfully submitted, Tracie Der, Secretary
October
October 21, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Temporary Office @ Folklife Village
GHCS Board Attendees: Tracie Der, Harvey Graham, Nancy Hetherington-Peirce, David Innell, Terry Nimmon
GHCF Board Attendees: Jill Adamson (presiding), Tawny Capon (representing the Ambulance Society in lieu of Bev Godfrey), Chuck Connor, Tracie Der, Harvey Graham, Judith Graham, Judith Madsen
Guest: Nancy Nevison
Proceedings:
The meeting was called to order at 7:03 pm.
1.0 Auxiliary Report (attached to original minutes)
2.0 Previous minutes – unavailable.
3.0 Treasurer's Report (attached to original minutes)
Moved (Harvey/Dave): that the financial reports be accepted as previously circulated. CARRIED.
4.0 Special Ask: Judith Madsen reported that this event was very successful, both socially and financially. Over $60K has been raised via this event thus far.
5.0 Islands Trust Meeting Report: Chuck indicated that several delegates attended this morning's Islands Trust meeting where our application was being considered and that it appeared to go very well for the GHCS/GHCF. The trustees have offered to use some of their discretionary funds to help finance our application for rezoning up to one-half of the fees involved. Our application has also been given priority status. There will still need to be an OCP/bylaw amendment. They will plan for a public meeting (probably to take place mid-November). The Advisory Planning Commission will also review the application then it is referred by to the trustees for first reading, second reading, etc.
6.0 Data & Services Committee: Dave reported that some preliminary results are being formatted and expected to be available near the end of the month. Dave plans to share the information with the newspapers and would like to have it posted on the GHCS/GHCF website.
The IHN contract continues, including the addition of group activities and working with the Recreation Society to offer programs that are complementary to the IHN goals.
A policy assessment tool is being developed, with the assistance of Michael Pennock, which will take the data from the survey and apply the information to objective decision-making in many areas of community interest.
The letter to Valerie Tregellis resulted in a response that the GHCS/GHCF should meet with Victoria Power.
Moved (Dave/Nancy Hetherington-Peirce): that the Data & Services Committee arrange a meeting with Victoria Power to discuss outstanding issues:
a) the need for a third physician
b) the classification of the urgent/emergency treatment room, particulary with respect to the ability of physicians to bill for providing care in it
c) what needs for space VIHA may have for the new facility
In Camera Session: Chuck lead a discussion in trying to establish a timeline to and through the construction of the facility. He also focussed on providing opportunities to ensure the boards have a chance to have reports on what is transpiring and provide input.
Adjournment: The meeting adjourned at 9:47 pm.
Respectfully submitted,
Tracie Der, Secretary
September
September 16, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Temporary Office @ Folklife Village
GHCS Board Attendees: Tracie Der, Brenda Fowler, Harvey Graham, Nancy Hetherington-Peirce, Kay Holt, David Innell
GHCF Board Attendees: Jill Adamson (presiding), Rufus Churcher, Chuck Connor, Tracie Der, Brenda Fowler, Bev Godfrey, Harvey Graham, Judith Graham, Kay Holt, Judith Madsen
Regrets: Nancy Hout
Guests: Dr. Tracy Thorne
Proceedings:
The meeting was called to order at 7:04 pm.
1.0 Welcome: Jill welcomed attendees and invited Dr. Tracy Thorne to speak. Dr. Thorne announced that she is pregnant and due in February 2011. She is making every effort to ensure that there is minimal disruption to services, but did indicate that there may be gaps in coverage at the medical clinic and/or on-call provision. Any assistance the GHCS/GHCF can provide in obtaining locum coverage would be welcomed.
2.0 Previous Minutes
Moved (Tracie/Harvey): that the minutes of the meeting of 17 September 2010 be accepted as circulated. CARRIED
3.0 Auxiliary Report: Brenda reported on behalf of Nancy Nevision.
The fundraising push must continue through the last quarter of 2010 – The Year of the Clinic. Upcoming events include Classics for the Clinic on September 25th, the Special Ask on October 9th and the Medical Mayhem Murder Mystery Dinner Theatre on October 15th.
The Doctors Appreciation dinner is being planned for November at the Surf Lodge and Santa Clause is making a comeback at the Village Office in December.
A general letter campaign is in the works for the fall thanking people for their support thus far as well as requesting more.
The current big news is the announcement by the Smith's of Arbutus Building Supplies that they will provide everything required for the building of the clinic at cost, in addition to requesting that their own suppliers offer better prices or donations. Many thanks to Dallas and Curtis and their families and staff.
4.0 Grant-Writing Committee (report attached to original minutes)
Discussion ensued about establishing policies around naming rights and donor acknowledgements.
Moved (Rufus): that the GHCF strike an ad hoc committee (lead by Judith Graham) to develop policies pertaining to donor acknowledgement to bring to the board for approval. CARRIED
5.0 Treasurer's Report (attached to original minutes)
Moved (Harvey/Dave): that
a) the financial statements be accepted as circulated.
b) the GHCS/GHCF not do any long-term investing with ING at this time.
c) the GHCF pursue the option of obtaining our own credit card processing ability at a reduced percentage.
CARRIED
6.0 Data & Services Committee: Dave expects survey results to start coming in over the next month, hopefully in time for our October meeting.
A letter was sent to Valerie Tregellis providing an update to the activities of the GHCS/GHCF and requesting a meeting to follow-up and discuss outstanding issues. Preparations are being made for a presentation for such a meeting.
Currently, the IHN team is working on providing group activities. The current contract goes to March 2011.
7.0 Volunteers: the point is being reached where more volunteers for various committees would be helpful. Specifically, the Data & Services Committee needs someone to do some administrative work.
8.0 New Business
a) With respect to Dr. Thorne's announcement, it may be helpful to reactivate our old information on finding and accommodating locums.
b) It is time to consider the vision for the roles of the GHCS and the GHCF after the clinic is built. Pursuant to this, an ad hoc committee was struck (to include Rufus Churcher, Kay Holt and Jill Adamson) to study the potential future roles for the GHCS and the GHCF in the future, in order to adequately plan space in the new building.
9.0 In Camera Session – a brief planning discussion was held.
Adjournment: The meeting adjourned at 8:45 pm.
Respectfully submitted,
Tracie Der, Secretary
August
August 17, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
The Roxy Theater
GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Nancy Hetherington-Peirce, David Innell, Terry Nimmon
GHCF Board Attendees: Jill Adamson (presiding), Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Judith Graham, Nancy Hout, Judith Madsen, Konrad Mauch
Proceedings:
The meeting was called to order at 8:00 pm.
1. Previous Minutes
Moved (Tracie/Don): that the minutes of the meeting of 20 May 2010 be accepted as corrected. CARRIED
Moved (Tracie/Dave): that the minutes of the meeting of 15 July 2010 be accepted as previously circulated. CARRIED
2. Auxiliary Report – Brenda updated the boards on the activities of the auxiliary and their fundraising efforts.
3. Treasurer's Report (attached to original minutes)
Moved (Harvey/Don): that the financial reports be accepted as previously circulated. CARRIED
4. Data & Services Committee – Dave announced that the Wellness survey generated 417 responses (more than meeting the need for statistical significance) and that the analysis of the data has begun in Victoria. He estimated that, by September, we should be able to have the first "broad" review of the results. He and others have formed an ad hoc group to try to develop a functional tool/structured process to practically and usefully utilize the survey results.
Work has begun on drafting a letter to Valerie Tregillus of the Ministry of Health which will provide an update on what the GHCS/GHCF has achieved thus far, as well as what challenges and issues are being encountered going forward. The goal is to create an opportunity for a face-to-face meeting to discuss details.
There was also a discussion with respect to how the purpose of the community clinic is framed. There has been much emphasis placed on it's role in emergencies, but it is important to recognize that there is more to it than that. It is also not just a "clinic," but a "comprehensive community care model."
5. Special Ask – Judith Madsen confirmed that this event will take place on October 9th, 4-6 pm at the Dragon's Lodge.
Moved (Judith M./Dave): that a budget of up to $700 be authorized to cover the expenses in hosting this event. CARRIED
6. Judith Graham informed the board that there has been an email from Dr. Donald Sutherland, who was involved in the development of the Pender Island clinic. He has indicated that he has plans to be on Gabriola on the upcoming weekend (August 21/22) and would be interested in meeting with members of our organizations and/or our local physicians informally to discuss ideas and exchange information. Brenda indicated that she would be willing to meet with him at the office in the Village on the weekend.
7. In Camera Session – a brief planning discussion was held.
Moved (Brenda/Konrad): that the GHCS and GHCF proceed with due diligence on the offer of property from Dr. Rooks. CARRIED
Harvey will notify Dr. Rooks of our decision.
Adjournment: The meeting adjourned at 8:42 pm.
Respectfully submitted,
Tracie Der, Secretary
July
July 15, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Temporary Office @ Folklife Village
GHCF & GHCS Board Attendees: Jill Adamson, Ian Brownlie, Brenda Fowler, Harvey Graham, Judith Graham, Kay Holt, Nancy Huot, Dave Innell, Judith Madsen, Konrad Mauch, Dr. Terry Nimmon
Guests: Dr. F. Bosman, Dr. T. Thorne, Nancy Nevison
Regrets: Don Butt, Rufus Churcher, Chuck Connor, Tracie Der, Bev Godfrey, Nancy Hetherington Pierce, Dallas Smith,
Proceedings:
The meeting was called to order at 7:05 pm
1.0 Previous Minutes
Moved (Brenda, Konrad): that the minutes of the meeting of 29 June 2010 be accepted as previously circulated. CARRIED
2.0 Auxiliary Report: (attached to original minutes): Nancy provided and update on the fundraising activities to date.
3.0Financial Reports (attached to original minutes):
Moved (Harvey/Ian): that the financial reports be accepted as circulated. CARRIED
4.0 Harvey provided Banking Resolutions for GHCS and GHCF
Moved (Harvey Graham/Brenda Fowler) that:
1. All cheques, drafts, and orders for payment of money drawn on any Bank, Credit Union or Trust Company (hereinafter referred to as the “Credit Union”) account operated in the name of the Gabriola Health Care Society, (hereinafter referred to as "GHCS") shall be signed by:
(a) any two of:
• the President, Brenda Fowler
• the Vice-president, Terry Nimmon,
• the Secretary, Tracie Der, and
• the Treasurer, Harvey Graham.
except that:
(b) cheques, drafts, and orders for payment of money in amounts not exceeding $500.00 may be signed by any one of the persons set out above.
2. All authorized banking accounts of GHCS existing as of the date of this resolution and all arrangements with regard to electronic banking are hereby continued.
3. Any two of the foregoing are authorized to provide direction to the Credit Union with respect to the opening and closing of any GHCS accounts.
4. Any two of the foregoing are authorized to enter into agreements relating to interest rates and other agreements of every nature whatsoever related to the investment of GHCS moneys in investment instruments issued by the Credit Union.
5.0 Moved (Harvey Graham/Nancy Huot) that:
1. All cheques, drafts, and orders for payment of money drawn on any Bank, Credit Union or Trust Company (hereinafter referred to as the “Credit Union”) account operated in the name of the Gabriola Health Care Foundation, (hereinafter referred to as "GHCF") shall be signed by:
(a) any two of:
• the President, Brenda Fowler
• the Vice-president, Jill Adamson,
• the Secretary, Judith Madsen, and
• the Treasurer, Harvey Graham.
except that:
(b) cheques, drafts, and orders for payment of money in amounts not exceeding $500.00 may be signed by any one of the persons set out above.
2. All authorized banking accounts of GHCF existing as of the date of this resolution and all arrangements with regard to electronic banking are hereby continued.
3. Any two of the foregoing are authorized to provide direction to the Credit Union with respect to the opening and closing of any GHCF accounts.
4. Any two of the foregoing are authorized to enter into agreements relating to interest rates and other agreements of every nature whatsoever related to the investment of GHCF moneys in investment instruments issued by the Credit Union.
6.0 Data & Services Committee:
(a) Dr. Francois Bosman, Dr. Tracy Thorne, attended the presentation and discussed the operations of the current VIHA Integrated Health Network Exercise related programs.
(b) Dave Innell presented (see attached to minutes) the Health and Well-being Clinic Profile Data Survey.
Following the presentation an in-depth discussion was held so the board could fully understand the implications of the data on future strategic questions concerning the clinic’s operation and relationship with major stakeholders. Ie.VIHA.
Motion: Brenda moved that: Dave Innell and the Data and Services Committee will agree with the Doctors as to create an action plan they wish to pursue with VIHA
7.0 Building Report: In Camera
Nancy Huot moved to adjourn the meeting.
Respectfully submitted,
Judith Madsen, Secretary
June
June 29, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Temporary Office @ Folklife Village
GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler (presiding), Harvey Graham, Nancy Hetherington-Peirce, David Innell, Terry Nimmon
GHCF Board Attendees: Jill Adamson, Don Butt, Tracie Der, Brenda Fowler (presiding), Harvey Graham, Judith Graham, Kay Holt, Nancy Hout, Judith Madsen, Konrad Mauch, Dallas Smith
Regrets:
Guests:
Proceedings:
The meeting was called to order at 7:03 pm.
1.0 Brenda welcomed attendees and conducted a round of introductions.
2.0 Brenda reported on the meeting she and Ian Brownlee had on 28 June 2010 with the Island Trustees. She noted that they had to have separate meetings with each trustee, Sheila Malcolmson and Deb Ferens, and that planner, Chris Jackson, was also present for one of these meetings. They asked a series of standard questions (about septic, road access, etc.) and asked that we consider limiting our intended uses under the IN3 category when we apply for rezoning as this may improve the odds of our application being approved. They seemed to be pleased with our consultative process thus far and even indicated that they may be willing to use some of their budget for zoning changes to assist us in our application. It may also be possible that we can request that we be assigned a "higher priority" when we make our application. All in all, Brenda felt the meetings were positive.
Brenda also indicated that she has initiated talks with our "neighbours" on the Coats land and so far, no one seems to be against our presence there. We have received letters of support from Rick Jackson of the Fire Department, Emergency Services and Andrew Coats, as well as some private letters. She requested that each member of the boards also write a letter of support.
3.0 Selection of the Executive Committee
Moved (Tracie/Konrad): that the Executive Committee for the Gabriola Health Care Foundation be comprised of Brenda Fowler as Chairperson, Jill Adamson as Vice-Chairperson, Harvey Graham as Treasurer and Judith Madsen as Secretary.
CARRIED
Moved (Tracie/Dave): that the Executive Committee for the Gabriola Health Care Society be comprised of Brenda Fowler as Chairperson, Terry Nimmon as Vice-Chairperson, Harvey Graham as Treasurer and Tracie Der as Secretary.
CARRIED
Adjournment: The meeting adjourned at 8:17 pm.
Respectfully submitted,
Tracie Der, Secretary
May
May 20, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Women's Institute Hall
GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, David Innell, Terry Nimmon (Presiding)
GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Bob Henderson, Lawrence Spero
Regrets: Kay Holt
Guests: Judith Graham, Nancy Nevison
Proceedings:
The meeting was called to order at 7:07 pm.
1.0 Welcome: After welcoming everyone, Terry called upon Brenda to give a report. Brenda announced that she has accepted a letter of resignation from Ian Brownlee, due to an urgent family situation that has arisen. She then reported on the Not-For-Profit workshop on fundraising that she attended along with Nancy and Judith Madsen. At this workshop, our organizations were recognized for all we've accomplished so far – we've been doing the right things (especially with building relationships). Brenda feels our $1M goal is achievable and that they came away with many good ideas.
2.0 Previous Minutes:
Moved (Tracie/Dave): that the minutes of the meeting of April 15th, 2010 be accepted as previously circulated. CARRIED
3.0 GHCF Auxiliary Report (attached to original minutes): Nancy noted that funds raised by the auxiliary in the past 4.5 months total over $25K. Upcoming events in May include the Pancake Breakfast and Country Hoedown and the Tour de Gabriola. On June 4th, the Co-op is holding a customer appreciation day and the auxiliary will be allowed to have a table at the event requesting those receiving their profit-sharing cheques sign them over to the foundation.
4.0 Data & Services Committee: Dave announced the launch for the wellness survey to be Saturday, June 5th at the WI Hall.
5.0 In Camera Session: A brief in camera discussion of the building status was held.
6.0 Gaming Report (attached to original minutes): Harvey provided the report required by government with respect to the raffle held in February.
Moved (Lawrence/Tracie): that the board approve the gaming report. CARRIED
7.0 Presentation: Judith presented the display she plans to use at the pancake breakfast for board input.
8.0 Financial Report (attached to original minutes): Harvey previously circulated the cash flow statements for both the GHCS and the GHCF. A discussion ensued on the draft financial statements being prepared for the AGM.
Moved (Harvey/Bob): that the board adopt the draft version using the "deferral method" of accounting. CARRIED
9.0 Fundraising: Brenda announced that a $2K donation has been provided by the Rexall Corporation and that GHCS/GHCF had applied for a BC Medical Association award.
10.0 AGM: Brenda indicated that the slate for the new boards is still being finalized, as well as working on a guest speaker.
Adjournment: The meeting adjourned at 9:45 pm.
Respectfully submitted,
April
April 15, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Temporary Office @ Folklife Village
GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Kay Holt, David Innell, Terry Nimmon (presiding), Lawrence Spero
GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Lawrence Spero
Regrets:Ian Brownlee, Bob Henderson
Guests:Nancy Nevison (Chair GHC Auxiliary)
Proceedings:
The meeting was called to order at 7:05 pm.
1.0 Previous minutes:
Moved (Dave/Harvey): that the minutes of the meeting of 18 March 2010 be accepted as previously circulated. CARRIED
2.0 Auxiliary Report (attached to original minutes): Nancy provided an update on the fundraising activities to date.
3.0 Rodrigo Pessoa Charity Golf Classic: Brenda presented the concept of this charity golf event (see proposal and draft budget attached to original minutes).
Moved (Lawrence/Harvey): that the GHCF approve, in principle, the proposal for the Rodgrio Pessoa Charity Golf Classic subject to there being sufficient revenue potential per the "worst case" scenario in the draft budget with review for go/no-go by May 31st or cancellation in the event of withdrawal by our partners. CARRIED
4.0 Clinic Office Space: Harvey reported that the staff at the clinic is interested in reconfiguring the office space and may be requesting assistance with furnishings, etc. We will ask them for more information, including potential costs and urgency, before making a decision.
5.0 Financial Reports (attached to original minutes):
Moved (Harvey/Don): that the financial reports be accepted as circulated. CARRIED
Harvey provided a first draft of the year-end financial reports for the board to review for consideration at the May meeting.
6.0 Data & Services Committee: Dave reported that the renewed IHN contract is up and running.
The Wellness Survey will take place from May 25th to June 24th. It will be announced on April 24th during the Sustainability Fair and press releases will be made at the same time. The survey itself is in its final review right now. A professor at UVic will be doing the electronic tabulation of the results and the analysis process is still being determined. The survey will be available in both online and hard-copy formats. A launching event is planned for May 29th at the WI Hall, with speakers in attendance. At this point, there is no cost to us for the survey – it is covered by in-kind services by both VIHA and UVic.
7.0 OPC Comment: Dave noted that a letter is being drafted to provide the input of the GHCS/GHCF into the Official Community Plan Process and will be circulated for review soon.
8.0 Communications:
Moved (Brenda/Harvey): that the Board approve the expenditure of approximately $900.00 for the preparation and printing of two sets of rack cards of up to about 6,000 cards per set. CARRIED
Moved (Lawrence/Don): that the GHCF include a copy of the rack card with the personalized, handwritten donation requests that will be sent out, with a budget of $3,000.00 CARRIED
9.0 Fundraising: Brenda reported that Judith Madsen is arranging small neighbourhood get-togethers to provide information on GHCS/GHCF activities and solicit donations.
The proposal writing group has sent out 2 proposals for funds in the last week and several more are in development.
A question has been raised about whether we need a policy around the circumstances under which donations can be accepted – particularly from medical/drug companies or foundations that may have "strings" attached (a potential ethics/bias issue). Don and Lawrence agreed to look into this.
10.0 AGM: The AGM will take place on June 17th, location TBA. Speaker options are being pursued. Harvey will check the bylaws on the correct timing for placing advertisements announcing the meeting and the nomination process.
Moved (Dave/Don): that Lawrence, Tracie and Brenda form a nominating committee. CARRIED
11.0 Volunteer Appreciation:
Moved (Brenda/Lawrence): that the GHCF hold a volunteer appreciation event to cost no more than $500.00. CARRIED
12.0 In Camera Session: A brief in camera discussion of the building status was held.
Adjournment: The meeting adjourned at 9:21 pm.
Respectfully submitted,
Tracie Der, Secretary
March
March 18, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Temporary Office @ Folklife Village
GHCF & GHCS Board Attendees: Terry Nimmon (presiding) Ian Brownlee, Brenda Fowler, Bev Godfrey, Harvey Graham, Kay Holt, Dave Innell
Regrets: Don Butt, Tracie Der, Lawrence Spero and Ian Brownlie
Guests:Judith Graham & Nancy Nevison
Proceedings:
Several items were added to the agenda as attached.
Approval of Previous Minutes
October Joint Board minutes were approved Dave Motion Harvey seconded Passed
January Joint Board minutes were approved with the amendment to item 9. “The Board will form a nomination committee.” Motion Dave, Harvey seconded. Passed.
Feb 18 the Notes from this meeting were circulated but not approved as it was during the Olympics and the Board had no quorum.
REPORTS
Auxiliary – Nancy N. presented an update on all of the auxiliary events and money raised. See attached. She also talked about the upcoming photo-op with Ambulance Society as well as the Arts Council trashathon event. The full report is attached.
Data and Services Committee – Dave updated the Board on the Community Survey it is in the final stages of development and will be carried out in May. He clarified that the community will own the data and that the committee has worked thru the confidentiality issues. The Board provided some feedback on possible incentives and suggested ways to expose the news of the survey. (May 3 emergency planning meeting, co-op appreciation day and the professionals involved in the IHN programs)
Dave also presented information to the Board on the IHN contract. It will be renewed for 2010-11 but the funds remain the same so participation will be limited. Dave held a meeting with all of the professionals and has explained the new program conditions.
Dave moved the report be accepted. Brenda seconded. Passed
Financial Harvey circulated the report. There were no questions Harvey moved the report be accepted. Dave seconded Passed.
Communications Judith presented the “rack card” and the requested funds for printing. Brenda will circulate a Foundation motion for approval of two rack cards. Judith also presented distribution/mailing concepts for the Board’s information. Those wishing to learn more or make suggestions can speak to her.
Training- Terry reported that he had met with Pat G twice but that still no date had been arranged for her visit. The Board recommended that he keep trying.
IN CAMERA
Meeting ended at 9:15pm
February
February 18, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Temporary Office @ Folklife Village
GHCS Board Attendees: Brenda Fowler (presiding),Ian Brownlee, Harvey Graham
GHCF Board Attendees: Brenda Fowler, Bev Godfrey, Harvey Graham
Regrets: Tracie Der, Dave Innell, Donald Butt, Terry Nimmon; Bob Henderson; Kay Holt, Lawrence Spero
Guests: Bill Boyte, Judith Madsen, Judith Graham& Nancy Nevison
Proceedings:
As a number of members had volunteered for Olympics duty, and for other reasons, we did not have a quorum.
The following informal discussions were held:
• Brenda Fowler welcomed new member Bev Godfrey, representing the Gabriola Ambulance Society
• Judith Madsen presented a fundraising idea
• Nancy Nevison presented her Auxiliary Report
• Harvey Graham presented the monthly financial report
• A written data and services committee report was acknowledged
• Judith Graham presented a communications review, and
• An in-camera discussion took place
Meeting adjourned 7:50 p.m.
January
January 21, 2010
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Temporary Office @ Folklife Village
GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler (presiding), Harvey Graham, Kay Holt, David Innell, Terry Nimmon
GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham
Regrets: Ian Brownlee, Lisa Dowding-Carter, Robert Henderson
Guests: Judith Graham, Nancy Nevison
Proceedings:
The meeting was called to order at 7:10 pm.
1.0 Welcome: Brenda welcomed attendees and regretfully informed that Lisa Dowding-Carter has resigned from the GHCF.
2.0 Minutes: No board meetings were held in November (cancelled due to weather) or December (cancelled for Christmas). Minutes from the October meeting are pending.
3.0 Financial Report (attached to original minutes)
4.0 GHCF Auxiliary: Nancy requested more help in keeping the temporary office at Folklife Village open. She hopes we will be able to continue to operate the office through March.
Nancy provided a draft budget for the auxiliary's fundraising plan for 2010 (attached to original minutes).
Moved (Don/Tracie): that the GHCF approve the expenditure of up to $5,250 in expenses allowing the GHCF Auxiliary to work to their 2010 fundraising goal of $142,500. CARRIED
Nancy reminded everyone to check their drawers and jewellery boxes for Olympic gold for the March Go for the Gold fundraising event.
5.0 Training Update: Terry is to meet with Dr. Pat Gunton, in charge of the undergraduate program at NRGH, next Wednesday and will report on this at a later date.
6.0 Data & Services Committee: Dave reported that the Integrated Health Network is up and running – successfully! Almost too successfully as, at the current rate of use, the allocated funding will likely be completely utilized by the end of February 2010. Dave has contact the IHN in hopes of setting up a meeting to explore increased funding – either through extending/renewing the current contract or establishing a new contract – to ensure the program can be continued through the originally planned 7 month period.
The first draft of the Wellness Survey questionnaire has been done and is being reviewed.
7.0 Fundraising: Brenda presented a fundraising target plan (attached to original minutes).
Moved (Harvey/Fay): that the GHCF accept and endorse these targets and work towards meeting them. CARRIED
8.0 Community & Stakeholder Relations: Brenda gave a presentation to the Gabriola Island Chamber of Commerce.
Dave will approach the medical office at the Professional Centre to see if they are interested in participating in the IHN project going forward, now that it has been established.
9.0 In Camera Planning Discussion
Adjournment: The meeting adjourned at 9:08 pm.
Respectfully submitted,
Tracie Der, Secretary