November
MINUTES OF MEETING
Board Meeting: 2023-11-30 4:00pm - 6:00pm
Location: Video Conference (Jitsi)
File No.: 1.1.4
PRESENT: Jeff Malgrem (chair), Sam Broome (guest), Diane Cornish, Dyan Dunsmoor-Farley, Carol Fergusson, Nancy Hetherington-Peirce (guest), Lu Lazzarotto, Harvey Graham, Marc Herrmann, Christina Rajsic
REGRETS: Don Elkington
Minutes recorded and prepared by Joan Wandolo (Administrative Coordinator)
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. The territorial acknowledgment was presented by Dyan.
Recommendation: An invitation to attend the January 2024 Island Health and Snuneymuxw Nation Health Conference was extended to all Board member
3. Board Development Nominations and Elections (Dyan)
Discussion on recommendation for Board position available for elections. Nomination for four (4) board positions included:
President, Jeff Malmgren
Vice-President, Dyan Dunsmoor-Farley
Treasurer, Harvey Graham
Secretary, Diane Cornish
MOTION – To approve recommendations for Board nominations. MOVED by Dyan D-F, CARRIED.
4. Consent Agenda (Dyan)
Approval of consent agenda including October 2023 Board Minutes Committee Reports, President’s Report, Recruitment and Retention Committee Report, Communications, Membership and Fundraising Report, October Financial Report
MOTION – to approve of the consent agenda. Moved by Dyan D-F, CARRIED.
MOTION– to approve GHCF November Board Meeting Agenda, Moved by Carol, CARRIED.
5.New Business
5.1 CWC Funding Request - See Attached (Nancy H-P)
Discussion on the Gabriola Health Report slated for early 2024 publication took place. The proposed funding amount aligns with the labor invested in the previous health report. Considering the report's quinquennial publication cycle, a recommendation surfaced to involve additional organizations to contribute to future funding support given its benefits for community health promotion and well-being. A commitment was made to explore the potential of future collaboration with organizations from the Gabriola Health and Wellness collective to contribute to funding the Gabriola Health Report in subsequent cycles.
MOTION – To approve funding of $8,770 for updating the Gabriola Health Report. Moved by Christina, Seconded by Carol, CARRIED.
5.2 December Facilities Management FYI (Marc)
6. Governance Moment (Diane C.)
Diane continued the discussion on a director's duty to avoid a conflict of interest. She noted that there is a gap between Bylaw 32 and Policy D Governance Policies and Procedures in the sense that GHCF has no policy or process that covers a director providing services to GHCF other than as a director. She will develop a policy outlining the necessary disclosure and Directors' resolution.
7. Website Moodboard (Carol)
A discussion occurred to garner feedback on the website design options for the Board to provide feedback to contribute to the website redesign.
Action: Carol will build up write up for moodboard #2 to continue the website redesign.
8. Facilities Water System (Marc)
Discussion on the process for addressing the need to upgrade potable water facilities water system given maximum output for current water system might result in downstream risk. Discussion to first maintain and upgrade existing well focused on improving the cistern and rainwater system. Third party involvement required from organizations impacted by helipad landing.
MOTION – to approve estimated cost of ~7,000$ for scrub, clean and necessary maintenance of existing well. Moved by Marc – CARRIED.
MOTION– to approve cost of ~25,000$ for drilling new well at the proposed location Moved by Marc, OPPOSED.
Action: Marc to connect with Island Health to discuss potential approaches to addressing facilities
9. Update on upcoming GHCF Board Recognition Event (Carol)
An informational update on the upcoming recognition event was provided.
10. Committee Assignments (Jeff).
All previous committee Chair assignments will remain with the exception of new and/or revised committee Chair assignments as follows:
BDC will be co-chaired by Diane Cornish and Dyan Dunsmoor-Farley
Community Wellness Committee will be co-chaired by Dyan Dunsmoor-Farley and Nancy Heatherington-Pearce
Recruitment and Retention Committee will be chaired by Lu Lazzarotto
11. The next meeting will be the 4th Thursday of January. January 25th 4-6pm.
12. The meeting was adjourned.
MOTION– to adjourn. Moved by Dyan –CARRIED.
October
MINUTES OF MEETING
Board Meeting: 2023-10-25 9:00am - 11:10am
Location: Video Conference (GoTo Meeting)
File No.: 1.1.4
PRESENT: Dyan Dunsmoor-Farley (Chair), Diane Cornish, Audra Davies, Don Elkington, Harvey Graham, Lu Lazzarotto, Jeff Malmgren, Christina Rajsic (guest), Nancy Rowan
REGRETS: Carol Fergusson, Marc Herrmann
Minutes recorded and prepared by Joan Wandolo (Administrative Coordinator)
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. The territorial acknowledgment was presented by Audra Davies who shared how the GHCF has made a commitment in our public content (on the website) to meaningfully engage in reconciliation. Audra shared an article, published in Explore: The Journal of Science & Healing (https://doi.org/10.1016/j.explore.2022.06.004) that introduces a framework for effectively supporting traditional healing. The proposed "two eyes seeing" framework advocates acknowledging perspectives from both Indigenous and non-Indigenous viewpoints, leveraging their respective strengths.
Inquiry about the whereabouts of Nancy Rowan’s copy of Connie Paul's book of short stories that may be in circulation among Board members was made. Interested in locating it and, if feasible, potential for donating it to the Foundation resource library.
3. Consent Agenda
Approval of all items contained in consent agenda
MOTION – To approve consent Agenda. Moved by Jeff M, CARRIED.
4. Governance Moment (Diane)
GHCF policies set out the three components of a director’s fiduciary duty: a duty to act diligently, to maintain the confidentiality of board information and to avoid conflicts of interest. However, regardless of whether GHCF policies cover these obligations, a director’s fiduciary duty is imposed by law.
GHCF policies also include an obligation to recognize that only the President can speak on behalf of the Foundation unless that role is delegated by the President. Directors are encouraged to exercise judgment when making statements ostensibly on behalf of the Foundation.
5. AGM Planning (Harvey)
The October 23rd deadline for submitting committee reports has passed. A reminder for any outstanding reports was requested.
The Board considered and approved the recommendations of the Nominations Committee by making and adopting the following resolutions:
MOTION – the number of directors to be elected at the 2023 AGM will be for; and
MOTION – the nominated candidates, each to be elected for a term of three years, is as follows:
Dyan Dunsmoor-Farley
Luisa Lazzarotto
Jeffery Malmgren
Christina Rajsic
Action: Harvey will circulate the webpage that outlines the voting process
Action: Dyan will work with Nancy to finalize language that will be included in the President's AGM Report regarding Clinic Liaison Committee, Collaborative Services Committee and PCN Working Group
6. Tenant and Client Safety (Dyan)
A discussion took place regarding the Foundation’s duty to ensure there are measures in place to ensure tenant and visitor safety within the premises. The facility currently has walkie-talkies provided by Marc Hermann on behalf of GHCF so that clinic staff may communicate amongst themselves during emergencies. This may extend to include Lifelabs on the lower level but has not been confirmed.
Discussion ensued regarding a variety of actions that could be implemented to improve tenant and visitor safety including: consulting with tenants regarding safety concerns; implementing clear signage outlining safety policies and zero tolerance for violence; coordinating RCMP safety protocol overview presentation for tenants; and abuse; and installing of safety technology throughout the facility.
Action: Dyan and Marc will continue discussions of Facilities safety strategies and protocols and present recommendations to the Board
Action: Nancy will lend literature regarding managing difficult conversations and situations to the Foundation resource library
7. Board Development Committee (Diane)
The board introduced prospective Board member nominee Christina Rajsic, who provided a brief bio that has been distributed to the Board, and a round of brief introductions took place.
8. Strategic Planning Committee (Audra)
Audra Davis updated the Board on the Strategic Planning Committee’s work.
The committee's work is focused on language around our current position as an organization, the foundation's role within the community, and future direction.
MOTION – for Board directional approval of vision, purpose, mission and values as presented, and support for moving to next steps. Moved by Audra, CARRIED.
Action: Strategic Planning Committee will continue to develop GHCF Strategic Plan, integrating discussed feedback that will be shared with the Board
9. Recruitment and Retention Committee (Nancy)
Recognition and celebration of the success of the October Resident Retreat, with 5 residents in attendance. Emphasized the potential long-term benefits and positive impact on recruitment strategies. Deliberation on strategies to support partners such as Health Match B.C. and Island Health, with a focus on fostering a clear and shared vision.
10. BeOurDoctor.ca Website Hosting Considerations (Nancy)
Discussion of the potential transfer of web hosting services for beourdoctor.ca, contemplating the option of hosting it with Bravenet given the R&R Committees satisfaction with the website’s current contractor. A decision was made to maintain the current contract for the site for the next year with a reevaluation to occur toward the end of the next year’s contract.
Action: Nancy will confirm maintaining the current contractor’s services for the next year
Action: Joan will convey an update to Bravenet, informing them of the decision to retain current hosting services for beourdoctor.ca
11. CMF Committee [FYI] (Lu)
Discussion of the need to create a separate fundraising committee given overlap of working responsibilities and members between CMF and R&R. Recommendation to consider fundraising be a separate committee given the workload and the increasing need to focus on fundraising. Suggestion for the Board to consider redistributing CMF and R&R responsibilities will be revisited.
12. Website Redevelopment (Dyan)
Discussion on the process for the website redevelopment process and responsibilities for Board members and committee Chairs. Suggestion for Website User Group to revisit assigned responsibilities for content development and to amend language around design input, especially in relation to colors and visual elements. Given the subjectivity of colour interpretation the language should better reflect intended emotional impact of design related elements.
13. Stronger Together Program Plan (Dyan)
The Board received an update on the 2023 Stronger Together Program. 10 community participants have been confirmed for enrollment. Communication materials and content for community updates will be relayed once confirmed.
14. Next Meeting
The next meeting is 4 - 6pm Thursday, November 30th.
15. The meeting was adjourned at 11:10am.
September
MINUTES OF MEETING
Board Meeting: 2023-09-25
Time: 5:00pm - 7:00pm
Location: Video Conference (GoTo)
File No.: 1.1.4
PRESENT: Dyan Dunsmoor-Farley (Chair), Nancy Rowan, Marc Herrmann, Diane Cornish, Audra Davies, Harvey Graham, Carol Fergusson, Lu Lazzarotto, Jeff Malmgren, Don Sutherland
REGRETS: Don Elkington
Minutes recorded and prepared by Joan Wandolo (Administrative Coordinator)
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. The territorial acknowledgment was presented by Jeff Malmgren.
3. Consent Agenda (Dyan)
Correction to Board Development Committee Report. To be updated
Approval of consent agenda including June 2023 Minutes, GHCF Financial reports for June, July and August 2023, Gabriola Commons Foundation Letter of Support
Committee Reports, Board Development Committee Report, Communications, Membership and Fundraising Report, President’s Report excluding Facilities Management Committee Report and Recruitment and Retention Committee Report
Approval of consent agenda not including Recruitment and Retention report and Facilities Management Committee Report – Moved by Carol Fergusson, CARRIED.
4. Governance Moment (Diane C.)
CONFLICT OF INTEREST: A director’s fiduciary duty may not be diminished or compromised by other relationships the director may have. Put another way, if another relationship compromises or has the potential to compromise the director’s duty to act in the best interests of, in our case GHCF, then there is a CONFLICT of INTEREST that must be declared and dealt with.
There are two common circumstances that would, or have the potential to, give rise to a conflict of interest. The first circumstance is where the personal interests of a director compromise the director’s ability to act impartially and in the best interests of GHCF. A second circumstance is where a director has loyalties to more than one entity, for example, when the director serves on more than one Board of Directors. When such a conflict of interest arises, the director must disclose the conflict and refrain from participating in any discussion or decision regarding the subject matter of the conflict.
5. Facilities Management Committee Report (Marc)
Discussion on the wifi security system update to the clinic outlined in Facilities Management Committee Report. Discussion on the process to ensure safety at the Clinic given security breaches. Clinic and FMC discussed a solution whereby employees on site can use two-way radios
6. Recruitment and Retention Committee Report (Nancy)
Discussion has been moved in camera.
7. Annual General Meeting Planning (Harvey)
Discussion on the electronic process for AGM that requires a new website page created on where all members signed up two-weeks prior to the AGM meeting will have access to the annual committee reports and resolutions. Members will have the opportunity to send in questions and will receive responses which will be shared with the membership. Members will have the opportunity to cast electronic votes on all resolutions and the recommended slate of directors.
Discussion on voting window requirements for the 2023: decision was made to remain with a 2 week voting period as previously done with dates to be established.
Discussion on social media and public engagement strategy two weeks prior to the meeting.
MOTION – for approval of using an electronic approach to the 2023 Annual General Meeting following the 2022 Annual General Meeting format. Moved Dyan– CARRIED.
Action: Lu will work with Harvey to garner appropriate communications content and strategies to be communicated to members.
8. Proposed Spending Authority Policy (Harvey)
Discussion on implementing a Spending Authority Policy that would allow Executive Committee permission to approve of purchases or spending requirements in the absence of regularly scheduled Board meetings. The Executive Committee will continue to use discretion during decision making to ensure expenditures are aligned with GHCF vision and mission.
Spending Approval Policy will now include:
Budgeted items within the budgeted amount – May be approved by the relevant committee chair, the Executive Committee, or the Board.
Non-budgeted expenditures of up to $5,000 or budgeted items that exceed the budgeted amount by no more than $5,000 – May be approved by the Executive Committee or the Board.
Anything else – May only be approved by the Board.
MOTION – for approval of revised Spending Authority Policy as written.
Moved by Dyan –CARRIED.
9. Community Wellness Committee (formerly Health Services Committee) (Don S.)
Don Sutherland announced his immediate resignation from the Board of Directors and as Chair of the Community Wellness Committee. Discussion for a transitional plan will occur to ensure continuing of the Health Services Committee.
Don proposed that the name of the Health Services Committee be formally changed to Community Wellness Committee. Decision for committee to discuss what language will be used in the new committee name (especially regarding language of ‘wellness’ or ‘wellbeing’) to be deferred pending the appointment of the new committee chair. The committee will consider Wellness or Wellbeing once a new chair has been elected.
Communications, Marketing and Fundraising Committee will work with the new Committee Chair to garner information for the Communications, Membership and Fundraising committee to share with the public when the Stronger Together program can be announced.
MOTION – to change the name of the committee from ‘Health Services Committee’ to ‘Community Wellness Committee’. DEFERRED.
MOTION – to approve application to the Kitty Heller fund of $2,000 for the Stronger Together program. Moved by Dyan –CARRIED.
Action: Dyan to follow up with Don S to establish a transition strategy.
10. Facilities Management Committee (Marc)
Coverage during Marc Hermann absence in October and January
In the absence of Marc, Chuck Connor has been approached to carry out Committee Chair duties for October 2023. In principal, Chuck Connor has been approached for January coverage as well.
Marc will ask Chuck if he is able to attend board meetings where facilities management conversations are necessary.
Gift for tent donors (Gerry & Lynn Stefanson)
In appreciation for lending a market tent for GHCF to participate at Agi Hall Farmers’ Market, Gerry & Lynn Stefanson will receive a gift of thanks. Facilities Management will use their discretion to find a suitable and appropriate gift.
The AGM recognition to the community for their contributions to the Foundation will be recognized in the annual President's Report.
Action: Lu to share a list of donations and in-kind services received by GHCF
Action: Lu and Harvey to connect regarding needed tax receipts for organizations and individual donations
11. Bravenet Contract (Dyan)
Discussion summarizing conversations between GHCF Executive Committee, GHCF Website User Group and Bravenet. With recommendation from the Executive committee to approve the contract with Bravenet for the redevelopment of the GHCF website. Jennie Gehlbach will join the Website User Group to edit content for the new website.
MOTION – To approve Bravenet contract of $13,797.00. Moved by Dyan–CARRIED.
Action: Harvey and Diane to input signatures for the Bravenet Contract.
Action: Joan to return signed contract to Bravenet
12. The next meeting is October 25th, 2023.
13. The meeting was adjourned.
MOTION– to adjourn. Moved Carol Fergusson–CARRIED.
June
MINUTES OF MEETING – DRAFT
Board Meeting: 2023-06-21 9:00am - 11:30am
Location: Video Conference (Zoom)
File No.: 1.1.4
PRESENT: Dyan Dunsmoor-Farley (Chair), Lu Lazzarotto, Donald Sutherland, Harvey Graham, Jeff Malmgren, Marc Herrmann, Diane Cornish, Audra Davies
ABSENT: Nancy Rowan, Carol Fergusson, Don Elkington
Minutes recorded and prepared by Joan Wandolo (Administrative Coordinator)
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. The territorial acknowledgment was presented by Don Sutherland. It was shared that June 21st is the National Indigenous People’s Day in Canada and the history of the experiences and journey of the Snuneymuxw nation to be present. Alongside the territorial acknowledgement the emphasis on the importance to recognize positions as settlers or uninvited guests and to do the work that deepens your learnings about the journeys of indigenous people was shared.
In the March 2023 Board Meeting Diane C. asked for two volunteers from among Nancy R., Don E. and Don S to present the territorial acknowledgement at the May and June Board meetings.
Action: Joan will reach out to Don E. to lead the next territorial acknowledgement
3. Consent Agenda
No revisions to the agenda
MOTION – To approve consent Agenda. Moved by Jeff M, CARRIED
Approval of consent agenda including May 2023 GHCF Board of Directors MoM, May 2023 Financial Report Communications, Marketing and Fundraising Report, Recruitment & Retention Committee Board Report, Board Development Report #1, Board Development Report #2 Facilities, Management Committee Report, Fundraiser Plan Backgrounder document, “What is a Communications Plan?” document, Executive Committee Report, President’s Report
4. Governance Moment
Diane C shared a second component of a director’s fiduciary duty is a duty of confidentiality. Generally speaking, this means keeping sensitive board discussions, information and documents confidential.
What is “sensitive” ?
In assessing sensitivity, a director should ask “is this information that has come
me in the course of my responsibilities as a director?” If the answer is YES, then
then there is a duty to actually consider whether the information should be kept
confidential.
Examples of what is clearly sensitive and should be kept confidential include:
● Any information that is clearly disclosed in confidence, that is, marked as
● “CONFIDENTIAL”
● Any information discussed in an in camera meeting. In camera meetings
● are appropriate when the subject matter under consideration relates to
● personnel, internal board issues and financial or business opportunities
● Foundation Minutes are made public on the website – clearly that
● information is not confidential. But the substance of discussions leading up
● to the decisions recorded in the Minutes is confidential
● Any personal information about a board member, a foundation member, or
● a tenant
● information concerning business opportunities, including all projects,
● ventures or joint ventures considered by the Foundation, whether or not
● actually pursued.
If the sensitivity of information received in the role as a director is unclear, err
on the side of not disclosing it.
Action: Diane C. to circulate guidance protocol for confidentiality duties and requirements of the board.
5. Committee Business
5.1 Executive Committee
5.1.1. AGM Planning
Dyan D-F. led discussion on structure of AGM planning. This discussion detailed the process both prior to COVID-19 and following. AGM meetings have evolved to reflect the needs of the community. Given that membership engagement is significantly higher when AGM meetings are held, having an opportunity to engage members once or twice a year such as a forum and encourage member feedback in person is important.
In the future a focus on two types of intention engagement both for GHCF members as well as the broader Gabriolan community will encourage two directional conversations that support informing and addressing gaps in community needs while supporting the foundations mandates. A decision was made to continue AGMs using the current electronic approach and a commitment to pursuing an engagement strategy.
Action: Jeff Malmgren, Lu Lazzarotto and Audra Davies have volunteered to support the strategic engagement development
Action: Jeff Malmgren to send engagement template to support organizational development of public engagement strategy design (both members and community)
5.1.2 Cancellation of July & August Board Meeting
Discussion on cancellation of July and August board meetings. In lieu the Executive Committee will continue to meet on an as needed basis during both months.
MOTION – to cancel July & August Board of Directors meetings. Moved by Dyan D-F., CARRIED.
5.2. Board Development Committee
5.2.1. Board development committee report #2 (see attached)
MOTION – to appoint Jeff Malmgren to GHCF Board of Directors Moved by Diane C., CARRIED.
MOTION – to appoint Audra Davies to GHCF Board of Directors Moved by Diane C., CARRIED.
5.3. Communications, Marketing and Fundraising Committee
5.3.1. FAQ for Markets DRAFT (see attached)
There was a discussion on internal documents that will support board members in the appropriate language to articulate the GHCF mandates, vision, objectives and the work being done by the Board.
The FAQ for Markets document will have the addition of notice of electronic AGM at public events where the GHCF is present.
5.3.2. Market Sign-up sheet
A sign up sheet for board member participation in farmers market presence has been circulated. It will be shared once filled out by all members.
Action: Lu L. to organize ordering the GHCF banner
Action: Marc H. to circulate graphic for banner
Action: Joan to circulate Market Sign-Up sheet upon completion
5.4. Facilities Management Committee
MOTION– to approve estimate of $9,200 + taxes for Health Centre
floor cleaning. Moved by Marc H., CARRIED.
MOTION – to approve cost touch-up painting and painting areas by
contractor Scott Rivers. Approximate cost 1,200$ Moved by Marc H., CARRIED.
MOTION – to approve of purchasing rechargeable Walkie-Talkies
(10 pack) with charging docks. Approx cost: $400 Moved by Marc H., CARRIED.
6. New Business
6.1. Primary Care Network Update (see attached)
Information on the process of the Primary Care Network (PCN) updates provided. This information was shared so the Foundation can begin to understand its participation and the potential for its role within the PCN.
6.2. Meeting with MLA Doug Routley (see attached)
There was a discussion on the briefing note regarding the June meeting with members of the Executive Committee and MLA Doug Routley.
6.3. Streamlining Admin Coordinator workflow
There was a discussion on the role of the Admin Coordinator, reporting structure and how the process of workflow relates to both the board and committees.
7. The next meeting is Wednesday, September 20th.
8. The meeting was adjourned
May
MINUTES OF MEETING
Board Meeting: 2023-05-31
Location: Video Conference (GoTo)
File No.: 1.1.4
PRESENT: Dyan Dunsmoor-Farley (Chair), Nancy Rowan, Marc Herrmann, Diane Cornish, Harvey Graham, Carol Fergusson, Don Elkington, Audra Davies, Jeff Malmgren
Minutes recorded and prepared by Joan Wandolo (Administrative Coordinator)
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. The territorial acknowledgment was presented by Nancy Rowan. An invitation for all present to reflect on resources including 21 Things You May Not Know About the Indian Act by Bob Joseph as a means to increase our awareness and understanding of historic injustices that are also ongoing is important. Recognizing the importance of the work to learn more about indigenous experiences and culture , and of accountability as individuals to do this work..
Action: Joan will reach out to board members to identify available resources and create a tracking spreadsheet for all members to access content.
In the March 2023 Board Meeting Diane C. asked for two volunteers from among Nancy R., Don E. and Don S to present the territorial acknowledgement at the May and June Board meetings.
Action: Either Don E. or Don S. to volunteer for the June meeting.
3. Motion to adopt Consent Agenda
Dyan D-F introduced and discussed implementing a consent agenda to streamline meetings. Committee chairs who do not want committee reports or other submitted board package items in the consent agenda will indicate so.
Approval of consent agenda including April Minutes, May Agenda and the following reports: President, Executive Committee, Community Wellness Committee, Facilities Management Committee, Treasurer, Board Development and Communications, Membership and Fundraising, but including Recruitment and Retention report – Moved by Dyan D-F., CARRIED.
Approval of the GHCF 2022 Financial statements as reviewed by Beausoleil & Company (see Gabriola Health Care Foundation Financial Statements 2022 attachment) – Moved by Harvey, CARRIED.
Approval to appoint Jeff Malmgren to the board temporarily until AGM November 2023 – Moved by Dyan D-F., CARRIED.
4. Recruitment and Retention Report
Nancy provided overview of recruitment and retention report (see “2023-05-29 R&R Cttee Board Report” attachment)
Action: Board to members to attend public events like Farmer’s Market to provide information on the Foundation and answer questions. Joan to send out a sign -up sheet about events. Suggestion for board members to be paired, newer members with more senior members.
5. Governance Moment
Diane C. shared that a Governance Moment will be added to monthly board
meetings to explore the nature of a Director's fiduciary duty. The fiduciary duty includes the duty to act with competence and diligence. Practically, this duty requires a director to read and understand, in advance of monthly meetings, board reports and additional items circulated with the board package
6. New Business
6.1 Summer board event
Dyan brought forward a discussion on a summer board event that would provide board members a chance to get to know each other and develop working relationships that will sustain the board overtime.
Action: Joan will organize logistics planning group
6.2 Foundations role in reducing pressure on our doctors and nurse practitioner
There was a discussion on the wide range of demands placed on doctors and the nurse practitioner and the high population of individuals with complex care needs. The discussion centred around whether there were health promotion and prevention activities that could be implemented to address non-urgent needs that would provide timely supports to patients and reduce immediate demand on physicians and the nurse practitioner. There was general agreement that the foundation should find the right and appropriate role to carry forward health promotion and prevention programming and possibilities to provide access to different types of services in the community.
Action: Dyan D-F. and Jeff will have discussion on upstream, right and appropriate roles the foundation might take and to bring ideas back in plenary.
Action: Joan will set up a joint meeting with PHC and the Foundation Board.
Action: Joan to gather information on theGabriola Healthcare Auxiliary and the Lions Club grant programs to better understand the objectives of each organization’s grant programs and ensure that we are not duplicating other organization’s efforts.
6.3 Jay Dearman Run
Action: Lu and Nancy to revise content about the Jay Dearman Run (shared by Don S. on behalf of Jeff Miller) content for Foundation or Be Our Doc Facebook posting.
7. The next meeting is Wednesday June 21st, 2023.
8. The meeting was adjourned.
April
MINUTES OF MEETING
Board Meeting: 2023-04-24
Location: Video Conference (GoTo)
File No.: 1.1.4
PRESENT: Dyan Dunsmoor-Farley (Chair), Marc Herrmann, Nancy Rowan, Diane Cornish, Harvey Graham, Don Elkington, Carol Fergusson, Lu Lazzarotto, Don Sutherland.
Administrative Coordinator: Joan Wandolo
Minutes recorded and prepared by Diane Cornish
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. Joan Wandolo, the new Administrative Coordinator, was introduced to and welcomed by the Board. Joan advised that she will be available all day on Mondays and Wednesdays, in the afternoon on Thursdays and either in the morning or afternoon on Fridays.
3. The following territorial acknowledgement was presented by Lu Lazzarotto.:
Gabriola Health Care Foundation respectfully acknowledges and recognizes the First Peoples whose territory we live and work on. In particular, we acknowledge and recognize Gabriola Island as unceded territory of Snuneymuxw First Nation (SFN). We respect the longstanding relationships that Coast Salish and Hul'qumi'num speaking Nations have to this land. We acknowledge that the Snuneymuxw treaty rights and title asserted in the 1854 Douglas Treaties and affirmed by Section 35 of the Constitution Act. We commit to engaging in meaningful and honest reconciliation, to work together with First Nations to right past wrongs and mitigate the effects of colonization.
4. Approval of the Agenda – Moved by Dyan D-F., CARRIED.
5. Approval of the Minutes of the 2023-03-22 meeting – Moved by Dyan D-F., CARRIED.
6. Administration
Diane C. asked for two volunteers from among Nancy R., Don E. and Don S to present the territorial acknowledgement at the May and June Board meetings. Nancy R. volunteered for the May meeting.
Action: Either Don E. or Don S. to volunteer for June meeting.
7. Correspondence
There was no correspondence.
8. President’s Report (Dyan D-F.)
Dyan D-F provided an overview of the President’s Report, a copy of which is attached and forms part of these Minutes.
She advised that a decision on the Community Service Recovery Fund application is still outstanding. The Foundation has been awarded $8,000 from the Island Health Community Wellness Grant Application for the MamaMood/PapaMood programs. The remaining $4000 will be requested from the Kitty Heller Fund. Island Health will notify us when we can announce the award.
9. Committee Reports
9.1. Finance Committee (Harvey G.)
Harvey G. presented the March 2032 Statement of Operations for approval.
Moved by Harvey G., CARRIED.
Moved by Dyan D-F. that $6,000.00 be made available now to fund the implementation of the website rebuild, CARRIED.
9.2. Executive Committee (Dyan D-F.)
Dyan D-F. presented the Executive Committee Report, a copy of which is attached and forms part of these Minutes. She advised that the Executive Committee will be reviewing the Strategic Plan in light of changes to the Action Plans of various committees.
Action: Committee chairs are asked to identify possible changes to the Strategic Plan to reflect action plan activities.
.
9.3. Facilities Committee (Marc H.)
Marc H. provided a summary of the Facilities Committee Report, a copy of which is attached and forms part of these Minutes.
Moved by Marc H. that the expenditure of $800 to purchase 2 VHF radios be approved in principle. CARRIED.
The proposed motion to approve an expenditure for floor cleaning in the clinic was deferred.
9.4. Governance Committee (Diane C.)
Diane C. advised that she will be presenting “A Governance Moment” at upcoming board meetings. She welcomes suggestions as to topics.
There was a brief discussion as to the need for a Risk Management Policy.
Action: The development of a Risk Management policy will be undertaken by the Executive Committee and that topic should be added to the agenda for the committee’s next meeting.
9.5. Board Development Committee (Dyan D-F)
Dyan D-F. presented the Board Development Committee Report a copy of which is attached and forms part of these Minutes.
Lu L. suggested that the committee consider the addition of a “youth” to the Board. There was general agreement that the composition of the board should reflect the demographics of the community. To accomplish this, we may well need to change the time for board meetings.
Action: Dyan D-F. and Don E. will distribute copies of Board Skills matrices.
9.6. Community Wellness Committee (Don S.)
Don S. reported that:
• The Stronger Together program started April 17 and is fully subscribed. Contracts have been signed with the program leaders.
• The committee will be revising the form for applying to the Kitty Heller Fund.
• The committee will also be considering its relationship to the Collaborative’s new Community Wellness Coordinator.
9.7. Communication, Membership and Fundraising Committee (Lu L.)
Lu L. provided a summary of the Communications, Community Relations and Fundraising Committee Report, a copy of which is attached and forms part of these Minutes. She noted that the development of a communications plan, a fundraising plan and the rebuild of the website are inter-related. The first step is necessarily a rebuild of the website.
Action: Dyan D-F, Carol F., Lu L. and Joan W. will form a user group to oversee the rebuild. Diane C. asked to be included in branding issues.
9.8. Recruitment and Retention Committee
Nancy presented an overview of the activities of the committee over the past month. A copy of Recruitment and Retention Committee report is attached and forms part of these Minutes.
Nancy noted that there will be a shortfall in the R&R committee’s 2023 budget. Additional funds are needed to extend Paula Brent’s contract for 4 months and to initiate advertisements in lifestyle publications.
Moved by Nancy to add an additional $10,000.00 to the 2023 budget, CARRIED.
9.9. Clinic Liaison Committee
Nancy noted that additional efforts are needed to ensure that the clinic physicians understand that the purpose of the Foundation’s social media campaign has been to engage the community.
10. Primary Care Reform
Nancy had nothing to report as the PCN meeting had been cancelled.
11. New Business
Dyan D-F. posed the question: “should GHCF be advocating to remove bottlenecks for the admission of medical students into residencies and training seats?”. The Board agreed that the answer is “no” as is not necessary given the efforts of other groups.
Action: Dyan D-F. to develop a policy on advocacy by GHCF.
12. The next meeting is May 31, 2023.
13. The meeting was adjourned.
March
Board Minutes 2023-03-22
Location: Video (via Go To Meeting)
Time: 9:00 AM – 12:00 PM
File No: 1.1.4
Present: Dyan Dunsmoor-Farley, Marc Herrmann, Nancy Hetherington-Peirce for Don Sutherland, Carol Fergusson, Don Elkington, Harvey Graham, Lu Lazzarotto, Chris Loranger, Nancy Rowan
Absent: Don Sutherland
Minutes recorded by Emma Miller Tansley completed by Dyan Dunsmoor-Farley
Call to Order & Quorum
Territorial Acknowledgment provided by Carol Fergusson
Approval of Agenda - No additions to agenda
Approval of February Minutes (attached)
Note – Meeting date was March 01, 2023
Moved: Dyan Dunsmoor-Farley - CARRIED
Correspondence
Letter to MLA advocating for investment in Community Health Centres in Provincial budget
Action: Letter approved with minor edits to incorporate Gabriola involvement in PCN process
Committee Updates
Executive – Dyan Dunsmoor-Farley
Strategic Plan Review - Questionnaire going to Committee chairs to seek input re: plan updates. Each committee to review relevant sections of the strategic goals and objectives. Final product will be a public facing document. Use Pender Island Strat Plan as an example.
Letter to Marina White Snuneymuxw First Nation, Manager Health Programs to begin relationship building process. Action: simplify and focus on invitation to visit the Health Centre. Consult Clinic Liaison Committee regarding the visit.
Application to Island Health COVID Recovery Grants made for $12000 for the Mama/PapaMood project
Health Services Committee – Nancy Hetherington Peirce
Health Services Committee changed to Community Wellness Committee. Action: change in filing system.
Stronger Together Project - $5600 raised through the Jay Deerman Community Run was donated to the Foundation to disburse for a parenting program (Stronger Together). Action: contract to be developed by Diane Cornish. Board to contribute and additional $400 to the initiative. Program to start April 17, 2023.
MOTION: To approve top up of Jay Deerman Contract by $500
Moved: Harvey CARRIED
Finance – Harvey Graham
Financial report Statements circulated for approval. Motion to approve Finance Report:
MOVED Harvey CARRIED
Investment Plan (attached) tabled for approval
MOVED Harvey CARRIED
Recruitment & Retention – Nancy Rowan
Gabriola is competing for full time family physicians among 138 vacancies across Vancouver Island alone
GHCF advertising continues across medical journals, Facebook, Instagram, LindedIn, Conferences, Island Health and Health MatchBC
Long term locums Drs Nielson and Green have offered to continue working until Dec.2023
Welcome baskets were provided to a locum and medical student this month
Potential physician accommodation needs were addressed
Statistics are being collected on social media uptake and website hits
Board Development – Dyan Dunsmoor-Farley
Board Development Committee meeting to be scheduled for April. Board members will be asked to complete a skills matrix to determine skills gaps.
Governance & Policy
No report
Facilities Management – Marc Herrmann
Waiting confirmation from Telus on existing fibre optic cable routing to/from Island to Clinic and what can be done to keep this line active during power outages. Telus Tech to source information and waiting for his response.
Update on lease renewal for next 5 years. Lease renewal has been accepted by VIHA for another 5 years.
Flight path issue with BC Hydro in Rooks development is being resolved. Action: Marc Herrmann will be one contact for emergency landings on the Canada Flight Supplement (CFS) document; Fire Chief Will Sprogis will be notified.
Clinic painting and repairs. Action: possible painters identified; MH to continue sourcing alternate painters. Carol Farr will be advised
Clinic Liaison Committee – Nancy Rowan
No meeting in March; Clinic Administration meeting scheduled for April 5th with Carol Farr and Angela Pounds. Marc Herrmann to attend with Dyan Dunsmoor-Farley.
Community Wellness Committee – Nancy Hetherington-Peirce
Nancy Hetherington-Peirce’s continuation on the committee confirmed. All Board and committee members are confirmed annually following the AGM.
Communication, Membership & Fundraising Committee (CMF) – Chris Loranger
2nd newsletter was well-received and resulted in an uptick in donations. The format going forward is to focus on one issue (e.g., recruitment and retention) and to include an ‘ask’. The Foundation received approximately $6000 after the newsletter was sent to members. Action: An article summarizing key points from the newsletter will be submitted to the Sounder.
Website refresh grant submitted to Community Services Recovery Fund. There were three parts to the request: GHFC website refresh, Collaborative website development, and Gabriola Health Report update. If unsuccessful, the Board will be asked to prioritize funding to do the GHCF website refresh.
Action: Draft communications plan to April Board meeting for approval
New Business
Community Wellness Coordinator – Dyan Dunsmoor-Farley
The Collaborative’s request to have funding allocated for a Gabriola Wellness Planner was approved by the RDN. The cost will be roughly $50,000 and it will require an increase in property taxes of between $2 and $4 per $100,000 of assessed value. It will require an Alternative Approval Process which will occur in the fall.
Primary Care Reform – Nancy Rowan
Next Meeting
The next meeting will be Wednesday April 26th via GTM
Adjournment
The meeting adjourned at noon.
February
MINUTES OF MEETING
Board Meeting: 2023-03-01
Location: Video Conference (GoTo)
File No.: 1.1.6
PRESENT: Dyan Dunsmoor-Farley (Chair), Marc Herrmann, Nancy Rowan, Diane Cornish, Don Elkington, Chris Loranger, Don Sutherland.
REGRETS: Carol Fergusson, Harvey Graham.
GUEST: Lu Lazzarotto
Minutes recorded by Diane Cornish
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. The following territorial acknowledgement was presented by Diane C.:
We are grateful to live and work on the ancestral, traditional and unceded territory of the Snuneymuxw First Nation.
As a health care foundation, we are committed to understanding and learning from Indigenous traditional healing which is a holistic approach and considers health as the sum of a person's physical, spiritual, emotional and intellectual well-being.
3. Approval of the Agenda – Moved by Marc H., carried.
4. Approval of the Minutes of the 2023-01-25 meeting – Moved by Don S., carried.
5. Administration
Diane C. reported that 7 applications had been received for the contract position of Administrative Coordinator. Diane C. and Marc H. conducted 6 interviews and were impressed with the quality of the applicants. Emma Miller Tansley was offered and has accepted the position.
6. Correspondence
There was no correspondence.
7. President’s Report
Dyan D-F provided as overview of the President’s report, a copy of which is attached and forms part of these Minutes.
A more fulsome discussion of changes to the PCN model is deferred until Angela Pounds can join our meeting.
Dyan D-F asked the Board to consider whether this is the time to reach out to the Snuneymuxw First Nation and establish a relationship.
Action: As an initial step, Dyan D-F will contact Connie Paul to discuss how best the Foundation might proceed.
8. Committee Reports
8.1. Finance Committee
In Harvey G.’s absence, Dyan D-F, presented the 2023 Budget for approval.
Moved by Marc H. that the 2023 Budget be approved subject to clarification of “medical expenses”, carried.
Dyan D-F also presented the January 2023 Statement of Operations for approval.
Moved by Diane C., carried.
There was a general discussion of a draft 5-year budget forecast prepared by Marc H. It was agreed that the draft document was a useful planning tool and that it illustrated the need for urgent fundraising.
Action: Committee Chairs are asked to:
• provide a budget forecast if they had not already done so, and
• identify discretionary and non-discretionary items in the 5 year forecast.
8.2. Executive Committee
Dyan D-F. advised that the Executive Committee will be reviewing the Strategic Plan in light of observations made during the development of committee workplans regarding gaps or revisions needed to achieve the Strategic Goals. .
Action: Committee chairs are asked to identify possible changes to the Strategic Plan based on workplan development
8.3. Facilities Committee
Marc H. provided a summary of the Facilities Committee Report, a copy of which is attached and forms part of these Minutes.
8.4. Governance Committee
Diane C. advised that the proposal from the HSC (CSW) Committee that the funds received from the Jay Dearman Memorial Run be granted to an individual to present a parent and guardian support program raised Constitutional issues. Under its Constitution, the Foundation can make grants only to charities.
Action: Diane C. will develop a policy under which the Foundation will be able to exercise the requisite control over a non-charity grantee.
8.5. Board Development Committee
Diane C. reported that there had been no response to the Sounder advertisement aimed at attracting additional board and committee members. Further recruitment efforts will need to be more focused on the particular skills and experience that are needed.
Action: Committee Chairs are asked to send Diane C. a list of the particular skills their committee requires.
Lu Lazzarotto, a guest at the meeting, had submitted a letter of interest in becoming a Board member. The letter of interest was circulated to Board members. Diane C. noted that Bylaws 28 and 29 allow the Board to appoint a director who would hold office until the next AGM.
8.6. Health Services Committee
Don S. presented revised terms of reference for the Health Services Committee (to be renamed the Community Wellness Committee) for approval.
Moved by Marc. H., carried.
Action: The Committee was asked to give priority to the implementation of the Mama Mood program and to give consideration to the development of a consumption of alcohol awareness program.
8.7. Communications, Community Relations and Fundraising Committee
Chris L. provided a summary of the Communications, Community Relations and Fundraising Committee Report, a copy of which is attached and forms part of these Minutes. He noted that the committee is in need of additional members and that it would be helpful if Board members suggest topics for future newsletters.
Don E. explained that the essential element of any fundraising effort is a clear understanding of “who we are”. This requires a funneling down or consolidation of all the of components of the Foundation into one clear expression of the core essence of the Foundation’. This will require a new website and a rethinking of our Internet presence.
Action: The Committee will begin development of a fundraising strategy and program.
8.8. Recruitment and Retention Committee
Nancy R. provided a summary of the Recruitment and Retention Committee Report, a copy of which is attached and forms part of these Minutes. She also advised that the two locums who have been at the clinic since last summer will stay on until the end of the year. This provides a small “breathing space”. She also advised that we will be getting a doctor who will be committed to staying for two years.
Nancy R. expressed the view that as the Foundation’s mission is to ensure that Gabriolans have access to a well maintained, fully staffed community health centre that provides primary health care and urgent and emergency stabilization services, the Foundation’s efforts to recruit and retain doctors are being done not on behalf of the clinic but on behalf of the community. Successful recruitment campaigns require a community perspective. The Foundation, run by volunteers, cannot continue to bear the burden and the costs; it must make the recruitment of doctors a community issue with full community support.
The Board agreed.
Action: As a starting point, the issue will be raised with the Gabriola Health and Wellness Collaborative. There will also be a “call to action” included in the upcoming newsletter.
Dyan D-F and Marc H. will consider how best to allocate the hours of the new Administrative Coordinator to ensure there is sufficient support provided to the R&R committee.
8.9. Clinic Liaison Committee
Nancy R. reported that the committee will continue to meet with clinic professionals and staff to work though ongoing challenges. Nancy R. also advised that Carol Farr had asked to meet once a month and that Nancy R. had agreed to do so.
9. New Business
A discussion of the role of a Wellness Community Planner was deferred pending a vote by the RDN as to the establishment of such a position,
10. The next meeting is March 22, 2023.
11. The meeting was adjourned.
January
Board Meeting 2023-01-25
Location: Videoconference (GoTo Meeting)
File No. 1 1.5
PRESENT: Dyan Dunsmore-Farley (Chair), Nancy Rowan, Marc Herrmann, Diane Cornish, Harvey Graham, Don Sutherland, Carol Fergusson
REGRETS: Don Elkington, Chris Loranger
Minutes recorded by Diane Cornish
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. A territorial acknowledgement was given. Presenting a territorial acknowledgement will be shared among board members. Action – Diane C. will circulate a signup sheet.
3. Approval of the Agenda – Moved by Nancy R., carried.
4. Approval of the Minutes of the November/December 2022 meeting – Moved by Carol F., carried.
5. Administration
Diane C. advised that information relating to administrative issues (for example, file management) would be provided to the Board from time to time, as required.
Diane also advised that an advertisement had been placed in The Sounder to hire an Administrative Coordinator. Marc H. agreed to participate in the interviews.
Marc H. urged board members to use the forms that have been created and stored on the OneDrive. Harvey G. can arrange access on request.
6. Correspondence
Upon receipt of an inquiry from an Okanagan organization, Dyan D-F. provided information relating to Community Health Centres.
7. Committee Reports
7.1. Finance Committee
Harvey G. presented the December 2022 Financial Statements for approval. Moved by Marc H., carried.
As not every board member had received a copy of the 2023 Budget, approval of that Budget was deferred to the next meeting.
Action: Harvey G. will distribute copies of the 2023 Budget to board members.
7.2. Executive Committee
Dyan D-F. clarified the difference between a committee’s “mandate” and its “terms of reference”. The mandate identifies the responsibilities of a committee; the Terms of Refence describe how those responsibilities will be carried out.
To specify a matter upon which the Executive Committee’ can act on behalf of the directors, the following Resolution was presented to the Board for approval in accordance with section 62.1 (a0 of the By-Laws:
BE IT RESOLVED THAT:
The Executive Committee has ongoing responsibility for the development of strategic planning, advocacy, governmental and external relations.
Moved by Carol F., carried.
Dyan D-F. gave an overview of the Executive Committee Workplan and presented it to the Board for approval.
Moved by Marc H., carried.
7.3. Facilities Committee
Marc H. provided an overview of the Facilities Committee workplan and presented the Workplan for approval.
Move by Carol F. carried.
There was some discussion about the possible need for external funding for capital projects (for example, an assisted living facility) going forward. There was also discussion on whether GHCF water would meet VIHA water quality requirements and what regulations govern the collection of rainwater for commercial buildings such as the clinic. John Pierce was suggested as source of information on these issues.
7.4. Governance Committee
Diane C. observed that section I(4) the Governances Policies which requires that each committee be chaired by a board member, was becoming onerous and difficult to adhere to. To remove that requirement, she put the following motion before the Board:
Be it moved that:
Section I(4) of the Governance policies be deleted and replaced with :
Each committee must have a Member of the Board as a member of that committee.
Moved by Diane C., carried.
7.5. Board Development Committee
At present the Board Development Committee has only one member, Diane C. In an effort to attract more board and committee members, Diane C. reported that an advertisement had been placed in The Sounder. Although the advertisement is geared to attracting individuals with the wide range of skills, identifying those with health policy experience will be a priority. Marc H. and Don S. agreed to participate in the interviews as required.
7.6. Communications, Community Relations and Fundraising Committee
Carol F. presented the committee’s Workplan for approval. In providing an overview, she noted that the committee was more aptly named Communications, Membership and Fundraising Committee. With respect to communications, she advised that a January newsletter had gone out to the membership. To reach a broader audience, the information will be repeated in an article published in The Sounder. This approach will be repeated in the Spring. Website reconstruction is dependent on funding.
Going forward the committee will set membership and fundraising targets.
Moved by Marc H., carried.
7.7. Health Services Committee
Don S. presented draft Terms of Reference for the Health Services Committee for discussion. He noted that the committee was proposing to re-name itself as the Healthy Community Committee. Don S. explained that the committee was of the view that the new name properly reflected the extension of the committee’s mandate beyond primary health care to encompass care that would address all the social determinants of health. There was some discussion about not extending the committee’s mandate into areas best met by other organizations e.g. PHC.
Action: the Committee will further consider the scope of its mandate, more clearly define its purpose, reconsider the need to have two board members on the committee and finalize the Terms of Reference.
7.8. Recruitment and Retention Committee
Nancy presented an overview of the Committee’s Report emphasizing the need for a large advertising net so that GHCF remains competitive in its quest to attract doctors to Gabriola. This may well require additional advertising funds. Recognizing that successful recruitment is often through word of mouth, there will be a continued emphasis on social media with the hope of engaging the community.
Nancy also provided a brief historical review of the development of health care policy in British Columbia and its effect on the independence of family physicians. The new agreement between Doctors of BC and the Ministry has resulted in significant changes to the previous policies governing both Primary Care Networks (PCNs) and Collaborative Services Committees (CSCs). PCNs will now be governed by the Division of Family Practice rather and CSCs. This change gives doctors more power in influencing health care reform. The CSC will remain as a forum for voluntary collaboration among community partners with a PCN.
The changes in policy raise the issue of what role GHCF might have as a facility owner and manager. This is a topic for further discussion.
7.9. Clinic Liaison Committee
Understandably clinic practitioners and staff are feeling the impact of COVID, the loss of two doctors and the changes in health care policy. GHCF advised that funding has been sought to support the Mam and Papa Mood programs. In addition, GHCF will take steps to “spruce up” the clinic interior.
8. New Business
A discussion of Gabriola’s emergency response capability and what GHCF might do to support it was deferred.
9. In camera
The meeting went in camera for approximately 10 minutes.
10. The next meeting is February 22, 2023.
11. The meeting was adjourned.