December

No meeting

November

November 21, 2012
Gabriola Health Care Foundation
7pm Rollo Centre
 
GHCF Board Attendees: Jill Adamson (President), Konrad Mauch (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Mike Phillips, Judith Graham, Brenda Fowler, Chuck Connor, Dave Innell, Nancy Rowan
Absent: Rufus Churcher
Chair: Jill Adamson
 
Proceedings
1.0 Meeting was called to order at 7:00 pm by Jill Adamson.
2.0 Quorum: Present
3.0 Approval of Agenda: MOTION: M/S Konrad/Dave accept the agenda as distributed, with the addition of 7.4 “Arts Council Letter”.
 CARRIED
4.0 Approval of Minutes
4.1 MOTION: M/S Mike/Brenda That GHCF Board approve the minutes, as distributed by email, of the joint Board meeting October 17th, 2012.
 CARRIED
 
Business Arising from the Minutes - covered throughout the Agenda.
5.0 Reports and New Business
5.1 Finance: Harvey
 Report was distributed by email, in advance of the meeting.
 MOTION: M/S Harvey/Konrad That the GHC Foundation financial report for October 2012 be approved.
 CARRIED
5.2 Building Management Committee:
 7:07 pm
 MOTION: M/S Konrad/Dave That the meeting move into Executive Session. CARRIED
 8:00 pm M/S Konrad/Dave Out of Executive Session.
5.3 Doctor Attraction and Retention: Nancy Rowan
 Nancy Rowan prepared a report of her working group. The group has had meetings with the Doctors, VIHA representatives and submitted a report of the goals and objectives.
 MOTION: Mike/Harvey Moved that the Board accepts the report by the working group Doctor Attraction and Retention as submitted, see attached copy, approving in principal the goals and objectives.
 CARRIED
 MOTION: Mike/Konrad That the Board give a Christmas Gift to the 3 staff members.
 CARRIED
5.4 Health Services Forum:
 Dave Innell presented the Health Services Forum Report, as previously emailed to the Board.
 
 The Health Services Forum was viewed as a good experience and the group wants to do this again in the new year, with co-ordination through PHC and GHCF.
 
 Discussion from Nancy Rowan about the issue of Nurse and Urgent Care requires further understanding of this issue.
 
VIHA meetings, Dave, Nancy R and Brenda are attending Wed. Nov 27th/12.
6.0 Correspondence: 
6.1 This November 21, 2012 an email letter to Jill Adamson from the Gabriola Arts Council, will be forwarded on to the Board members and discussed at the next meeting.
6.2 Brenda asked for a published Wish List of equipment and approximate costs.
7.0 Committees: Discussion / Implementation  
List of Committees and members emailed in advance, see attached copy, was agreed upon with the addition of Dave Innell to the VIHA Liaison
 
 VIHA meetings, Dave, Nancy R and Brenda are attending Wed. Nov 27th/12.
 
Request by Konrad that the Nomination/Governance Committee create a Governance Paper covering Goals and Structure required going forward. (2013 AGM there are 7 of the 11 board members completing their term.)
 Brenda suggests a Communications Committee with a re-statement of protocols dealing with media and government agencies. Decision re-affirmed that the President will speak to the press. Nancy Rowan would like to see an orientation package for new board members.
 
8.0 NEXT MEETING
 Wednesday Dec 21st 6:00 pm to 7:00 pm GHCF Meeting, Rollo Centre,
 7:00pm to 9:00pm; a small Christmas Celebration for the Board and guests.
 
 9.0 ADJOURNMENT
 The meeting adjourned at 9:25 p.m.
 
Respectfully submitted,
Judith Madsen, GHCF Secretary

October

October 17, 2012
Gabriola Health Care Foundation
Board of Directors Meeting
Gabriola Health Care Foundation
Board of Directors Meeting
October 17th, 2012 7pm Rollo Centre
 
GHCF Board Attendees:  Jill Adamson (President), Konrad Mauch (Vice-President),  Judith Madsen (Secretary), Harvey Graham (Treasurer), Rufus Churcher, Mike Phillips, Judith Graham, Brenda Fowler, Nancy Rowan, Dave Innell.
Absent: Konrad Mauch (Vice-President)
 
Chair: Jill Adamson  
Proceedings:
1.0 Meeting was called to order at 7:03 pm by Jill Adamson.  Jill welcomed Nancy Rowan and Dave Innell as new Foundation Board members.
2.0 Quorum:  Present
3.0 Approval of Agenda:  MOTION: M/S Mike/Rufus accept the agenda as distributed.      CARRIED
4.0 Approval of Minutes
4.1 MOTION: M/S Mike/Rufus  That GHCF Board approve minutes, as distributed by email, of the joint Board meeting September 19, 2012.
CARRIED
5.0 Appointment of Officers:
5.1 MOTION;;M/S Harvey/Mike That the GHCF Board appoint the following members as officers on the board the slate.
            President: Jill Adamson
            Vice President: Konrad Mauch
            Financial Officer: Harvey Graham
            Secretary: Judith Madsen
            Privacy Commissioner:  Brenda Fowler
     CARRIED
5.2 MOTION: M/S Mike/Harvey That Chuck Connor, Dave Innell be appointed to the Nominating Committee and inviting Lawrence Spero as part of the group.
CARRIED
6.0 Correspondence:
Correspondence was read from the Gabriola Aux Island Health Care Society to thank the board for the use of the cart and that they were uncertain about purchasing the Gabe Cart in 2013 due to future programs.  GAIHC asked for pickup for October 31st, 2012.
 
 
Business Arising from the Minutes - covered throughout the Agenda.
7.0 Reports and New Business
 
7.0 FINANCE – Harvey Graham
Report was distributed by email, in advance of the meeting.
7.1 MOTION:  M/S Harvey/Mike. That the GHC Foundation financial report for September   2012 be approved.
CARRIED
7.1.a Harvey reported that the Highways Loan will be released in 2 days.
7.1.b  Chuck Connor recommended a Maintenance Fund to be established with any excess money for an Operations Shortfall that can be used for specific repairs for the future. Harvey will check on Revenue Canada’s current rules of operating percentages.
MOTION: Harvey/Mike That any future donations would go into the operations account to balance income against expenses unless otherwise specified by the donor. CARRIED
7.1.c  There is no update with the Tax Assessor, however, Konrad Mauch has discussed our case with him. 
7.2 Fundraising: Set aside for next board meeting.
7.3 Health Forum: Dave Innell
24 attendees have confirmed and Nancy Rowan will be attending.  The Sounder has been informed and will write about the co-ordination and collaboration of health practitioners as news for the community.
7.4 Health Centre Management:  Chuck Connor
With the Building permits the construction on the lower floor, for Life Labs and the waiting room is progressing. 
7.4.a Nancy Rowan asked about Physician Recruitment.  Discussion followed, concerning rural physician recruitment.  Don Butt is currently attending a  physicians conference and is giving a presentation about Gabriola Community Health Care Centre.

MOTION: Jill/Judith M That Nancy Rowan will head a committee for attraction and retention for rural physician recruitment.
CARRIED

8.0 ADJOURNMENT  Dave I/Nancy R
The meeting adjourned at 8:38p.m.
9.0 The Next Meeting is November 21st/2012 Rollo Centre 7pm
 
Respectfully submitted, 
Judith Madsen, GHCF Secretary

September

September 19, 2012
Gabriola Health Care Foundation & Society
Board of Directors Meeting
Rollo Centre
GHCF Board Attendees: Jill Adamson (President), Konrad Mauch (Vice President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Brenda Fowler, Chuck Connor
Absent: Don Butt, Inge Fretheim, Rufus Churcher, Mike Phillips, Dallas Smith
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Harvey Graham (Treasurer), Lynne Young, Brenda Fowler
Absent: Don Butt, Dave Innell, Earl Miller, Nancy Nevison.
Guest: Nancy Rowan
Chair: Jill Adamson
Proceedings:
1.0 Meeting was called to order at 7:05 pm by Jill Adamson with a welcome to everyone. Jill introduced Nancy Rowan, who spoke about her career with health care prior to the meeting agenda. Nancy then left the meeting.
2.0 Quorum: Present for Foundation. Not present for Society
3.0 Agenda: MOTION: M/S Judith/Lynne approved agenda. CARRIED
4.0 APPROVAL OF MINUTES (distributed in advance of Meeting)
4.2 Foundation Board
4.1.1 MOTION: M/S Judith M/Brenda That the GHCF & GHCS Joint Board Minutes of July 18th 2012 as distributed by email prior to the meeting be approved. CARRIED
4.2.2 MOTION: M/S Judith M/ Brenda That the GHC Foundation Board approve the minutes, as distributed by email, of the Special Foundation Board Meeting of Aug 15th, 2012 with the following changes:
1. The date to be changed to August 15th, 2012.
2. Item 6.0 Correspondence: Judith G reported the receipt of a number of responses to written invitations to our Official Opening and Ribbon Ceremony; as well, she wrote a letter to Mr. Don Hubbard, Chair of the Board of Directors, Vancouver Island Health Authority thanking him for his attendance, and requesting guidance with respect to moving forward with the Request for Proposal (RFP) with respect to Home and Community Care on Gabriola Island. CARRIED
Business Arising from the Minutes - covered throughout the agenda.
5.0 CORRESPONDENCE: Judith Graham
5.1 There has been a response from Mr. Hubbard, Chair of the Board of VIHA, to our inquiry about the Request for Proposal (RFP) with respect to Home and Community Care on Gabriola Island.
6.0 Reports and New Business
6.1 GHC Society
6.1.1 FINANCE – Harvey
Report was distributed in advance of the meeting. No quorum present to approve report.
6.1.2 Auxiliary Committee - inactive: no report.
6.2 GHC Foundation
6.2.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Konrad That the GHC Foundation financial report for August 2012 be approved. CARRIED
6.2.2 FUNDRAISING
6.2.2.i Jill Adamson reported an anonymous Donation of $50,000 as a contribution to the required paving.
6.2.2.ii The Donation of $50,000 from the estate bequest of Kitty Heller managed by Judy Rogers has been received.
The coordinated efforts of Judy Rogers and the GHCF board Committee will apply this money towards Health initiatives.
6.2.3 HEALTH CENTRE MANAGEMENT COMMITTEE – Konrad Mauch
7:50 pm M/S Lynne Young / Nancy HP That the meeting move into Executive Session CARRIED
8:30 pm Judith M / Nancy HP That the meeting move out of Executive Session CARRIED
6.2.3.i MOTION: M/S Harvey/Brenda That the GHCF Board appoints the President or the Vice-President or the Treasurer to be the signing authority for VIHA Request For Proposal (RFP) and any follow up negotiations with VIHA on the RFP. CARRIED
6.2.3 BUILDING CONSTRUCTION COMMITTEE Chuck Connor, Konrad Mauch
Brenda asked what is left to be done with the first level that is funded by the 1.34 million dollars raised in donations?
Chuck’s Report: Landscaping and interior work on the lower level will be covered by the monies raised to date: $1.34 million. The workers are volunteering to begin this September and estimate to be finished by December 2012.
ACTION: BUILDING TO DO LIST
The Paving is done on the roadway, and on both lower and upper lots. Our cost was lessened by a contribution of labour and equipment from Steve Rhicard. The Strano’s have donated a bike shelter. The lower level will have an entrance area built similar to upstairs level. The lower level will have the cement floors poured, the walls put up, the electrical, heat, vent and plumbing. A garbage container will be built outside as well as an enclosure for the Generator. The Landscaping will be finished. The Helicopter pad will have a switch for lighting that approaching pilots turn on 15 km away. Konrad’s Report: Water testing and treatment is on budget as is the garbage collection and the first BC Hydro bill was under budget.
7.0 Joint Business
7.1 Action from 2011 Joint Strategic Plan - Increased Profile of the Centre with VIHA
The Foundation’s submission to the RFP has been outlined. It will be submitted by October 2, 2012.
7.2 Gabriola Health Services Forum Sat Oct 20, 2012. Nancy HP
There has been an excellent response from all invited; planning continues.
7.3 Discussion of decisions from Sept 4/12 Special Society Board Meeting. Nancy HP
7.3.i Decision to dissolve the GHC Society as soon as possible after the 2012 AGM and to bring 4 motions to the membership at the AGM; no concerns were raised.
See attached resolutions.
7.3.ii Decision to hold the 2012 AGM for the GHCS on Wednesday October 10/2012, just in advance of the GHC Foundation AGM; no concerns were raised.
7.3.iii Use of the Gabe Cart is confirmed until the loan from the Foundation ends Oct 31, 2012.
7.4 Planning for Society and Foundation 2012 AGM’s
7.4.i A draft Notice of Meeting for both AGM’s was reviewed, with some revisions suggested. Harvey will handle the revisions, and send the Notice to the Sounder and Shingle newspapers for publication on Monday September 24th/ 2012.
7.4.ii Jill and Nancy HP will write the explanations for the proposed motions. Harvey will post the proposed motions and explanations on the website by Sept 24.
7.5 Debriefing of Ideas for Future Strategic Planning
Postponed due to the number of absent Board members.
8.0 Next Meeting
NO FURTHER JOINT GHCS/F BOARD MEETINGS
WEDNESDAY GHCF & GHCS AGM’s OCTOBER 10TH, ROLLO CENTRE 7PM
Next: GHCF BOARD October 17th, 2012 WEDNESDAY 7:00 PM, AT THE ROLLO CENTRE:
9.0 Adjournment
The meeting adjourned at 9:05 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary
Nancy Hetherington Peirce, GHCS Secretary

September 4, 2012
Gabriola Health Care Society
Special Board of Directors Meeting
September 4, 2012, 7:00pm – Gabriola Island
Present: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Brenda Fowler, Lynne Young, Nancy Nevison, Earl Miller
Absent: Don Butt
Chair: Nancy Hetherington Peirce
1. Call to Order – Meeting was called to order at 7:00 pm.
2. Quorum – Meeting had a quorum
3. Approval of Agenda
MOTION: M/ Lynne That the agenda is approved as distributed. CARRIED
4. On-going role of the GHC Society
MOTION: M/S Harvey/Lynne That the Gabriola Health Care Society Board approves the dissolution of the Gabriola Health Care Society as soon as possible after the 2012 AGM. CARRIED
MOTION: M/S Dave/Nancy N That the Board brings the following four motions to the 2012 AGM:
a) “Resolved that the members of the Gabriola Health Care Society approve the dissolution of the Gabriola Health Care Society as soon as possible after the 2012 AGM.”
b) “Resolved that the members of the Gabriola Health Care Society direct that all assets of the Society remaining after all liabilities have been paid, and after the costs of dissolving the Society have been provided for, be distributed by the directors in the following manner:
1. All office equipment (cash register, shelving, etc) be donated to the Gabriola Auxiliary for Island Health Care Society, and
2. All remaining funds of the Society (approximately $500) be donated equally to the Gabriola Health Care Foundation and the Gabriola Auxiliary for Island Health Care Society.”
c) “Resolved that the Registrar of Companies for the Province of British Columbia be requested to dissolve the Gabriola Health Care Society.”
d) “Resolved that the directors of the Gabriola Health Care Society be authorized to take all necessary steps to obtain the dissolution of the Society.”
CARRIED
5. Date for the GHC Society 2012 AGM
MOTION: M/S Earl/Brenda That the GHC Society 2012 AGM is held on Wednesday October 10, 2012, just in advance of the GHC Foundation AGM. CARRIED
Terms of current directors:
o The first 3-year terms end at the 2012 AGM: Harvey, Dave, Don, Brenda
o The Board appointed Lynne in December 2011 to serve as a director until the 2012 AGM
o The first 3-year terms continue: Nancy HP (2013), Earl (2014), Nancy N (2014)
MOTION: M/S Earl/Nancy N That Harvey Graham and Dave Innell will be nominated at the 2012 AGM for election to the Board of Directors, in order that the Board continues with the required minimum of five directors. CARRIED
6. Review of uses of the Gabe Cart in September and October
The Auxiliary is using the Cart for storing extra items for the Gabe Shop, and for advertizing the location of the Shop; preference is to continue these uses until October 31 (end of the loan of the Cart from the Foundation to the Society), and the Society Board supports this plan. The Cart will not be used to serve food at the Fall Fair on September 16th.
7. Review of the draft minutes of the 2011 AGM on September 8, 2011
The meeting provided some corrections, which will be made before presentation at the 2012 AGM.
8. Adjournment: 8:10 pm
Respectfully submitted,
Nancy Hetherington Peirce

August

August 15th, 2012
Gabriola Health Care Foundation
Board of Directors Meeting
7:00 PM Rollo Centre
GHCF Board Attendees: Jill Adamson (President), Konrad Mauch (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Rufus Churcher, Mike Phillips, Inge Fretheim, Judith Graham, Brenda Fowler
Absent: Chuck Connor, Dallas Smith, Don Butt
Guest: Lawrence Spero
Chair: Jill Adamson
Proceedings:
1.0 Meeting was called to order at 7:03 pm by Jill Adamson.
2.0 Quorum: Present
3.0 Approval of Agenda: MOTION: M/S Mike/Konrad accept the agenda as distributed. CARRIED
Business Arising from the Minutes - covered throughout the Agenda.
4.0 Nominating Committee Report: Lawrence Spero, Inge Fretheim
See Attached report
5.0 Approval of Minutes
5.1 MOTION: M/S Konrad/Harvey That GHCF Board approve the joint minutes, as distributed by email, of the joint Board meeting July 18th, 2012, with the following changes. CARRIED
- #1.0: Change address to "695 Church Road"
- #6.2.1: Remove the paragraph beginning with "Action" and insert the following paragraph: "The AGM for the GHCF will be set at the July 18th joint Board meeting. A request was made that the Foundation Board members address a letter to the President re their intention to complete their term or step down from the GHCF Board at the AGM, in order to assist the Nominations Committee."
5.2 MOTION: M/S Mike/Inge That the GHCF board approve the minutes of the Special Board Meeting July 18th, 2012. CARRIED
6.0 Correspondence: Judith Graham
Correspondence presented acknowledging receipt of a number of responses to written invitations to our Official Opening and Ribbon Ceremony, along with a letter to Mr. Don Hubbard, Chair of the Board of Directors, Vancouver Island Health Authority thanking him for his attendance, and requesting guidance with respect moving forward with our Request for Proposal with respect to Home and community Care on Gabriola.
7.0 Reports and New Business
7.1 FINANCE – Harvey
Report was distributed by email, in advance of the meeting.
MOTION: M/S Harvey/Konrad That the GHC Foundation financial report for July 2012 be approved. CARRIED
7.2 MOTION: M/S Harvey/Mike That the GHC Foundation Financial Statement for the year of Dec 31st 2011 as previously distributed by email be approved. CARRIED
8.0 Nominations Committee members for the 2012 AGM
The nominating committee of Rufus Churcher, Inge Fretheim and Lawrence Spero will interview current directors and make other recommendations if necessary, to the board. The date has been set for October 10th, 2012 at the Rollo Centre.
9.0 NEXT MEETING
Wednesday 7:00 pm September 19th 2012, at the Rollo Centre.
10.0 ADJOURNMENT
The meeting adjourned at approximately 9:15p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary

July

July 18, 2012
Gabriola Health Care Foundation & Society
Board of Directors Meeting
Rollo Centre
GHCF Board Attendees: Jill Adamson (President), Konrad Mauch (Vice President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Rufus Churcher, Mike Phillips, Inge Fretheim, Judith Graham
Absent: Don Butt, Chuck Connor, Brenda Fowler, Dallas Smith
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Nancy Nevison, Earl Miller, Lynne Young
Absent: Don Butt, Brenda Fowler
Chair: Jill Adamson
Proceedings:
1.0 Order: Meeting was called to order at 7:03 pm by Jill Adamson with a welcome to everyone.
2.0 Quorum: Present for Foundation and Society.
3.0 Agenda: MOTION: M/S Mike/Lynne approve agenda with two items added (7.3, 7.4) CARRIED
4.0 Approval of Minutes
4.1 MOTION: M/S Earl/Dave That GHC Society Board approve the minutes, as distributed by email, of the joint Board meeting of June 20th, 2012 with the following changes:
- #1.0: Change address to "695 Church Road"
- #6.2.1: "The AGM for the GHCF will be set at the July 18th joint Board meeting. A request was made that the Foundation Board members address a letter to the President re their intention to complete their term or step down from the GHCF Board at the AGM, in order to assist the Nominations Committee."
- #6.2.4: Remove the paragraph after "Action" and insert the following paragraph: "A number of donations for trees came in; the Building Management Committee will address the recognition of these donations."
- #10.1: Remove the first sentence. CARRIED
4.2 MOTION: M/S Mike/Konrad That the GHC Foundation Board approve the minutes, as distributed by email, of the joint Board meeting June 20, 2012 with changes as per the Society Board motion in #4.1. CARRIED
4.1.3 MOTION: M/S Harvey/Mike That the GHC Foundation Board approve the minutes, as distributed by email, of the Special Foundation Board Meeting of June 26, 2012. CARRIED
5.0 Correspondence
5.1 From Dr. Bob Henderson for information: He is co-ordinating a 2-day CARE course (Comprehensive Approach to Rural Emergencies – for rural emergency physicians, nurses, and paramedics; www.rccbc.ca) at the Gabriola Community Health Centre, on the 8th and 9th of September 2012.
Business Arising from the Minutes - covered throughout the agenda.
6.0 Reports and New Business
6.1 GHC Society
6.1.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey / Dave That the GHC Society financial report for June 2012 be approved. CARRIED
6.1.2 MOTION: M/S Harvey/Nancy HP That the GHC Society Board approve the Gabriola Health Care Society 2011 Financial Statements as distributed by email. CARRIED
6.1.2 AUXILIARY COMMITTEE – verbally by Nancy Nevison. The Gabe Cart is currently in use beside the GAIHCS Gabe Shop. Funds generated by serving ice-cream from the Shop will go to the GHC Society.
6.2 GHC Foundation
6.2.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Konrad That the GHC Foundation financial report for June 2012 be approved. CARRIED
ACTION: Harvey will distribute by email the GHC Foundation 2011 Financial Statements, for approval at the next Board meeting.
ACTION: Harvey will request offers from those who have expressed an interest in purchase of the Generator.
6.2.2 HEALTH CENTRE MANAGEMENT COMMITTEE – Konrad Mauch
7:30 pm M/S Judith M / Nancy HP That the meeting move into Executive Session CARRIED
7:40 PM Judith M / Nancy HP That the meeting move out of Executive Session CARRIED
REQUEST: That whenever practical Board members direct questions, comments, concerns to the Management Committee members first, in order to reduce confusion or unnecessary communication to all Board members:
Address Tenant questions/comments to Earl Miller
Address Doctors office questions/comments to Mike Phillips
Address Building questions/comments to Konrad Mauch
6.2.3 BUILDING CONSTRUCTION COMMITTEE
No report. Meeting decided that this Committee can now be replaced by the Building Management Committee.
6.2.4 FUNDRAISING – Inge, Judith M, Jill
Fund raising continues for construction expenditures and operating costs.
Action: Inge will continue his discussions with potential donors.
Action: Judith M offered to continue to promote the funds raised through Village Foods (approx. $4,000 a year) and the Co-op Gas Card program (approx. $9,000 a year).
Action: Fund-raising Committee will develop policies on public communications re current purposes for fund-raising: construction, landscaping, and initial operating costs.
The Foundation has been notified of a large new donation in the form of a bequest.
ACTION: Harvey, Brenda, Jill, and Konrad will meet with one of the executors of the estate for further discussions. Board members will submit any additional comments to Harvey.
7.0 Joint Business
7.1 Health Centre Opening Event, Aug 5/12 – Lynne
All the organization is progressing well.
7.2 Conflict of Interest Policy for Society and Foundation Boards – Nancy HP
Proposed Definition and Policy were distributed in advance of the meeting.
MOTION: M/S Dave/Lynne That the GHC Society Board accept the Conflict of Interest Policy as distributed and then amended. CARRIED
MOTION: M/S Konrad/Inge That the GHC Foundation Board accept the Conflict of Interest Policy as distributed and then amended. CARRIED
ACTION: Nancy HP will prepare the amended version for attachment to these minutes.
7.3 Action from 2011 Joint Strategic Plan: Increase Profile of Centre with VIHA
Several VIHA Board and staff members will be attending the Centre Opening Event on August 5th.
7.4 Action from 2011 Joint Strategic Plan: Fall 2012 event for health-care providers – Dave
The co-ordinating team (Dave, Nancy HP, Judith M, and Rufus) met, and plans are organized. Invited participants for this event in October will be the individual health-care practitioners as well as groups that provide health-care services.
8.0 Next Meeting
WEDNESDAY 7:00 PM, AT THE ROLLO CENTRE: August 15th 2012
9.0 Adjournment
The meeting adjourned at 8:30 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary
Nancy Hetherington Peirce, GHCS Secretary

June

June 26, 2012
Gabriola Health Care Foundation
Board of Directors Meeting
Rollo Centre
GHCF Board Attendees: Jill Adamson (President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Rufus Churcher, Mike Phillips, Brenda Fowler, Don Butt, Inge Fretheim, Judith Graham
Absent: Chuck Connor, Dallas Smith, Konrad Mauch
Chair: Jill Adamson
Proceedings:
1.0 Meeting was called to order at 7:10 pm by Jill Adamson.
2.0 Quorum: Present .
3.0 Agenda: MOTION: Agenda as adjusted with one addition. CARRIED
4.0 Date for AGM, appoint Nominating Committee
MOTION: Mike/ Inge Date for the AGM: Wednesday Sept 12th, 2012 , subject to availability. CARRIED
Nominating committee deferred to the next GHCF Special board meeting.
5.0 Continuation of Joint Board Meetings
ACTION: We will continue with joint meetings until the AGM.
6.0 Use of image of Gabriola Community Health Centre by other organizations eg. letterhead, business cards etc.
ACTION: the GHCF letterhead on the website and GC Health Centre will be looked at by Jill Adamson and Judith Graham.
7.0 Request from Gabriola Auxiliary for Island Health Care Society to sponsor them for a grant from Enterprising non-profits.
MOTION: Harvey/Mike that the GHC Foundation not sponsor nonprofit organizations until such time as the GHCF constitution is clarified. A letter will be sent to the GAIHCS. CARRIED
8.0 GABE Cart
The Auxiliary Committee through the GHC Society may use the cart. August 5th of the Ribbon cutting/ Opening ceremony the cart may be used by the GHC Foundation.
The GABE Cart is for sale and If the GAIHCS would like to buy it they should make an offer. Brenda will advise the GAIHCS.
9.0 Initiative of the GHCS and GHCF to hold a meeting of Gabriola Health Care practitioners to work together to improve health care on Gabriola Island. The date for this will be October 20th or 27th/ 2012.
Committee Members: Dave I, Nancy HP, Judith M and Rufus C will report to the GHCF and GHCS.
10.0 ADJOURNMENT
The meeting adjourned at 8:15 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary
Gabriola Health Care Foundation Directors
Meeting June 26th, 2012
Rollo Centre, 635 North Rd.





June 20, 2012
Gabriola Health Care Foundation and Gabriola Health Care Society
Joint Board of Directors Meeting
Rollo Centre
GHCF Board Attendees: Jill Adamson (President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Rufus Churcher, Mike Phillips, Brenda Fowler, Don Butt, Inge Fretheim, Judith Graham
Absent: Chuck Connor, Konrad Mauch, Dallas Smith
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Brenda Fowler, Nancy Nevison, Earl Miller, Don Butt, Lynne Young
Chair: Jill Adamson
Proceedings:
1.0 Meeting was called to order at 7:10 pm by Jill Adamson. Celebration amongst all for the June 11, 2012 transition for the Doctors, staff and equipment from Twin Beaches interim clinic to the new Gabriola Community Health Centre at 695 Church Road.
2.0 Quorum: Present for Foundation and Society.
3.0 Agenda: MOTION: M/S Mike/Lynne approve agenda as adjusted. CARRIED
4.0 Approval of Minutes
4.1 MOTION: M/S/ Dave/Don That GHC Society Board approve the minutes, as distributed by email, of the joint Board meeting of May 16th, 2012 . CARRIED
4.1.2 MOTION: M/S Earl/Lynne That the GHC Society Board approve the minutes, as distributed by email, of the special board meeting June 13, 2012. CARRIED
4.1.3 MOTION: M/S Judith M/Mike That the GHC Foundation Board approve the minutes, as distributed by email, of the joint Board meeting of May 16, 2012. CARRIED
5.0 Correspondence
5.1 June 18/12, from the new Gabriola Auxiliary for Island Health Care Society: see #12
5.2 June xx/12 from the Islands Trust: to announce a 2012 Stewardship Award to the GHC Foundation, Society and Auxiliary.
Business Arising from the Minutes - covered throughout the agenda.
6.0 Reports and New Business
6.1 GHC Society
6.1.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey / Dave That the GHC Society financial report for May 2012 be approved.
Harvey met recently with Kelly Brooks who confirmed that the current condition of the vacated space at Twin Beach is fine with him.
6.1.2 AUXILIARY COMMITTEE – No Report
6.1.3. Information from June 13/12 Special Society Board meeting – see items # 7, 8, 9 & 10.2.
6.2 GHC Foundation
6.2.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Don/Mike That the GHC Foundation financial report for May 2012 be approved. CARRIED
The AGM for the GHCF will be set at the July 18th Joint Board Meeting. A request was made that Foundation Board members address a letter to the President re: their intention to complete their term or step down from the GHCF Board at the AGM, in order to assist the Nominating Committee.
6.2.2 HEALTH CENTRE MANAGEMENT COMMITTEE
(established May 16th 2012 Joint Board meeting)
Members are Konrad Mauch, chair, Mike Phillips, Inge Fretheim, Harvey, Graham, and Earl Miller.
At the first meeting Chuck Connor, the Building Project Manager, went over the financial books and spending to date. The report is that construction is ‘roughly’ on budget.
Konrad reported that the initial year of Operating Costs will be a “work in progress”.
6.2.3 BUILDING CONSTRUCTION COMMITTEE
Chuck Connor was very thorough in his budget sum - up. Chuck left a “to do” list for the basement area, to begin in September.
6.2.4 FUNDRAISING
June 26, 2012, Toronto Dominion Bank will come to the GCH Centre building for a tour and photo op for their donation with Jill and Inge.
Action: Island Pharmacy would like to donate a bench at the front for a name-plate and logo. Inge Fretheim will report on the amount and their final decision.
Action: A number of donations for trees came in; the Building Management Committee will address the recognition of these donations.
7.0 Joint: Transfer of Capital Assets from Society to Foundation
MOTION: M/S Mike/Harvey That the capital assets of the GHC Society be transferred to the GHC Foundation for the new Gabriola Community Health Centre as a donation from the GHC Society, with the understanding that the Foundation would assume responsibility for any needed final restoration of the previously-leased space at Twin Beaches. CARRIED
8.0 Joint: Dates of the AGM’s for Foundation and Society
8.1 Nancy HP presented the proposal of the June 13/12 Society Special Board meeting: that the Society AGM happen in the late fall, preferably a few weeks after the Foundation AGM.
8.2 DECISION: Foundation Board will choose the date of their AGM at a Special Board meeting soon.
9.0 Joint: Continuation of Joint Foundation/Society Board Meetings
9.1 Nancy HP presented the proposal of the June 13/12 Society Special Board meeting to continue meeting as both Boards every two months, during the time the Society continues to exist.
9.2 DECISION: Deferred until the GHC Foundation Board has their next Special meeting.
10.0 Joint: Reports on Actions from 2011 Joint Strategic Plan
10.1 Increase Profile of the GCHCentre with VIHA.
Judith G moving forward with work on this topic. Several VIHA Board and staff members are being invited to the Opening Event on August 5th.
Action: Mike Phillips will talk to Howard Waldner, VIHA CEO, at the August 5th Opening Event.
10.2 Proposal from Society Re: Action #8 (Develop and maintain community engagement and support by encouraging co-ordination among all organisations on Gabriola that provide health-care services.
10.2.1 Meeting discussed the proposal (distributed in advance of the meeting) for a gathering in
October of health-care providers.
Attachment in minute book: June 19, 2012 GHC Society proposal.
10.2.2 MOTION: That the GHC Foundation co-sponsor an event with the GHC Society in mid-October for individuals and groups who provide health-care services on Gabriola. CARRIED
10.2.3 Action: Judith M, Rufus, Dave, and Nancy HP will organise this event.
11.0 Joint: Health Centre Opening Event - Sunday August 5, 2012
Report: Letters have gone out with invitations in 12 separate categories.
Ads will be placed twice, in the papers, prior to the event.
MC for the event will be John Campbell.
Dignitaries are responding re: attendance.
Arrangements are in progress.
12.0 Foundation: Letter of June 18, 2012, to the Foundation from the Gabriola Auxiliary for Island Health Care Society (GAIHCS) with two requests
12.1 Request for a letter of support for the GAIHCS application for a New Horizons grant.
Action: President Jill Adamson of GHC Foundation will send a letter to the GAIHCS stating support of their application for a New Horizons grant.
12.2 Request for Foundation sponsorship of the GAIHCS re their interest in applying for a grant from Enterprising Non-Profits.
Action: A decision on the GHC Foundation sponsorship of funds received as grants for the GAIHC will be deferred until the next GHCF Special Board meeting.
12.3 A request was made by Jill, the GHCF President, to the GAHICS president, Nancy Nevison, to create a different letterhead than the one used on their June 18th letter.
13.0 NEXT MEETING
WEDNESDAY 7:00 PM, AT THE ROLLO CENTRE: July 18 2012
14.0 ADJOURNMENT
The meeting adjourned at 9:20 p.m.
Respectfully submitted,
Nancy Hetherington Peirce, GHCS Secretary Judith Madsen, GHCF Secretary

May

May 16, 2012
Gabriola Health Care Foundation and Gabriola Health Care Society
Joint Board of Directors Meeting
Rollo Centre
GHCF Board Attendees: Jill Adamson (President), Konrad Mauch (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Chuck Connor, Rufus Churcher, Mike Phillips, Brenda Fowler, Don Butt, Inge Fretheim
Absent: Judith Graham, Dallas Smith
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Brenda Fowler, Nancy Nevison, Earl Miller, Don Butt
Absent: Lynne Young
Chair: Jill Adamson
Proceedings:
1.0 Meeting was called to order at 7:05 pm by Jill Adamson.
2.0 Quorum: Present for Foundation and Society.
3.0 Agenda: MOTION: M/S Dave/Nancy HP To approve agenda as adjusted. CARRIED
4.0 Approval of Minutes
4.1 GHC Society
4.1.1 MOTION: M/S Nancy HP / Dave That the Society Board approve the minutes, as distributed by email, of the April 18, 2012 joint Board meeting. CARRIED
4.1.2 MOTION: M/S Dave / Earl That the Society Board approve the minutes, as distributed by email, of the May 2, 2012 Special Society Board meeting. CARRIED
4.2 GHC Foundation
4.2.1 MOTION: M/S Harvey / Don That the Foundation Board approve the minutes, as distributed by email, of the April 18, 2012 Joint Board meeting. CARRIED
4.2.2 MOTION: M/S Harvey / Mike That the Foundation Board approve the minutes, as distributed by email, of the April 18, 2012 Special Foundation Board meeting, as amended. CARRIED
Amendment: #6 Motion should read: “That the Gabriola Health Care Foundation executive take whatever steps may be required to seek approval from the Canada Revenue Agency to add the following purposes to the Foundation’s constitution:
(a) assess and respond to health care needs of residents of and visitors to Gabriola Island;
(b) work with the health professionals and relevant government agencies to develop programs that address those needs; and
(c) work in partnership with other community agencies to improve conditions affecting the health of residents of and visitors to Gabriola Island.”
5.0 Correspondence - None
Business Arising from the Minutes - covered throughout the agenda.
6.0 Reports and New Business
6.1 GHC Society
6.1.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey / Dave That the GHC Society financial report for April 2012 be approved. CARRIED
6.1.2 AUXILIARY COMMITTEE – Nancy N
Report was distributed in advance of the meeting. No questions or discussion.
6.2 GHC Foundation
6.2.1 FINANCE – Harvey
Report was distributed in advance of the meeting. Noted that there is about $47,000 still to fund-raise for the construction budget.
MOTION: M/S Harvey / Konrad That the GHC Foundation financial report for April 2012 be approved. CARRIED
MOTION: M/S Konrad / Don That the GHC Foundation Board accepts the transfer from the GHC Society of the New Horizons grant of $24,900, and agrees to implement the required obligations. CARRIED
Mike Phillips will be the Board liaison for this project; money must be spent by March 31, 2013.
MOTION: M/S Brenda / Inge That the GHC Foundation Board uses on-island suppliers for the purchase of materials, wherever competitive, for the New Horizons project. CARRIED
6.2.2 CHANGES TO THE FOUNDATION CONSTITUTION
MOTION: M/S Harvey / Konrad That the GHC Foundation Board modifies the wording of the proposed new Purposes in the motion passed at the Special Board meeting on April 18, 2012, to be:
“(a)assessing the health care needs of those visitors and residents;
(b) working in partnership with community agencies, health care professionals, government bodies and other groups to develop and implement programs to help address those needs.” CARRIED
ACTION: Harvey will send these proposed additional purposes to the Canada Revenue Agency as soon as possible.
7.0 Joint: Report on Actions from 2011 Joint Strategic Plan
7.1 GOVERNANCE
Meeting agreed that this action has now been completed. The Auxiliary group is forming a separate organization – the Gabriola Auxiliary for Island Health Care Society. The Foundation Board is preparing further purposes, based on the purposes of the Society, for its Constitution to recommend to the Foundation membership for approval. The Society is reviewing options for its future, given the decisions of the Auxiliary and Foundation.
7.2 FUND-RAISING – Jill, Inge
There is about $47,000 left to raise. The Auxiliary Committee was thanked for their successful organization of the April 28th Open House and Helipad Dedication. Judith M and Mike were thanked for their work in obtaining some further donations. Jill reported that she had a very positive meeting with the Stranos, regarding the decision at the April 18/12 joint Board meeting. Inge reported that he is continuing to work with some organizations regarding donations.
ACTION: Brenda will contact someone who had, some time ago, offered assistance in fund-raising.
7.3 CONSTRUCTION – Chuck
Construction continues to be generally on time and on budget. One major focus is on receiving approvals soon, such as the Occupancy Permit from the RDN and approval of the water system from VIHA. Landscaping work is going well. An important need at this point is to establish a Board committee to oversee the operation of the building.
MOTION: M/S Chuck / Don That the Foundation Board establish, as per the By-laws, a Health Centre Management Committee to take on the following mandate (from the April 16, 2012 proposal for Renewal of the Foundation):
a) Manage the operation of the Health Centre to meet Foundation goals regarding urgent care services, integration of health care services, and financial sustainability of the Centre;
b) Prepare an annual budget including operating and maintenance costs, capital expenditures, allocation for reserves, and expected income;
c) Provide building management, operation, and maintenance services - either through volunteers or contracted providers;
d) Manage relationship with tenants;
e) Manage relationship with physicians to maintain and, if possible, improve the quality of urgent care service.
CARRIED
ACTION: Chuck, Konrad, Harvey, Inge and Mike will meet as soon as possible to decide who will chair the Committee (must be a Board member) and who will serve on the Committee – for the next several months until the AGM.
Meeting agreed that the Committee would begin its work immediately after the Chair and members have been chosen.
7.4 BUILDING MANAGEMENT
8:35 pm
MOTION: M/S Nancy HP / Judith M That the meeting move into Executive Session CARRIED
8:50 pm
MOTION: M/S Judith M / Nancy HP That the meeting move out of Executive Session CARRIED
7.5 PHYSICIAN COMPENSATION
Meeting decided to postpone indefinitely the action as a priority action (i.e. reporting each month)
7.6 INCREASE PROFILE OF THE CENTRE WITH VIHA
ACTION: Jill will write a letter of thanks to VIHA for their donation, and include an invitation to visit the Centre at any time.
8.0. Joint: Health Centre Opening Event – Sunday August 5, 2012 – Jill
The time will be 1:00 to 3:00 pm on August 5th.
Regarding the information in the Auxiliary Committee report that the Lieutenant Governor, Steven Point, is interested in attending the Opening Event, the organizing committee (Jill, Judith G, Judith M, and Lynne) will co-ordinate future communications with the office of the LG. Judith G will obtain protocol details from Nancy N.
Meeting decided that it would be appropriate to invite some people to speak briefly at the Event. Jill asked the Board to suggest speakers to her.
9.0 Joint New Business
9.1 New Horizons funding: Dave reported that the next date for applications is in late June. Meeting decided to go ahead with another application.
ACTION: Anyone interested in working on a new funding application is asked to contact Dave as soon as possible.
9.2 Further rentals of the Rollo Centre for Board meetings: Meeting decided to continue renting the third Wednesday of the month, from June to September.
ACTION: Harvey will organize payment for the rental plan.
10.0 NEXT MEETING
WEDNESDAY 7:00 PM, AT THE ROLLO CENTRE: June 20, July 18, August 15
11.0 ADJOURNMENT
The meeting adjourned at 9:10 p.m.
Respectfully submitted,
Nancy Hetherington Peirce, GHCS Secretary Judith Madsen, GHCF Secretary


May 2, 2012
Gabriola Health Care Society
Special Board of Directors Meeting
Rollo Centre
Present: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Brenda Fowler, Lynne Young, Nancy Nevison, Earl Miller, Don Butt
Absent: Harvey Graham
Chair: Nancy Hetherington Peirce Minutes: Brenda Fowler
1. Call to Order – Meeting was called to order at 7:05 pm.
2. Quorum – Meeting had a quorum
3. Approval of Agenda
MOTION: M/S Dave/Lynne That the agenda is approved as distributed. CARRIED
4. Approval of Minutes
MOTION: M/S Nancy N / Don That the minutes of the Special GHC Society Board meeting of April 18, 2012 are approved. CARRIED
5. NEXT STEPS FOR SOCIETY BOARD, GIVEN GOVERNANCE DECISIONS AT APR 18, 2012 BOARD MEETINGS
5.1 BACKGROUND INFORMATION: the details below were discussed as context for next steps
5.1.1 Society finances
1. Income
a. $ 300 projected approx. rental surplus at May 31/12 lease-end
b. $2,000 current approx. surplus from April 28 Open House / Helipad Dedication
c. Funds are available if needed from Dawe Family Trust for move-out expenses
2. Expenses
a. ?? $1,000 net expense for interim clinic lease in June, if needed
b. ?? $200 for Gabe Cart insurance, license, maintenance for April 25 to Oct 31/12
5.1.2 Transition of the Auxiliary group: from the Auxiliary Committee of the Society Board to the
“Gabriola Auxiliary for Island Health Care Society” (GAIHCS)
1. New name is approved, and reserved until May 29/12
2. Constitution, etc have been recently submitted. The Purposes submitted are identical to those of GHC Society, with the word “Research” added to the beginning of the first Purpose. Approval of incorporation takes about 10 days after receipt of Constitution, By-laws, etc.
3. Initial Board of Directors: Nancy Nevison (President), Lynne Young (Vice-President), Brenda Fowler (Secretary), Marilyn Geater (Treasurer), Norma Burns (director at large).
4. The first GAIHCS Board meeting could happen in June; first AGM for members must be held within 15 months of incorporation date.
5.1.3 Current Status of the Nine Actions in the Oct 2011 Strategic Plan (Society, Foundation, Auxiliary)
1. Raise another $400,000 for the construction costs of the Clinic ALMOST DONE
2. Ensure that Clinic is built – on time/budget as much as possible ALMOST DONE
3. Attract/retain 3 physicians through attractive compensation, benefits, etc ONGOING
4. Secure appropriate health care services from other paying tenants ONGOING
5. Increase the profile of the Clinic with VIHA and Ministry of Health ONGOING
6. Establish the “going-forward” relationship among the Society, Foundation, and Auxiliary [regarding governance] DONE
7. Identify and implement appropriate health-care services that can be provided by volunteers (Meals on Wheels, driving to appointments, etc) GAIHCS IS STARTING
8. Develop and maintain community engagement and support by encouraging co-ordination among all organizations on Gabriola that provide health-care services NOT YET STARTED
9. Provide regular updates to the community regarding Clinic data and analysis, in order to demonstrate the effectiveness of services provided by the Clinic NOT YET STARTED
5.2 NEXT STEPS FOR THE SOCIETY BOARD
5.2.1 Transfer from the Society to the Foundation the “New Horizons for Seniors” Grant of $24,900 (now received by Society) for a Community Clinic Exercise Loop Trail – Phase 1.
(Post-meeting information from funding application: Phase 1 is the planning, design, and completion of the first 400 m. of the 1 km walking trail around the perimeter of the property; includes landscaping and three exercise stations. A report is due within 60 days of completion of the project.)
Dave reported that the NH contact person did not object to the proposed transfer between organizations, since the project fits within the landscaping section of the construction work that the Foundation is managing. Dave reported that Mike Philips is willing to be the Foundation Board liaison for the NH project. The money must be spent by March 31, 2013.
MOTION: M/S Don/Dave That the Society Board request that the Foundation Board accept the transfer of the New Horizons Grant of $24,900 from the GHC Society to the GHC Foundation. CARRIED
ACTION: Nancy HP will bring this motion to the joint Board meeting on May 16, 2012. Before the meeting, Nancy HP will distribute the project document for the information of the Foundation Board.
5.2.2 Start working on Action # 8 from the October 2011 Strategic Plan (see 5.1.3 above)
Suggested activities for #8 from the Strategic Plan:
- Organize a meeting with relevant Gabriola organizations (PHC, Ambulance Soc., Recreation Soc., Rollo Centre, Hope Centre, Sustainable Gabriola, Gabriola Lands and Trails Trust, etc) to discuss ways that health services can be coordinated.
- Organize a meeting with providers of “non-MSP-funded” [basic provincial health insurance] health-care services on the island to discuss their needs re: liaison with physicians/nurses, and overall integration into health services on Gabriola.
INFORMAL DECISION: Meeting agreed that the Board would start working on Action #8, with a general plan of organizing an initial meeting for organizations in the fall of 2012. Dave stated his interest in working on this initial meeting.
ACTION: Nancy HP will bring this decision to the joint Board meeting on May 16, 2012 for discussion and co-ordination with other actions from the 2011 Strategic Plan.
5.2.3 Provide advice/assistance, as requested, for the start-up of the new GAIHCS
INFORMAL DECISION: Meeting agreed.
5.2.4 When the GAIHCS begins in June:
INFORMAL DECISION: Meeting agreed that the Society Board would continue to be responsible for the Foundation’s Gabe Cart until Oct 31/12, including all income and expenses pertaining to the Cart.
ACTION: Auxiliary Committee of the Society Board will co-ordinate and staff the Cart.
INFORMATION: Nancy N stated that an initial annual membership for the Auxiliary in the BC Association of Health Care Auxiliaries was paid in April 2012 by her, in the name of the future GAIHCS, from fees she collected from members of the future GAIHCS. Thus the membership fee was not paid by the GHC Society, and no fees were collected by the Society from Auxiliary Committee members.
INFORMAL DECISION: Meeting agreed that the Auxiliary Committee would continue as a committee of the Society Board at least until the Oct 31/12 end of the Society’s use of the Cart.
5.2.5 Continue joint monthly Board meetings of the Society and Foundation, at least until the AGM’s in the autumn
INFORMAL DECISION: Meeting agreed. Meeting also supported Special Society Board meetings as needed.
5.2.6 End the Society when the expanded purposes for the Foundation (i.e. the general purposes of the Society that the Fdn Board agreed on April 18/12 to add to the Fdn Constitution) are approved by the Foundation membership and are being implemented by the Foundation Board
Meeting noted that it was perhaps too soon to make any decisions on this topic. Meeting also noted that the Society could decide to end at a time when other Gabriola groups, along with the Foundation, are implementing the current purposes of the Society.
6. NEW BUSINESS: PROPOSED INCREASED ROLES FOR PARAMEDICS
ACTION: Brenda will (based on information she has recently heard) gather further details from VIHA and BC Ambulance Services regarding proposed increased roles for paramedics in BC.
7. ADJOURNMENT: Meeting adjourned at 8:55 pm.

April

April 18, 2012
Gabriola Health Care Foundation and Gabriola Health Care Society
Joint Board of Directors Meeting
Rollo Centre
GHCF Board Attendees: Jill Adamson (President), Harvey Graham (Treasurer), Chuck Connor, Rufus Churcher, Mike Phillips, Brenda Fowler, Judith Graham
Absent: Konrad Mauch, Judith Madsen, Inge Fretheim, Don Butt, Dallas Smith
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Lynne Young, Brenda Fowler, Nancy Nevison, Earl Miller
Chair: Jill Adamson Minutes: Nancy Hetherington Peirce
Proceedings:
1.0 Meeting was called to order at 7:10 pm by Jill Adamson.
2.0 Quorum: Present for Foundation and Society.
3.0 Agenda: MOTION: M/S Dave/Nancy HP To approve agenda as adjusted. CARRIED
4.0 Approval of Minutes
4.1 MOTION: M/S Lynne/Earl That the Society Board approve the minutes, as distributed by email, of the March 21, 2012 joint Board meeting. CARRIED
4.2 MOTION: M/S Konrad/Inge That the Foundatio Board approve the minutes, as distributed by email, of the March 21, 2012 Joint Board meeting. CARRIED
5.0 Correspondence - None
Business Arising from the Minutes - covered throughout the agenda.
6.0 Reports and New Business
6.1 GHC Society
6.1.a REPORT FROM SOCIETY SPECIAL BOARD MEETING – April 18, 2012 at 5:30 pm
Nancy HP gave a summary of decisions made:
- Board passed the motion in the agenda re support for the Foundation Renewal Proposal of April 16, 2012.
- Board agreed to send a letter to the BC Registry, consenting to the name of the new Auxiliary non-profit society: Gabriola Auxiliary for Island Health Care Society
- Board agreed to bring a motion to the joint Board meeting of April 18th regarding the Gabe Cart (see item #9 below)
6.1.b FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Nancy HP That the GHC Society financial report for March 2012 be approved. CARRIED
6.1.c AUXILIARY COMMITTEE – Nancy Nevison
See attached report
6.2 GHC Foundation
6.2.a FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Mike That the GHC Foundation financial report for March 2012 be approved. CARRIED
6.2.b “NEW HORIZONS” FUNDING APPROVAL – Dave
- Dave recently received notice from the New Horizons federal government program that the GHC Society’s funding request of $24,900 for a Community Clinic Exercise Loop Trail has been approved. The money will come to the Society as the requesting organization; the Society and Foundation will work together to implement the project. Money must be spent by March 31, 2013.
- This grant is not to be included in the “thermometer” total published in the Sounder, because it is not for construction of the building and basic landscaping.
- The federal government has sent specific guidelines on publicity for New Horizons projects.
ACTION: Dave will obtain more details regarding the government’s publicity guidelines.
ACTION: Dave and Mike will develop an implementation plan for this project.
ACTION: Judith M will ensure that this grant is not included in the “thermometer” total.
6.2.c DONOR RECOGNITION DISPLAY FOR THE CENTRE – Jill and Judith G
Jill and Judith G are researching various types of displays, costs, etc. More information will be brought to future Board meetings as appropriate. The date for completion of the display is not yet decided; it will be sometime after the Opening Event on August 5/12.
7.0 Joint: Report on Action from 2011 Joint Strategic Plan
7.1 GOVERNANCE
A motion for the Society Board to approve the Foundation Renewal Proposal of April 16, 2012 was passed at a Special Society Board meeting at 5:30 pm on April 18, 2012.
A motion for the Foundation Board to approve the Foundation Renewal Proposal of April 16, 2012 was considered at a Special Foundation Board meeting that followed this joint Board meeting.
7.2 FUND-RAISING – Jill
Action in Feb 15/12 minutes: Judith G, Brenda and Mike will approach Doug Routely, MLA, regarding assistance that he might offer for obtaining government funding.
NO LONGER NEEDED
Doug Routley has been invited to the Aug. 5th Opening Event, and has agreed to attend.
Strano family’s “Tour de Gabriola”, June 3, 2012 – involvement of the Foundation:
- MOTION: M/S Brenda/Judith G That Jill approach the Strano family with an offer to name a room in the Health Centre for their family, to honour their family’s long-standing support of the construction of the new Health Centre. CARRIED
- ACTION: Mike will ask the Lions, and Lynne will ask GaLLT, for volunteers to assist the Stranos with the Tour de Gabriola this year.
- ACTION: The Auxiliary will co-ordinate the June 3rd afternoon “Senior-and-Other Citizens’ Walk” in conjunction with the Tour de Gabriola in the morning.
7.3 CONSTRUCTION – Chuck
Construction continues to be generally on time and on budget. Water installation is happening, as is telephone and data installation. There is much work still to do, as well as several inspections and certifications to obtain.
Action in Mar 21/12 minutes: Jill will write a letter of confirmation to Kelly Brooks naming the terms that she and Harvey and Kelly agreed upon, regarding the move out at the end of the lease. DONE
Action in the Feb 15/12 minutes: A flow chart regarding the moving plan will be developed by Judith M and Jill A. NO LONGER NEEDED
7.4 BUILDING MANAGEMENT
8:05 pm
MOTION: M Mike That the meeting move into Executive Session CARRIED
8:25 pm
MOTION: M Nancy HP That the meeting move out of Executive Session CARRIED
Action in the Feb 15/12 minutes: Judith G and Brenda will look into the support VIHA can offer to provide equipment, and a person to maintain the stocking of the shelves in the Urgent Care area. ONGOING
7.5 PHYSICIAN COMPENSATION
No report
7.6 INCREASE PROFILE OF THE CENTRE WITH VIHA
ACTION: Jill will acknowledge the $100,000 contribution from VIHA for the new Health Centre either by attending the next VIHA Board meeting (May 30/12 at 1:00 pm in Victoria) or by writing a letter of appreciation.
8.0. Joint: Health Centre Opening Event – Sunday August 5, 2012
8.1 MOTION: M/S Brenda/Harvey That the following people are the Organizing Committee for the Opening Event: Jill, Judith G, Lynne, and Judith M. CARRIED
8.2 Meeting discussed the pros and cons of sending an invitation for the Opening Event to each residence on the island; no decision made. Board members are encouraged to offer further comments to the Committee.
8.3 The Organizing Committee is planning a “commemorative insert” in the Sounder for Monday July 30th, to focus on thanking all the donors of money, materials, and time. A four-page insert would cost about $2,500 and eight-page about $5,000.
8.4 MOTION: M/S Mike/Rufus That the Foundation’s budget for the Opening Event on August 5th will be $6,000. CARRIED
9.0 Foundation: Use of the “Gabe Cart”
MOTION: M/S Brenda/Harvey That the Foundation loans the Gabe Cart to the GHC Society for the period of April 25 to October 31, 2012, with the commitment that the Society will handle the costs of insurance, licence, and maintenance for this period of time. CARRIED
10.0 NEXT MEETINGS
WEDNESDAY 7:00 PM, AT THE ROLLO CENTRE
May 16, June 20th.
11.0 ADJOURNMENT
The meeting adjourned at approximately 8:40 p.m.


April 18, 2012
Gabriola Health Care Society
Special Board of Directors Meeting
Rollo Centre
Present: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Brenda Fowler, Lynne Young, Nancy Nevison, Earl Miller.
Absent: Don Butt
Chair: Nancy Hetherington Peirce Minutes: Brenda Fowler
1. Call to Order – Meeting was called to order at 5:30 pm.
2. Quorum – There was a quorum present
3. Notice of Meeting
MOTION: M/S Earl/Dave That the GHCS Board waive the required 48 hours’ notice for this meeting. CARRIED
4. Approval of Agenda
MOTION: M/S Nancy N /Lynne That the agenda is approved as distributed. CARRIED
5. Approval of the Foundation Renewal Proposal of April 16, 2012
5.1 Proposal was circulated to all Board members in advance of this meeting. Meeting agreed to use written ballots. Meeting agreed to the method requested by the Chair (as stated in the agenda distributed in advance of the meeting) to enable absent Directors to vote:
5.1.1 GHCF/S bylaw #52: “Directors who are unable to attend a meeting may deliver their vote with respect to any particular resolution [motion] to be considered at a meeting in writing to the president prior to the meeting.”
5.1.2 For those Directors who cannot attend the April 18th Special Society Board meeting, and who choose to vote on the motion stated below, distributed in advance of the meeting, you are requested to: E-mail your “yes” or “no” vote to Nancy by 4:00 p.m. on Wednesday April 18th; then at the meeting, Nancy will write each of those yes/no votes onto separate ballots and they will be counted in the vote. If the motion is amended significantly, then above process is not used.
5.2 No vote was received by the absent director.
PROCEDURAL NOTE: The GHC Society By-laws state that a seconder for a motion is not necessary.
5.3 MOTION: Moved by Dave - That the GHC Society Board endorse, in principle, the elements of the Foundation Renewal Proposal [of April 16, 2012] as outlined in the report appended to the minutes of this meeting. The proposal includes the following:
- expanding the purposes of the Foundation to include, to the extent possible, the purposes of the GHC Society;
- limiting the number of directors to be on the Board at the next AGM of the Foundation to nine;
- establishing a number of standing committees;
- using the process outlined in the report to select the nomination committee and nominees for the Board to be elected at the next AGM.
5.3.1 MOTION TO AMEND: Moved by Harvey - That all the words after “… this meeting” are removed, and the following words are added after “… this meeting”: “with the exception of the Section named Transition Process”. DEFEATED (2 yes; 5 no)
5.3.2 VOTE ON MAIN MOTION CARRIED (6 yes; 1 no)
6. Transition of the Auxiliary Committee: Information
6.1 The Auxiliary Committee submitted a Report to the April 4, 2012 joint informal Board meeting (to
discuss the Foundation Renewal Proposal), stating the decision of the Auxiliary Committee to form
its own organization under the Society Act of BC. (See Report at end of these minutes.)
6.2 Meeting noted the following information
- Fund-raising for construction: March 31/12 total - $1,311,155 (Foundation financial report)
- Society funds available for interim clinic lease and move-out expenses: estimated remaining cash at May 31/12 lease-end: $300 (Society financial report, March 31/12); possible further funds from April 28 Open House / Helipad Dedication event; funding if needed from Dawe Family Trust for move-out expenses.
7. Transition of the Auxiliary Committee: New Organization
7.1 New name has been submitted to BC Registry: “Gabriola Auxiliary for Island Health Care Society”. Registry has requested that the GHC Society send a letter consenting to the submitted name for the new Auxiliary organization, as it is quite similar to the GHCS name. Name is reserved until May 29, 2012.
7.2 MOTION: Moved by Dave – That the GHC Society Board consent to the requested name of “Gabriola Auxiliary for Island Health Care Society” for the new Auxiliary organization. CARRIED
7.3 ACTION: Nancy HP will send a letter to the BC Registry, stating the Board’s consent.
8. Transition of the Auxiliary Committee: Possible Auxiliary activities between June and Aug 2012
8.1 Sunday, June 3: Stranos’ Tour de Gabriola
- Decided to discuss involvement with this event at the April 18/12 joint Board meeting (7:00 pm)
8.2 June 3: Citizens Walk to the Health Centre (afternoon of Tour de Gabriola day)
- Meeting decided to defer decision until after decision at joint Board meeting re Tour de Gabriola
8.3 July and August: Borrowing the Gabe Cart from the Foundation to sell ice-cream in the Folklife Village parking lot – to raise funds for Auxiliary Committee activities
- MOTION: Moved by Dave – That the Society Board requests that the Foundation loans the Gabe Cart to the GHC Society for the period of April 25 to October 31, 2012, with the commitment that the Society will handle the costs of insurance, licence, and maintenance for this period of time. CARRIED
- ACTION: Nancy HP will bring this motion to the April 18/12 joint Board meeting (7:00 pm)
8.4 August 5: Health Centre Opening Event
- Auxiliary Committee can directly contact the Event’s organizing committee
8.5 Beginning a Thrift Shop
- Auxiliary Committee continues to gather information.
9. Adjournment: Meeting adjourned at 6:45 pm.

March

March 21st., 2012
Gabriola Health Care Foundation and Gabriola Health Care Society
Joint Board of Directors Meeting
Rollo Centre
GHCF Board Attendees: Jill Adamson (President), Konrad Mauch, (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Chuck Connor, Rufus Churcher, Inge Fretheim, Mike Phillips, Brenda Fowler, Don Butt.
Absent: Dallas Smith, Judith Graham
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Lynne Young, Brenda Fowler, Nancy Nevison, Don Butt, Earl Miller
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 7:04 pm by Jill Adamson who thanked everyone for coming.
2.0 Quorum: There was a quorum present for the Foundation and the Society.
3.0 The Agenda was approved as distributed. M/S Jill/Nancy HP CARRIED
4.0 Approval of Minutes:
4.1 MOTION: M/S Dave/Lynne That the GHCS Board approve the minutes, as distributed by email, of the January 18th, 2012 Joint Board meeting. CARRIED
MOTION: M/S Lynne/Earl That the GHCS Board approve the minutes, as distributed by email, of the February 11, 2012 Special Society Board meeting CARRIED
MOTION: M/S Nancy N/Dave That the GHCS Board approve the minutes, as distributed by e-mail, of the Feb 15th, 2012 Joint Board meeting with one correction: #7.1 - change "MP" to "MLA". CARRIED
4.2 MOTION: M/S Konrad/Inge That the GHCF Board approve the minutes, as distributed by email, of the Feb 15th, 2012 Joint Board meeting with noted change as above.
5.0 Correspondence
5.1 Jill received a letter from PHC, encouraging the idea of joint partnerships to deliver programs to the community.
Business Arising from the Minutes - covered throughout the agenda.
6.0 REPORTS and New Business
6.1 GHC Society
6.1.a FINANCE - Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Don That the GHC Society financial report for February 2012 be approved. CARRIED
The current Society balance does not include any portion of the $5,000 from the Dawe Family Foundation.
6.1.b AUXILIARY COMMITTEE REPORT - Nancy Nevison
See attached report.
ACTION: Nancy HP will clarify with Nancy N and Brenda the decisions to date of the Society Board regarding the idea of a Thrift Shop.
ACTION: Nancy HP and Nancy N will decide if a proposed Terms of Reference for the Auxiliary Committee will be developed.
6.2. FINANCE - Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Don Butt That the GHC Foundation financial report for February 2012 be approved. CARRIED
Action in Feb 15/12 Minutes: Jill will speak to Regan and Sylvie Lall directly to convey the decision of the Foundation Board and to thank them for their idea - DONE
7.0. Joint: Planning the Opening of the Gabriola Community Health Centre (GCHC) - Sunday August 5, 2012
7.1 Jill reported that she has established a committee to organize the Opening of the GCHC: Jill, Judith M, Judith G, and Lynne Young. Suggestions and input are welcome from Board members.
7.2 Action in Feb 15/12 Minutes: Jill will co-ordinate with calendars and community events regarding this choice of date - DONE
There are no other conflicting events for the proposed date of August 5, 2012. It has been published in the GoGabriola brochure and on the chamber website events page.
7.3 Decision to focus on Celebration as the theme of the Opening Event was made by all.
8.0 Joint: Reports on Actions from 2011 Joint Strategic Plan
8.1 FUND-RAISING: Judith Madsen gave a thank you to the Board Members who worked so diligently to prepare a presentation to VIHA, with the successful request of $100,000.
An anonymous donation is coming of $25,000.
Mike has a number of inquiries out and is feeling positive of some good responses.
ACTION: Jill will provide Mike with the current logo drawing of the GCHC and address below so any person can use his letter to fundraise. He will send the letter to Lynne Young.
MOTION: M/S Harvey/Konrad that the GHCF adopt the VIHA Capital Funding
Agreement signed by GHCF Board member Judith Graham. CARRIED
Action in Feb 15/12 minutes:
Judith G, Brenda and Mike will approach Doug Routely, MLA, regarding assistance that he might offer for obtaining government funding. NOT YET DONE
ACTION: Action in the Feb 15/12 minutes
Recognition "Display" - Jill & Judith G (per #7.1.b Nov. 17/11 minutes)
will bring a proposal for the April 18th Joint board meeting.
IN PROGRESS
ACTION: in the Feb 15/12 minutes:
Tawny Capon of the Ambulance Society has given Chuck Connor the Building Project Manager, the plaque for the Helicopter Pad that they donated. Vivian Williams and Tawny are working on placement. DONE
8.2 CONSTRUCTION: Chuck Connor
Construction is on schedule and on budget. We have the major medical equipment list from the Doctors. From a schedule point of view we are looking at 6 weeks left to finish. The power is in, the lights are in the ceiling. April 1st the flooring arrives and the cabinets on the 9th of April. Then the computers and phones will be installed and working. The Heating and Ventilating and Water systems have to be tested and inspected by all inspectors, both VIHA and Provincial. Two thirds of the cisterns are filled. Sewage is installed and ready. The generator arrives next week.
Needs follow up: Lynne suggested an application could be made to the RDN for a portion of the costs of the turn around at the dead end of our property road.
Needs follow up: According to Maeve O'Byrne of the Nanaimo Hospital Foundation, there is equipment in storage from the Nanaimo Hospital that can be used. As well, when ordering new equipment for the clinic there might be an opportunity for us to add to the Hospital's order.
Action in Feb 15/12 Minutes: Mike will send his fund-raising information letter to Board members for information - DONE
Action in Feb 15/12 Minutes: Jill will co-ordinate with Janice Kerr and the doctors and staff to have a meeting to offer assistance with moving - DONE
Action in Feb 15/12 Minutes: Harvey and Jill will meet with Kelly Brooks as soon as possible to discuss the moving-out plans for the interim clinic - DONE
Harvey and Jill had a positive meeting with Kelly Brooks, owner of the Twin Beaches building, who will give us grace into June for a moving schedule, with a lowered rent for June.
ACTION: Jill will write a letter of confirmation to Kelly Brooks, naming the terms that she and Harvey and Kelly agreed upon, regarding the move out at the end of the lease.
Tentative dates for moving in and for opening were discussed.
Action in the Feb 15/12 minutes:
A flow chart, regarding the moving plan will be being developed by Judith M and Jill A.
IN PROGRESS
8.3 BUILDING MANAGEMENT
Action in the Feb 15/12 minutes. That Brenda and Judith G will continue to consult with Mr. Sullivan of the Home and Community Care regarding the upcoming request for proposals. IN PROGRESS.
8:10 PM MOTION: M/S Nancy HP/Konrad
That the meeting move into Executive Session. CARRIED
9:15PM MOTION: M/S Judith M/Nancy HP That the meeting move out of Executive Session.
Action in the Feb 15/12 minutes: That Judith G and Brenda will look into the support VIHA can offer to provide equipment, and a person to maintain the stocking of the shelves in the Urgent Care area.
TO BE DONE
8.6 GOVERNANCE: Due to lack of time, the proposal developed by Inge,Konrad, Lynne and Dave (and discussed informally by both boards on March 7th/12) was not presented. An informal meeting of both boards on April 4th, 2012 will further discuss the proposal.
8.7 Other Business:
8.7.1 Brenda and Nancy N advised that the "Enterprising Non-Profits organization" is offering a workshop on "Social Enterprises" on April 19th in Qualicum. Brenda and Nancy N have registered, and Brenda invited other board members to register.
8.7.2 Brenda asked if anyone else is printing a book besides Bruce Mason's book on the history of the Medical Clinic. Judith M replied that she is compiling a scrapbook of photos of the construction project. Copies will be printed on demand for approximately $30 a copy.
9.0 NEXT MEETING
Wednesday, April 18th, 2012 - 7:00 pm. at the Rollo Centre.
NEXT MEETING, WEDNESDAY 7:00 PM, AT THE ROLLO CENTRE:
April 18, May 16, June 20th.
9.0 ADJOURNMENT
The meeting adjourned at 9:30 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary
Nancy Hetherington Peirce, GHCS Secretary

February

February 15, 2012
Gabriola Health Care Foundation and Gabriola Health Care Society
Joint Board of Directors Meeting
Rollo Centre

GHCF Board Attendees: Jill Adamson (President), Konrad Mauch (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Rufus Churcher, Inge Fretheim, Mike Phillips, Brenda Fowler
Absent: Dallas Smith, Don Butt
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Harvey Graham (Treasurer), Lynne Young, Brenda Fowler
Absent: Nancy Nevison, Don Butt, Dave Innell, Earl Miller
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 7:10 pm by Jill Adamson who thanked everyone for coming.
2.0 Quorum: There was a quorum present for the Foundation; no quorum for the Society.
3.0 Agenda: The Agenda was approved. M/S Jill/Rufus CARRIED
4.0 Approval of Minutes:
4.1 MOTION: M/S Inge/Rufus That the GHCF Board approve the minutes, as distributed by email, of the January 18th, 2012 Joint Board meeting. CARRIED
The January 18, 2012 joint Board meeting minutes and the February 11, 2012 Society special meeting minutes will be approved at the March 21, 2012 joint Board meeting.
5.0 Correspondence: None
Business Arising from the Minutes - covered throughout the agenda.
6.0 Separate: Reports and New Business
6.1 GHC Society
6.1.1 FINANCE – Harvey
Report was distributed in advance of the meeting. Due to no quorum, the report will be approved at the next meeting.
The Dawe Charitable Trust has directed that up to $5000 be made available to the Society only after the Society’s funds have been exhausted. These monies are only to be used towards any remaining leasehold improvement removal required at the Interim Clinic at Twin Beaches. Any funds remaining are to go to the Foundation.
6.1.2 AUXILIARY COMMITTEE REPORT – Brenda Fowler
Brenda read the Report (attached), and there was some discussion.
6.1.3 TERMS OF REFERENCE FOR AUXILIARY COMMITTEE – Nancy HP
The Society Board is discussing a Terms of Reference document, with the plan of bringing a proposal to the March 21/12 joint Board meeting.
6.1.4 REPORT RE: TITANIC ANNIVERSARY EVENT
Nancy HP reported that at the Society Special Board meeting on February 11th, the GHCS Board decided that the Auxiliary Committee would not participate in the organization of the proposed Titanic Anniversary Event.
MOTION for the Foundation Board: M/S Brenda/Konrad That the Foundation wholeheartedly support the Titanic Anniversary Event,be present at the event, and allow the GHC Foundation name to be on the tickets. DEFEATED
ACTION: Jill Adamson will speak to Regan and Sylvie Lall directly to convey the decision of the Foundation Board and to thank them for their idea.
6.2 GHC Foundation
6.2.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Konrad That the GHC Foundation financial report for January 2012 be approved. CARRIED
7.0. Joint: Reports on Actions from 2011 Joint Strategic Plan
7.1. FUND-RAISING: Jill, Judith Graham, Inge Fretheim and others
Jill distributed a summary of the Feb 1/2011 brain storming and prioritizing meeting, showing the prioritizing decisions and the people who are co-ordinating each activity.
February 26th, 2012 2-4pm is the February Open House tour of the Gabriola Community Health Centre. Judith Madsen has an art auction for donation planned as well as the tour.
ACTION: Judith G, Brenda and Mike will approach Doug Routely MP regarding assistance that he might offer for obtaining government funding.
ACTION: Donor Recognition “Display” - Jill & Judith G (per #7.1.b Nov. 17/11 minutes) will bring a proposal to the April 18/12 Board meeting.
ACTION: The Ambulance Society, donated the building of the Helicopter Pad, they have the plaque ready for installation.
Inge reported that $2,500 will be received from the Canadian Western Bank. He is optimistic that the Royal Bank and the Toronto Dominion Bank of Nanaimo will donate.
Mike suggested that we should not be underselling the value of the Gabriola Community Health Centre project, because he thinks it will be valued at more than $3,000,000 for insurance purposes. He estimates the building value at $300 / sq. ft. and the property value at $470,000. He believes we should be going to businesses and government with the replacement value.
ACTION: Mike will send his “fund-raising information letter” to Board members for information.
7.2 CONSTRUCTION: Chuck Connor
Construction is on schedule and purchases are all in order. The building siding is finished and the rock work, and walls needed to shore up landscaping are done. The Helipad will be finished with the cement poured by the end of the month. The area will be seeded with grass. Gyprock inside will be finished by the end of the month. Tapers and finishers will finish then and the initial primer coat can be put on. The sewage treatment area will be done by early March. Power inside the building will be activated by early March and the water cisterns will be filled. Chuck has awarded the counters and cabinets for delivery by the end of March and the flooring is out for tender this week. Later in February the t-bar ceilings will begin.
Tentative dates for moving in and for opening were discussed.
ACTION: Jill will co-ordinate with Janice Kerr and the doctors and staff to have a meeting to offer assistance with moving.
ACTION: Chuck will choose a “two-week window” for the actual move into the new Centre. A flow chart will be made by Judith M and Jill A for the move.
ACTION: Harvey and Jill will meet with Kelly Brooks as soon as possible to discuss the moving-out plans for the interim clinic.
7.3 BUILDING MANAGEMENT
8:45 pm MOTION: M/S Nancy HP/Judith M That the meeting move into Executive Session.
9:50 pm MOTION: M/S Inge/Judith G That the meeting move out of Executive Session.
ACTION: Brenda and Judith G will continue to consult with Mr. Sullivan on the Home and Community Care aspect with their RFP due to come up. Mr. Sullivan is i/c of capital and leasing. They will request for a proposal to lease the space for home care to be paid for by VIHA. They will report back.
7.4 PHYSICIAN COMPENSATION – No Report
ACTION: Judith G and Brenda will look into the support VIHA can offer to provide equipment, and a person to maintain the stocking of the shelves in the Urgent Care area.
7.5 INCREASE PROFILE OF THE CENTRE WITH VIHA
The VIHA presentation letter, including the request for $100,000, has been prepared by Judith G, Brenda et al, and goes in the mail tomorrow Special Delivery.
7.6 GOVERNANCE – Inge
The Strategy Meeting on February 11, 2012 was productive, with almost all Board members present. As decided at that meeting, Inge, Konrad, Lynne and Dave are working on proposal for a one-organization model after the Health Centre opens to present at an informal Board discussion meeting on Wednesday March 7, 2012 at 7:00 pm.
8.0 Joint: Planning the Gabriola Community Health Centre Opening
Jill distributed a summary of ideas regarding the organization of the Opening celebration.
The meeting decided that the Opening celebration will be held on Sunday August 5, 2012.
ACTION: Jill Adamson will co-ordinate with calendars and community events regarding this choice of date.
9.0 NEXT MEETING
Wednesday, March 21, 2012 – 7:00 pm. at the Rollo Centre.
JOINT MEETINGS IN 2012 ARE CHANGED TO THE THIRD WEDNESDAY OF THE MONTH, 7:00 PM, AT THE ROLLO CENTRE: April 18, May 16.
10.0 ADJOURNMENT
The meeting adjourned at 10:15 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary Nancy Hetherington Peirce, GHCS Secretary



February 11, 2012
Gabriola Health Care Society
Board of Directors Meeting
Rollo Centre
Present: Nancy Hetherington Peirce (President/Secretary), Dave Innell (Vice-President), Harvey Graham (Treasurer), Brenda Fowler, Lynne Young, Nancy Nevison, Earl Miller.
Absent: Don Butt
Chair: Nancy Hetherington Peirce Minutes: Brenda Fowler
1. Call to Order – Meeting was called to order at 4:25 pm.
2. Notice of Meeting
MOTION: M/S Dave/Earl That the GHCS Board waive the required 48 hours’ notice for this meeting. CARRIED
3. Approval of Agenda
MOTION: M/S Dave/Lynne That the GHCS Board approve the agenda with the addition of New Business – Titanic Anniversary Event. CARRIED
4. Approval of Minutes
MOTION: M/S Earl/Dave That the GHCS Board approve the minutes of the November 17, 2011 joint Board meeting. CARRIED
5. Auxiliary Committee Report: Information Items – Nancy N
5.1 Feb 8th Auxiliary Committee brain-storming meeting – The meeting was well-attended and productive, with many ideas generated. Work is now focused on evaluating and priorizing the ideas.
5.2 The Auxiliary Committee agreed to the request by the Fund-raising Team, such that the Auxiliary Committee will manage the monthly on-site open-houses for March and April (combined with any small-group tours and/or other activities).
5.3 Update on researching the idea of a Thrift Shop – see Committee Report below.
6. Auxiliary Report: Decision Items – Nancy N
6.1 March Monthly Open House Tour – Request for a cash advance: Written budget was presented.
6.1.1 MOTION: M/S Nancy N / Dave That the GHCS Board approve a cash advance of $500 to the Auxiliary Committee for their March events, as per the budget presented. CARRIED
6.1.2 ACTION: Nancy N and Harvey will establish a $500 petty cash float. Nancy N will prepare monthly accounting reports for Harvey.
6.2 Membership in the BC Association of Health Care Auxiliaries (BCAHCA)
Nancy N explained that the annual membership fee for an Auxiliary to join the BCAHA is $6 per member; both informally organized Auxiliaries, as well as registered non-profit Auxiliaries, can join the Association.
6.2.1 MOTION: M/S Lynne/Earl That the GHCS Board establish an Auxiliary Committee membership fee of $10/person. CARRIED
6.2.2 MOTION: M/S Nancy N / Dave That the GHCS Board approve a 2012 annual membership in the BC Association of Health Care Auxiliaries, for the cost of approximately $120 ($6 / Committee member) and in the name of “Auxiliary Committee of the Gabriola Health Care Society”.
CARRIED
7. New Business – Titanic Anniversary Event – Nancy HP
7.1 A few residents of Gabriola have proposed a “gala dinner” event in April to commemorate the 100th anniversary of the sinking of the Titanic, with a focus of raising funds for the Foundation. This proposed event was discussed at the Auxiliary Committee meeting on February 11, and the Committee is considering publicly participating in the organization of this event as one of their fund-raising activities.
7.2 The Board discussed various concerns regarding the issue of the Auxiliary Committee (and thus the GHC Society) publicly participating in the organization of this event.
7.3 DECISION BY CONSENSUS: The Board decided by consensus that the Auxiliary Committee will not participate in the organization of the Titanic Anniversary Event. The Board clarified that any member of the Auxiliary Committee is free to participate in the organization of this event as an individual. The Board also clarified that this decision is not a broad policy decision; instead it is a decision related to this specific proposed event.
7.4 ACTIONS: Nancy N will contact the individuals proposing this event, to convey the Board’s decision. Nancy HP will contact Jill Adamson, as Foundation president, to convey the Board’s decision.
8. Adjournment; -- Meeting adjourned at 5:30 pm.

January

January 18, 2012
Gabriola Health Care Foundation and Gabriola Health Care Society
Joint Board of Directors Meeting
Rollo Centre


GHCF Board Attendees: Jill Adamson (President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Rufus Churcher, Inge Fretheim
Absent: Dallas Smith, Konrad Mauch (Vice-President), Don Butt, Brenda Fowler
GHCS Board Attendees: Nancy Hetherington Peirce (President/Secretary), Harvey Graham (Treasurer), Earl Miller, Lynne Young
Absent: Brenda Fowler, Nancy Nevison, Don Butt, Dave Innell
Chair: Jill Adamson Minutes: Judith Madsen
Proceedings:
1.0 Meeting was called to order at 7:10 pm by Jill Adamson who thanked everyone for coming.
2.0 Quorum: There was a quorum present for the Foundation; no quorum for the Society.
3.0 Agenda: The Agenda was approved. M/S Jill/Rufus CARRIED
4.0 Approval of Minutes:
4.1 MOTION: M/S JudithM/Rufus That the GHCF Board approve the minutes, as distributed by email, of the November 17th 2011 Joint Board meeting.
CARRIED
4.2 MOTION: M/S Judith M / Rufus that the GHCF Board approve the minutes of the special GHCF Board meeting on December 8, 2011.
CARRIED
5.0 MOTION: M/S Chuck Connor/ Inge Fretheim That the GHCF Board appoint Mike Phillips to the Foundation Board until the next AGM.
CARRIED
5.1 Jill Adamson welcomed Mike Phillips to the Board.
6.0 Correspondence:
6.1 December 20th, 2011 from Dr. D Behn Smith to GHCS giving notice of leaving.
6.2 Dec. 30, 2011 From Nancy HP acknowledging Dr. D. Behn Smith’s letter.
6.3 A letter of thank-you from Jill to the Women’s Institute for the WI donation.
Business Arising from the Minutes - covered throughout the agenda.
7.0 REPORTS and New Business
7.1 GHC Society
7.1.1 FINANCE – Harvey
Report was distributed in advance of the meeting. Due to no quorum, the report will be approved at the next meeting.
7.1.2 AuxilIary Report - The Folklife Village is housing the Auxiliary’s extra items since December 31 in the former bookstore unit, while awaiting new tenants.
7.2 GHC Foundation
7.2.1 FINANCE – Harvey
Report was distributed in advance of the meeting.
MOTION: M/S Harvey/Mike That the GHC Foundation financial report for November and December 2011 be approved. CARRIED
7.3. Joint: Actions from 2011 Joint Strategic Plan
7.3.1. FUND-RAISING: Judith Graham, Inge Fretheim
Judith G reported that in December 2011, that significant amounts of new money came in, and in January 2012 to date, $30,000 has been received from the Dawe Trust (British).
Inge reported $2,500 received from the Canadian Western Bank and Jill reported $1,500 from the WI.
Harvey clarified that about $220,00 is still needed by May to reach the construction budget. (This $220,000 does not include any pledges that are due after June 2012.)
7.3.2 CONSTRUCTION: Chuck Connor
Construction is on schedule and purchases are all in order
Outside - We have roads and landscaping underway.
The Land Title will be completed this week.
ACTION: A committee of Konrad Mauch, Earl Miller, Harvey Graham, Inge Fretheim and Mike Phillips will update the business plan for presentation to the GHCF & S Boards at the February 15th Board meeting. The committee will then liaise with Doctors Bosman and Thorne.
7.3.3 BUILDING MANAGEMENT
8:27 PM MOTION: M/S Earl/Harvey That the meeting move into Executive Session.
CARRIED
8:44 PM MOTION: M/S Harvey/Earl That the meeting move out of Executive Session.
CARRIED
7.3.4 GOVERNANCE and Joint Strategy Meeting: Inge Fretheim and Nancy HP Nancy reported that the two Boards had an informal discussion on January 4th, about next steps for the new-governance process. The group supported an idea that Inge presented, and asked him to bring it to this meeting. Inge explained his idea of a strategy meeting for Feb 11th/ 2012 Saturday at the Rollo Seniors centre 9am to 4pm, for the GHCF and GHCS Boards to look at the responsibilities and governance structures as of June 2012. The meeting agreed to this idea.
ACTION: Inge will organize the Strategy Meeting on Feb 11, 2012.
7.3.5 PHYSICIAN COMPENSATION: Dave Innell No report.
7.3.6 Other Actions:
Increase profile with the Clinic with VIHA and with the Ministry of Health - Jill Adamson, Judith Graham, Brenda Fowler and Konrad Mauch are working on a presentation to the January 25, 2012 Board meeting of VIHA in Nanaimo. Konrad Mauch will do the presentation, and Board members are encouraged to attend.
8.0 JOINT: Joint or Separate Board Meetings From February to June 2012
MOTION: Jill/Nancy HP that the Boards continue to meet jointly. CARRIED
9.0 NEXT MEETING
Wednesday, February 15th 2012 – 7:00 pm. at the Rollo Centre.
JOINT MEETINGS IN 2012 ARE CHANGED TO THE THIRD WEDNESDAY OF THE MONTH, 7:00 PM, AT THE ROLLO CENTRE: January 18, February 15, March 21, April 18, May 16.
9.0 ADJOURNMENT
The meeting adjourned at 9:15 p.m.
Respectfully submitted,
Judith Madsen, GHCF Secretary Nancy Hetherington Peirce, GHCS Secretary