December
November
October
September
SEPTEMBER BOARD MINUTES
Board Meeting: 2024-09-26 (Thursday)
Location: Zoom
Time: 4:00pm - 6:00pm
File No.: 1.1.4
PRESENT: Harvey Graham, Jeff Malmgren, Dyan Dunsmoor-Farley, Diane Cornish, Lu Lazzarotto, Carol Fergusson
REGRETS: Don Elkington, Christina Rajisc
1. Call to Order and Confirmation of Quorum (Jeff)
2. Territorial Acknowledgement (Lu)
3. Consent Agenda (Jeff)
a. Agenda for 2024-09-26 meeting
b. Minutes of Meeting 2024-07-25
c. Correspondence (Jeff)
d. Committee Reports
i. Board Development Report (Diane & Dyan)
ii. Facilities Management Committee Report (Marc)
iii. Financial Report (Harvey)
iv. Treasurer’s Report (Harvey)
v. Recruitment & Retention Committee Report (Lu)
vi. Community Wellbeing Committee Report (Dyan)
MOTION – To approve consent agenda, Moved by Dyan, CARRIED.
4. President’s Report: Joint PHC & GHCF Board meeting re: PCN (Jeff)
Request from PHC to have joint board meeting regarding PCN. GHCF Board to fill out Doodle poll.
5. Community Wellbeing Coordinator role update (Dyan)
PHC was identified as contract holding organization for the role. This includes hiring for the role. Position has been posted widely online and in the Sounder. Role should be hired by mid-October, RDN has indicated role needs to be in place by late October. Collaborative will be meeting to discuss the role in detail. This is a trial role to decide whether it should be continued as is (part time), expanded to full time, or cease.
ACTION: Dyan to provide Lu with wording for GHCF Facebook page.
6. Strategic Plan (Jeff)
Jeff will be engaging with the clinic staff at their retreat. Jeff and Lu are working on engagement strategy. Lu is imagining a spreadsheet with the who, what (means of engagement), and deadline for each. Draft will be circulated to the rest of the board for input. Lu will likely prepare FAQ-type document for the Board to ensure consistent messaging. Intending to complete engagement process by May 2025.
CWC has been creating action plan for responsibilities, have commented on inclusion of phrasing “individual responsibility” and are uncomfortable with it. Suggest removing that phrase. This would indicate that the objective is to provide resources and make them available, without putting the onus on the individual.
ACTION: Strategic planning committee will review the language and bring it back to the board.
7. Logo Development (Carol)
Copyright issues have been addressed so the logo has been assigned. Wireframe has been received, needs approval.
ACTION: Carol and Dyan will discuss wireframe, and if it is sufficient, will distribute to the board.
8. Board Development Committee Report: AGM planning and development (Board Development Committee)
Plan for AGM is laid out in BDC report. There are many positions to be filled, including 3 board members. Dyan and Diane are working on pitch for people to join either committees or Board. This language will be distributed to community via Sounder, social media, etc. Nominations need to be out two weeks prior to AGM. AGM will be December 9.
ACTION: Dyan and Diane will work on plan and process.
9. Health and Wellbeing report (Dyan)
Link to report was sent to everyone. Dyan can do presentation to the membership if there is interest.
10. Confirm e-vote: Electronic Motion to Approve Expenditure over $5000
MOTION: to ratify the e-vote. Moved by Dyan, CARRIED.
11. New Business
None
12. Next Meeting: October 31, 2024
13. Adjournment
MOTION: to adjourn, Moved by Diane, CARRIED.
June
JUNE BOARD Minutes
Board Meeting: 2024-06-27 (Thursday)
Location: Zoom
Time: 4:00pm - 6:00pm
File No.: 1.1.4
PRESENT: Lu Lazzarotto, Jeff Malmgren, Diane Cornish, Harvey Graham, Dyan Dunsmoor-Farley, Carol Ferguson, Don Elkington
REGRETS: Christina Rajsic
Minutes recorded and prepared by Megan Wurster
1. Call to Order and Confirmation of Quorum (Jeff)
2. Territorial Acknowledgement (Diane)
3. Consent Agenda (Jeff)
MOTION: to amend, moved by Jeff, CARRIED.
MOTION: to approve amended agenda, moved by Jeff, CARRIED.
a. Agenda for 2024-06-27 meeting
b. Minutes of Meeting 2024-05-30
c. Correspondence (Jeff)
d. Committee Reports
i. Board Development Committee Report (Dyan)
ii. Community Wellbeing Committee Report (Dyan)
iii. Communications Committee Report (Lu)
iv. Recruitment & Retention Committee Report (Lu)
e. President’s report (Dyan)
MOTION – To approve consent agenda. Moved by Jeff, CARRIED.
4. Governance Moment (Diane)
Obligations and accountabilities of committees. Who are we accountable to- members, regulators, clients and customers, community, each other. How to evaluate the board?
ACTION: Diane will circulate evaluation, requests board members to respond. Will report on responses at next meeting.
5. Continuation of social media funding for collaborative (Dyan)
Paula’s contract ends at the end of June, decision note was circulated in board package.
MOTION: to continue to support the social digital presence of the collaborative. To be reviewed again in September. Moved by Dyan, CARRIED.
6. Community Wellbeing Committee Terms of Reference (Dyan)
CWC has reviewed and revised Terms of Reference to be in alignment with strategic plan. Recommendation to review again in two years.
MOTION: to approve CWC Terms of Reference. Moved by Dyan, CARRIED.
7. RFSQ for Health and Wellbeing Coordinator position (Dyan)
RDN did publish their request for organizations to apply to hold the contract for the Community Wellbeing Coordinator role. PHC will be submitting application, Chamber of Commerce will not. Jeff and Dyan discussed whether Board should submit application, decided that the responsibility would be beyond the current capacity of the board.
MOTION: to abandon the application for the Community Wellbeing Coordinator contract holding. Moved by Dyan, CARRIED.
8. Strategic Plan Update (Jeff)
Thanks to Dyan for taking on President’s role in Jeff’s absence. The committee has taken direction from the board and has made updates to the plan. Jeff will work on remaining sections and then it will be ready to bring to the board for review. When board reviews, please keep comments to structure and alignment.
ACTION: Jeff will distribute the current draft to Board members on Monday, members will have two weeks to review and respond.
9. Facilities Management Committee Report (Marc)
MOTION: to edit the Facilities report and revised report will be brought forward. Moved by Marc, CARRIED.
10. Treasurer’s Report (Harvey)
MOTION: to approve Treasurer’s report. Moved by Harvey, CARRIED.
MOTION: to approve 2023 financial statements. Moved by Harvey, CARRIED.
11. New Business
a. Pets on Health Centre property (Marc)
Concerns have arisen regarding pet owners leaving pet waste on Health Centre property and knocking over lights around helipad. Discussion surrounding possibility of signage in the area, possibility of putting up post with bag dispenser and pet waste bin. Issue of disposal of bin contents. Possibility to amend Trash-way contract to include pet waste bin.
b. Donor recognition (Carol )
Carol is developing plan for donor recognition, seeking input from Board.
12. Next Meeting: July 25, 2024
13. Adjournment
MOTION: to adjourn, Moved by Jeff. CARRIED.
May
MAY BOARD AGENDA
Board Meeting: 2024-05-31 (Friday)
Location: Zoom
Time: 4:00pm - 6:00pm
File No.: 1.1.4
Present: Dyan Dunsmoor-Farley, Harvey Graham, Lu Lazzarotto, Marc Herrmann, Christina Rajsic
Regrets: Jeff Malmgren, Diane Cornish, Don Elkington, Carol Ferguson
Minutes recorded and prepared by Megan Wurster
1. Call to Order and Confirmation of Quorum (Dyan)
2. Territorial Acknowledgement (Dyan)
3. Consent Agenda (Dyan)
a. Agenda for 2024-05-30 meeting
MOTION: to amend agenda. Moved by Dyan, CARRIED.
MOTION: to add Dr. Bosman scholarship. Moved by Lu, CARRIED.
MOTION: to approve amended agenda. Moved by Dyan, CARRIED.
MOTION: to approve consent agenda. Moved by Dyan, CARRIED.
Approval of consent agenda including the meeting agenda (as amended), Agenda for 2024-05-31 meeting, April 2024 Board Minutes, Correspondence, Committee Reports: Community Wellbeing Committee, Recruitment & Retention Committee, Communications Committee, Facilities Management Committee, April Financial Report.
4. Adjourn to in-camera (Lu)
MOTION: to go in-camera. Moved by Marc, CARRIED.
MOTION: to return from in-camera. Moved by Christina, CARRIED.
5. Board attendance at market (Lu)
Agreed that Board would like to continue to have presence at Saturday market as in previous years but will pare down attendance to just three long weekends. Package of materials should be similar to previous years.
ACTION: Lu to work on materials for package.
ACTION: Megan to connect with market manager to sign up.
6. Security system upgrade (Marc)
Existing security system provided by Telus is no longer serving the needs of the Health Centre, Facilities Management would like to move forward with Bastion as the new security provider.
MOTION: to proceed with Bastion. Moved by Marc, CARRIED.
7. Administrative update (Megan)
a. Shared calendar
Existence of shared calendar will be useful in providing information about committee meetings and longer board member absences.
ACTION: Megan will continue with calendar and will save to OneDrive and email BoD to notify when it is complete.
b. OneDrive structure
Megan created site map of OneDrive structure, noted that there are several empy folders. There may be documents that should be filed in these folders. BoD should create retention policy for documents.
ACTION: Megan will send emails to board members to request documentation, including deadlines.
c. OneDrive instructions
Instructions: https://support.microsoft.com/en-us/office/onedrive-basics-work-or-school-110ca7b0-ae3d-4e51-a14c-9d583e2d630c should go in orientation package, including how and where documents are stored.
ACTION: Megan to check on status of orientation package.
8. Territory acknowledgment (Megan)
It was previously agreed that different board members should present the territorial acknowledgement at each meeting, so Megan has added members’ names to the agendas for the rest of the year.
ACTION: Megan will email BoD list of territory acknowledgement responsibilities/dates. ACTION: Dyan will find document about meaning of reconciliation (4 As).
9. Dr. Bosman Scholarship (Lu)
Once the board knows who has won, it can be announced in the newsletter.
ACTION: Harvey will reach out to see who is supposed to attend on behalf of board.
10. New Business
11. Next Meeting: June 27, 2024
12. Adjournment
MOTION: to adjourn. Moved by Dyan, CARRIED.
April
MINUTES OF MEETING
Board Meeting: 2024-04-25 (Thursday)
Location: Zoom
Time: 4:00pm - 6:00pm
File No.: 1.1.4
PRESENT: Jeff Malmgren (Chair), Diane Cornish, Dyan Dunsmor-Farley, Carol Fergusson, Lu Lazzarotto, Harvey Graham
REGRETS: Don Elkington, Christina Rajsic
Minutes recorded and prepared by Megan Wurster
1. Meeting called to order, presence of quorum confirmed. (Jeff)
2. Territorial Acknowledgement (Jeff)
3. Consent Agenda (Jeff)
MOTION: to approve moving President’s Report to consent agenda. Moved by Diane, CARRIED.
MOTION: to approve agenda. Moved by Jeff, CARRIED.
MOTION: to add items to New Business. Moved by Dyan, CARRIED.
MOTION: to approve agenda as amended. Moved by Jeff, CARRIED.
MOTION: to approve consent agenda. Moved by Jeff, CARRIED.
Approval of consent agenda including the meeting agenda (as amended), Agenda for 2024-04-25 meeting, March 2024 Board Minutes, Correspondence, Committee Reports: March 2024 Financial Report, Facilities Management Committee, Clinic Liaison Meeting, Recruitment and Retention Committee, Fundraising Committee, Communications Committee.
4. President’s Report (Jeff)
5. Governance Moment (Diane)
One element of the Board’s mandate is to oversee the activities of the Foundation. Risk management is one specific area that is subject to this oversight obligation. Risk is the possibility that something harmful or undesirable could happen to people, property, or reputation. In developing a risk management strategy, it is important to identify the potential risks.
ACTION: Diane will circulate a “Committee Risk Assessment” to the committee chairs.
6. EV Charging Station (Dyan)
MOTION: Be it moved that the Board investigate the costs of implementing EV charging stations for use by Health staff and patients of the Gabriola Community Health Centre. Moved by Dyan Dunsmoor-Farley.
MOTION: to amend to include e-bikes. Moved by Lu, CARRIED.
MOTION: to broaden the scope of users of the EV charging stations. Moved by Jeff, CARRIED.
MOTION: be it moved that the board investigate the costs of implementing and operating EV charging stations. Moved by Jeff, CARRIED.
ACTION: referral to Facilities Committee.
7. ASHRAE Standard 241 (Jeff)
MOTION: Be it moved that the Board takes action to ensure that the Gabriola Community Health Centre meets ASHRAE 241 standards. MOVED by Dyan Dunsmoor-Farley, CARRIED.
ACTION: referral to Facilities Committee
8. Board Document Management (Jeff)
a. OneDrive
ACTION: Megan to design proposed file structure
b. Shared Calendar
Could have committee meetings, vacations, etc, in there for reference and planning.
ACTION: Megan to investigate options within OneDrive.
9. GHCF Board Meetings- July and August
Board of Directors will meet in July, but not August.
ACTION: Megan to cancel August meeting.
10. LifeLabs Update (Lu)
Lu and Marc met with RCMP and he has much experience with this. First step is to determine roles and responsibilities for tenants and facility. Off the shelf security solutions are being discussed. RCMP is aware of issues related to confidentiality and privacy. For communications, Lu has made connections with LifeLabs nationally, as well as Nanaimo manager, they have said we can post their press releases. Lu has approval to use LifeLabs logos.
11. New Business
a. Report on Community Wellbeing Coordinator role:
RDN staff are in the process of writing request for quotes (RFQ). Slow pace has given us the opportunity to draft a job description for the position, as well as feasibility study. Terms of reference have been written for leadership team and contract holder. This info will be provided back to RDN so when they put out RFQ it will be grounded in the feasibility study done by collaborative. Dyan will then have to recuse herself from the process.
b. Update on Community Wellbeing Committee
CWC has concluded that we are not prepared to carry that responsibility of program delivery again, it carries immense risk to committee and foundation. Risks have been attended to, but we’re not comfortable delivering again, unless there are significant changes made to capabilities of GHCF. Jeff Miller was matched with PHC, both are pleased to deliver program. There is no residual funding.
12. Rainwater Collection Project (Harvey)
Project has grown. Budget has gone from $20k to closer to $30k, two tanks to three. Lions have requested signage, but not specific about where. They would like it to be visible, possibly on water tanks.
ACTION: Harvey will send out updated budget.
13. Next Meeting: May 30, 2024
14. Adjournment
MOTION: to adjourn. Moved by Jeff, CARRIED.
March
MINUTES OF MEETING
Board Meeting: 2024-03-28 (Thursday)
Location: Video (Zoom)
Time: 4:00pm - 6:00pm
File No.: 1.1.4
PRESENT: Jeff Malmgren (Chair), Diane Cornish, Carol Fergusson, Dyan Dunsmoor-Farley, Lu Lazzarotto, Marc Hermann, Harvey Graham
REGRETS: Don Elkington, Christina Rajsic
Minutes recorded and prepared by Megan Wurster
1. Meeting called to order, presence of quorum confirmed. (Jeff)
2. Territorial Acknowledgement (Jeff)
3. Consent Agenda (Jeff)
Approval of consent agenda including the meeting agenda (as amended), February 2024 Board Minutes, Committee Reports: Statement of Operations for February 2024, Motion to approve Rainwater Designers Ltd.’s proposed scope of review, Facilities Management Committee, Community Wellbeing Committee, Communications Committee, Recruitment and Retention Committee.
MOTION: to approve consent agenda. Moved by Dyan, CARRIED.
4. President’s Report (Jeff)
a. Strategic Planning: sub committee will meet again to review how to proceed, as additional feedback has been provided.
b. PCN:
i. Snuneymuxw partners would like to tour facility.
ii. Jeff proposes creation of sub committee to work on relationship-building.
ACTION: Dyan, Lu, and Carol will sit on sub committee.
5. 2024 Budget (Harvey)
MOTION: to approve 2024 Budget. Moved by Dyan, CARRIED.
6. Community Wellbeing Coordinator Contract – GHCF Role (Dyan)
a. Review of Decision Note included in board package.
b. Clarification:
Organization that holds the contract would choose whether the individual occupying the position is retained as a contractor or an employee. If individual is retained as an employee, any benefits would come out of total amount established for position. This is 1-2 year pilot.
MOTION: to submit a response to the RDN’s Request for Qualifications proposing that GHCF hold the contract for Community Wellbeing Coordinator position. Moved by Carol, CARRIED.
7. Governance Moment (Diane):
a. Review of: GHC’s Bylaws 30 and 31 regarding indemnification of directors
b. Discussion prompted questions surrounding whether the present D&O insurance is adequate. Diane suggested that we identify a retired insurance broker to advise or that we consult with our present broker. She also suggested that the Foundation might consider organizing an D&O insurance information session for all non-profits on the island.
8. Land Acknowledgement
ACTION: Megan will set up schedule for future board meetings as to who will deliver acknowledgement.
ACTION: Relationship-building sub committee will approach development of a land acknowledgement for GHCF.
9. Facilities Report (Lu)
a. LifeLabs update:
i. LifeLabs will emphasize that they strongly prefer that people make appointments, but they will maintain some time in the day for walk-ins.
ii. They will continue to only have one staff member.
iii. Lu is working with manager on communication that can be posted to Facebook and sent out in newsletter.
iv. Manger suggested creating an FAQ as well.
v. In cases where LifeLabs must close, there will be a printed note that can be put on the door of the facility. Manager will text Marc or Lu in those instances. Alternately, Carol Farr may be able to do this.
10. New Business (Dyan)
a. Opportunity to apply, along with PHC and the Chamber, for $12,000 grant through Island Health.
i. Application written and held by PHC, but the Chamber and GHCF will have a roll if grant is received.
ii. Grant application has three purposes:
1. To provide information to “New folks on the rock” (e.g. Gabriola 101) (PHC)
2. To establish a community of practice for non-profits (Chamber)
3. To promote community collaboration: year of the big talk (Dyan)
MOTION: to approve GHCF’s role in grant. Moved by Marc, CARRIED.
11. Next Meeting: Thursday, April 25, 4pm – 6pm
12. Adjournment
MOTION: to adjourn. Moved by Dyan, CARRIED.
February
Board Meeting: 2024-02-22 (Thursday)
Location: Video (ZOOM)
Time: 4:00pm - 6:00pm
File No.: 1.1.4
PRESENT: Jeff Malgrem (Chair), Diane Cornish, Carol Fergusson, Dyan Dunsmoor-Farley, Lu Lazzarotto, Marc Hermann, Harvey Graham, Christina Rajsic
REGRETS: Don Elkington
Minutes recorded and prepared by Megan Wurster
1. Meeting was called to order by the Chair and presence of quorum confirmed. Introductions for and to Megan as new Administrative Coordinator.
2. Territorial Acknowledgement by Jeff Malgrem.
3. Consent Agenda (Jeff)
Approval of consent agenda including the meeting agenda (as amended), January 2024 Board Minutes, Community Wellbeing Coordinator role,
Committee Reports: Statement of operations for January 2024, President’s Report, Clinic Liaison, Recruitment and Retention, Communications and Membership, Community Wellbeing.
MOTION: to approve consent agenda. Moved by Marc, CARRIED.
MOTION: to amend consent agenda. Moved by Jeff, CARRIED.
MOTION: to approve amendment: Moved by Jeff, CARRIED.
In Camera time added to end of consent agenda, requested by Jeff.
ADDITION: Community Wellbeing Coordinator under New Business, Moved by Dyan, CARRIED.
MOTION: to approve consent agenda as amended: Moved by Jeff, CARRIED.
4. Strategic Planning Meeting (Jeff)
Will move forward with planning two two-hour sessions to workshop strategic plan, working around Audra’s (consultant) schedule.
5. Facilities Management Committee Report (Marc, Jeff)
LifeLabs incident: letter was posted to Facebook, published in Sounder, may need to have collection of history of these incidents so we have a record that board did not ignore these issues, they were discussed, a decision was made and action was taken. Issues management is part of communication, Lu will work with Jeff and committee that has expertise to move forward. Communication showed that board was taking steps and had generally positive response, seem to have community support. Need to be looking forward to situation if LifeLabs leaves (not necessarily for this reason).
Discussion surrounding GHCF’s obligation to LifeLabs staff as well as risk management regarding safety of all tenants in the clinic (especially if considering providing after-hours care). Options for increased safety may include cameras at and/or in the clinic, a sign indicating the presence of cameras, a security guard, a more direct connection with RCMP on island. Marc has agreed to take on the research regarding cameras at the clinic- questions include who has access to footage or to monitor, where is footage stored, where would cameras be placed, and whether tenant consent is needed for installing cameras. Question was also raised- is the goal of the cameras to provide information after the fact, or “just in time?” Cameras could be installed without live monitoring, but act as deterrent. It was mentioned that during one of the LifeLabs incidents, members of the public waiting in the lobby helped to subdue the escalating person- we would like community support but not to put them in danger. What is LifeLabs’ obligation to their staff? What are their protocols?
Water System Update: Marc has been in contact with Gina Chobrook (engineer), Rainwater Designers, meeting scheduled for Monday to review water system to see what we need to do re: Island Health.
6. Governance Moment (Diane)
What is the standard of care applicable to the exercise of fiduciary duties by directors of a non-for-profit organization? Exactly how rigorous or diligent must we be? The standard of care for directors of not-for-profit corporations depends on the relevant incorporating statute, in our case the Societies Act. Section 53(1) (b) requires each of us to "exercise the care, diligence and skill that a reasonably prudent individual would exercise in comparable circumstances". This is an objective standard that applies the same criteria to all directors. However, somewhat of a subjective standard is contemplated by the Foundations’ Policy B.1 which provides that a director’s duty of care is “to act with the competence and diligence that a person with similar knowledge and expertise would exercise in comparable circumstances”. This subjective standard judges directors against their own personal characteristics, attributes, skill level, education, experience, and profession. Directors are required to exercise the degree of care and skill that may reasonably be expected of a person of the director’s particular knowledge and experience. There is one more consideration, directors of charities are held to a higher standard of care. Practically speaking, this means that directors of a charity may be subject to the higher “trustee standard” requiring directors to take proactive steps to protect charitable property. How can this be done? By paying close attention to risk management issues affecting the organization especially as they pertain to the organization’s finances and other assets. A first step would be for each committee chair to look at the committee’s mandate through the lens of RISK MANAGEMENT and do three things:
• Ask the question "what can go wrong and what harm could result?",
• Identify practical measures that can be taken to keep such harm from occurring and
• If harm should occur, identify what steps could be taken to lessen the harm?
Based on this information, we could conduct a principled review of existing policies to identify necessary changes, additions, or deletions.
7. New Business
Dyan advised that the community wellbeing coordinator exists now. The job description has been written, and Dyan would like the board to consider whether or not the organization can hold the RFP. It was discussed that members of the public have expressed an interest in transparency regarding the role, Dyan advised that there has been public communication about the process each step of the way. Jeff advised that it may be helpful to board members if we could be provided with talking points in order to act as advocates for the role. Discussion surrounding effective communication around the role to emphasize the benefits to the community.
8. Next Meeting
Meetings have historically been the 4th Thursday of each month, moving forward they will be held on the last Thursday of each month. Board agrees, Megan will schedule moving forward.
9. Adjournment
MOTION: to adjourn. Moved by Dyan – CARRIED.
January
Board Meeting: 2024-02-01 4:00pm – 5:10pm
Location: Video Conference (Zoom)
File No.: 1.1.4
PRESENT: Jeff Malgrem (Chair), Diane Cornish, Dyan Dunsmoor-Farley, Carol Fergusson, Lu Lazzarotto, Harvey Graham, Christina Rajsic.
REGRETS: Don Elkington. Marc Hermann
Minutes recorded and prepared by Diane Cornish (Secretary)
1. The meeting was called to order by the Chair and the presence of a quorum confirmed.
2. The territorial acknowledgment was presented by Diane.
3. Consent Agenda (Jeff)
Approval of consent agenda including the meeting agenda (as amended), November 2023 Board Minutes, Operational financial statement for December 2023,
Committee Reports: Recruitment and Retention, Communications and Membership, Fundraising and Executive Committees.
MOTION – to approve the consent agenda. Moved by Carol, CARRIED.
4. President’s Report (Jeff)
Jeff advised that the Administrative Coordinator’s resignation had meant a challenging start to his tenure as President. However, with a possible solution of the HR issue at hand, he would move forward more effectively.
5.PCN Update (Jeff)
Island Health has withdrawn the option for the employer of allied health resources to be other than Island Health. In light of this change, the Foundation will need to reconsider the desirability of becoming a PCN. We also need to go back to the fundamentals: is GHCF simply a landlord OR is it also a participant in the offering of health care services on Gabriola? Any reconsideration must include discussions with the doctors and with our partners. A first step would be for the Liaison Committee to have a frank discussion with the doctors.
6. Governance Moment (Diane)
Board Meeting Scheduling: Expanding on a director’s “duty to be informed”, Diane noted that we as a board exchange information through committee reports and discussions at board meetings. To ensure that board members have adequate time to become familiar with the materials circulated prior to a board meeting, the board agreed to the following timetable:
• Notice of the meeting be given at least one week in advance.
• Committee Reports forwarded to Administrative Coordinator at least 6 days in advance
• Board Package be circulated at least 5 days in advance.
Quorum: Diane also pointed out that Bylaw 46(2) provides that “the directors may from time to time set the quorum necessary to conduct business and, unless so set, the quorum is a majority of the directors then in office”. This flexibility could be exercised where, for example, the business under consideration required unanimous approval.
7. Website Update (Carol)
With Joan’s departures, Carol has assumed responsibility for moving the website update forward. Thank you, Carol. She asked that Board members forward copies of the content for which they have responsibility to her by Monday February 5. She assured the Board that there will be opportunities for further review.
8. Strategic Planning Retreat (Jeff)
Jeff emphasized the importance of having the Board discuss and approve the draft Strategic Plan whether that discussion takes place in person or virtually. He will arrange a time and place for the meeting.
9. New Business
a. Lu advised that the Foundation will have a table at the Wellness Fair to be held at the Community Hall on February 10. She asked for volunteers; several board members responded.
b. Dyan reported on her attendance at the January 2024 Island Health and Snuneymuxw Nation Health Conference. There were approximately 200 attendees of which 30% were Indigenous people. In the context of understanding the impact of climate change on health, the discussion focussed on water sustainability. Dyan urged Board members to attend future sessions.
Dyan’s report led to a discussion of the Foundation’s participation on the Gabriola Health and Wellness Collaborative.
MOTION – To assign the role of the Foundation’s representative on the Gabriola Health and Wellness Collaborative to the Chair of the Community Wellbeing Committee.
Moved by Harvey – CARRIED.
10. Next meeting
The next meeting will be on February 22, 2024, 4-6pm.
11. Adjournment
MOTION– to adjourn. Moved by Dyan – CARRIED.