2017 Directors' Meetings

December


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November


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October


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September


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May


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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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