December
Decmber 7, 2011
Gabriola Health Care Foundation and Gabriola Health Care Society
Joint Board of Directors Meeting
Robert’s Upstairs Room
GHCF Board Attendees: Jill Adamson (President), Konrad Mauch (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Brenda Fowler, Judith Graham, Chuck Connor, Inge Fretheim, Mike Phillips (Lions Representative)
Absent: Dallas Smith, Rufus Churcher, Don Butt
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 3:10 pm by Jill Adamson who thanked everyone for coming. Jill welcomed Mike Phillips representing the Lions.
2.0 Quorum: There was a quorum present.
2.a Agenda: The Agenda was approved. M/S Jill/Judith M
3.0 Minutes: The Approval of the Minutes of November 17th, and November 07th,2011 will be deferred until the Joint Board Meeting in January 2012.
4.0 The November Financial Report will be presented at the Board Meeting, January 2012.
5.0 MOTION: M/S Harvey/Chuck
Resolved 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, Jill Adamson; the Vice-president, Konrad Mauch; 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.
PASSED
6.0 Naming of the Building:
The Doctors of the interim Gabriola Medical Clinic requested in attached letter that the name be changed at the new building to Gabriola Community Health Centre.
MOTION: M/S Harvey/Inge That the new facility at 693/695/697 Church Street be called the Gabriola Community Health Centre.
PASSED
7.0 The two rooms at the Rollo Centre at 685 South Road will be available in 2012 from 7pm onwards on the 1st Wed for committee or other meetings and the 3rd Wednesday for Board Meetings.
8.0 Reports:
Fundraising: Judith Graham
8.1.a Vancouver Island Health Authority
8.1.a Jill Adamson and Judith Graham attended as guest observers the Vancouver Island Health Authority Board of Directors General Meeting held at the Mary Winspear Centre in Sidney on November 30, 2011.
ACTION: A delegation is planned for January 2012 Meeting. The committee will include Don Butt, Dave Inell, Konrad Mauch, Brenda Fowler, Jill Adamson, Judith Graham, Earl Miller.
8.1.b Donor Policy:
The Donor Policy Committee will review an Art Glass donation request and report to the Board in January 2012
8.2 Corporate Fundraising: Inge Fretheim
Inge reports that he has met with 8 Business representatives and has three more scheduled tomorrow.
Reminder from Brenda: Rexall Drugs has offered $1000 in kind to go toward toilet paper or usable items from their store.
9.0 Executive Session:
4:00 pm MOTION: M/S Jill/Inge That the meeting move into Executive Session.
5:15 pm MOTION: M/S Jill/Chuck That the meeting move out of Executive Session.
10.0 NEXT MEETING
DEC 15 MEETING IS NOW REPLACED BY A “BUILDING CELEBRATION” EVENING FOR VOLUNTEERS AT THE ROLLO CENTRE – 6:30 PM. More information to come in invitation.
FOUNDATION BOARD MEETINGS IN 2012 ARE CHANGED TO THE THIRD WEDNESDAY OF THE MONTH, 7:00 PM, AT THE ROLLO CENTRE: January 18, February 15, March 21, April 18, May 16.
11.0 ADJOURNMENT
The meeting adjourned at 5:15 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary
November
November 17, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCF Board Attendees: Jill Adamson (President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Brenda Fowler, Judith Graham, Chuck Connor, Rufus Churcher, Don Butt, Inge Fretheim
Absent: Dallas Smith, Konrad Mauch (Vice-President)
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Brenda Fowler, Don Butt, Earl Miller, Nancy Nevison, Lynne Young
Chair: Nancy Hetherington Peirce Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 7:05 pm by Nancy Hetherington Peirce who thanked everyone for coming. Nancy HP welcomed Lynne Young.
2.0 Quorum: There was a quorum present for the Society and for the Foundation.
3.0 Agenda: The Agenda was approved. M/S Jill/Don CARRIED
4.0 Approval of Minutes:
4.1 MOTION: M/S Dave/Earl That the GHC Society Board approve the minutes for the Oct 20 2011 joint Board meeting. CARRIED
4.2 MOTION: M/S Harvey/Judith G That the GHC Foundation Board approve the minutes, as amended, for the Oct 20 2011 joint Board meeting. CARRIED
4.3 MOTION: M/S Judith G/Inge That the GHC Foundation Board approve the minutes of the November 7, 2011 special Foundation Board meeting. CARRIED
These minutes are attached.
5.0 Correspondence:
5.1 A letter was received on October 26 2011 from Nancy Nevison, chair of the Auxiliary (e-mailed to all Board members) re: Auxiliary plans to become a separate organization.
5.2 A letter was received from the Ambulance Society re: Donating a further $10,000 to building the helicopter pad.
5.3 A letter was received from the Farm Credit Canada with a donation of $9,000 to the clinic building.
6.0 REPORTS
6.1 GHC Society Reports
6.1.a SPECIAL BOARD MEETING Nancy HP reported on the special Society Board meeting, November 17/11 at 5:30 p.m., which the GHC Foundation Board members were invited to attend. The decisions made include the following motions. Minutes are attached.
MOTION: M/S Dave / Nancy N That the Board appoint Lynne Young to the GHC Society Board of Directors until the next AGM in approximately June 2012.
MOTION: M/S Dave / Earl That the Board recognize the partnership between the Auxiliary and the Society through establishing the Auxiliary as a Committee of the GHC Society Board of Directors (as per GHCS By-law #47), effective December 1, 2011 until the next AGM in approximately June 2012.
MOTION: M/S Dave / Earl That the financial responsibility for the Auxiliary’s activities transfer from the GHC Foundation Board to the GHC Society Board (e.g. accounting, spending decisions), effective December 1, 2011.
MOTION: M/S Brenda / Harvey That the Board confirms its commitment to the 2011 Joint Strategic Plan, in which all three groups agreed to the nine action items with the first priority action being the raising of money to complete the clinic.
6.1.a.i MOTION: M/S Brenda/Chuck That the Foundation Board endorse and support the new organizational structure between the Society and Auxiliary, and look forward to the successful completion of our Joint Strategic Plan priority of completing the clinic. CARRIED
6.1.b FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Dave That the GHC Society financial report for October 2011 be approved. CARRIED
6.1.c TENANT FOR EXTRA SPACE AT TWIN BEACHES MEDICAL CENTRE.
Report by Dave that a small ad went in the Sounder. There were not any responses and Dave said he did not send out the request by email because he no longer has a list of health-care practitioners.
6.1.d Dave reported that the IHN contracts are completed so they can be removed from the website.
6.2 GHC Foundation Reports
6.2.a FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Jill That the GHC Foundation financial report for October 2011 be approved. CARRIED
6.2.b AUXILIARY – Nancy N
Report was distributed in advance of the meeting.
6.3 Joint: Actions from 2011 Joint Strategic Plan
6.3.a FUND-RAISING: Judith Graham
Judith reported that $150,000 funds have come in October which puts us at $1.15 million towards our goal of $1.4 million.
Donations for Oct 31 to Nov 17/2011 are approximately $22,000. There are two grant requests that we expect to have a response from.
MOTION: Harvey/Don That the Foundation Board authorize Harvey Graham to sign the agreement with the Farm Credit Canada that was previously distributed to the Foundation Board members.
6.3.b CONSTRUCTION: Chuck Connor
The membrane for the roof is nearly complete. There will be 2-3 months with the scaffolding to do the gutters, soffits, siding and windows. Sprinklers, electrics, heating and venting, gravel is ready for the road areas and the well report is positive.
The property title is in the hands of the lawyers to transfer the papers.
The Port Place Medical Centre donations of doors, frames, hardware, cabinets, heat registers and sinks are being used. The heat ventilator has already been installed.
6.3.c PHYSICIAN COMPENSATION: Dave Innell
Nothing to report at this time.
6.3.d BUILDING MANAGEMENT
8:00PM MOTION: M/S Earl/Jill That the meeting move into Executive Session.
8:35PM MOTION: M/S Dave/Earl That the meeting move out of Executive Session.6
6.3.e GOVERNANCE: Nancy HP
On November 3/11 the Governance Group Report of October 18, 2011 was presented to the Auxiliary meeting (9 members of the Auxiliary present) for their information.
The third recommendation of the Report – to hold a joint meeting of the GHC Society Board, Foundation Board and the core Auxiliary members to make a decision about a new organizational structure as of June 2012 – will be scheduled for Feb/March 2012. ACTION: Nancy HP will propose some dates by email.
7.0 NEW BUSINESS
7.1 FOUNDATION:
7.1.a The rental of the Gabriola Health Care Foundation Village Office will be closed November 30, 2011. A grateful thanks to Steve Wohlleben for all of his help to the GHCF fundraising.
7.1.b Donor Recognition “display” at the new Clinic
ACTION: Jill A andJudith G will bring to the next joint Board meeting a proposal, including terms of reference, for planning and producing the Donor Recognition “display” at the new Clinic. Judith M has previous proposals that were displayed during fundraising in the GHCF office that she will submit.
8.0 NEXT MEETING
Thursday, December 15 – 7:00 pm.
DEC 5/11 POST-MEETING NOTES:
DEC 15 MEETING IS NOW REPLACED BY A “BUILDING CELEBRATION” EVENING FOR VOLUNTEERS AT THE ROLLO CENTRE – 6:30 PM. More information to come in invitation.
JOINT MEETINGS IN 2012 ARE CHANGED TO THE THIRD WEDNESDAY OF THE MONTH, 7:00 PM, AT THE ROLLO CENTRE: January 18, February 15, March 21, April 18, May 16.
9.0 ADJOURNMENT
The meeting adjourned at 9:50 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary Nancy Hetherington Peirce, GHCS Secretary
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November 17, 2011
Gabriola Health Care Society
Board of Directors Meeting
Village Office
Present: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Don Butt, Brenda Fowler, Earl Miller, Nancy Nevison
GHC Foundation Board, attending by invitation: Jill Adamson (President), Judith Madsen (Secretary), Don Butt, Chuck Connor, Brenda Fowler, Inge Fretheim, Judith Graham
Chair: Nancy Hetherington Peirce
Acting Secretary: Brenda Fowler
1. Call to Order
The meeting was called to order to 5:30 p.m. Nancy welcomed everyone and thanked the Foundation Board members for attending. Nancy explained that she, with agreement from the Executive Committee of the Society Board, had invited Foundation Board members to attend in the interests of maintaining open communication between the two Boards.
2. Approval of Agenda: MOTION: M/S Nancy N / Dave That the agenda be approved as circulated. CARRIED
3. Proposal from Dave Innell – Goal
Dave presented his proposal, circulated in advance to members of the Society and Foundation Boards (see attached). The goal, as summarized by Dave in his written proposal, is as follows:
“… to enable the three groups [Foundation, Society, Auxiliary] to continue using the present organizational structure (of two formally-organized groups and one informally-organized group) until approximately June 2012, such that our work together over the next six months can continue to be well co-ordinated and integrated.”
Dave also outlined the previous communications regarding his proposal, which included a meeting with the Auxiliary Executive, and with the Board’s Executive Committee (with Jill Adamson attending as Foundation President). Nancy asked for questions of clarity and for thoughts on the proposal, and a full discussion ensued, with participation by Foundation Board members.
4. Proposal from Dave Innell – Actions
4.1 MOTION: M/S Dave / Nancy N That the Board appoint Lynne Young to the GHC Society Board of Directors until the next AGM in approximately June 2012. CARRIED
4.2 MOTION: M/S Dave / Earl That the Board recognize the partnership between the Auxiliary and the Society through establishing the Auxiliary as a Committee of the GHC Society Board of Directors (as per GHCS By-law #47), effective December 1, 2011 until the next AGM in approximately June 2012. CARRIED
4.3 MOTION: M/S Dave / Earl That the financial responsibility for the Auxiliary’s activities transfer from the GHC Foundation Board to the GHC Society Board (e.g. accounting, spending decisions), effective December 1, 2011. CARRIED
4.4 MOTION: M/S Brenda / Harvey That the Board confirms its commitment to the 2011 Joint Strategic Plan, in which all three groups agreed to the nine action items with the first priority action being the raising of money to complete the clinic. CARRIED
4.5 Nancy Nevison, as Chair of the Auxiliary, confirmed on behalf of the Auxiliary that:
The Auxiliary will put on hold its decision of October 26/11 to begin the process of registering as a separate non-profit society.
The Auxiliary will continue its participation in the current governance work (of the Auxiliary, Foundation, and Society) of choosing a new organizational structure to begin in June 2012.
5. Adjournment
The meeting adjourned at 6:50 p.m.
Respectfully submitted,
Brenda Fowler, GHCS Acting Secretary
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November 7, 2011
Gabriola Health Care Foundation
Board of Directors Meeting
Village Office
Present:Jill Adamson, Dallas Smith, Rufus Churcher, Inge Fretheim, Judith Graham, Chuck Conner, Brenda Fowler, Harvey Graham
Chair: Jill Adamson
Chuck presented an update on the property transfer and the road construction plans. The Ministry of Transportation and Infrastructure require a Letter of Credit to cover the agreed road construction.
Harvey Graham moved the attached Directors Resolution
Rufus Churcher seconded the motion
Passed.
Meeting was adjoured at 12:20
October
October 20, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Konrad Mauch, Chuck Connor, Rufus Churcher
Absent: Dallas Smith, Don Butt
GHCS Board Attendees: Brenda Fowler (President), Dave Innell (Vice-President), Harvey Graham (Treasurer), Nancy Hetherington Peirce (Secretary), Earl Miller, Nancy Nevison
Absent: Don Butt
Observers: Marilyn Geater (Auxiliary Presentation - attached)
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 6:58 pm by Jill Adamson who thanked everyone for coming.
2.0 Quorum: There was a quorum present for the Society and for the Foundation.
3.0 Agenda: The Agenda was approved. M/S Konrad/Dave
4.0 Approval of Minutes:
At the September 15, 2011 joint Board meeting, there was a quorum for the GHCS and not for the GHCF.
4.1 MOTION: M/S Dave/Brenda That the GHC Society Board approve the minutes for the Sept 15th, 2011 joint Board meeting.
4.2 MOTION: M/S Konrad/Rufus That the GHC Foundation Board approve the minutes for the August 18/ 2011 joint Board meeting.
5.0 Presentation: by Marilyn Geater, GHCF Auxiliary (Attached)
Marilyn gave a well thought out presentation for the GHCF Board to consider an Auxiliary Thrift Store in the present village GHCF&S office. The Auxiliary would need start up funds of $3500.00. The proposal will be discussed by the Foundation Board later in the meeting, under new business.
Marilyn left the meeting.
6.0 Correspondence:
6.1 The Government of Canada (New Horizons program) has received the application for the development of a Community Clinic Exercise Loop Trail. A written decision will arrive in 5 months or so.
6.2 A letter was received from the Ambulance Society.
7.0 REPORTS
7.1 GHC Society Reports
7.1.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Dave That the GHC Society financial report for September 2011 be approved.
CARRIED
MOTION: M/S Brenda/Dave To place an ad in the Sounder Newspaper for a tenant for the vacant space left by D’Arcy Bolton at the Gabriola Community Interim Clinic, Taylor Bay Road. CARRIED
ACTION: Dave will notify his list of health-care practitioners regarding the space to rent.
7.1.2 NEW HORIZONS FUNDING APPLICATION – Dave
See information in #6.1 above.
7.2 GHC Foundation Reports
7.2.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Konrad That the GHC Foundation financial report for September 2011 be approved.
CARRIED
7.2.2 AUXILIARY REPORT - Nancy Nevison
See attached report.
The auxiliary have had two general meetings and they have been keeping the photos updated in the GHCF Village Office. The auxiliary has talked with VIHA about programs such as Meals on Wheels and how they can work together.
The Auxiliary, Brenda and Nancy N, discussed separating from the GHCF&S to independently fundraise.
7.3 Joint Reports GHCF & GHCS
7.3.1 Approval of Strategic Plan, Sept 30/11 - Nancy HP
7.3.1.1 MOTION: M/S Dave/Earl That the GHC Society Board approve the 2011 Strategic Plan, dated October 12, 2011, of the GHCS Board, the GHCF Board, and the Auxiliary.
CARRIED
7.3.1.2 MOTION: M/S Konrad/Brenda That the GHC Foundation Board approve the 2011 Strategic Plan, dated October 12, 2011, of the GHCS Board, the GHCF Board, and the Auxiliary, with one amendment: that Action #3 b) will read as follows – “Change compensation model to attract and retain physicians.” CARRIED
7.3.1.3 The Society Board agreed to the amended Strategic Plan.
7.3.2 FUNDRAISING – Judith G
The fundraising is going along smoothly. Grant requests have gone to various businesses. Inge Freitheim has volunteered to help with corporate fundraising.
MOTION: Rufus/ Konrad That the GHC Foundation Board appoint Inge Freitheim to the Foundation Board until the next AGM.
CARRIED
7.3.3 BUILDING REPORT – Chuck
The budget is on target for most items, including the site work, foundations, framing, heating and venting. The sprinkler system is slightly over budget. The electrical, windows, hydro, sewer and septic are on budget.
The schedule of building is excellent and on target. The trusses are complete and approved, the exterior walls are up and interior walls are being completed. The landscaping committee has met.
Danny Windecker has completed drilling the well and it is producing 5gal/ min at 350 feet. The Heliport site is being prepared. Tony Grove has a great plan for the entrance door and has begun. Emcon has volunteered graders and equipment to prepare the Church Street road.
Further legal work continues, in preparation for the transfer of property title.
7.3.4 PHYSICIAN COMPENSATION – Dave
No report this month.
7.3.5 BUILDING MANAGEMENT - Earl
8:40 pm MOTION: M/S Nancy HP / Konrad That the meeting move into Executive Session.
8:50 pm MOTION: M/S Nancy HP / Dave That the meeting move out of Executive Session.
Work on finding other paying tenants is continuing.
7.3.6 GOVERNANCE
Nancy HP presented the report (prior to the meeting) from the Governance Group. Questions and discussion followed, regarding the recommendations.
7.3.6.1 GHCS MOTION: M/S Dave/Earl That Nancy Nevision, as a member of the Society Board, be recognized as Chair of the Auxiliary until the next AGM.
CARRIED.
7.3.6.2 GHCF MOTION: M/S Konrad/Brenda That Brenda Fowler, as a member of the Foundation Board, be recognized as the representative of the Auxiliary on the Foundation Board until the next AGM.
CARRIED
8.0 NEW BUSINESS
8.1. ELECTION OF OFFICERS
8.1.2 Society
MOTION: M/S Dave/Earl That the GHCS Officers until the next AGM are: Nancy Hetherington Peirce (President, Secretary), Dave Innell (Vice-President), and Harvey Graham (Treasurer) CARRIED
8.2 Foundation
8.2.1 ELECTION OF OFFICERS
MOTION: M/S Judith G/Brenda That the GHCF Officers until the next AGM are: Jill Adamson (President), Konrad Mauch (Vice-President), Judith Madsen (Secretary), and Harvey Graham (Treasurer). CARRIED
8.3 THRIFT SHOP PROPOSAL
MOTION: M/S Judith G / Harvey Moved to table the funding of a thrift shop proposal until the clinic is completed.
CARRIED
9.0 NEXT MEETINGS
Meetings will continue to be held on the third Thursday of the month, at 7:00 pm.
- December 15
- January 19
- February 16
10.0 ADJOURNMENT
The meeting adjourned at approximately 10:00 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary Nancy Hetherington Peirce, GHCS Secretary
September
September 15, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCF Board Attendees: Jill Adamson (Vice-President), Harvey Graham (Treasurer), Rufus Churcher, Chuck Connor, Konrad Mauch
Absent: Don Butt, Brenda Fowler, Judith Graham, Judith Madsen, Dallas Smith
GHCS Board Attendees: Dave Innell (Vice-President), Harvey Graham (Treasurer), Nancy Hetherington Peirce (Secretary), Earl Miller
Absent: Don Butt, Brenda Fowler, Nancy Nevison
Chair: Jill Adamson
Proceedings:
1.0 Meeting was called to order at 7:02 pm by Jill Adamson.
2.0 Quorum: Quorum was present for the Society but not for the Foundation.
3.0 Agenda: MOTION M/S Dave/Earl to approve the agenda as distributed. CARRIED
4.0 Minutes of August 18, 2011 Joint Board meeting
4.1 Society: MOTION M/S Harvey/Earl To approve the minutes with correction as follows: after the Motion at 7:10 p.m., add: “The meeting agreed that Morrie Mostow could remain for the Executive Session.” CARRIED
4.2 Foundation: No quorum was present, so the minutes will be approved at the next meeting.
5.0 Correspondence – none
6.0 REPORTS
Jill mentioned her satisfaction with the proceedings of the Annual General Meetings of the Society and the Foundation on September 8th. About thirty people attended, and the reports and discussions were informative. Summaries of the reports will be posted to the website.
6.1 GHC SOCIETY REPORTS
6.1.1 FINANCE – Harvey
GHCS financial report to August 31, 2011 was discussed.
MOTION: M/S Harvey/Earl That the GHC Society financial report to August 31. 2011 be approved as distributed. CARRIED
6.1.2 DATA AND SERVICES – Dave
No report. Dave suggested that the Data and Services group be discontinued, as there is no need at present for further work in this area. The meeting agreed.
6.1.3 “NEW HORIZONS” FUNDING APPLICATION – Dave
Application for $24,900 to develop exercise trails on the clinic property was submitted on September 14 to Human Resources Development Canada. Letters of support were received from GaLLT, Hope Centre, Rollo Centre, PHC, and the Gabriola Recreation Society.
Acknowledgement of submission will be sent in two or three weeks; notification of decision will be sent in two or three months.
Auxiliary: The Auxiliary report was received by Jill today, and will be circulated to Board members promptly. Jill did not raise any issues from the report.
Donor companies/organizations: Judith G has sent out proposals for funding to some companies. Jill is contributing photos of the clinic construction to these proposals.
Individual donors: Judith M is away Sept 18 to Oct 10. Some contacts are being made to donors who have pledged money.
ACTION: Jill will create a “Thank-you Certificate” as soon as possible, to give to donors.
7.0 NEW BUSINESS
7.1 ELECTION OF OFFICERS
ACTION: Each Board will prepare a slate of names and positions (President, Vice-President, Treasurer, Secretary) to present to the October 20th Board meeting for election.
7.2 APPROVAL OF THE JULY 14, 2011 STRATEGIC PLAN
Postponed to the October Board meeting.
ACTION: Nancy HP will update the Strategic Plan as per the August 18, 2011 minutes and circulate the updated version before the October 20th Board meeting.
The meeting agreed that the monthly Board meeting agendas would now include reports from the Board members co-ordinating the following five actions in the Strategic Plan: #1 Fundraising, #2 Building, #3 Physician Compensation, #4 Other Paying Tenants, and #6 Governance.
7.3 PREPARATION OF AGENDAS FOR JOINT BOARD MEETINGS
ACTION: Judith M and Nancy HP will prepare a draft agenda for each monthly joint Board meeting, and will forward the draft to Jill one week in advance of each meeting date to review and then circulate to Board members.
8:15 p.m.
MOTION: M/S Dave/Nancy HP That the meeting move into Executive Session. CARRIED
8:30 p.m.
MOTION: M/S Dave/Nancy HP that the meeting move out of Executive Session. CARRIED
8.0 NEXT MEETINGS
Third Thursday of the month at 7:00 pm: October 20, November 17.
9.0 ADJOURNMENT Meeting adjourned at 8:35 p.m.
Respectfully submitted,
Nancy Hetherington Peirce, GHCS Secretary
August
August 17, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
The Roxy Theatre
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 21, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Rufus Churcher, Kay Holt, Mike Phillips (Lions Club substitute for Don Butt), Konrad Mauch
Absent: Dallas Smith, Chuck Connor, Don Butt
GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Kay Holt, Dave Innell, Earl Miller, Nancy Hetherington Peirce (Secretary), Nancy Nevison
Absent: Don Butt
Observers: none
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 7:05 pm by Jill Adamson who thanked everyone for coming.
2.0 Quorum: There was a quorum present for the Society and for the Foundation.
3.0 The Agenda was approved. M/S Konrad/Dave
4.0 Approval of Minutes
4.1 MOTION: M/S Judith M/Konrad To approve the minutes of the June 23, 2011 meeting of the GHCF and GHCS Boards. CARRIED
EXECUTIVE SESSION
7:10 pm MOTION: M/S Dave/Nancy HP That the meeting move into Executive Session. CARRIED
7:55 pm MOTION: M/S Dave/Nancy HP That the meeting move out of Executive Session. CARRIED
5.0 Correspondence
5.1 Thank-you note to the Foundation from Dr. Allan Oliver, Dentist admiring work accomplished by everyone.
6.0 Business arising from the minutes – covered throughout the agenda
7.0 REPORTS
7.1 Joint Reports
7.1.a. AUXILIARY: Nancy Nevison
Report was distributed in advance of the meeting; some items in the report were discussed.
7.2 GHC Society Reports
7.2.a. FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Dave. That the GHC Society financial report for June 2011 be approved. CARRIED
Tenant D’Arcy Boulton will be moving out of the Twin Beaches Interim Medical Clinic at the end of July 2011.
7.2.b. DATA AND SERVICES – Dave
On July 18, Jill, Judith and Dave attended a meeting in Victoria sponsored by HRDC (Human Resources Development Canada), to gather information about funding opportunities regarding programs for seniors. Proposals must be submitted by Sept 16, 2011.
MOTION: M/S Brenda/Harvey That the Society Board research and submit a funding proposal for landscaping a walking-circuit trail for seniors on the clinic property. CARRIED
ACTION: A subcommittee of Rufus, Dave, Konrad, Judith G, Nancy N, and Brenda will work on the research and submission of a proposal.
Fay Weller and Dave met with a VIHA representative for a follow-up meeting regarding the new IHN contract granted to the Society. Dave and Fay voiced their concerns about VIHA’s decision-making process; they were thanked for their input and told that these decisions were now in place.
ACTION: Dave will draft a letter from the Society to VIHA to formally express concerns.
The new IHN contract was just received by Dave on July 21. He will review the details and report to the August Board meeting.
7.3 GHC Foundation Reports
7.3.a. FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Mike That the GHC Foundation financial report for June 2011 be approved. CARRIED
MOTION: M/S Harvey/Judith M Be it resolved that it is in the best interests of the Gabriola Health Care Foundation, a British Columbia incorporated Society, to enter into contracts in connection with the construction of a medical facility on Gabriola Island. In furtherance of this resolution, each of Brenda Fowler, President, Jill Adamson, Vice President, Judith Madsen, Secretary, Harvey Graham, Treasurer and Konrad Mauch, Director, is duly authorized to enter into and sign said contracts on behalf of the Gabriola Health Care Foundation. Each is further authorized to provide such additional information and execute such other documents as may be required in connection with said contracts and to execute any amendments, rescissions, and revisions thereto. CARRIED
7.3.b BUILDING – Konrad
The building team is working well together. Fencing around the site is installed, the site trailer has arrived, and hydro poles have arrived. The 4th reading by the Trustees of the rezoning application is July 28; then another several days will be needed for the subdivision and building permit processes.
Donations of various materials are coming in from off-island suppliers. Preparations are in place to pour the concrete foundations on the site. A building permit may be issued to Potlatch to enable foundation work to begin.
7.3.c. FUNDRAISING – Judith M
$400,000 still has to be raised. Judith M requested more co-ordination of input into future press releases and updating email lists.
8.0 NEW BUSINESS
8.1 GHC Society New Business
None
8.2 GHC Foundation New Business
8.2.a. DONOR RECOGNITION SUB-COMMITTEE – Judith G, Don, Nancy HP
The sub-committee distributed its report and recommendations in advance of the meeting. Discussion ensued regarding the four proposed policies and the summary statement: “All recognition of donations shall ultimately be at the discretion of the GHCF Board of Directors.”
The Board made the following decisions, effective July 21, 2011.
Policy #1 – Public Recognition of Donors: Board discussed the recommendations, and asked that the sub-committee consult with the donors of large amounts regarding their interest in being recognized via categories of donation amounts.
Policy #2 – Financing the Recognition of Donors: Board discussed the recommendations.
MOTION: M/S Konrad/Judith M That the GHCF Board spends modestly and responsibly regarding the ways in which donors are publicly recognized. CARRIED
Policy #3 – Acknowledgement of Large Donations: Board discussed the recommendations.
MOTION: M/S Konrad/Kay That certain opportunities are available for donors of $10,000 or more to name certain room within the building, using their own name or that of another person or group. CARRIED
The sub-committee presented a proposed list of naming opportunities and donation amounts.
MOTION: M/S Konrad/Kay That the proposed list of naming opportunities and donation amounts be approved at this time, subject to future adjustments by the Board. CARRIED
Policy #4 – Designated Use of a Donation: Board discussed the recommendations.
MOTION: M/S Konrad/Kay That the Board will consider, on an individual basis, any offer by a donor that includes conditions regarding a) a specific use for their donation, and/or b) a donation of a specific item instead of money. CARRIED
8.3 Joint New Business
8.3.a. NOMINATIONS COMMITTEE REPORT – Konrad, Earl, Nancy HP
The Nominations Committee distributed their report in advance of the meeting, regarding the election of new Directors and the date for the 2011 AGM.
Election of New Directors:
According to the by-laws, the Nominations Committee and the Board decide on the number of new directors to be elected at an annual General Meeting once the number of directors continuing in their terms has been established.
Regarding the Society Board, the terms of six directors continue past 2011; five of these directors are continuing in their terms and one is resigning as of the 2011 AGM. As permitted in the by-laws, the Board appointed two new directors during the past year, whose terms end at the 2011 AGM.
Regarding the Foundation Board, the terms of the nine elected directors continue past 2011; all nine of these directors are continuing in their terms. The two representative directors are appointed annually by their organizations.
MOTION: M/S Dave/Nancy HP That the GHC Society Board declare that two new directors will be elected at the 2011 AGM. CARRIED
MOTION: M/S Konrad/Rufus That the GHC Foundation Board declare that zero new directors will be elected at the 2011 AGM. CARRIED
Date of the 2011 Annual General Meeting
Meeting decided that the AGM will be held on Thursday September 8, 2011 at 7 pm. There will be public announcements of details.
9.0 NEXT MEETING: Thursday, August 18, 2011 – 7:00 pm at the Village GHCF&S office.
Respectfully submitted,
Judith Madsen, GHCF Secretary
Nancy Hetherington Peirce, GHCS Secretary
June
June 23, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Rufus Churcher, Kay Holt, Don Butt, Konrad Mauch
Absent: Dallas Smith, Chuck Connor
GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Kay Holt, Dave Innell, Earl Miller, Nancy Hetherington Peirce (Secretary), Don Butt
Absent: none
Observer: Nancy Nevison, Auxiliary Chair
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 7:03 pm by Jill Adamson who thanked the successful efforts of everyone and our community at the June 4th 2011 Ground Breaking Ceremony.
2.0 Quorum: There was a quorum present for the Society and for the Foundation.
3.0 The Agenda was approved.
4.0 Approval of Minutes
4.1 MOTION: M/S Judith M/Konrad To approve the minutes of May 25th 2011 meeting of GHCF and GHCS Boards with two changes of wording: CARRIED
Reports
5.0 Auxiliary Report and Ground Breaking Reports: Nancy Nevison
5.1 Nancy Nevison gave a thank you and summary of the Ground Breaking June 4th 2011. Board members mentioned many positive aspects of the event, and expressed appreciation for the work of the Auxiliary in organizing the event Brenda Fowler complimented the Choirs singing, the gift a Quilt from the Women’s institute to raffle this year, the participants speaking including a baby on stage, saying that this is a symbolic community event, We should realize that 400 people blessed the location of our Gabriola community Medical Clinic.
5.2 See attached Auxiliary Report. See below in Business arising from Minutes re: Food-service trailer and Auxiliary Vision.
6.0 Financial Report: Harvey Graham
6.1 MOTION: M/S Harvey/Don Butt That the GHCS and GHCF financial reports for May 2011 be approved. CARRIED
7.0 Data and Services: Dave Innell
7.1 Dave met with VIHA and was told that VIHA would provide $2,400 or 10% of requested amount. This response was very disappointing. Dave explained that VIHA appears to have changed its method of disbursing money for patient services, by funding individual service providers rather than funding the umbrella group of the GHCS. Currently, of the approximately 1400 patients in the Nanaimo IHN program, about 250 live on Gabriola.
7.2 A discussion followed, noting input from Kay Holt that the IHN funding is only to introduce a client to a service for 3 months use, intending for the patient to motivate themselves to continue. As well, in other clinics IHN service providers do not pay for space.
ACTION: Dave will accept VIHA’s offer of a second meeting with them in early July regarding their funding processes; at that meeting Dave will collect more information. Then he will write a letter to VIHA from the GHCS Board – and will circulate to the Board for comments.
Thanks to Dave - great work and such a disappointment.
8.0 Fundraising: Judith Madsen
8.1 Thank you notes have been sent out to some of the June 4th Donations but have stopped due to the mail strike. They will continue. Fundraising will continue.
9.0 Business Arising from Minutes
9.1 Proposal from Auxiliary to purchase a food-service trailer.
9.2 Nancy N submitted, in her Auxiliary Report, a report regarding the “Mobile Communications and Cone with Coffee Business Cart”, and a Business Plan and options of how it could be purchased. VIHA approval was verbally submitted to Nancy N. A discussion ensued.
9.3 Motion: Nancy HP/Dave Innell That Nancy N have authority to negotiate the purchase price for the trailer for $5500 or less. Motion approved by 9 with 2 opposed. CARRIED
10.0 Discussion of future work of the Auxiliary.
10.1 Nancy N submitted, in her Auxiliary report, a researched report on the “Vision of the Auxiliary’s future role in the Clinic (fundraising and function)” within the Clinic Building.
There was a lengthy discussion.
10.2 ACTION: There will be a Strategic Discussion meeting with both boards and Auxiliary this July 14th, 2011, part of long range planning meetings to look at the the Society, Foundation and Auxiliary role during the next year, and once the Clinic is built.
11.0 Privacy Policy: Submitted by Don Butt
Don Butt submitted a privacy policy (attached) that has been in use with many organizations utilizing both legal and common sense approach. Discussion ensued.
11.1 Motion: M/S Don/Konrad That the GHCF Privacy Policy document and the Directors Consent form be adopted. CARRIED
11.2 Motion: M/S Don/Earl That the GHCS Privacy Policy document and the Directors Consent form be adopted. CARRIED
11.3 Motion: M/S Konrad/Rufus That Don Butt be appointed as privacy officer for the GHCFoundation. CARRIED
11.4 Motion: M/S Dave/Earl That Don Butt be appointed as privacy officer for the GHCSociety. CARRIED
12.0 Donor Recognition Policy: Submitted by Don Butt, Nancy HP, Judith G
12.1 ACTION: The committee presented its report, discussion ensued and the committee will take it back to work on specifics.
13.0 Building Update: Harvey Graham
13.1 The building permit is being held up with the request to have the landscaping in place before we build. We will honour the covenants, however there would not be any point in having construction going on without damaging gardens. It is now between lawyers and expected to be resolved and sent forward for mid July.
13.2 The well has been drilled.
14.0 Executive Session
14.1 MOTION: At 9:40 pm: M/S Judith M/Nancy HP That the meeting move into Executive Session. CARRIED
14.2 MOTION: At 9:45 pm: M/S Judith M/Nancy HP That the meeting move out of Executive Session. CARRIED
15.0 MOTION: M/S Brenda Fowler/ Don Butt That Nancy Nevison be appointed to the GHC Society Board. CARRIED
16.0 Adjournment: Meeting adjourned at 9:46 pm.
NEXT MEETING: July 21, 2011 – 7:00 pm
Respectfully submitted,
Judith Madsen, GHCF Secretary
Nancy Heatherington Peirce, GHCS Secretary
May
May 25, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Kay Holt, Don Butt, Konrad Mauch
Absent: Rufus Churcher, Dallas Smith
GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Kay Holt, Dave Innell, Earl Miller, Nancy Hetherington Peirce (Secretary), Don Butt
Absent: none
Observer: Nancy Nevison, Auxiliary
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 7:07 pm by Jill Adamson
2.0 Quorum: There was a quorum present for the Society and for the Foundation.
3.0 The Agenda was approved - adding AGM details, and Nominating Committee.
4.0 Approval of Minutes
4.1 MOTION: M/S Judith M/Harvey To approve the minutes of April 28th 2011 meeting of GHCF and GHCS Boards. CARRIED
Reports
5.0 Auxiliary Report: Nancy Nevison
See Attached Report
5.1 The office’s daily donation sheet totals $17,032.70 to date.
5.2 The GHCF Board was asked to consider purchasing a used mobile ice-cream/food trailer for $5,500, to be part of the GHCF Auxiliary’s future activities once the Clinic is operating. Nancy also mentioned that, alternatively, a group of anonymous donors are willing to purchase the unit, if the Auxiliary decides to carry out activities without co-ordination with the GHCF Board.
The meeting discussed this proposal, and decided that further details would be helpful before making a decision.
ACTION: Nancy N. will bring information to the next meeting about zoning rules for the Clinic property, and about obtaining permission from VIHA, in regards to the operation of a food service on the Clinic property.
ACTION: Board members will send any other requests for information about the proposal to Nancy N. as soon as possible, and she will bring responses to the next Board meeting.
5.3 The meeting thought that it would be helpful to develop a description of the work of the Auxiliary (once the Clinic is operating): goals, activities, and relationship to the GHCF.
ACTION: Nancy N. will bring to a future Board meeting (date not set) a written description of her thoughts for the work of the Auxiliary, once the Clinic is operating – goals, activities, and relationship to the GHCF.
6.0 Financial Report: Harvey Graham
6.1 MOTION: M/S Harvey/Dave That the GHCS and GHCF financial reports for April 2011 be approved. CARRIED
6.2 MOTION: M/S Harvey/Don That the annual financial statements for the GHCSociety for the year ended Dec 31, 2010 be approved. CARRIED
6.3 Funds raised to date: $897,261.
7.0 Data and Services: Dave Innell
7.1 Dave reported that the workshop organized by Fay Weller and Bob McKechnie, on behalf of the Sustainable Gabriola group, was held on May 4th and the results of the Wellness Survey were presented and discussed. Mike Pennock from VIHA Victoria gave an excellent presentation; about 25 people attended. (Dave has e-mailed Mike’s presentation to Board members.) A major benefit of the workshop was the conversations among representatives of various Gabriola organizations who provide wellness-related services, regarding better co-ordination of these services.
7.2 GHCS has submitted a proposal to VIHA for a new three-year Integrated Health Network (IHN) contract starting July 1 2011. About ten health professionals on Gabriola participated in the proposal; the co-operation among these professionals in writing the proposal was positive and appreciated. The GHCS proposal requests approximately $24,000 in funding, and covers a wider range of services than the present contract. (About one third (about 300 people) of those registered in the Nanaimo District IHN program live on Gabriola.) A response from VIHA is expected in early June.
8.0 Donor Recognition: Judith Graham
8.1 Judith Graham reported that her recent meeting with Maeve O’Byrne of the Nanaimo & District Hospital Foundation was very helpful. Meeting discussed next steps re development of policies, and agreed to make some decisions at the June Board meeting.
ACTION: Judith G, Nancy HP, and Don Butt will bring recommendations for Donor Recognition Policies to the June 23 2011 Board meeting.
9.0 Fundraising
9.1 Judith Madsen reported that a mail-out of 2,000 went to the community on May 16 to 18, 2011. Further fundraising will continue throughout the year. Don Butt mentioned the importance of educating people about donating securities; he has detailed information that he can provide to Judith M.
Other Business
10.0 Improving Communications
10.1 Internal Communication
The meeting discussed Brenda’s concerns about how to achieve efficient and effective internal communication, given the complexity of the building project.
Meeting agreed to continue sending e-mails only to those involved in the topic of the e-mail – not to the whole Board.
Meeting agreed that all Board members’ names would remain on the “joint-Boards” e-mail list, even when some people are away for periods of time.
10.2 Public Communication
Meeting agreed that Judith M will continue writing the monthly “Building Update” for the Sounder, with the Building Committee reviewing for accuracy. The Building Update will also be used by Judith G in her monthly e-mail to GHCF donors.
11.0 AGM
11.1 MOTION: M/S Dave/Don That the Nominating Committee for the 2011 AGM consist of Nancy Hetherington Peirce, Earl Miller, and Konrad Mauch. CARRIED
11.2 MOTION: M/S Don/Konrad That the AGM be held in the fall of 2011 at a date to be determined, as there is too much going on now with the Building Construction. CARRIED
12.0 Executive Session
12.1 MOTION: At 9:10 pm: M/S Nancy HP/ Dave That the meeting move into Executive Session. CARRIED
12.2 MOTION: At 9:20 pm: M/S Dave/Nancy HP That the meeting move out of Executive Session. CARRIED
13.0 Letters of thanks
ACTION: Judith M will write letters of thanks to the people who have worked on the site to date.
14.0 Adjournment: Meeting adjourned at 9:25 pm.
NEXT MEETING: June 23, 2011 – 7:00 pm
Respectfully submitted,
Judith Madsen, GHCF Secretary
Nancy Nevison, GHCS Secretary
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April
April 28th, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Janice Kerr (acting for Kay Holt), Dave Innell, Earl Miller
Absent: Don Butt, Nancy Heatherington Peirce (Secretary)
GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Janice Kerr (acting for Kay Holt), Rufus Churcher
Absent: Don Butt, Dallas Smith,
Chair: Jill Adamson
Minutes: Judith Madsen
Proceedings:
The Meeting was called to order at 7:12 pm by Jill Adamson
1.0 Jill welcomed all attendees. Janice Kerr will be replacing Kay Holt for two months as per Kay’s request.
2.0 Quorum: There was a quorum present for the Society and for the Foundation. The issue of change to the Quorum number of 50 +1 will be taken under advisement.
3.0 The Agenda was approved with adding Correspondence, Review of Business Plan and AGM date and nominating committee.
4.0 Approval of Minutes
4.1 Motion: M/S Brenda/Judith M To approve the minutes of March 24th 2011 meeting of GHCF and GHCS Boards. CARRIED
4.2 Motion: M/S Brenda/Judith M The Minutes of March 29th 2011 be approved as amended. CARRIED
5.0 Reports
5.1 Auxiliary Report: Nancy Nevison
The Mothers Day Tea is May 8th, 2011.
5.2 Financial Report: Harvey Graham
Motion: M/S Harvey To submit the financial statements for GHCSociety for March 24 2011 as circulated by email for approval May 26 2011 meeting.
5.3 Motion: M/S Harvey/Judith M Move to accept the GHCFoundation statements as circulated by email for March 2011. CARRIED
5.4 Motion: M/S Harvey/Judith M submits GHCF annual financial statements for the year ended Dec 31, 2010 by Judy McPhee accounting. CARRIED
6.0 Data and Services: Dave Innell
6.1 GHCS has submitted a proposal to VIHA regarding an IHN contract for the next time-period, starting July 1 2011.
Thanks and appreciation of the society and members of the Health Care Group. The request for proposal of all the professionals, that they wished to do it under the umbrella of the GHC Society. They view our role as positive.
7.0 Fundraising Reports
7.1 Judith Madsen submitted a report on the 2nd Dragon’s Keep results of the invitation to the function. Attached
7.2 Judith Madsen submitted an outline for communication for the building of the clinic process for 2011 and 2012. Attached
Action: Brenda Fowler, Judith Graham and Jill Adamson said they would be in charge of communication.
7.3 Judith Madsen is well underway with the next mailout of fundraising to the island with 2000 letters to be mailed out. The date of mailout is May 16th 2011. This is to coincide with the June 4th, 2011 shovel in the ground opening on site.
8.0 Building Report: by Chuck Connor - Project Manager
1. Landscaping cleared, roads are started for clinic site and for parking
2. Hydro will be coming in to the site with a pole line. Dr. Rooks will apply and we will re-imburse the costs
3. Septic design - will start when we have the title
4. Schedule printed out and attached (updated verdion for may 15th 2011 has been substituted).
5. Building Design - coming along to final stages.
The current projected cost of the project with the unfinished basement area will be $1,378,000. The extent of finishing the basement will be dependent on funds raised.
The current funds raised is $876,000. Projected funds needed to finish the Clinic will be approximately $501,000.
There are options that can be set aside for later finishing dependent on the funds raised.
Options: not paving the parking lot, furniture at later date, concrete basement floor not poured.
9.0 New Business:
10.0 AGM Annual date: Set as June 23, 2011, location to be announced.[subsequently postpones until fall]
11.0 Business Plan Review: Earl Miller
A business plan looking at all cost options - Two doctors versus 3 and or one doctor was discussed.
Adjournment: 9:05 PM
NEXT MEETING: May 26, 2011
Respectfully submitted,
Judith Madsen, GHCF Secretary
March
March 31, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Janice Kerr (acting for Kay Holt), Dave Innell, Earl Miller
Absent: Don Butt, Nancy Hetherington Peirce (Secretary)
GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Janice Kerr (acting for Kay Holt), Rufus Churcher, Janice Kerr.
Absent: Don Butt, Dallas Smith, Konrad Mauch,
Chair: Brenda Fowler
Minutes: Judith Madsen
Executive Meeting called to order 7:00 pm
Project Manger Chuck Connor advised that:
With the surveying and clearing of the land site, it is apparent that an unfinished basement or lower story could be built at a much reduced cost.
8:40 pm The Executive Meeting was adjourned after much discussion and perusal of statistic, figures, architectural drawings.
8:40 pm The Board convened meeting to pass a motion that:
Motion: M/S Brenda/Jill To move that we instruct the architects and building committee to go with the two storey plan fully understanding the financial and schedule implications and subject to obtaining a satisfactory legal opinion for securing the obligation of the donors. CARRIED by the GHCF Board
Action Items:
1. Chuck Connor (Project Mgr) will instruct the architects to set up and create the plans.
2. A committee will form to discuss the communication by Brenda, Jill and Judith Graham.
3. Harvey and Brenda will take legal advice on the time - plan donations.
4. Earl Miller will prepare a business plan to present to the board at the April 28th meeting.
Adjournment 8:56 pm
NEXT MEETING: April 28th, 2011.
Respectfully submitted,
Judith Madsen, GHCF Secretary
March 24, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Nancy Hetherington Peirce (Secretary), Janice Kerr (acting for Kay Holt), Dave Innell
Absent: Don Butt, Tracie Der, Terry Nimmon, Earl Miller
GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Konrad Mauch, Janice Kerr (acting for Kay Holt)
Absent: Nancy Huot, Don Butt, Dallas Smith, Rufus Churcher, Tracie Der
Observers: Morri Mostow (Ambulance Society representative)
Chair: Jill Adamson
Minutes: Judith Madsen
Proceedings:
The Meeting was called to order at 7:05 pm by Jill Adamson
1.0 Jill welcomed all attendees. Janice Kerr will be replacing Kay Holt for two months as per Kay’s request.
2.0 Quorum: There was a quorum present for the Society and for the Foundation.
3.0 Agenda: The Agenda was approved with adding Correspondence, Physician Recruitment, and GHCS Action Items.
4.0 Approval of Minutes
4.1 Motion: M/S Judith M/Dave I To approve the minutes of February 24th 2011 meeting of GHCF and GHCS Boards. CARRIED
4.2 In early March, Tracie Der, the previous secretary for the GHCS and GHCF, delivered the Minute Book and other documents to the present secretaries. After a review by Nancy HP of past minutes, the following motions were made:
4.2.1 Motion: M/S Brenda F/ Dave I To approve the minutes of Sept 16th, 2010 meeting of GHCF and GHCS Boards. CARRIED
4.2.2 Motion: M/S Brenda F/ Dave I To approve the minutes of Oct. 21 2010 meeting of GHCF and GHCS Boards. CARRIED
4.2.3 Motion: M/S Nancy HP/Harvey G. That the minutes of the January 27 2011 Joint Board meeting be corrected, by changing #3.1 to: “Minutes of the January 6th 2011 Joint Board meeting were approved. CARRIED
4.2.4 Motion: M/S Nancy HP/Harvey G That the minutes of the January 6th 2011 meeting of the GHCS Board be corrected as follows:
- Change “Attendees: Brenda/Dave” to: “Attendees: Brenda Fowler, Dave Innell, Harvey Graham, Kay Holt, Nancy Hetherington Peirce”
- Add: “Absent: Tracie Der, Don Butt, Terry Nimmon” CARRIED
5.0 Reports
5.1 Auxiliary Report: Nancy Nevison
No report this month.
5.2 Financial Report: Harvey Graham
Motion: M/S Harvey/Konrad To approve the financial statements for February 2011 as circulated by email. CARRIED
Comment: Judy McPhee, Accounting has completed her “review engagement” of the GHCF 2010 financial statements, in preparation for the AGM.
5.3 Data and Services: Dave Innell
5.3.1 Clinic Data: Janice Kerr, Twin Beaches Clinic staff, has completed an update on statistics of emergencies treated at the clinic in 2010. Roughly there was an average of 34 per month. Of note: 50 emergencies occurred in the holiday summer month of July 2010. The Twin Beaches Clinic are finding that roughly 75% to 85% are treated at the Urgent Care Room and do not go on to Nanaimo Emergency Hospital.
5.3.2 Integrated Health Network (IHN) Contract: For the just-completed March 1 2010 to Feb 28 2011 contract between VIHA and GHCS regarding the Nanaimo Region IHN, $15,936 of the $16,000 grant was spent. VIHA has extended our present IHN contract from April 1 2011 to June 30 2011. There are approximately 300 patients are registered on Gabriola in the IHN-sponsored programs. Eligibility criteria is: over age 40, and living with two or more specific chronic diseases.
GHCS now needs to submit a proposal to VIHA regarding an IHN contract for the next time-period, starting July 1 2011.
Motion: M/S Dave/Janice To submit a proposal for a 3 year contract with VIHA for IHN funding, perhaps to include additional services such as counseling, acupuncture and yoga. CARRIED
Action: Dave will coordinate the writing and submission of the GHCS proposal to VIHA for IHN funding.
5.3.3 Data and Services Committee members: Dave Innell in updating his committee and their personal responsibilities advises that Lawrence Spero, Val Spears, Nancy Huot have resigned. He is limited in what he can do until he gets further people on his committee. Names have been suggested for interviews.
5.4 Donor Recognition: Judith Graham / Nancy Hetherington Peirce/ Brenda Fowler
The committee is working on draft principles and policies for recognition of ongoing donors to the Foundation, and not just donors to the project of building the new clinic. The committee will have a consultation meeting soon with Maeve O’Byrne who is President of the Nanaimo Regional Hospital Foundation.
6.0 Other Business
6.1 Correspondence
The meeting accepted with regret the following resignations: GHCS Board – Tracie Der, Terry Nimmon; GHCF Board – Tracie Der, Nancy Huot. The meeting conveys its sincere appreciation to Tracie, Terry, and Nancy for their contributions as Board members.
6.1.1 Motion for GHCS Board: M/S Harvey/Brenda To appoint Dave Innell as Vice President of the GHCS Board of Directors. CARRIED
6.2 Physician Recruitment
The present physicians are actively recruiting for a third physician to join their group practice. The GHCF and GHCS Boards are actively supporting the present physicians in this endeavour.
6.3 Update on GHCS High-priority Action Items
6.3.1 Establish ways to coordinate health care services on Gabriola: Nancy HP – Work on this task will begin when the services offered in the new medical clinic are clarified.
6.3.2 Continue negotiations with VIHA regarding several items: Dave – Work is continuing
6.3.3 Review, update, and distribute data from Clinic and Wellness Survey: Dave – Sustainable Gabriola will be hosting a community forum in April (coordinated by Fay Weller and Bob Mckechnie) at which there will be information and a speaker (Mike Pennock, from VIHA in Victoria) regarding the Wellness Survey.
6.3.4 Develop a Business Plan for the new clinic: The first draft has been completed by GHCF Board members Earl Miller and Konrad Mauch.
In-camera Session
The formal term in Robert’s Rules of Order for an in-camera session is “Executive Session”.
Motion: M/S Jill/Brenda That the meeting move into Executive Session, at 8:00 pm CARRIED
The meeting agreed that Morrie Mostow could remain for the Executive Session.
Meeting ended the Executive Session at approximately 9:45 pm.
6.4 Fund-Raising
6.4.1 Motion: M/S Brenda/Konrad To approve three forms of recognition for donations to the new medical clinic project: recognition for all workers, recognition for all donors of money, and opportunities for naming rooms in the clinic. CARRIED
6.4.2 Motion: M/S Konrad/Harvey To make a list of those donors who have requested room-naming opportunities to date under specific terms and conditions, and to honour those requests; and to agree that the terms and conditions of any future room-naming opportunities may be different. CARRIED
6.4.3 Action: Harvey will compile this list.
6.5 Building Report
6.5.1 Motion: M/S Chuck/Harvey To approve the schematic drawings as submitted (#A03 Project # 02-2011.01) for a 4850 sq.ft one storey building. CARRIED
6.5.2 Motion: M/S Konrad/Chuck To authorize the Building Committee to proceed to lock-up, on the basis of having sufficient funds already raised and subject to obtaining necessary approvals and permits. CARRIED
6.5.3 Motion: M/S Chuck/Konrad To approve expenses up to $150,000 for the first block of construction: project set-up and site work. CARRIED
6.6 Business Plan
6.6.1 Motion: M/S Konrad/Harvey To inform the present physicians by letter that they will be paying rent on a per-doctor basis in the new clinic, and to ensure that this letter will be conveyed personally to the physicians as soon as possible. CARRIED
Adjournment: 10:33 PM
NEXT MEETING:
Respectfully submitted,
Judith Madsen, GHCF Secretary
February
February 24, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Nancy Hetherington Peirce (Secretary), Don Butt, Kay Holt, Dave Innell, Earl Miller
GHCF Board Attendees: Brenda Fowler (President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Don Butt, Chuck Connor
Observers: Nancy Nevison (Auxiliary), Bev Godfrey (Ambulance Society)
Chair: Brenda Fowler
Minutes: Judith Madsen
Proceedings:
The Meeting was called to order at 7:04 pm by Brenda Fowler
1.0 Brenda welcomed all attendees and welcomed Bev Godfrey back.
2.0 The Agenda was accepted adding under OTHER BUSINESS:
8.1 GHCF Society Long-Range Planning report
8.2 Twin Beaches Lease Renewal.
8.3 Naming Policy and Donor Recognition
8.4 Policy Guidelines for Membership Withdrawal
3.0 Approval of Minutes
3.1 MOTION: M/S Judith M / Nancy HP To approve the minutes, with spelling corrections, of the January 27th 2011 meeting of the GHCS & GHCF Boards. CARRIED.
4.0 Auxiliary Report: Nancy Nevison
See attached report.
5.0 Financial Report: Harvey Graham
5.1 MOTION: M/S Harvey / Don To approve the financial statements for January 2011 as circulated by e-mail. CARRIED.
5.2 Changes to Banking Procedures: GHCS Banking Resolution:
MOTION: M/S Harvey / Dave
Resolved 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 Secretary, Nancy Hetherington Pierce,
the Treasurer, Harvey Graham, and
Dave Innell, Director .
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.
2.0 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.
3.0 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.
4.0 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. CARRIED by the Society Board members.
5.3 The 2010 financial information is at the office of Judy McPhee Accounting, who has agreed to do a “review engagement” of the GHCF 2010 financial statements. We are asking her to have them ready by 22 or 23 of March, 2011 (i.e. before the Public Hearing regarding the rezoning application).
6.0 Data and Services: Dave Innell
6.1 Dave's IHN Administrator has resigned and Anita Copeland turned down the position offer. Lesley Standerwick was offered the position and accepted and will be taking over at the end of Feb. 2011.
6.2 Dave said that, contrary to the Shingle newspaper report, VIHA is extending our present contract by 3 months to June 30, 2011. A new contracting system will then be in place for new contracts as of July 1, 2011.
6.3 March 3 is the conference call meeting for Brenda, Dave, Kay, and Earl with Victoria Powers of VIHA. There are a number of issues on the agenda.
6.4 Fay Weller and Bob McKechnie, on behalf of the Sustainable Gabriola group, will organize a one-day workshop on uses of the Wellbeing Survey for the community of Gabriola, likely in April, at the Haven. Mike Pennock from VIHA Victoria will be a guest speaker.
7.0 Local Trust Committee Meeting of Feb 24th 2011 Update: Brenda Fowler
7.1 The results of the meeting today was that the Second Reading of the rezoning application was passed.
7.2 Dr. Bob Rooks stood up at the meeting and gave to Brenda Fowler as chair of the GHCF a legal letter releasing any obligation by the GHCF for the Medical building to be finished in 5 years. He spoke of his strong commitment to the project and emphasized “no strings attached.” He wants to see the Clinic built and respects the volunteers who have made it possible.
7.3 The next step in the process of rezoning the 4.1 acres is a Public Hearing. It is only to talk about the rezoning application (resulting in two bylaw changes). The Local Trust Committee can pass the Third Reading after this meeting. It is not known when the date for the Public Hearing will be set, but believed to be at the end of March 2011.
7.4 Brenda said that the answers to the questions raised by the pink sheet sent via the Shingle newspaper Feb 21/11 will be published in the Feb 28/11 Sounder newspaper and extra copies will available in the Volunteer Office.
8.0 Other Business
8.1 GHCS Long-Range Planning: Dave Innell chaired the Feb 11 GHCS long-range planning session with Board members. The top priority GHCS actions for the short and medium term are: Establish ways that health care services on Gabriola can be effectively co-ordinated; Continue negotiations with VIHA regarding several items; Review, update, and distribute data from the Clinic and from the Wellness Survey; Develop a Business Plan for the new Clinic.
8.2 Lease at Twin Beaches - Renewal
The present lease ends in May 2011. We can renew the lease at the same rate for another year, and after that we can go month to month.
MOTION: M/S Harvey / Dave To renew the lease at Twin Beaches for May 2011 to May 2012.. CARRIED
8.3 Policies for Donor Recognition.
Judith Graham and committee posed some questions to the meeting regarding Board decisions needed before writing policies . The meeting needed specific examples.
ACTION Judith G and Nancy HP will bring specific examples of these questions, with pros and cons listed, to the next meeting.
8.4 Policy Guidelines for Membership Withdrawal.
Brenda offered a policy and process statement for withdrawing memberships. The meeting clarified, however, that the present by-laws of GHCS and GHCF provide adequate information regarding withdrawal of a membership.
In Camera Session
9.0 Business Plan
MOTION: M/S Earl / Harvey That GHCF spend up to $800 to have Barnicke Associates (Nanaimo) examine the draft Business Plan. CARRIED.
10.0 Adjournment: The meeting adjourned at 8:56 pm.
11.0 NEXT MEETINGS
Friday March 11, 2011 9:00 am – Volunteer Office
Thursday March 24, 2011 at 7:00 pm – Volunteer Office
Respectfully submitted,
Judith Madsen, Secretary
January
January 27, 2011
Gabriola Health Care Society & Foundation
Joint Board of Directors Meeting
Village Office
GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Don Butt, Kay Holt, Dave Innell, Earl Miller, Nancy Hetherington Peirce
GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Madsen, Don Butt, Rufus Churcher, Konrad Mauch, Chuck Connor Observers: Nancy Nevison (Auxiliary), Morrie Mostow (Ambulance Society)
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
The Meeting was called to order at 7:05pm by Jill Adamson.
1.0 Welcome Jill welcomed all attendees and introduced a new member, Earl Miller of the GHCS Board.
2.0 The Agenda was accepted as it stands.
3.0 Approval of Minutes
3.1 Minutes of the January 6th 2011 meeting of the Gabriola Health Care Foundation Board were approved by the GHCF Board.
3.2 Minutes of the January 6th, 2011 meeting of the Gabriola Health Care Society Board were approved by the GHCS Board.
4.0 Auxiliary Report: Nancy Nevison See attached report.
5.0 Financial Report: Harvey Graham
5.1 Statements for December 2010 were submitted at the January 6th 2011 meeting. Approved.
5.2 Judy McPhee Accounting has agreed to do a “review engagement” of the GHCF 2010 financial statements, in preparation for the AGM.
6.0 Data and Services: Dave Innell
6.1 Dave's ISN Administrator has resigned so Dave would like to approach Anita Copeland to do the ISN Contract.
6.2 Dave reported that the GHC Society Board will be having a long-range planning meeting on Feb 11. Issues such as next steps re: the well-being survey will be discussed.
7.0 Fundraising: Judith Madsen Proposed to have a second Fundraiser for large donations in March or April 2011, to coincide with a “celebration date” – e.g. “first shovel in the ground”. This would require a mail out of invitations co-ordinated with phone calls.
8.0 Islands Trust Meeting of Jan 27th 2011 Update: Brenda Fowler
8.1 Brenda Fowler spoke at the Islands Trust meeting today and commented that of the 15,000 Volunteer person hours, this would turn out to be a staff of 16 full time people. It is no wonder we have accomplished this amount of work towards our goals of the new medical clinic. She said all of the submissions that the Trustees had requested of the Foundation were done.
8.2 Trustee Sheila Malcomson asked for a further written agreement, called a “legal undertaking”, between the lawyers for GHCF and for Potlatch Ltd. This request will be taken up with Trust staff person Kaitlin to find out the details of this request.
8.3 Brenda said that the Islands Trust is ready to schedule the formal Public Hearing for the re-zoning application. Optimistically Brenda hopes for a March date for this meeting.
8.4 The Trustees have now referred the application to the Advisory Planning Commission (APC). It has to meet within 30 days from the Trustees’ referral date to look at the Trustees’ proposed changes.
9.0 Other Business
9.1 The recently-signed agreements with Potlatch and Vince of Architrave have taken part of the spending of the $50,000 allocated last meeting. Architrave is giving us a substantial gift in kind, within the agreed charges for services.
9.2 Konrad Mauch moved: to appoint 3 signing authorities – Project mgr. Chuck Connor, Treasurer Harvey Graham and the President Brenda Fowler – and to authorize two out of the three to sign agreements, make disbursements and enter into contracts within the $50,000 approved at the Jan 6, 2011 Board meeting for engineering and project development. Don Butt 2nd the motion. CARRIED.
9.3 Morri Mostow of the Ambulance Society clarified the Ambulance Society’s position (regarding relationship with the two Boards) that: "Our status is to support the goals aims of the GHCF/S and the Ambulance Society sees themselves as observers without a vote." The meeting confirmed that the Ambulance Society is not represented via a member of the Board of Directors of the GHCS, but instead attends as an observer. A copy of these applicable minutes will be forwarded so that both boards are clear.
9.4 Status of Tracy Der as secretary for the GHC Society Due to difficulties in attending meetings, Tracy is now resigning as GHCS Board Secretary. Harvey Graham moved: that Nancy Hetherington Peirce be appointed as secretary to the GHCS, effective Jan 27, 2011. Seconded by Brenda Fowler. CARRIED. Judith Madsen is Secretary of the GHC Foundation. (Note for next meeting: Approve new signing officers, including Nancy Hetherington Peirce.)
In Camera Session
10.0 Konrad Mauch moved: to proceed with obtaining schematic design plans to enable an update of the cost estimate of the Clinic Building. Seconded by Rufus Churcher. CARRIED.
11.0 Adjournment: The meeting adjourned at 9:58pm.
Respectfully submitted, Judith Madsen, Secretary
NEXT MEETING: THURSDAY FEB 24, 2011 – 7:00 PM at Volunteer Office