2017 Directors' Meetings

November


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October

GHC FOUNDATION BOARD MEETING – Minutes
Wednesday October 25, 2017 Health Centre Meeting Room
Present: Paul Champion, Chuck Connor, Harvey Graham, Gloria Hatfield, Mike Phillips, Nancy Rowan, Vicky Scott
Absent: Derek Brindle, Nancy Hetherington Peirce, Dale Butler
Minutes: Mike Phillips & Chuck Connor
1. Chuck called the meeting to order at 9:05am
2. Approval of Agenda: The agenda was approved as circulated.
3. Approval of Minutes
MOTION: Vicky – That the minutes of the Sept 27, 2017 Board meeting are approved as distributed. CARRIED
4. Correspondence – None
5. Ontario Hospital Conference – Nancy R
For information to the Board, Nancy presented her submission to the upcoming Ontario Hospital Association Conference, entitled “Miracle on Church Street”.
6. Reports
a. Treasurer – Harvey (Report to September 30/17 distributed ahead of meeting)
(i). MOTION: Harvey – To approve the financial report to September 30, 2017. CARRIED
(ii). MOTION: Harvey – To approve payment of $3,064 for Directors & Officers insurance and for Urgent Treatment Facility errors and omissions insurance.
CARRIED
b. Building Management – Chuck
A draft copy of very long-term capital requirements for building component and equipment replacements (e.g. roof, generator, etc) was discussed. It was recognized that in 25 to 30 years, replacement costs could be in the order of one million dollars and financial considerations are required to ensure the long-term sustainability of the Health Centre. This was a general discussion only at this time.
c. Strategic Planning: UTF funding – Chuck – No report
d. Governance – (Derek absent)
Actions required to meet governance requirements will be scheduled for Board meetings as appropriate.
e. Health Services Committee – (Nancy HP absent)
Further discussion regarding activities will be scheduled after the Health and Wellness Collaborative gathering on November 15, 2017
f. Communications – Gloria – No report
7. New Business
Membership in the BC Association of Community Health Centres – Chuck
Discussion was tabled until a later date.
8. Adjournment – Meeting adjourned at approximately 10:30am.

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September

GHC FOUNDATION BOARD MEETING – Minutes
Wednesday, September 27, 2017 Health Centre Meeting Room
Present: Derek Brindle, Paul Champion, Chuck Connor, Nancy Rowan, Harvey Graham, Mike Phillips, Gloria Hatfield, Nancy Hetherington Peirce, Vicky Scott
Absent: Dale Butler
1. Chuck called the meeting to order at 9:05am
2. Approval of Agenda: The agenda was approved as circulated.
3. Approval of Minutes
a. MOTION:
Harvey – That the minutes of the May 24, 2017 Board meeting are approved as amended (add Vicky Scott as present). CARRIED
4. Correspondence
a. July 7, 2017 letter from the BC Association of Community Health Centres (BCACHC)
i. Chuck, Harvey, Nancy R and Nancy HP discussed this letter by email in late July. They decided to decline the invitation to participate in an early August application for provincial government funding, and Nancy HP conveyed this decision by phone.
ii. The meeting briefly discussed the letter’s request that the GHCF join the BCACHC, and decided to postpone further discussion to the October 25 Board meeting.
b. August 1, 2017 letter from Tessa Spero, Gabriola Health & Wellness Collaborative
i. The letter requested a financial contribution toward the expenses of the November 15 2017 Forum for the member organizations of the Collaborative.
ii. MOTION: Gloria: To pay $200 for the Foundation’s share of expenses of hosting the Forum on November 15, 2017 for the Gabriola Health & Wellness Collaborative of which the GHCF is a member. CARRIED
c. September 10, 2017 letter from Tessa Spero (on behalf of the organizers of the November 15, 2017 Forum for the Gabriola Health & Wellness Collaborative) to invite three members of the GHCF Board to attend the Forum.
i. ACTION: Chuck, Vicky, and Nancy HP will attend the Forum to represent GHCF.
5. Reports
a. Treasurer – Harvey
i. MOTION: Harvey – To approve the financial reports for June 30, July 31, and August 31, 2017. CARRIED
b. Facility Management – Chuck
i. Work continues on a few small projects.
c. Strategic Planning – Management Plan for the UTF
i. Work is continuing.
d. Governance – Derek
i. ACTION: Nancy HP will compile a chronological list of Board governance tasks, based on the Board Governance Policies document approved in April 2017.
ii. ACTION: Derek will organize a meeting of the Committee to consider any updates needed for the GHCF Bylaws, including the definition of membership.
e. Health Services Committee – Nancy HP
i. Request that the Board asks PHC for an update report on the Seniors Activity Day Program, given the $10,000 donation from the Foundation in 2016 & 2017.
1. ACTION: Nancy HP will contact PHC to ask for a report.
ii. Request that Board offer some priorities to the Committee, based on the Committee’s updated mandate as of April 2017.
1. See New Business #b.
f. Communications – Gloria
i. The Board offered its heartfelt thanks to Gloria for her excellent work in producing the two-page presentation in the August 29, 2017 edition of the Sounder, to celebrate the five-year anniversary of the opening of the Gabriola Community Health Centre.
ii. Plans for production of a video about the Health Centre are still under discussion.
1. ACTION: Gloria will provide an update at the October 25 Board meeting.
6. New Business
a. “Disruptive Innovation” in health care – Nancy R
i. Nancy has been invited to participate in a meeting of the Ontario Hospital Association’s HealthAchieve Conference in November, as part of a panel presentation on the topic of “disruptive innovation”. She will be speaking about the Gabriola Community Health Centre’s model of providing primary health care on the island.
b. GHCF’s role in health services – Chuck
i. Chuck asked the Board to consider what role(s) the Foundation Board might take regarding health services on Gabriola during the next few years. The meeting discussed this question briefly, and decided to continue discussion at the October 25 Board meeting.
ii. ACTION: Nancy HP will compile a list of the members of the Health & Wellness Collaborative for the October Board meeting.
c. CRA guidelines for charitable organizations – Chuck
i. Chuck presented some ideas for Board consideration over the next few months, regarding the development of a long-term capital financing plan.
7. Adjournment – The meeting was adjourned at 11:15 a.m.

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May

GHC FOUNDATION BOARD MEETING – Minutes
Wednesday, May 24, 2017 Health Centre Meeting Room
Present: Chuck Connor, Nancy Rowan, Harvey Graham, Mike Phillips, Derek Brindle, Gloria Hatfield, Nancy Hetherington Peirce
Absent: Dale Butler, Paul Champion, Derek Brindle
1. Chuck called the meeting to order at 9:05am
2. Approval of Agenda: The agenda was approved as circulated.
3. Approval of Minutes
    MOTION: Mike – That the minutes of the April 26, 2017 Board meeting are approved as distributed. CARRIED
4. Correspondence – None
5. Election of Officers
a. At the first Board meeting after the AGM, Officers of the GHCF are elected until the next AGM
b. MOTION: Gloria – That the Officers of the Gabriola Health Care Foundation are:
i. President: Chuck Connor
ii. Vice-President: Nancy Rowan
iii. Secretary: Nancy Hetherington Peirce
iv. Treasurer: Harvey Graham CARRIED
6. Reports
a. Treasurer – Harvey
i. MOTION: Harvey – To approve the financial report to April 30, 2017. CARRIED
ii. MOTION: Harvey – To approve the 2017 insurance policy and premium as presented. CARRIED
b. Facility Management – Chuck
i. Work is now complete on the upgrades in the office area.
ii. Work is continuing on the covenant for the helicopter flight paths.
c. Strategic Planning – Management Plan for the UTF
    Work is continuing.
d. Governance – No report
i. ACTION: Nancy HP will compile a chronological list of Board governance tasks, based on the recently-approved Board Governance Policies document.
ii. Harvey has completed the electronic filing of the GHCF Constitution and Bylaws, as required by the new BC Societies Act.
e. Health Programs Committee – Nancy HP: No activity since the last Board meeting.
    The 2017 donation to PHC for their Seniors Activity Day Program will be sent in July. (Details of the      Board decision re this donation are in the September 28, 2016 minutes.)
f. Communications – Gloria
   The recognition of the five-year anniversary of the opening of the Health Centre will be a two-page publication in the Sounder, for either their August 1 or 8 edition. Gloria is working with the Sounder staff to organize this publication.
7. New Business
    September barbecue for the Board and the Medical Clinic doctors and staff & families
    ACTION: Gloria will check on available September weekend dates at Page’s for this event, and notify Chuck.
8. Adjournment – The meeting was adjourned at 10:15 a.m.

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April

GHC FOUNDATION BOARD MEETING – Minutes
Wednesday, April 26, 2017 Health Centre Meeting Room
Present: Chuck Connor, Nancy Rowan, Harvey Graham, Paul Champion, Mike Phillips, Derek Brindle, Nancy Hetherington Peirce
Absent: Dale Butler, Gloria Hatfield
1. Chuck called the meeting to order at 9:00am
2. Approval of Agenda: The agenda was approved as circulated.
3. Approval of Minutes
MOTION: Nancy R – That the minutes of the March 22, 2017 Board meeting are approved as distributed. CARRIED
4. Correspondence – Chuck sent two letters of thanks for donations.
5. Reports

a. Treasurer – Harvey
i. MOTION: Harvey – To approve the financial report to March 31, 2017. CARRIED
ii. The 2016 Financial Statements will be ready for approval at the AGM.
b. Facility Management – Chuck
i. Work continues on plans for ongoing maintenance of the helicopter flight paths.
ii. Work is almost complete on the upgrades in the office area.
c. Strategic Planning – Management Plan for the UTF
Work is continuing.
d. Governance
i. The Governance Committee presented the revised proposed Governance Policies.
ii. MOTION: Paul – That the Board adopts the Report of the Governance Committee, April 26, 2017, as the Governance Policies of the Foundation. CARRIED
iii. The Board acknowledged with thanks the significant contributions of Harvey Graham, in creating and revising this document over the past several months.
iv. ACTION: Nancy HP will develop an annual “governance to-do” list from the policy document.
v. ACTION: Harvey will complete the electronic filing of the GHCF Constitution and Bylaws, as required by the new BC Societies Act (the “transitioning” process)
e. Health Programs Committee – Nancy HP: No activity since the last Board meeting.
f. Communications – No report
6. New Business
a. Final planning for the AGM, Wednesday May 10, 7:00pm at the Arts Centre
Meeting discussed details and delegated tasks.
b. Update the policies of the Kitty Heller Fund
i. The meeting discussed the suggestions from the Health Care Programs Committee (submitted in November 2016), and also reviewed the explanatory letter received at the time of the bequest in 2012.
ii. By consensus, the meeting decided that the conditions named in the original explanatory letter regarding the bequest shall be the parameters for evaluating the use of the bequest money in the Kitty Heller Fund:
1. Used for funding health programs as suggested by Judy Rogers (executor)
2. Not to be used for administrative costs or capital expenditures
c. Plans for recognizing the five-year anniversary of opening the Health Centre
i. Chuck reported that Gloria is working with staff at the Sounder to produce a two-page publication, to be included in the Sounder on either August 1 or August 8.
ii. The other idea, producing some short videos under the guidance of Tobi Elliott, was discussed. The meeting decided to postpone this project to the fall.
7. Adjournment – The meeting was adjourned at 11:00 am.

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March

GHC FOUNDATION BOARD MEETING – Minutes
Wednesday, March 22, 2017 Health Centre Meeting Room
Present: Chuck Connor, Nancy Rowan, Harvey Graham, Paul Champion, Gloria Hatfield, Mike Phillips
Absent: Derek Brindle, Dale Butler, Nancy Hetherington Peirce
Acting Secretary: Mike Phillips
1. Chuck called the meeting to order at 9:00am
2. Approval of Agenda: The agenda was approved as circulated.
3. Approval of Minutes
MOTION: Paul – That the minutes of the February 22, 2017 Board meeting are approved as distributed. CARRIED
4. Correspondence – None
5. Reports
a. Treasurer
– Harvey
i. MOTION: Harvey – To approve the financial report to February 28, 2017. CARRIED
ii. MOTION: Paul – That the Treasurer invest funds not immediately required in a one-year redeemable GIC at the Community Coastal Credit Union. CARRIED
b. Building Management – Chuck
A general report was provided concerning the ongoing work in the office area. Helicopter flight-path information has been provided to the Islands Trust and the RDN for consideration in connection with possible rezoning of land adjacent to the Health Centre.
c. Strategic Planning – Management Plan for the UTF
Work is continuing.
d. Governance
i. In Derek’s absence, discussion was postponed until the next Board meeting.
ii. ACTION: Harvey will send the revised version of the policy document to the Board before the next meeting.
e. Health Programs Committee – No report
f. Communications
i. Meeting discussed ideas for recognizing the 5-year anniversary of the Health Centre this summer.
ii. MOTION: Gloria – That up to $5,000 be invested to support the 5-year anniversary recognition. CARRIED
g. Nominations – Mike
i. The Board members whose terms expire this year have agreed to be nominated for another three-year term: Harvey, Nancy R, Mike. As well, Vicky Scott will be nominated for her first three-year term.
ii. The Board will thus have ten members; maximum is eleven.
6. New Business
a. Udpate policies for the Kitty Heller Fund
i. There was not time for this task at the March 10 special Board meeting’s discussion on governance.
ii. Put this item on the April 26 Board meeting agenda.
b. Date of the AGM
i. Meeting agreed to the suggested date of Wednesday May 10, 2017, at Arts Centre
ii. ACTION: Chuck to inform Nancy HP to book that date at the Arts Centre
7. Adjournment – The meeting was adjourned at 11:00 am.
Next Meetings – Fourth Wednesday of the month at 9:00am: May 24; also further meetings in June & July to plan the anniversary celebration?

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February

GHC FOUNDATION BOARD MEETING – Minutes
Wednesday, February 22, 2017 Health Centre Meeting Room
Present: Chuck Connor, Nancy Rowan, Harvey Graham, Derek Brindle, Dale Butler, Paul Champion, Gloria Hatfield, Nancy Hetherington Peirce, Mike Phillips
Absent: Derek Brindle, Dale Butler
1. Chuck called the meeting to order at 9:00am
2. Approval of Agenda: The agenda was approved as circulated.
3. Approval of Minutes
MOTION: Gloria – That the minutes of the January 25, 2016 Board meeting are approved as distributed. CARRIED
4. Correspondence – None
5. Reports
a. Treasurer – Harvey
MOTION: Harvey – To approve the financial report January 1-31, 2017. CARRIED
b. Building Management – Chuck
i. Various upgrade work is underway.
ii. MOTION: Harvey – To approve spending approximately $10,000 from the Medical Equipment Fund to replace all computer monitors in the Gabriola Medical Clinic. CARRIED
c. Strategic Planning – Management Plan for the UTF
Work is continuing.
d. Governance – Chuck (in Derek’s absence)
i. ACTION: Board will have a special Board meeting to review the revised governance document – likely Friday March 10, 9-11am. Nancy HP to confirm with Derek and then confirm with the Board.
ii. ACTION: Nancy R will bring suggested wording for the mandate of the Health Programs Committee.
e. Nominations Committee – Mike
i. Work continues on recruitment of Board members in preparation for the 2017 AGM, planned for May.
6. New Business
a. Udpate policies for the Kitty Heller Fund – postpone to the March 10 special Board meeting
b. Choose a date for the AGM
ACTION: Nancy HP to confirm Tues May 9 at 7pm at the Rollo Centre for the AGM
c. Celebrating the five-year anniversary of the opening of the Health Centre in August 2012.
i. Meeting discussed various ideas; continue discussion at March 22 Board meeting.
ii. ACTION: Gloria will speak with some contacts re making a video.
d. Gabriola Emergency Preparedness – Chuck
The Foundation does not have a role in future plans for emergency preparedness.
7. Adjournment – The meeting was adjourned at 11:45 am.
Next Meetings – Fourth Wednesday of the month at 9:00am: March 22, April 26, May 24

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January

GHC FOUNDATION BOARD MEETINGMinutes
Wednesday, January 25, 2017 Health Centre Meeting Room
Present: Chuck Connor, Nancy Rowan, Harvey Graham, Derek Brindle, Dale Butler, Paul Champion, Gloria Hatfield, Nancy Hetherington Peirce, Mike Phillips
1. Chuck called the meeting to order at 9:00am
2. Approval of Agenda: The agenda was approved as circulated.
3. Approval of Minutes: MOTION: Harvey – That the minutes of the November 23, 2016 Board meeting are approved as distributed. CARRIED
4. Reports
a. Treasurer – Harvey
i. MOTION: Harvey – To approve the financial report to Dec 31, 2016. CARRIED
ii. MOTION: Harvey – To approve the 2017 Budget as distributed and amended.CARRIED
ACTION: Harvey will distribute the approved 2017 Budget to Board members.
iii. MOTION: Harvey – To resolve that, in accordance with section 111 of the BC Societies Act, the directors of the Gabriola Health Care Foundation (the “Foundation”) have:
1. determined that the Foundation will not obtain an audit of its 2016 Financial Statements,
2. determined that the Foundation will engage K.D. Beausoleil & Company Inc. to prepare and review the 2016 GHCF financial statements,
3. confirm their understanding that such a review does not constitute an audit, and
4. confirm their understanding that K.D. Beausoleil & Company Inc. will not be expressing an opinion on the Foundation financial statements.
CARRIED
b. Building Management – Chuck
Various upgrade work is underway; no Board decisions needed.
c. Strategic Planning – Management Plan for the UTF
Work is continuing; no report for this meeting.
d. Nominations CommitteeMike
Work continues on recruitment of Board members in preparation for the 2017 AGM
5. New Business
a. Governance Group – Draft Governance Policies for GHCF
i. The meeting discussed and amended the draft document.
ii. ACTION: Harvey will prepare and distribute the next draft as amended.
b. November 2016 major power and communication outage
i. Paul provided information on the current system of communications among emergency services on Gabriola and Vancouver Islands. The meeting discussed options for improvements to this system that relate to health services on Gabriola.
c. Updating the policies for the Kitty Heller Fund – Postponed to the next Board meeting.
6. Adjournment – The meeting was adjourned at 12:25 pm.
Next Meetings – Fourth Wednesday of the month at 9:00am: February 22, March 22, April 26


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