Gabriola Health Care Society

Meetings

GHCS & GHCF Board meetings are generally held at 7PM on the Third Thursday of most months. Gabriolans are welcome, but you may wish to confirm the location and time of the meeting by EMailing ghcs@ghcs.ca or by contacting one of the directors.

Minutes

July 21, 2011

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Village Office

GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Rufus Churcher, Kay Holt, Mike Phillips (Lions Club substitute for Don Butt), Konrad Mauch

Absent: Dallas Smith, Chuck Connor, Don Butt

GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Kay Holt, Dave Innell, Earl Miller, Nancy Hetherington Peirce (Secretary), Nancy Nevison

Absent: Don Butt

Observers: none

Chair: Jill Adamson Minutes: Judith Madsen

Proceedings:

1.0 Meeting was called to order at 7:05 pm by Jill Adamson who thanked everyone for coming.

2.0 Quorum: There was a quorum present for the Society and for the Foundation.

3.0 The Agenda was approved. M/S Konrad/Dave

4.0 Approval of Minutes

4.1 MOTION: M/S Judith M/Konrad To approve the minutes of the June 23, 2011 meeting of the GHCF and GHCS Boards. CARRIED

EXECUTIVE SESSION

7:10 pm MOTION: M/S Dave/Nancy HP That the meeting move into Executive Session. CARRIED

7:55 pm MOTION: M/S Dave/Nancy HP That the meeting move out of Executive Session. CARRIED

5.0 Correspondence

5.1 Thank-you note to the Foundation from Dr. Allan Oliver, Dentist admiring work accomplished by everyone.

6.0 Business arising from the minutes – covered throughout the agenda

7.0 REPORTS

7.1 Joint Reports

7.1.a. AUXILIARY: Nancy Nevison

Report was distributed in advance of the meeting; some items in the report were discussed.

7.2 GHC Society Reports

7.2.a. FINANCE – Harvey

Report was distributed in advance of the meeting.

MOTION: M/S Harvey/Dave. That the GHC Society financial report for June 2011 be approved. CARRIED

Tenant D’Arcy Boulton will be moving out of the Twin Beaches Interim Medical Clinic at the end of July 2011.

7.2.b. DATA AND SERVICES – Dave

On July 18, Jill, Judith and Dave attended a meeting in Victoria sponsored by HRDC (Human Resources Development Canada), to gather information about funding opportunities regarding programs for seniors. Proposals must be submitted by Sept 16, 2011.

MOTION: M/S Brenda/Harvey That the Society Board research and submit a funding proposal for landscaping a walking-circuit trail for seniors on the clinic property. CARRIED

ACTION: A subcommittee of Rufus, Dave, Konrad, Judith G, Nancy N, and Brenda will work on the research and submission of a proposal.

Fay Weller and Dave met with a VIHA representative for a follow-up meeting regarding the new IHN contract granted to the Society. Dave and Fay voiced their concerns about VIHA’s decision-making process; they were thanked for their input and told that these decisions were now in place.

ACTION: Dave will draft a letter from the Society to VIHA to formally express concerns.

The new IHN contract was just received by Dave on July 21. He will review the details and report to the August Board meeting.

7.3 GHC Foundation Reports

7.3.a. FINANCE – Harvey

Report was distributed in advance of the meeting.

MOTION: M/S Harvey/Mike That the GHC Foundation financial report for June 2011 be approved. CARRIED

MOTION: M/S Harvey/Judith M Be it resolved that it is in the best interests of the Gabriola Health Care Foundation, a British Columbia incorporated Society, to enter into contracts in connection with the construction of a medical facility on Gabriola Island. In furtherance of this resolution, each of Brenda Fowler, President, Jill Adamson, Vice President, Judith Madsen, Secretary, Harvey Graham, Treasurer and Konrad Mauch, Director, is duly authorized to enter into and sign said contracts on behalf of the Gabriola Health Care Foundation. Each is further authorized to provide such additional information and execute such other documents as may be required in connection with said contracts and to execute any amendments, rescissions, and revisions thereto. CARRIED

7.3.b BUILDING – Konrad

The building team is working well together. Fencing around the site is installed, the site trailer has arrived, and hydro poles have arrived. The 4th reading by the Trustees of the rezoning application is July 28; then another several days will be needed for the subdivision and building permit processes.

Donations of various materials are coming in from off-island suppliers. Preparations are in place to pour the concrete foundations on the site. A building permit may be issued to Potlatch to enable foundation work to begin.

7.3.c. FUNDRAISING – Judith M

$400,000 still has to be raised. Judith M requested more co-ordination of input into future press releases and updating email lists.

8.0 NEW BUSINESS

8.1 GHC Society New Business

None

8.2 GHC Foundation New Business

8.2.a. DONOR RECOGNITION SUB-COMMITTEE – Judith G, Don, Nancy HP

The sub-committee distributed its report and recommendations in advance of the meeting. Discussion ensued regarding the four proposed policies and the summary statement: “All recognition of donations shall ultimately be at the discretion of the GHCF Board of Directors.”

The Board made the following decisions, effective July 21, 2011.

Policy #1 – Public Recognition of Donors: Board discussed the recommendations, and asked that the sub-committee consult with the donors of large amounts regarding their interest in being recognized via categories of donation amounts.

Policy #2 – Financing the Recognition of Donors: Board discussed the recommendations.

MOTION: M/S Konrad/Judith M That the GHCF Board spends modestly and responsibly regarding the ways in which donors are publicly recognized. CARRIED

Policy #3 – Acknowledgement of Large Donations: Board discussed the recommendations.

MOTION: M/S Konrad/Kay That certain opportunities are available for donors of $10,000 or more to name certain room within the building, using their own name or that of another person or group. CARRIED

The sub-committee presented a proposed list of naming opportunities and donation amounts.

MOTION: M/S Konrad/Kay That the proposed list of naming opportunities and donation amounts be approved at this time, subject to future adjustments by the Board. CARRIED

Policy #4 – Designated Use of a Donation: Board discussed the recommendations.

MOTION: M/S Konrad/Kay That the Board will consider, on an individual basis, any offer by a donor that includes conditions regarding a) a specific use for their donation, and/or b) a donation of a specific item instead of money. CARRIED

8.3 Joint New Business

8.3.a. NOMINATIONS COMMITTEE REPORT – Konrad, Earl, Nancy HP

The Nominations Committee distributed their report in advance of the meeting, regarding the election of new Directors and the date for the 2011 AGM.

Election of New Directors:

According to the by-laws, the Nominations Committee and the Board decide on the number of new directors to be elected at an annual General Meeting once the number of directors continuing in their terms has been established.

Regarding the Society Board, the terms of six directors continue past 2011; five of these directors are continuing in their terms and one is resigning as of the 2011 AGM. As permitted in the by-laws, the Board appointed two new directors during the past year, whose terms end at the 2011 AGM.

Regarding the Foundation Board, the terms of the nine elected directors continue past 2011; all nine of these directors are continuing in their terms. The two representative directors are appointed annually by their organizations.

MOTION: M/S Dave/Nancy HP That the GHC Society Board declare that two new directors will be elected at the 2011 AGM. CARRIED

MOTION: M/S Konrad/Rufus That the GHC Foundation Board declare that zero new directors will be elected at the 2011 AGM. CARRIED

Date of the 2011 Annual General Meeting

Meeting decided that the AGM will be held on Thursday September 8, 2011 at 7 pm. There will be public announcements of details.

9.0 NEXT MEETING: Thursday, August 18, 2011 – 7:00 pm at the Village GHCF&S office.

Respectfully submitted,

Judith Madsen, GHCF Secretary

Nancy Hetherington Peirce, GHCS Secretary

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June 23, 2011

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Village Office

Absent: Dallas Smith, Chuck Connor

GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Kay Holt, Dave Innell, Earl Miller, Nancy Hetherington Peirce (Secretary), Don Butt

Absent: none

Observer: Nancy Nevison, Auxiliary Chair

Chair: Jill Adamson Minutes: Judith Madsen

Proceedings:

1.0 Meeting was called to order at 7:03 pm by Jill Adamson who thanked the successful efforts of everyone and our community at the June 4th 2011 Ground Breaking Ceremony.

2.0 Quorum: There was a quorum present for the Society and for the Foundation.

3.0 The Agenda was approved.

4.0 Approval of Minutes

4.1 MOTION: M/S Judith M/Konrad To approve the minutes of May 25th 2011 meeting of GHCF and GHCS Boards with two changes of wording: CARRIED

Reports

5.0 Auxiliary Report and Ground Breaking Reports: Nancy Nevison

5.1 Nancy Nevison gave a thank you and summary of the Ground Breaking June 4th 2011. Board members mentioned many positive aspects of the event, and expressed appreciation for the work of the Auxiliary in organizing the event Brenda Fowler complimented the Choirs singing, the gift a Quilt from the Women’s institute to raffle this year, the participants speaking including a baby on stage, saying that this is a symbolic community event, We should realize that 400 people blessed the location of our Gabriola community Medical Clinic.

5.2 See attached Auxiliary Report. See below in Business arising from Minutes re: Food-service trailer and Auxiliary Vision.

6.0 Financial Report: Harvey Graham

6.1 MOTION: M/S Harvey/Don Butt That the GHCS and GHCF financial reports for May 2011 be approved. CARRIED

7.0 Data and Services: Dave Innell

7.1 Dave met with VIHA and was told that VIHA would provide $2,400 or 10% of requested amount. This response was very disappointing. Dave explained that VIHA appears to have changed its method of disbursing money for patient services, by funding individual service providers rather than funding the umbrella group of the GHCS. Currently, of the approximately 1400 patients in the Nanaimo IHN program, about 250 live on Gabriola.

7.2 A discussion followed, noting input from Kay Holt that the IHN funding is only to introduce a client to a service for 3 months use, intending for the patient to motivate themselves to continue. As well, in other clinics IHN service providers do not pay for space.

ACTION: Dave will accept VIHA’s offer of a second meeting with them in early July regarding their funding processes; at that meeting Dave will collect more information. Then he will write a letter to VIHA from the GHCS Board – and will circulate to the Board for comments.

Thanks to Dave - great work and such a disappointment.

8.0 Fundraising: Judith Madsen

8.1 Thank you notes have been sent out to some of the June 4th Donations but have stopped due to the mail strike. They will continue. Fundraising will continue.

9.0 Business Arising from Minutes

9.1 Proposal from Auxiliary to purchase a food-service trailer.

9.2 Nancy N submitted, in her Auxiliary Report, a report regarding the “Mobile Communications and Cone with Coffee Business Cart”, and a Business Plan and options of how it could be purchased. VIHA approval was verbally submitted to Nancy N. A discussion ensued.

9.3 Motion: Nancy HP/Dave Innell That Nancy N have authority to negotiate the purchase price for the trailer for $5500 or less. Motion approved by 9 with 2 opposed. CARRIED

10.0 Discussion of future work of the Auxiliary.

10.1 Nancy N submitted, in her Auxiliary report, a researched report on the “Vision of the Auxiliary’s future role in the Clinic (fundraising and function)” within the Clinic Building.

There was a lengthy discussion.

10.2 ACTION: There will be a Strategic Discussion meeting with both boards and Auxiliary this July 14th, 2011, part of long range planning meetings to look at the the Society, Foundation and Auxiliary role during the next year, and once the Clinic is built.

11.0 Privacy Policy: Submitted by Don Butt

Don Butt submitted a privacy policy (attached) that has been in use with many organizations utilizing both legal and common sense approach. Discussion ensued.

11.1 Motion: M/S Don/Konrad That the GHCF Privacy Policy document and the Directors Consent form be adopted. CARRIED

11.2 Motion: M/S Don/Earl That the GHCS Privacy Policy document and the Directors Consent form be adopted. CARRIED

11.3 Motion: M/S Konrad/Rufus That Don Butt be appointed as privacy officer for the GHCFoundation. CARRIED

11.4 Motion: M/S Dave/Earl That Don Butt be appointed as privacy officer for the GHCSociety. CARRIED

12.0 Donor Recognition Policy: Submitted by Don Butt, Nancy HP, Judith G

12.1 ACTION: The committee presented its report, discussion ensued and the committee will take it back to work on specifics.

13.0 Building Update: Harvey Graham

13.1 The building permit is being held up with the request to have the landscaping in place before we build. We will honour the covenants, however there would not be any point in having construction going on without damaging gardens. It is now between lawyers and expected to be resolved and sent forward for mid July.

13.2 The well has been drilled.

14.0 Executive Session

14.1 MOTION: At 9:40 pm: M/S Judith M/Nancy HP That the meeting move into Executive Session. CARRIED

14.2 MOTION: At 9:45 pm: M/S Judith M/Nancy HP That the meeting move out of Executive Session. CARRIED

15.0 MOTION: M/S Brenda Fowler/ Don Butt That Nancy Nevison be appointed to the GHC Society Board. CARRIED

16.0 Adjournment: Meeting adjourned at 9:46 pm.

NEXT MEETING: July 21, 2011 – 7:00 pm

Respectfully submitted,

Judith Madsen, GHCF Secretary

Nancy Heatherington Peirce, GHCS Secretary

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May 25, 2011

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Village Office

GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Kay Holt, Don Butt, Konrad Mauch

Absent: Rufus Churcher, Dallas Smith

GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Kay Holt, Dave Innell, Earl Miller, Nancy Hetherington Peirce (Secretary), Don Butt

Absent: none

Observer: Nancy Nevison, Auxiliary

Chair: Jill Adamson Minutes: Judith Madsen

Proceedings:

1.0 Meeting was called to order at 7:07 pm by Jill Adamson

2.0 Quorum: There was a quorum present for the Society and for the Foundation.

3.0 The Agenda was approved - adding AGM details, and Nominating Committee.

4.0 Approval of Minutes

4.1 MOTION: M/S Judith M/Harvey To approve the minutes of April 28th 2011 meeting of GHCF and GHCS Boards. CARRIED

Reports

5.0 Auxiliary Report: Nancy Nevison

See Attached Report

5.1 The office’s daily donation sheet totals $17,032.70 to date.

5.2 The GHCF Board was asked to consider purchasing a used mobile ice-cream/food trailer for $5,500, to be part of the GHCF Auxiliary’s future activities once the Clinic is operating. Nancy also mentioned that, alternatively, a group of anonymous donors are willing to purchase the unit, if the Auxiliary decides to carry out activities without co-ordination with the GHCF Board.

The meeting discussed this proposal, and decided that further details would be helpful before making a decision.

ACTION: Nancy N. will bring information to the next meeting about zoning rules for the Clinic property, and about obtaining permission from VIHA, in regards to the operation of a food service on the Clinic property.

ACTION: Board members will send any other requests for information about the proposal to Nancy N. as soon as possible, and she will bring responses to the next Board meeting.

5.3 The meeting thought that it would be helpful to develop a description of the work of the Auxiliary (once the Clinic is operating): goals, activities, and relationship to the GHCF.

ACTION: Nancy N. will bring to a future Board meeting (date not set) a written description of her thoughts for the work of the Auxiliary, once the Clinic is operating – goals, activities, and relationship to the GHCF.

6.0 Financial Report: Harvey Graham

6.1 MOTION: M/S Harvey/Dave That the GHCS and GHCF financial reports for April 2011 be approved. CARRIED

6.2 MOTION: M/S Harvey/Don That the annual financial statements for the GHCSociety for the year ended Dec 31, 2010 be approved. CARRIED

6.3 Funds raised to date: $897,261.

7.0 Data and Services: Dave Innell

7.1 Dave reported that the workshop organized by Fay Weller and Bob McKechnie, on behalf of the Sustainable Gabriola group, was held on May 4th and the results of the Wellness Survey were presented and discussed. Mike Pennock from VIHA Victoria gave an excellent presentation; about 25 people attended. (Dave has e-mailed Mike’s presentation to Board members.) A major benefit of the workshop was the conversations among representatives of various Gabriola organizations who provide wellness-related services, regarding better co-ordination of these services.

7.2 GHCS has submitted a proposal to VIHA for a new three-year Integrated Health Network (IHN) contract starting July 1 2011. About ten health professionals on Gabriola participated in the proposal; the co-operation among these professionals in writing the proposal was positive and appreciated. The GHCS proposal requests approximately $24,000 in funding, and covers a wider range of services than the present contract. (About one third (about 300 people) of those registered in the Nanaimo District IHN program live on Gabriola.) A response from VIHA is expected in early June.

8.0 Donor Recognition: Judith Graham

8.1 Judith Graham reported that her recent meeting with Maeve O’Byrne of the Nanaimo & District Hospital Foundation was very helpful. Meeting discussed next steps re development of policies, and agreed to make some decisions at the June Board meeting.

ACTION: Judith G, Nancy HP, and Don Butt will bring recommendations for Donor Recognition Policies to the June 23 2011 Board meeting.

9.0 Fundraising

9.1 Judith Madsen reported that a mail-out of 2,000 went to the community on May 16 to 18, 2011. Further fundraising will continue throughout the year. Don Butt mentioned the importance of educating people about donating securities; he has detailed information that he can provide to Judith M.

Other Business

10.0 Improving Communications

10.1 Internal Communication

The meeting discussed Brenda’s concerns about how to achieve efficient and effective internal communication, given the complexity of the building project.

Meeting agreed to continue sending e-mails only to those involved in the topic of the e-mail – not to the whole Board.

Meeting agreed that all Board members’ names would remain on the “joint-Boards” e-mail list, even when some people are away for periods of time.

10.2 Public Communication

Meeting agreed that Judith M will continue writing the monthly “Building Update” for the Sounder, with the Building Committee reviewing for accuracy. The Building Update will also be used by Judith G in her monthly e-mail to GHCF donors.

11.0 AGM

11.1 MOTION: M/S Dave/Don That the Nominating Committee for the 2011 AGM consist of Nancy Hetherington Peirce, Earl Miller, and Konrad Mauch. CARRIED

11.2 MOTION: M/S Don/Konrad That the AGM be held in the fall of 2011 at a date to be determined, as there is too much going on now with the Building Construction. CARRIED

12.0 Executive Session

12.1 MOTION: At 9:10 pm: M/S Nancy HP/ Dave That the meeting move into Executive Session. CARRIED

12.2 MOTION: At 9:20 pm: M/S Dave/Nancy HP That the meeting move out of Executive Session. CARRIED

13.0 Letters of thanks

ACTION: Judith M will write letters of thanks to the people who have worked on the site to date.

14.0 Adjournment: Meeting adjourned at 9:25 pm.

NEXT MEETING: June 23, 2011 – 7:00 pm

Respectfully submitted,

Judith Madsen, GHCF Secretary

Nancy Nevison, GHCS Secretary

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April 28th, 2011

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Village Office

GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Janice Kerr (acting for Kay Holt), Dave Innell, Earl Miller

Absent: Don Butt, Nancy Heatherington Peirce (Secretary)

GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Janice Kerr (acting for Kay Holt), Rufus Churcher

Absent: Don Butt, Dallas Smith,

Chair: Jill Adamson

Minutes: Judith Madsen

Proceedings:

The Meeting was called to order at 7:12 pm by Jill Adamson

1.0 Jill welcomed all attendees. Janice Kerr will be replacing Kay Holt for two months as per Kay’s request.

2.0 Quorum: There was a quorum present for the Society and for the Foundation. The issue of change to the Quorum number of 50 +1 will be taken under advisement.

3.0 The Agenda was approved with adding Correspondence, Review of Business Plan and AGM date and nominating committee.

4.0 Approval of Minutes

4.1 Motion: M/S Brenda/Judith M To approve the minutes of March 24th 2011 meeting of GHCF and GHCS Boards. CARRIED

4.2 Motion: M/S Brenda/Judith M The Minutes of March 29th 2011 be approved as amended. CARRIED

5.0 Reports

5.1 Auxiliary Report: Nancy Nevison

The Mothers Day Tea is May 8th, 2011.

5.2 Financial Report: Harvey Graham

Motion: M/S Harvey To submit the financial statements for GHCSociety for March 24 2011 as circulated by email for approval May 26 2011 meeting.

5.3 Motion: M/S Harvey/Judith M Move to accept the GHCFoundation statements as circulated by email for March 2011. CARRIED

5.4 Motion: M/S Harvey/Judith M submits GHCF annual financial statements for the year ended Dec 31, 2010 by Judy McPhee accounting. CARRIED

6.0 Data and Services: Dave Innell

6.1 GHCS has submitted a proposal to VIHA regarding an IHN contract for the next time-period, starting July 1 2011.

Thanks and appreciation of the society and members of the Health Care Group. The request for proposal of all the professionals, that they wished to do it under the umbrella of the GHC Society. They view our role as positive.

7.0 Fundraising Reports

7.1 Judith Madsen submitted a report on the 2nd Dragon’s Keep results of the invitation to the function. Attached

7.2 Judith Madsen submitted an outline for communication for the building of the clinic process for 2011 and 2012. Attached

Action: Brenda Fowler, Judith Graham and Jill Adamson said they would be in charge of communication.

7.3 Judith Madsen is well underway with the next mailout of fundraising to the island with 2000 letters to be mailed out. The date of mailout is May 16th 2011. This is to coincide with the June 4th, 2011 shovel in the ground opening on site.

8.0 Building Report: by Chuck Connor - Project Manager

1. Landscaping cleared, roads are started for clinic site and for parking

2. Hydro will be coming in to the site with a pole line. Dr. Rooks will apply and we will re-imburse the costs

3. Septic design - will start when we have the title

4. Schedule printed out and attached (updated verdion for may 15th 2011 has been substituted).

5. Building Design - coming along to final stages.

The current projected cost of the project with the unfinished basement area will be $1,378,000. The extent of finishing the basement will be dependent on funds raised.

The current funds raised is $876,000. Projected funds needed to finish the Clinic will be approximately $501,000.

There are options that can be set aside for later finishing dependent on the funds raised.

Options: not paving the parking lot, furniture at later date, concrete basement floor not poured.

9.0 New Business:

10.0 AGM Annual date: Set as June 23, 2011, location to be announced.[subsequently postpones until fall]

11.0 Business Plan Review: Earl Miller

A business plan looking at all cost options - Two doctors versus 3 and or one doctor was discussed.

Adjournment: 9:05 PM

NEXT MEETING: May 26, 2011

Respectfully submitted,

Judith Madsen, GHCF Secretary

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March 31, 2011

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Village Office

GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Janice Kerr (acting for Kay Holt), Dave Innell, Earl Miller

Absent: Don Butt, Nancy Hetherington Peirce (Secretary)

Absent: Don Butt, Dallas Smith, Konrad Mauch,

Chair: Brenda Fowler

Minutes: Judith Madsen

Executive Meeting called to order 7:00 pm

Project Manger Chuck Connor advised that: With the surveying and clearing of the land site, it is apparent that an unfinished basement or lower story could be built at a much reduced cost.

8:40 pm The Executive Meeting was adjourned after much discussion and perusal of statistic, figures, architectural drawings.

8:40 pm The Board convened meeting to pass a motion that:

Motion: M/S Brenda/Jill To move that we instruct the architects and building committee to go with the two storey plan fully understanding the financial and schedule implications and subject to obtaining a satisfactory legal opinion for securing the obligation of the donors. CARRIED by the GHCF Board

Action Items:

1. Chuck Connor (Project Mgr) will instruct the architects to set up and create the plans.

2. A committee will form to discuss the communication by Brenda, Jill and Judith Graham.

3. Harvey and Brenda will take legal advice on the time - plan donations.

4. Earl Miller will prepare a business plan to present to the board at the April 28th meeting.

Adjournment 8:56 pm

NEXT MEETING: April 28th, 2011.

Respectfully submitted,

Judith Madsen, GHCF Secretary

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March 24, 2011

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Village Office

GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Nancy Hetherington Peirce (Secretary), Janice Kerr (acting for Kay Holt), Dave Innell

Absent: Don Butt, Tracie Der, Terry Nimmon, Earl Miller

GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Chuck Connor, Konrad Mauch, Janice Kerr (acting for Kay Holt)

Absent: Nancy Huot, Don Butt, Dallas Smith, Rufus Churcher, Tracie Der

Observers: Morri Mostow (Ambulance Society representative)

Chair: Jill Adamson

Minutes: Judith Madsen

Proceedings:

The Meeting was called to order at 7:05 pm by Jill Adamson

1.0 Jill welcomed all attendees. Janice Kerr will be replacing Kay Holt for two months as per Kay’s request.

2.0 Quorum: There was a quorum present for the Society and for the Foundation.

3.0 Agenda: The Agenda was approved with adding Correspondence, Physician Recruitment, and GHCS Action Items.

4.0 Approval of Minutes

4.1 Motion: M/S Judith M/Dave I To approve the minutes of February 24th 2011 meeting of GHCF and GHCS Boards. CARRIED

4.2 In early March, Tracie Der, the previous secretary for the GHCS and GHCF, delivered the Minute Book and other documents to the present secretaries. After a review by Nancy HP of past minutes, the following motions were made:

4.2.1 Motion: M/S Brenda F/ Dave I To approve the minutes of Sept 16th, 2010 meeting of GHCF and GHCS Boards. CARRIED

4.2.2 Motion: M/S Brenda F/ Dave I To approve the minutes of Oct. 21 2010 meeting of GHCF and GHCS Boards. CARRIED

4.2.3 Motion: M/S Nancy HP/Harvey G. That the minutes of the January 27 2011 Joint Board meeting be corrected, by changing #3.1 to: “Minutes of the January 6th 2011 Joint Board meeting were approved. CARRIED

4.2.4 Motion: M/S Nancy HP/Harvey G That the minutes of the January 6th 2011 meeting of the GHCS Board be corrected as follows:

- Change “Attendees: Brenda/Dave” to: “Attendees: Brenda Fowler, Dave Innell, Harvey Graham, Kay Holt, Nancy Hetherington Peirce”

- Add: “Absent: Tracie Der, Don Butt, Terry Nimmon” CARRIED

5.0 Reports

5.1 Auxiliary Report: Nancy Nevison

No report this month.

5.2 Financial Report: Harvey Graham

Motion: M/S Harvey/Konrad To approve the financial statements for February 2011 as circulated by email. CARRIED

Comment: Judy McPhee, Accounting has completed her “review engagement” of the GHCF 2010 financial statements, in preparation for the AGM.

5.3 Data and Services: Dave Innell

5.3.1 Clinic Data: Janice Kerr, Twin Beaches Clinic staff, has completed an update on statistics of emergencies treated at the clinic in 2010. Roughly there was an average of 34 per month. Of note: 50 emergencies occurred in the holiday summer month of July 2010. The Twin Beaches Clinic are finding that roughly 75% to 85% are treated at the Urgent Care Room and do not go on to Nanaimo Emergency Hospital.

5.3.2 Integrated Health Network (IHN) Contract: For the just-completed March 1 2010 to Feb 28 2011 contract between VIHA and GHCS regarding the Nanaimo Region IHN, $15,936 of the $16,000 grant was spent. VIHA has extended our present IHN contract from April 1 2011 to June 30 2011. There are approximately 300 patients are registered on Gabriola in the IHN-sponsored programs. Eligibility criteria is: over age 40, and living with two or more specific chronic diseases.

GHCS now needs to submit a proposal to VIHA regarding an IHN contract for the next time-period, starting July 1 2011.

Motion: M/S Dave/Janice To submit a proposal for a 3 year contract with VIHA for IHN funding, perhaps to include additional services such as counseling, acupuncture and yoga. CARRIED

Action: Dave will coordinate the writing and submission of the GHCS proposal to VIHA for IHN funding.

5.3.3 Data and Services Committee members: Dave Innell in updating his committee and their personal responsibilities advises that Lawrence Spero, Val Spears, Nancy Huot have resigned. He is limited in what he can do until he gets further people on his committee. Names have been suggested for interviews.

5.4 Donor Recognition: Judith Graham / Nancy Hetherington Peirce/ Brenda Fowler

The committee is working on draft principles and policies for recognition of ongoing donors to the Foundation, and not just donors to the project of building the new clinic. The committee will have a consultation meeting soon with Maeve O’Byrne who is President of the Nanaimo Regional Hospital Foundation.

6.0 Other Business

6.1 Correspondence

The meeting accepted with regret the following resignations: GHCS Board – Tracie Der, Terry Nimmon; GHCF Board – Tracie Der, Nancy Huot. The meeting conveys its sincere appreciation to Tracie, Terry, and Nancy for their contributions as Board members.

6.1.1 Motion for GHCS Board: M/S Harvey/Brenda To appoint Dave Innell as Vice President of the GHCS Board of Directors. CARRIED

6.2 Physician Recruitment

The present physicians are actively recruiting for a third physician to join their group practice. The GHCF and GHCS Boards are actively supporting the present physicians in this endeavour.

6.3 Update on GHCS High-priority Action Items

6.3.1 Establish ways to coordinate health care services on Gabriola: Nancy HP – Work on this task will begin when the services offered in the new medical clinic are clarified.

6.3.2 Continue negotiations with VIHA regarding several items: Dave – Work is continuing

6.3.3 Review, update, and distribute data from Clinic and Wellness Survey: Dave – Sustainable Gabriola will be hosting a community forum in April (coordinated by Fay Weller and Bob Mckechnie) at which there will be information and a speaker (Mike Pennock, from VIHA in Victoria) regarding the Wellness Survey.

6.3.4 Develop a Business Plan for the new clinic: The first draft has been completed by GHCF Board members Earl Miller and Konrad Mauch.

In-camera Session

The formal term in Robert’s Rules of Order for an in-camera session is “Executive Session”.

Motion: M/S Jill/Brenda That the meeting move into Executive Session, at 8:00 pm CARRIED

The meeting agreed that Morrie Mostow could remain for the Executive Session.

Meeting ended the Executive Session at approximately 9:45 pm.

6.4 Fund-Raising

6.4.1 Motion: M/S Brenda/Konrad To approve three forms of recognition for donations to the new medical clinic project: recognition for all workers, recognition for all donors of money, and opportunities for naming rooms in the clinic. CARRIED

6.4.2 Motion: M/S Konrad/Harvey To make a list of those donors who have requested room-naming opportunities to date under specific terms and conditions, and to honour those requests; and to agree that the terms and conditions of any future room-naming opportunities may be different. CARRIED

6.4.3 Action: Harvey will compile this list.

6.5 Building Report

6.5.1 Motion: M/S Chuck/Harvey To approve the schematic drawings as submitted (#A03 Project # 02-2011.01) for a 4850 sq.ft one storey building. CARRIED

6.5.2 Motion: M/S Konrad/Chuck To authorize the Building Committee to proceed to lock-up, on the basis of having sufficient funds already raised and subject to obtaining necessary approvals and permits. CARRIED

6.5.3 Motion: M/S Chuck/Konrad To approve expenses up to $150,000 for the first block of construction: project set-up and site work. CARRIED

6.6 Business Plan

6.6.1 Motion: M/S Konrad/Harvey To inform the present physicians by letter that they will be paying rent on a per-doctor basis in the new clinic, and to ensure that this letter will be conveyed personally to the physicians as soon as possible. CARRIED

Adjournment: 10:33 PM

NEXT MEETING:

Respectfully submitted,

Judith Madsen, GHCF Secretary

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February 24, 2011

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Village Office

GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Nancy Hetherington Peirce (Secretary), Don Butt, Kay Holt, Dave Innell, Earl Miller

GHCF Board Attendees: Brenda Fowler (President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Graham, Don Butt, Chuck Connor

Observers: Nancy Nevison (Auxiliary), Bev Godfrey (Ambulance Society)

Chair: Brenda Fowler

Minutes: Judith Madsen

Proceedings:

The Meeting was called to order at 7:04 pm by Brenda Fowler

1.0 Brenda welcomed all attendees and welcomed Bev Godfrey back.

2.0 The Agenda was accepted adding under OTHER BUSINESS:

8.1 GHCF Society Long-Range Planning report

8.2 Twin Beaches Lease Renewal.

8.3 Naming Policy and Donor Recognition

8.4 Policy Guidelines for Membership Withdrawal

3.0 Approval of Minutes

3.1 MOTION: M/S Judith M / Nancy HP To approve the minutes, with spelling corrections, of the January 27th 2011 meeting of the GHCS & GHCF Boards. CARRIED.

4.0 Auxiliary Report: Nancy Nevison

See attached report.

5.0 Financial Report: Harvey Graham

5.1 MOTION: M/S Harvey / Don To approve the financial statements for January 2011 as circulated by e-mail. CARRIED.

5.2 Changes to Banking Procedures: GHCS Banking Resolution:

MOTION: M/S Harvey / Dave

Resolved that:

1. All cheques, drafts, and orders for payment of money drawn on any Bank, Credit Union or Trust Company (hereinafter referred to as the “Credit Union”) account operated in the name of the Gabriola Health Care Society, (hereinafter referred to as "GHCS") shall be signed by:

(a) any two of:

 the President, Brenda Fowler ,

 the Secretary, Nancy Hetherington Pierce,

 the Treasurer, Harvey Graham, and

 Dave Innell, Director .

except that:

(b) cheques, drafts, and orders for payment of money in amounts not exceeding $500.00 may be signed by any one of the persons set out above.

2.0 All authorized banking accounts of GHCS existing as of the date of this resolution and all arrangements with regard to electronic banking are hereby continued.

3.0 Any two of the foregoing are authorized to provide direction to the Credit Union with respect to the opening and closing of any GHCS accounts.

4.0 Any two of the foregoing are authorized to enter into agreements relating to interest rates and other agreements of every nature whatsoever related to the investment of GHCS moneys in investment instruments issued by the Credit Union. CARRIED by the Society Board members.

5.3 The 2010 financial information is at the office of Judy McPhee Accounting, who has agreed to do a “review engagement” of the GHCF 2010 financial statements. We are asking her to have them ready by 22 or 23 of March, 2011 (i.e. before the Public Hearing regarding the rezoning application).

6.0 Data and Services: Dave Innell

6.1 Dave's IHN Administrator has resigned and Anita Copeland turned down the position offer. Lesley Standerwick was offered the position and accepted and will be taking over at the end of Feb. 2011.

6.2 Dave said that, contrary to the Shingle newspaper report, VIHA is extending our present contract by 3 months to June 30, 2011. A new contracting system will then be in place for new contracts as of July 1, 2011.

6.3 March 3 is the conference call meeting for Brenda, Dave, Kay, and Earl with Victoria Powers of VIHA. There are a number of issues on the agenda.

6.4 Fay Weller and Bob McKechnie, on behalf of the Sustainable Gabriola group, will organize a one-day workshop on uses of the Wellbeing Survey for the community of Gabriola, likely in April, at the Haven. Mike Pennock from VIHA Victoria will be a guest speaker.

7.0 Local Trust Committee Meeting of Feb 24th 2011 Update: Brenda Fowler

7.1 The results of the meeting today was that the Second Reading of the rezoning application was passed.

7.2 Dr. Bob Rooks stood up at the meeting and gave to Brenda Fowler as chair of the GHCF a legal letter releasing any obligation by the GHCF for the Medical building to be finished in 5 years. He spoke of his strong commitment to the project and emphasized “no strings attached.” He wants to see the Clinic built and respects the volunteers who have made it possible.

7.3 The next step in the process of rezoning the 4.1 acres is a Public Hearing. It is only to talk about the rezoning application (resulting in two bylaw changes). The Local Trust Committee can pass the Third Reading after this meeting. It is not known when the date for the Public Hearing will be set, but believed to be at the end of March 2011.

7.4 Brenda said that the answers to the questions raised by the pink sheet sent via the Shingle newspaper Feb 21/11 will be published in the Feb 28/11 Sounder newspaper and extra copies will available in the Volunteer Office.

8.0 Other Business

8.1 GHCS Long-Range Planning: Dave Innell chaired the Feb 11 GHCS long-range planning session with Board members. The top priority GHCS actions for the short and medium term are: Establish ways that health care services on Gabriola can be effectively co-ordinated; Continue negotiations with VIHA regarding several items; Review, update, and distribute data from the Clinic and from the Wellness Survey; Develop a Business Plan for the new Clinic.

8.2 Lease at Twin Beaches - Renewal

The present lease ends in May 2011. We can renew the lease at the same rate for another year, and after that we can go month to month.

MOTION: M/S Harvey / Dave To renew the lease at Twin Beaches for May 2011 to May 2012.. CARRIED

8.3 Policies for Donor Recognition.

Judith Graham and committee posed some questions to the meeting regarding Board decisions needed before writing policies . The meeting needed specific examples.

ACTION Judith G and Nancy HP will bring specific examples of these questions, with pros and cons listed, to the next meeting.

8.4 Policy Guidelines for Membership Withdrawal.

Brenda offered a policy and process statement for withdrawing memberships. The meeting clarified, however, that the present by-laws of GHCS and GHCF provide adequate information regarding withdrawal of a membership.

In Camera Session

9.0 Business Plan

MOTION: M/S Earl / Harvey That GHCF spend up to $800 to have Barnicke Associates (Nanaimo) examine the draft Business Plan. CARRIED.

10.0 Adjournment: The meeting adjourned at 8:56 pm.

11.0 NEXT MEETINGS

Friday March 11, 2011 9:00 am – Volunteer Office

Thursday March 24, 2011 at 7:00 pm – Volunteer Office

Respectfully submitted,

Judith Madsen, Secretary

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January 27, 2011

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Village Office

GHCS Board Attendees: Brenda Fowler (President), Harvey Graham (Treasurer), Don Butt, Kay Holt, Dave Innell, Earl Miller, Nancy Hetherington Peirce

GHCF Board Attendees: Brenda Fowler (President), Jill Adamson (Vice-President), Judith Madsen (Secretary), Harvey Graham (Treasurer), Judith Madsen, Don Butt, Rufus Churcher, Konrad Mauch, Chuck Connor Observers: Nancy Nevison (Auxiliary), Morrie Mostow (Ambulance Society)

Chair: Jill Adamson Minutes: Judith Madsen

Proceedings:

The Meeting was called to order at 7:05pm by Jill Adamson.

1.0 Welcome Jill welcomed all attendees and introduced a new member, Earl Miller of the GHCS Board.

2.0 The Agenda was accepted as it stands.

3.0 Approval of Minutes

3.1 Minutes of the January 6th 2011 meeting of the Gabriola Health Care Foundation Board were approved by the GHCF Board.

3.2 Minutes of the January 6th, 2011 meeting of the Gabriola Health Care Society Board were approved by the GHCS Board.

4.0 Auxiliary Report: Nancy Nevison See attached report.

5.0 Financial Report: Harvey Graham

5.1 Statements for December 2010 were submitted at the January 6th 2011 meeting. Approved.

5.2 Judy McPhee Accounting has agreed to do a “review engagement” of the GHCF 2010 financial statements, in preparation for the AGM.

6.0 Data and Services: Dave Innell

6.1 Dave's ISN Administrator has resigned so Dave would like to approach Anita Copeland to do the ISN Contract.

6.2 Dave reported that the GHC Society Board will be having a long-range planning meeting on Feb 11. Issues such as next steps re: the well-being survey will be discussed.

7.0 Fundraising: Judith Madsen Proposed to have a second Fundraiser for large donations in March or April 2011, to coincide with a “celebration date” – e.g. “first shovel in the ground”. This would require a mail out of invitations co-ordinated with phone calls.

8.0 Islands Trust Meeting of Jan 27th 2011 Update: Brenda Fowler

8.1 Brenda Fowler spoke at the Islands Trust meeting today and commented that of the 15,000 Volunteer person hours, this would turn out to be a staff of 16 full time people. It is no wonder we have accomplished this amount of work towards our goals of the new medical clinic. She said all of the submissions that the Trustees had requested of the Foundation were done.

8.2 Trustee Sheila Malcomson asked for a further written agreement, called a “legal undertaking”, between the lawyers for GHCF and for Potlatch Ltd. This request will be taken up with Trust staff person Kaitlin to find out the details of this request.

8.3 Brenda said that the Islands Trust is ready to schedule the formal Public Hearing for the re-zoning application. Optimistically Brenda hopes for a March date for this meeting.

8.4 The Trustees have now referred the application to the Advisory Planning Commission (APC). It has to meet within 30 days from the Trustees’ referral date to look at the Trustees’ proposed changes.

9.0 Other Business

9.1 The recently-signed agreements with Potlatch and Vince of Architrave have taken part of the spending of the $50,000 allocated last meeting. Architrave is giving us a substantial gift in kind, within the agreed charges for services.

9.2 Konrad Mauch moved: to appoint 3 signing authorities – Project mgr. Chuck Connor, Treasurer Harvey Graham and the President Brenda Fowler – and to authorize two out of the three to sign agreements, make disbursements and enter into contracts within the $50,000 approved at the Jan 6, 2011 Board meeting for engineering and project development. Don Butt 2nd the motion. CARRIED.

9.3 Morri Mostow of the Ambulance Society clarified the Ambulance Society’s position (regarding relationship with the two Boards) that: "Our status is to support the goals aims of the GHCF/S and the Ambulance Society sees themselves as observers without a vote." The meeting confirmed that the Ambulance Society is not represented via a member of the Board of Directors of the GHCS, but instead attends as an observer. A copy of these applicable minutes will be forwarded so that both boards are clear.

9.4 Status of Tracy Der as secretary for the GHC Society Due to difficulties in attending meetings, Tracy is now resigning as GHCS Board Secretary. Harvey Graham moved: that Nancy Hetherington Peirce be appointed as secretary to the GHCS, effective Jan 27, 2011. Seconded by Brenda Fowler. CARRIED. Judith Madsen is Secretary of the GHC Foundation. (Note for next meeting: Approve new signing officers, including Nancy Hetherington Peirce.)

In Camera Session

10.0 Konrad Mauch moved: to proceed with obtaining schematic design plans to enable an update of the cost estimate of the Clinic Building. Seconded by Rufus Churcher. CARRIED.

11.0 Adjournment: The meeting adjourned at 9:58pm.

Respectfully submitted, Judith Madsen, Secretary

NEXT MEETING: THURSDAY FEB 24, 2011 – 7:00 PM at Volunteer Office

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December 16, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

1415 Coats Drive

GHCS & GHCF Board Attendees: Jill Adamson (presiding), Brenda Fowler , Harvey Graham, Judith Graham, Judith Madsen, Konrad Mauch, Morri Mostow, Dave Innell, Rufus Churcher.

Proceedings: The meeting was called to order at 6:32 pm. by the vice president Jill Adamson.

1.0 Jill welcomed attendees. Minutes of the Nov 25th Meeting were approved. Nov 8th minutes (Tracey Der) will be approved in the January 8th, 2011 meeting.

2.0 Additions to the Agenda: 7.0 Public Thank you Ad in the January newspapers 8.0 Islands Trust - Hold a special members meeting to adjust the constitution bylaws making it clear on transfer of ownership of clinic from community owned to privately owned.

3.0 Financial Report: Harvey Graham submitted the financial report.

Moved (Harvey/Dave):that we approve the financial report as distributed.

Carried

Harvey advised us that the government is willing to pay 70% of the cost of 4 electronic terminals for clinic use and we would pay 30% or $1,800. If it is done now we can take advantage of this discount. Konrad recommends that a letter specifying the terminals are assets and owned by the clinic will be written.

Moved (Dave/Rufus) that the Foundation spend up to $2,000 to acquire the terminals.

Carried

4.0 Data and Services: Dave Innell had nothing to report.

5.0 Fundraising update: No reports, from the committee Fowler, Mauch, JGraham & JMadsen.

6.0 Islands Trust progress on re-zoning: Brenda Fowler advised re: The islands trust met this afternoon, Dec 16th 2010 for the first reading of the proposed zoning. Attached is Brenda's letter she read to the Islands Trust committee. In their discussions the islands trusts made some requests. 1. a signed letter from Dr. Rooks stating intent of transfer to GHCF once zoning is approved. 2. Speed up of By Law Change within the GHCF to ensure the Medical Clinic building cannot be sold without approval from the majority of Gabriolans. 3. The Islands Trust are refining the definitions of the medical facility and the acute treatment area with public and GHCF input and intend to give first reading on Monday Dec 20th/2010 via email. There is positive and timely progress.

7.0 Auxiliary Report: The Volunteer office will remain open except for holiday dates, Mon-Friday in December month. Steve Wohleben has offered the use of the office into year 2011 at the nominal rent.

8.0 Auxiliary request for advertising funds: Brenda asked for funds of $500 to $1000 to place an ad in the two papers Jan 10th, 2011 thanking all the donors who have given. “A decision on spending $1,000 for a year end ‘Thank You’ ad. was deferred to a subsequent meeting.”

9.0 Extraordinary special meeting Motion by Brenda

Moved that we hold a special members meeting to adjust the constitution of the GHCF/S bylaws to make it clear that we cannot divest the assets of the of the Gabriola Community Medical Clinic without a special meeting with the public vote of 50% plus 1 %. Motion that the advertisement to be placed in the 2 papers now to give the public 21 days before the January 8th Meeting 2011. Seconded by Morri Mostow.

Adjournment: The meeting adjourned at 7:02 pm.

Respectfully submitted, Judith Madsen, Secretary

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November 8, 2010

Gabriola Health Care Society & Foundation

Directors Meeting 8 Nov 2010

GHCS/GHCF Volunteer Office Village

GHCS Board Attendees: Tracie Der, Brenda Fowler, Harvey Graham, David Innell

GHCF Board Attendees: Jill Adamson (presiding), Chuck Connors, Tracie Der, Brenda Fowler, Harvey Graham, Judith Graham, Judith Madsen, Konrad Mauch

Regrets: Don Butt, Nancy Huot

Guests: Nancy Nevison, Margot Kemble

Proceedings: The meeting was called to order at 7:03 pm.

1.0 GHCF Auxiliary: Nancy reported on behalf of the Auxiliary that has raised close to $115K in 2010 and there are still a few more events to come.

Moved (Dave/Konrad): that the GHCF fund advertising on behalf of the Auxiliary to promote the final 3 events of the year for $500 to fund them. (Approval of $1000 to fund an end of year thank-you ad in 2011 was deferred.).

CARRIED

Nancy also read to the board a letter she received from Verna Gregson of the Gabriola Professional Centre (attached to original minutes) requesting free tickets to the Doctor Appreciation Dinner for all the GPC practitioners and staff. Nancy also shared her reply (attached to original minutes) and described the ensuing correspondence/dialogue that resulted.

2.0 Building Committee: Chuck described, in detail, the proposed building plans, site plan and rendering for the new clinic and lead the boards through a discussion of time lines regarding the zoning changes and design/pre-construction activities. (all attached to original minutes)

Moved (Dave/Jill): that the GHCS/GHCF proceed with the plans and timelines provided by Chuck Connors and the Building Committee, including the input provided, and thanked all involved in the development of them.

CARRIED

Brenda provided an update on the re-zoning process with the Islands Trust and discussion ensued re. the possibilities of a letter-writing campaign and/or attendance at the public meeting scheduled for November 22nd.

3.0 Data & Services Committee: Dave is going ahead with arranging a meeting with Victoria Power and requested any input re. the presentation he will give there. He also offered the presentation using the policy lens/decision-making tool resulting from the survey for use at the November 22nd public meeting.

Adjournment: The meeting adjourned at 9:14 pm.

Respectfully submitted, Tracie Der, Secretary

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October 21, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Temporary Office @ Folklife Village

GHCS Board Attendees: Tracie Der, Harvey Graham, Nancy Hetherington-Peirce, David Innell, Terry Nimmon

GHCF Board Attendees: Jill Adamson (presiding), Tawny Capon (representing the Ambulance Society in lieu of Bev Godfrey), Chuck Connor, Tracie Der, Harvey Graham, Judith Graham, Judith Madsen

Guest: Nancy Nevison

Proceedings:

The meeting was called to order at 7:03 pm.

1.0 Auxiliary Report (attached to original minutes)

2.0 Previous minutes – unavailable.

3.0 Treasurer's Report (attached to original minutes)

Moved (Harvey/Dave): that the financial reports be accepted as previously circulated. CARRIED.

4.0 Special Ask: Judith Madsen reported that this event was very successful, both socially and financially. Over $60K has been raised via this event thus far.

5.0 Islands Trust Meeting Report: Chuck indicated that several delegates attended this morning's Islands Trust meeting where our application was being considered and that it appeared to go very well for the GHCS/GHCF. The trustees have offered to use some of their discretionary funds to help finance our application for rezoning up to one-half of the fees involved. Our application has also been given priority status. There will still need to be an OCP/bylaw amendment. They will plan for a public meeting (probably to take place mid-November). The Advisory Planning Commission will also review the application then it is referred by to the trustees for first reading, second reading, etc.

6.0 Data & Services Committee: Dave reported that some preliminary results are being formatted and expected to be available near the end of the month. Dave plans to share the information with the newspapers and would like to have it posted on the GHCS/GHCF website.

The IHN contract continues, including the addition of group activities and working with the Recreation Society to offer programs that are complementary to the IHN goals.

A policy assessment tool is being developed, with the assistance of Michael Pennock, which will take the data from the survey and apply the information to objective decision-making in many areas of community interest.

The letter to Valerie Tregellis resulted in a response that the GHCS/GHCF should meet with Victoria Power.

Moved (Dave/Nancy Hetherington-Peirce): that the Data & Services Committee arrange a meeting with Victoria Power to discuss outstanding issues:

a) the need for a third physician

b) the classification of the urgent/emergency treatment room, particulary with respect to the ability of physicians to bill for providing care in it

c) what needs for space VIHA may have for the new facility

In Camera Session: Chuck lead a discussion in trying to establish a timeline to and through the construction of the facility. He also focussed on providing opportunities to ensure the boards have a chance to have reports on what is transpiring and provide input.

Adjournment: The meeting adjourned at 9:47 pm.

Respectfully submitted,

Tracie Der, Secretary

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September 16, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Temporary Office @ Folklife Village

GHCS Board Attendees: Tracie Der, Brenda Fowler, Harvey Graham, Nancy Hetherington-Peirce, Kay Holt, David Innell

GHCF Board Attendees: Jill Adamson (presiding), Rufus Churcher, Chuck Connor, Tracie Der, Brenda Fowler, Bev Godfrey, Harvey Graham, Judith Graham, Kay Holt, Judith Madsen

Regrets: Nancy Hout

Guests: Dr. Tracy Thorne

Proceedings:

The meeting was called to order at 7:04 pm.

1.0 Welcome: Jill welcomed attendees and invited Dr. Tracy Thorne to speak. Dr. Thorne announced that she is pregnant and due in February 2011. She is making every effort to ensure that there is minimal disruption to services, but did indicate that there may be gaps in coverage at the medical clinic and/or on-call provision. Any assistance the GHCS/GHCF can provide in obtaining locum coverage would be welcomed.

2.0 Previous Minutes

Moved (Tracie/Harvey): that the minutes of the meeting of 17 September 2010 be accepted as circulated. CARRIED

3.0 Auxiliary Report: Brenda reported on behalf of Nancy Nevision.

The fundraising push must continue through the last quarter of 2010 – The Year of the Clinic. Upcoming events include Classics for the Clinic on September 25th, the Special Ask on October 9th and the Medical Mayhem Murder Mystery Dinner Theatre on October 15th.

The Doctors Appreciation dinner is being planned for November at the Surf Lodge and Santa Clause is making a comeback at the Village Office in December.

A general letter campaign is in the works for the fall thanking people for their support thus far as well as requesting more.

The current big news is the announcement by the Smith's of Arbutus Building Supplies that they will provide everything required for the building of the clinic at cost, in addition to requesting that their own suppliers offer better prices or donations. Many thanks to Dallas and Curtis and their families and staff.

4.0 Grant-Writing Committee (report attached to original minutes)

Discussion ensued about establishing policies around naming rights and donor acknowledgements.

Moved (Rufus): that the GHCF strike an ad hoc committee (lead by Judith Graham) to develop policies pertaining to donor acknowledgement to bring to the board for approval. CARRIED

5.0 Treasurer's Report (attached to original minutes)

Moved (Harvey/Dave): that

a) the financial statements be accepted as circulated.

b) the GHCS/GHCF not do any long-term investing with ING at this time.

c) the GHCF pursue the option of obtaining our own credit card processing ability at a reduced percentage.

CARRIED

6.0 Data & Services Committee: Dave expects survey results to start coming in over the next month, hopefully in time for our October meeting.

A letter was sent to Valerie Tregellis providing an update to the activities of the GHCS/GHCF and requesting a meeting to follow-up and discuss outstanding issues. Preparations are being made for a presentation for such a meeting.

Currently, the IHN team is working on providing group activities. The current contract goes to March 2011.

7.0 Volunteers: the point is being reached where more volunteers for various committees would be helpful. Specifically, the Data & Services Committee needs someone to do some administrative work.

8.0 New Business

a) With respect to Dr. Thorne's announcement, it may be helpful to reactivate our old information on finding and accommodating locums.

b) It is time to consider the vision for the roles of the GHCS and the GHCF after the clinic is built. Pursuant to this, an ad hoc committee was struck (to include Rufus Churcher, Kay Holt and Jill Adamson) to study the potential future roles for the GHCS and the GHCF in the future, in order to adequately plan space in the new building.

9.0 In Camera Session – a brief planning discussion was held.

Adjournment: The meeting adjourned at 8:45 pm.

Respectfully submitted,

Tracie Der, Secretary

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August 17, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

The Roxy Theater

GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Nancy Hetherington-Peirce, David Innell, Terry Nimmon

GHCF Board Attendees: Jill Adamson (presiding), Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Judith Graham, Nancy Hout, Judith Madsen, Konrad Mauch

Proceedings:

The meeting was called to order at 8:00 pm.

1. Previous Minutes

Moved (Tracie/Don): that the minutes of the meeting of 20 May 2010 be accepted as corrected. CARRIED

Moved (Tracie/Dave): that the minutes of the meeting of 15 July 2010 be accepted as previously circulated. CARRIED

2. Auxiliary Report – Brenda updated the boards on the activities of the auxiliary and their fundraising efforts.

3. Treasurer's Report (attached to original minutes)

Moved (Harvey/Don): that the financial reports be accepted as previously circulated. CARRIED

4. Data & Services Committee – Dave announced that the Wellness survey generated 417 responses (more than meeting the need for statistical significance) and that the analysis of the data has begun in Victoria. He estimated that, by September, we should be able to have the first "broad" review of the results. He and others have formed an ad hoc group to try to develop a functional tool/structured process to practically and usefully utilize the survey results.

Work has begun on drafting a letter to Valerie Tregillus of the Ministry of Health which will provide an update on what the GHCS/GHCF has achieved thus far, as well as what challenges and issues are being encountered going forward. The goal is to create an opportunity for a face-to-face meeting to discuss details.

There was also a discussion with respect to how the purpose of the community clinic is framed. There has been much emphasis placed on it's role in emergencies, but it is important to recognize that there is more to it than that. It is also not just a "clinic," but a "comprehensive community care model."

5. Special Ask – Judith Madsen confirmed that this event will take place on October 9th, 4-6 pm at the Dragon's Lodge.

Moved (Judith M./Dave): that a budget of up to $700 be authorized to cover the expenses in hosting this event. CARRIED

6. Judith Graham informed the board that there has been an email from Dr. Donald Sutherland, who was involved in the development of the Pender Island clinic. He has indicated that he has plans to be on Gabriola on the upcoming weekend (August 21/22) and would be interested in meeting with members of our organizations and/or our local physicians informally to discuss ideas and exchange information. Brenda indicated that she would be willing to meet with him at the office in the Village on the weekend.

7. In Camera Session – a brief planning discussion was held.

Moved (Brenda/Konrad): that the GHCS and GHCF proceed with due diligence on the offer of property from Dr. Rooks. CARRIED

Harvey will notify Dr. Rooks of our decision.

Adjournment: The meeting adjourned at 8:42 pm.

Respectfully submitted,

Tracie Der, Secretary

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July 15, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Temporary Office @ Folklife Village

GHCF & GHCS Board Attendees: Jill Adamson, Ian Brownlie, Brenda Fowler, Harvey Graham, Judith Graham, Kay Holt, Nancy Huot, Dave Innell, Judith Madsen, Konrad Mauch, Dr. Terry Nimmon

Guests: Dr. F. Bosman, Dr. T. Thorne, Nancy Nevison

Regrets: Don Butt, Rufus Churcher, Chuck Connor, Tracie Der, Bev Godfrey, Nancy Hetherington Pierce, Dallas Smith,

Proceedings:

The meeting was called to order at 7:05 pm

1.0 Previous Minutes

Moved (Brenda, Konrad): that the minutes of the meeting of 29 June 2010 be accepted as previously circulated. CARRIED

2.0 Auxiliary Report: (attached to original minutes): Nancy provided and update on the fundraising activities to date.

3.0Financial Reports (attached to original minutes):

Moved (Harvey/Ian): that the financial reports be accepted as circulated. CARRIED

4.0 Harvey provided Banking Resolutions for GHCS and GHCF

Moved (Harvey Graham/Brenda Fowler) that:

(a) any two of:

• the President, Brenda Fowler

• the Vice-president, Terry Nimmon,

• the Secretary, Tracie Der, and

• the Treasurer, Harvey Graham.

except that:

(b) cheques, drafts, and orders for payment of money in amounts not exceeding $500.00 may be signed by any one of the persons set out above.

2. All authorized banking accounts of GHCS existing as of the date of this resolution and all arrangements with regard to electronic banking are hereby continued.

3. Any two of the foregoing are authorized to provide direction to the Credit Union with respect to the opening and closing of any GHCS accounts.

4. Any two of the foregoing are authorized to enter into agreements relating to interest rates and other agreements of every nature whatsoever related to the investment of GHCS moneys in investment instruments issued by the Credit Union.

5.0 Moved (Harvey Graham/Nancy Huot) that:

1. All cheques, drafts, and orders for payment of money drawn on any Bank, Credit Union or Trust Company (hereinafter referred to as the “Credit Union”) account operated in the name of the Gabriola Health Care Foundation, (hereinafter referred to as "GHCF") shall be signed by:

(a) any two of:

• the President, Brenda Fowler

• the Vice-president, Jill Adamson,

• the Secretary, Judith Madsen, and

• the Treasurer, Harvey Graham.

except that:

(b) cheques, drafts, and orders for payment of money in amounts not exceeding $500.00 may be signed by any one of the persons set out above.

2. All authorized banking accounts of GHCF existing as of the date of this resolution and all arrangements with regard to electronic banking are hereby continued.

3. Any two of the foregoing are authorized to provide direction to the Credit Union with respect to the opening and closing of any GHCF accounts.

4. Any two of the foregoing are authorized to enter into agreements relating to interest rates and other agreements of every nature whatsoever related to the investment of GHCF moneys in investment instruments issued by the Credit Union.

6.0 Data & Services Committee:

(a) Dr. Francois Bosman, Dr. Tracy Thorne, attended the presentation and discussed the operations of the current VIHA Integrated Health Network Exercise related programs.

(b) Dave Innell presented (see attached to minutes) the Health and Well-being Clinic Profile Data Survey.

Following the presentation an in-depth discussion was held so the board could fully understand the implications of the data on future strategic questions concerning the clinic’s operation and relationship with major stakeholders. Ie.VIHA.

Motion: Brenda moved that: Dave Innell and the Data and Services Committee will agree with the Doctors as to create an action plan they wish to pursue with VIHA

7.0 Building Report: In Camera

Nancy Huot moved to adjourn the meeting.

Respectfully submitted,

Judith Madsen, Secretary

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June 29, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Temporary Office @ Folklife Village

GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler (presiding), Harvey Graham, Nancy Hetherington-Peirce, David Innell, Terry Nimmon

GHCF Board Attendees: Jill Adamson, Don Butt, Tracie Der, Brenda Fowler (presiding), Harvey Graham, Judith Graham, Kay Holt, Nancy Hout, Judith Madsen, Konrad Mauch, Dallas Smith

Regrets:

Guests:

Proceedings:

The meeting was called to order at 7:03 pm.

1.0 Brenda welcomed attendees and conducted a round of introductions.

2.0 Brenda reported on the meeting she and Ian Brownlee had on 28 June 2010 with the Island Trustees. She noted that they had to have separate meetings with each trustee, Sheila Malcolmson and Deb Ferens, and that planner, Chris Jackson, was also present for one of these meetings. They asked a series of standard questions (about septic, road access, etc.) and asked that we consider limiting our intended uses under the IN3 category when we apply for rezoning as this may improve the odds of our application being approved. They seemed to be pleased with our consultative process thus far and even indicated that they may be willing to use some of their budget for zoning changes to assist us in our application. It may also be possible that we can request that we be assigned a "higher priority" when we make our application. All in all, Brenda felt the meetings were positive.

Brenda also indicated that she has initiated talks with our "neighbours" on the Coats land and so far, no one seems to be against our presence there. We have received letters of support from Rick Jackson of the Fire Department, Emergency Services and Andrew Coats, as well as some private letters. She requested that each member of the boards also write a letter of support.

3.0 Selection of the Executive Committee

Moved (Tracie/Konrad): that the Executive Committee for the Gabriola Health Care Foundation be comprised of Brenda Fowler as Chairperson, Jill Adamson as Vice-Chairperson, Harvey Graham as Treasurer and Judith Madsen as Secretary.

CARRIED

Moved (Tracie/Dave): that the Executive Committee for the Gabriola Health Care Society be comprised of Brenda Fowler as Chairperson, Terry Nimmon as Vice-Chairperson, Harvey Graham as Treasurer and Tracie Der as Secretary.

CARRIED

Adjournment: The meeting adjourned at 8:17 pm.

Respectfully submitted,

Tracie Der, Secretary

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May 20, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Women's Institute Hall

GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, David Innell, Terry Nimmon (Presiding)

GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Bob Henderson, Lawrence Spero

Regrets: Kay Holt

Guests: Judith Graham, Nancy Nevison

Proceedings:

The meeting was called to order at 7:07 pm.

1.0 Welcome: After welcoming everyone, Terry called upon Brenda to give a report. Brenda announced that she has accepted a letter of resignation from Ian Brownlee, due to an urgent family situation that has arisen. She then reported on the Not-For-Profit workshop on fundraising that she attended along with Nancy and Judith Madsen. At this workshop, our organizations were recognized for all we've accomplished so far – we've been doing the right things (especially with building relationships). Brenda feels our $1M goal is achievable and that they came away with many good ideas.

2.0 Previous Minutes:

Moved (Tracie/Dave): that the minutes of the meeting of April 15th, 2010 be accepted as previously circulated. CARRIED

3.0 GHCF Auxiliary Report (attached to original minutes): Nancy noted that funds raised by the auxiliary in the past 4.5 months total over $25K. Upcoming events in May include the Pancake Breakfast and Country Hoedown and the Tour de Gabriola. On June 4th, the Co-op is holding a customer appreciation day and the auxiliary will be allowed to have a table at the event requesting those receiving their profit-sharing cheques sign them over to the foundation.

4.0 Data & Services Committee: Dave announced the launch for the wellness survey to be Saturday, June 5th at the WI Hall.

5.0 In Camera Session: A brief in camera discussion of the building status was held.

6.0 Gaming Report (attached to original minutes): Harvey provided the report required by government with respect to the raffle held in February.

Moved (Lawrence/Tracie): that the board approve the gaming report. CARRIED

7.0 Presentation: Judith presented the display she plans to use at the pancake breakfast for board input.

8.0 Financial Report (attached to original minutes): Harvey previously circulated the cash flow statements for both the GHCS and the GHCF. A discussion ensued on the draft financial statements being prepared for the AGM.

Moved (Harvey/Bob): that the board adopt the draft version using the "deferral method" of accounting. CARRIED

9.0 Fundraising: Brenda announced that a $2K donation has been provided by the Rexall Corporation and that GHCS/GHCF had applied for a BC Medical Association award.

10.0 AGM: Brenda indicated that the slate for the new boards is still being finalized, as well as working on a guest speaker.

Adjournment: The meeting adjourned at 9:45 pm.

Respectfully submitted,

Tracie Der, Secretary

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April 15, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Temporary Office @ Folklife Village

GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Kay Holt, David Innell, Terry Nimmon (presiding), Lawrence Spero

GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Lawrence Spero

Regrets:Ian Brownlee, Bob Henderson

Guests:Nancy Nevison (Chair GHC Auxiliary)

Proceedings:

The meeting was called to order at 7:05 pm.

1.0 Previous minutes:

Moved (Dave/Harvey): that the minutes of the meeting of 18 March 2010 be accepted as previously circulated. CARRIED

2.0 Auxiliary Report (attached to original minutes): Nancy provided an update on the fundraising activities to date.

3.0 Rodrigo Pessoa Charity Golf Classic: Brenda presented the concept of this charity golf event (see proposal and draft budget attached to original minutes).

Moved (Lawrence/Harvey): that the GHCF approve, in principle, the proposal for the Rodgrio Pessoa Charity Golf Classic subject to there being sufficient revenue potential per the "worst case" scenario in the draft budget with review for go/no-go by May 31st or cancellation in the event of withdrawal by our partners. CARRIED

4.0 Clinic Office Space: Harvey reported that the staff at the clinic is interested in reconfiguring the office space and may be requesting assistance with furnishings, etc. We will ask them for more information, including potential costs and urgency, before making a decision.

5.0 Financial Reports (attached to original minutes):

Moved (Harvey/Don): that the financial reports be accepted as circulated. CARRIED

Harvey provided a first draft of the year-end financial reports for the board to review for consideration at the May meeting.

6.0 Data & Services Committee: Dave reported that the renewed IHN contract is up and running.

The Wellness Survey will take place from May 25th to June 24th. It will be announced on April 24th during the Sustainability Fair and press releases will be made at the same time. The survey itself is in its final review right now. A professor at UVic will be doing the electronic tabulation of the results and the analysis process is still being determined. The survey will be available in both online and hard-copy formats. A launching event is planned for May 29th at the WI Hall, with speakers in attendance. At this point, there is no cost to us for the survey – it is covered by in-kind services by both VIHA and UVic.

7.0 OPC Comment: Dave noted that a letter is being drafted to provide the input of the GHCS/GHCF into the Official Community Plan Process and will be circulated for review soon.

8.0 Communications:

Moved (Brenda/Harvey): that the Board approve the expenditure of approximately $900.00 for the preparation and printing of two sets of rack cards of up to about 6,000 cards per set. CARRIED

Moved (Lawrence/Don): that the GHCF include a copy of the rack card with the personalized, handwritten donation requests that will be sent out, with a budget of $3,000.00 CARRIED

9.0 Fundraising: Brenda reported that Judith Madsen is arranging small neighbourhood get-togethers to provide information on GHCS/GHCF activities and solicit donations.

The proposal writing group has sent out 2 proposals for funds in the last week and several more are in development.

A question has been raised about whether we need a policy around the circumstances under which donations can be accepted – particularly from medical/drug companies or foundations that may have "strings" attached (a potential ethics/bias issue). Don and Lawrence agreed to look into this.

10.0 AGM: The AGM will take place on June 17th, location TBA. Speaker options are being pursued. Harvey will check the bylaws on the correct timing for placing advertisements announcing the meeting and the nomination process.

Moved (Dave/Don): that Lawrence, Tracie and Brenda form a nominating committee. CARRIED

11.0 Volunteer Appreciation:

Moved (Brenda/Lawrence): that the GHCF hold a volunteer appreciation event to cost no more than $500.00. CARRIED

12.0 In Camera Session: A brief in camera discussion of the building status was held.

Adjournment: The meeting adjourned at 9:21 pm.

Respectfully submitted,

Tracie Der, Secretary

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March 18, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Temporary Office @ Folklife Village

GHCF & GHCS Board Attendees: Terry Nimmon (presiding) Ian Brownlee, Brenda Fowler, Bev Godfrey, Harvey Graham, Kay Holt, Dave Innell

Regrets: Don Butt, Tracie Der, Lawrence Spero and Ian Brownlie

Guests:Judith Graham & Nancy Nevison

Proceedings:

Several items were added to the agenda as attached.

Approval of Previous Minutes

October Joint Board minutes were approved Dave Motion Harvey seconded Passed

January Joint Board minutes were approved with the amendment to item 9. “The Board will form a nomination committee.” Motion Dave, Harvey seconded. Passed.

Feb 18 the Notes from this meeting were circulated but not approved as it was during the Olympics and the Board had no quorum.

REPORTS

Auxiliary – Nancy N. presented an update on all of the auxiliary events and money raised. See attached. She also talked about the upcoming photo-op with Ambulance Society as well as the Arts Council trashathon event. The full report is attached.

Data and Services Committee – Dave updated the Board on the Community Survey it is in the final stages of development and will be carried out in May. He clarified that the community will own the data and that the committee has worked thru the confidentiality issues. The Board provided some feedback on possible incentives and suggested ways to expose the news of the survey. (May 3 emergency planning meeting, co-op appreciation day and the professionals involved in the IHN programs)

Dave also presented information to the Board on the IHN contract. It will be renewed for 2010-11 but the funds remain the same so participation will be limited. Dave held a meeting with all of the professionals and has explained the new program conditions.

Dave moved the report be accepted. Brenda seconded. Passed

Financial Harvey circulated the report. There were no questions Harvey moved the report be accepted. Dave seconded Passed.

Communications Judith presented the “rack card” and the requested funds for printing. Brenda will circulate a Foundation motion for approval of two rack cards. Judith also presented distribution/mailing concepts for the Board’s information. Those wishing to learn more or make suggestions can speak to her.

Training- Terry reported that he had met with Pat G twice but that still no date had been arranged for her visit. The Board recommended that he keep trying.

IN CAMERA

Meeting ended at 9:15pm

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February 18, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Temporary Office @ Folklife Village

GHCS Board Attendees: Brenda Fowler (presiding),Ian Brownlee, Harvey Graham

GHCF Board Attendees: Brenda Fowler, Bev Godfrey, Harvey Graham

Regrets: Tracie Der, Dave Innell, Donald Butt, Terry Nimmon; Bob Henderson; Kay Holt, Lawrence Spero

Guests: Bill Boyte, Judith Madsen, Judith Graham& Nancy Nevison

Proceedings:

As a number of members had volunteered for Olympics duty, and for other reasons, we did not have a quorum.

The following informal discussions were held:

• Brenda Fowler welcomed new member Bev Godfrey, representing the Gabriola Ambulance Society

• Judith Madsen presented a fundraising idea

• Nancy Nevison presented her Auxiliary Report

• Harvey Graham presented the monthly financial report

• A written data and services committee report was acknowledged

• Judith Graham presented a communications review, and

• An in-camera discussion took place

Meeting adjourned 7:50 p.m.

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January 21, 2010

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Temporary Office @ Folklife Village

GHCS Board Attendees: Don Butt, Tracie Der, Brenda Fowler (presiding), Harvey Graham, Kay Holt, David Innell, Terry Nimmon

GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham

Regrets: Ian Brownlee, Lisa Dowding-Carter, Robert Henderson

Guests: Judith Graham, Nancy Nevison

Proceedings:

The meeting was called to order at 7:10 pm.

1.0 Welcome: Brenda welcomed attendees and regretfully informed that Lisa Dowding-Carter has resigned from the GHCF.

2.0 Minutes: No board meetings were held in November (cancelled due to weather) or December (cancelled for Christmas). Minutes from the October meeting are pending.

3.0 Financial Report (attached to original minutes)

4.0 GHCF Auxiliary: Nancy requested more help in keeping the temporary office at Folklife Village open. She hopes we will be able to continue to operate the office through March.

Nancy provided a draft budget for the auxiliary's fundraising plan for 2010 (attached to original minutes).

Moved (Don/Tracie): that the GHCF approve the expenditure of up to $5,250 in expenses allowing the GHCF Auxiliary to work to their 2010 fundraising goal of $142,500. CARRIED

Nancy reminded everyone to check their drawers and jewellery boxes for Olympic gold for the March Go for the Gold fundraising event.

5.0 Training Update: Terry is to meet with Dr. Pat Gunton, in charge of the undergraduate program at NRGH, next Wednesday and will report on this at a later date.

6.0 Data & Services Committee: Dave reported that the Integrated Health Network is up and running – successfully! Almost too successfully as, at the current rate of use, the allocated funding will likely be completely utilized by the end of February 2010. Dave has contact the IHN in hopes of setting up a meeting to explore increased funding – either through extending/renewing the current contract or establishing a new contract – to ensure the program can be continued through the originally planned 7 month period.

The first draft of the Wellness Survey questionnaire has been done and is being reviewed.

7.0 Fundraising: Brenda presented a fundraising target plan (attached to original minutes).

Moved (Harvey/Fay): that the GHCF accept and endorse these targets and work towards meeting them. CARRIED

8.0 Community & Stakeholder Relations: Brenda gave a presentation to the Gabriola Island Chamber of Commerce.

Dave will approach the medical office at the Professional Centre to see if they are interested in participating in the IHN project going forward, now that it has been established.

9.0 In Camera Planning Discussion

Adjournment: The meeting adjourned at 9:08 pm.

Respectfully submitted,

Tracie Der, Secretary

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October 15, 2009

Gabriola Health Care Society & Foundation

Joint Board of Directors Meeting

Women's Institute Hall

GHCS Board Attendees: Ian Brownlee, Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Kay Holt, David Innell, Terry Nimmon (presiding), Lawrence Spero, Fay Weller

GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Lawrence Spero

Regrets: Robert Henderson

Guests: Jeremy Baker, Judith Graham, Albert Reid

Proceedings:

The meeting was called to order at 7:04 pm.

1.0 Terry welcomed everyone and lead introductions. The agenda was approved, as attached (to original minutes).

2.0 Moved (Lawrence/Don): that the minutes of the meeting of September 24th, 2009 be accepted as previously circulated. CARRIED

3.0 Moved (Harvey/Fay): that the minutes of the Treasurer's Report be accepted as attached (to original minutes). CARRIED

4.0 Slide Show: Don presented the draft of the slide show that he and Judith have created for promotional and fundraising purposes. Feedback was provided.

5.0 Gabriola Fire Trustees: Albert addressed the GHCS/GHCF proposal for using the fire hall property to build the permanent clinic, assessing the status of the request and the possible timeline for approval.

6.0 Data & Services Committee:

6.1 Dave advised that the Integrated Healthcare Network application has been approved, excluding Chinese medicine practitioners and herbalists. The total funding came to $16,548, including administration costs. The funding is being treated as a "service contract" (vs. a "grant") and the committee is looking at their options within this contract to improve cash flow and the ability to pay practitioners in a timely way.

6.2 The committee is trying to find ways to address the data gap (lacking Gabriola-specific health care data) in order to be able to tailor health care provision to local health care needs. They are proceeding with the community wellness survey with support by VIHA. They have also been informed of "community profiling" funds that may be available via the Provincial Health Authority. We would potentially be a pilot community under this program which includes a survey instrument, community engagement process and budgeting. Dave is hoping that such a survey could be conducted in spring 2010 with the results available by summer 2010. The project would be undertaken by the Data & Services Committee along with 2 other people and in cooperation with Sustainability Gabriola.

7.0 Communications Committee:

7.1 Brenda reported on the recently held Doctors roundtable and indicated that it is presenting as an excellent opportunity for inter-clinic communication around community health care issues (eg. flu season).

7.2 Lisa informed us that Nancy Nevison is heading up the committee organizing the Doctors Appreciation Dinner. It is scheduled for November 4th at the Surf Lodge.

8.0 Sustainable Gabriola Network: Fay described this initiative as an umbrella group (as opposed to an "environmental" group) that is being formed to try to coordinate and facilitate communications between all the various community organizations under categories including Community Resiliency & Wellbeing, Emergency Services & Preparedness, Learning, Transportation, Energy, etc. They are currently in the process of identifying and compiling a list of what's in existence on Gabriola.

Moved (Dave/Brenda): that the Gabriola Health Care Society formalize it's relationship with Sustainability Gabriola with a web-link on each organization's web pages and liaise via the Data & Services Committee. CARRIED

9.0 Generator: Harvey presented a request from the Community Clinic to obtain a generator. He has done some checking and estimates that it would cost approximately $7000 ($5K for the generator, $900 for the propane tank and the balance in labour).

Moved (Harvey/Lawrence): that the Gabriola Health Care Society acquire a 12KW generator at a cost of no more than $7,500. CARRIED

10.0 In Camera Planning Discussion

Adjournment:The meeting adjourned at 9:40 pm.

Respectfully submitted,

Tracie Der, Secretary

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September 24, 2009

GHCS Board Attendees: Ian Brownlee, Don Butt, Tracie Der, Brenda Fowler (presiding), Harvey Graham, David Innell, Lawrence Spero, Fay Weller

GHCF Board Attendees: Don Butt, Tracie Der, Lisa Dowding-Carter, Brenda Fowler, Harvey Graham, Lawrence Spero

Guest: Judith Graham, Communications Committee

Regrets: Kay Holt

Proceedings:

The meeting was called to order at 7:01 pm.

1.0 Brenda welcomed everyone and the agenda was approved. The results of the Auxiliary raffle were announced.

2.0 Moved (Don/Fay): that the minutes of the meeting of August 20th, 2009 be accepted as previously circulated. CARRIED

3.0 Financial Report (attached to original minutes)

Moved (Harvey/Lawrence): that the treasurer's reports be accepted as previously circulated. CARRIED

4.0 Data/Services

Dave reported that the MoH report of Gabriola Health Data had been received and, unfortunately, was less Gabriola-specific than hoped. He will be replying that the committee would like to work with the MoH in the future to improve that information.

There is still no decision from the Independent Health Network with respect to our application for the grant for patient services. There appears to be preliminary support for exercise/yoga and the time frame has still not been defined.

The committee has had a positive response from VIHA regarding performing a health indicators survey of the community. They will be meeting with VIHA on October 6th to plan this survey.

The committee has also been working on contacting various foundations for funding for a survey of what services would be good for the island. They are exploring what the criteria for approval of funding are, etc.

4.0 In Camera Planning Discussion (see Appendix I)

5.0 Other Business

The Community Sustainability Network has invited the GHCS to attend their meetings with emergency services. Brenda has accepted on our behalf.

Brenda will also place an announcement in the local media with the Auxiliary raffle results.

Adjournment: The meeting adjourned at 8:15 pm.

Respectfully submitted,

Tracie Der, Secretary

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August 20, 2009

GHCS Board Attendees: Ian Brownlee, Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, David Innell, Terry Nimmon (Presiding), Lawrence Spero, Fay Weller

GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Bob Henderson, Lawrence Spero

Regrets: Kay Holt

Proceedings:

The meeting was called to order at 7:03 pm.

1.0 Terry welcomed everyone and the agenda was approved.

2.0 Moved (Tracie/Ian): that the minutes of the meeting of June 23rd, 2009 be accepted as previously circulated. CARRIED

3.0 Financial Report (attached to original minutes)

Moved (Harvey/Tracie): that the treasurer's reports be accepted as previously circulated. CARRIED

4.0 Communications

Brenda reported on the Professional Centre's welcome for Dr. Thorne. She also informed us that Marilyn Geater is stepping down as Chair of the Auxiliary. Nancy Nevison is willing to Co-Chair, so we need to explore ideas of another person to fill this role. Also, there are still Auxiliary raffle tickets left to sell.

5.0 Data/Services

Dave reported that the committee is following up on the recommendations of Jessica Plante's report and pursuing information on wellness/happiness indicators. The IHN application has been submitted and we are awaiting the results of VIHA's review.

6.0 Building Committee

Ian presented a status report. He has met with John Campbell to discuss the pros and cons of different land options (ownership/lease/public land) and would like to invite Mr. Campbell to meet with the board to share his ideas. He indicated that "free" land is, obviously, the most attractive option, but the time in acquiring it is proving lengthy. To speed things along, it may be time to consider purchased land options.

Adjournment: The meeting adjourned at 8:09 pm.

Respectfully submitted,

Tracie Der, Secretary

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July 16, 2009

GHCS Board Attendees: Ian Brownlee, Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Kay Holt, David Innell, Terry Nimmon (Presiding)

GHCF Board Attendees: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Bob Henderson

Proceedings:

The meeting was called to order at 7:03 p.m.

1. Terry welcomed everyone and the agenda was approved.

2. Moved (Don/Brenda): that the minutes of the meeting of June 23rd, 2009 be accepted as corrected. CARRIED

3. Financial Report (attached to original minutes)

Moved (Harvey/Don): that the treasurer's reports be accepted as previously circulated. CARRIED

Moved (Harvey/Dave): that

(a) any two of:

 the President, Brenda Fowler

 the Vice-President, Terry Nimmon,

 the Secretary, Tracie Der, and

 the Treasurer, Harvey Graham.

except that:

(b) cheques, drafts, and orders for payment of money in amounts not exceeding $500.00 may be signed by any one of the persons set out above.

2. All authorized banking accounts of GHCS existing as of the date of this resolution and all arrangements with regard to electronic banking are hereby continued.

3. Any two of the foregoing are authorized to provide direction to the Credit Union with respect to the opening and closing of any GHCS accounts.

CARRIED

4. Data & Services Committee

• David presented a status report

Moved (Dave/Bob): that the board approve in principle the exploration of the idea of a community meeting in the fall and a drafting of a survey to assess wellness and happiness indicators and related information for our community. CARRIED

5. Brenda and Tracie reported on the exploratory meeting with representatives of the Women's Institute.

6. The Gabriola Health Care Auxiliary is conducting a fundraising raffle of a number of glass artworks.

7. Building Committee

• Ian presented a status report

8. Other Business

• Bob presented a fundraising idea (art auction/dinner). He will approach the Auxiliary with the idea.

• Don Butt reminded everyone of the upcoming Lion's Concert on the Green – Thursday, August 6th. Tickets $15

• Terry is organizing a welcome social for Dr. Tracy Thorne

Adjournment: The meeting adjourned at 8:07 p.m.

Respectfully submitted,

Tracie Der, Secretary

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Gabriola Health Care Society

Joint Annual General Meeting

Monday, June 4, 2009

The Roxy Theatre, Gabriola Island

Attendees: Board Members: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Bob Henderson, Terry Nimmon, Lawrence Spero, Fay Weller; see audience sign-in sheet attached to original minutes.

Proceedings:

The AGM of the Gabriola Health Care Society was called to order at 7:00 pm.

1.0 Fay Weller welcomed everyone and reviewed the evening's agenda. She described that much has been accomplished by the GHCS in the last year, particularly in 4 key areas:

 Recruitment and Retention of Physicians & Nurses

- MOCAP is now available to Gabriola, a new physician was hired, locums available to reduce workload, progress with nurses/nurse practitioners

 Emergency Treatment Room clinic – permanent & community owned

- Due diligence in design, site selection for permanent facility & upgrades current ETR

 Data and Services

- Health Services data, pilot, ETR stats

 Communications and Community outreach

- June public meeting, communication through year, May Open House

2.0 Tracie Der read the minutes from the GHCS AGM of 2007.

Moved (Tracie Der/Don Butt): that the minutes of the Gabriola Health Care Society Annual General Meeting of 26 March 2007 be accepted as read.

CARRIED

Tracie then read the minutes from the GHCS AGM of 2008.

Moved (Tracie Der/Don Butt): that the minutes of the Gabriola Health Care Society Annual General Meeting of 29 May 2008 be accepted as read.

CARRIED

3.0 Harvey Graham presented the GHCS 2008 Financial Report

(See the AGM slides for a copy of the report.)

Moved (Harvey Graham/Bob Henderson): that the Gabriola Health Care Society 2008 Financial Report be accepted as presented.

CARRIED

4.0 Harvey Graham presented a series of special resolutions on behalf of the board to amend the GHCS Constitution and Bylaws so that they better reflect the needs and policies of the society.

Special Resolution #1: Resolved that the Constitution of the Gabriola Health Care Society be amended by repealing paragraphs (a) to (d) of section 3 of the Constitution and by replacing those paragraphs with the following:

(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

(c) provide facilities to health care practitioners on Gabriola Island in a way that fosters integrated team care and accessibility wherever possible

(d) work in partnership with other community agencies to improve conditions affecting the health of residents of and visitors to Gabriola Island

CARRIED

Special Resolution #2: Resolved that the definition of those who are members of the society in the Bylaws of the Gabriola Health Care Society be amended by:

(a) replacing paragraph (1) of Section 4 of the bylaws with the following:

“All individual residents of Gabriola Island, B.C. who assent to the purposes of the society and who are at the time at least 19 years of age will be members of the society unless such person has ceased to be a member as provided herein.”

(b) amending paragraph (2) of section 7 of the bylaws to the following:

“unless he or she became a member under the provisions of section 4(2), by ceasing to be a resident of Gabriola Island, B.C. ”

CARRIED

Special Resolution #3: Resolved that the provision for "representative" or appointed directors be removed from the Bylaws of the Gabriola Health Care Society by:

(a) repealing section 25 of the bylaws and replacing it with the following:

"There shall be a minimum of five and up to a maximum of eleven directors."

(b) by making all other changes to the bylaws as are necessary to remove all references to "elected" and "representative" directors.

CARRIED

Special Resolution #4: Resolved that certain directors may be elected for a term of less than three years if this is required to more nearly equate the number of directors whose term will expire each year by adding the following to the end of section 39 of the Bylaws:

"In addition, a director or directors may be nominated and elected for a term of less than three years if the nominations committee determines that this is desirable in order to more nearly equate the number of directors whose term will expire each year."

CARRIED

Special Resolution #5: Resolved that the procedures for electing directors as set out in the Bylaws of the Gabriola Health Care Society be amended by:

(a) repealing section 40 of the bylaws and replacing it with the following:

"If the number of directors nominated for election is less than or equal to the maximum number of directors to be elected, as determined by the nominations committee, their election may be by acclamation. However, if requested by a member present at the meeting, the election must be by show of hands or, if requested, by secret ballot. In that event:

(1) The first ballot or show of hands will be to elect, or not to elect, all nominated candidates (the "slate" of candidates).

(2) If the majority of the votes are in favour of the slate, then all candidates will be declared elected.

(3) If the majority of the votes are not in favour of the slate, then a separate ballot must be held with respect to each candidate. Each candidate that receives more favourable votes than unfavourable votes will be declared elected.

(4) If the sum of the number of directors so elected and the number of directors whose term did not expire at the particular meeting is less than the minimum number of directors provided for in these bylaws, then sufficient number of the unsuccessful candidates necessary to bring the number of directors up to the minimum number, selecting those with the most favourable votes, will be declared elected."

(b) repealing section 41 of the bylaws and replacing it with the following:

"If the number of candidates nominated exceeds the maximum number of directors to be elected, as determined by the nominations committee, then a single ballot must be held:

(1) Each ballot paper must contain the names of all candidates.

(2) Each member present at the meeting will be entitled to vote in favour of up to the maximum number of directors to be elected by making a mark of some nature in the appropriate area of the ballot. Ballots with an excess number of votes will be considered invalid and the votes thereon will not be counted.

(3) The candidates will be ranked in accordance with the number of valid votes received, and the number of candidates equal to the number of directors to be elected at the meeting, starting with the candidate receiving the largest number of votes and working down the ranked list, will be selected and declared elected."

"41.1 In the event that two or more candidates receives the same number of votes in any ballot for the election of a director and the tie is relevant in determining whether a particular candidate is elected the winning candidate(s) from those candidates with the same number of votes will be determined by lot, or by coin toss, as determined by the nominating committee."

(d) repealing all of old section 42 except for paragraph 42(3) and re-numbering old paragraph 42(3) as new section 42.

(e) removing the requirement that scrutineers must be appointed for every ballot regarding the election of directors by adding the words ", if requested by a candidate," after the existing words "of these bylaws will" to section 43, and making a corresponding change to section 44.

CARRIED

Special Resolution #6: Resolved that the society formalize the members and roll of the Executive Committee by adding a new Part 9.1 to the Bylaws of the Gabriola Health Care Society, to read as follows:

"Part 9.1 Executive Committee

62.1 The officers and the immediate past-president, if still a director, will constitute the executive committee.

(1) The executive committee will:

(a) act on behalf of the directors for those matters and during those time periods for which the directors have passed a resolution delegating action to the executive committee, with the condition that action taken will be reported to the directors, and

(b) act for the directors in situations which, in the opinion of the executive committee, require immediate action prior to the next meeting of the directors, and report to the directors on any action taken.

(2) The quorum of the executive committee shall be three members. In the event that a quorum of executive committee members is not available at any particular time, the executive committee may invite another director of the Society to temporarily become a member of the executive committee.

(3) The executive committee may conduct its affairs by telephone or by electronic means, provided all members of the committee are able to participate in all exchanges of information related to a particular decision or action."

CARRIED

5.0 On behalf of the nominating committee, Brenda Fowler presented the following slate for Directors of the Gabriola Health Care Society:

• Dr. Don Butt

• Brenda Fowler

• Harvey Graham

• Kay Holt

• Dave Innell

• Lawrence Spero

All were elected by acclamation.

The AGM of the Gabriola Health Care Society adjourned at 7:33 pm.

Respectfully submitted,

Tracie Der, Secretary

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Gabriola Health Care Foundation

Joint Annual General Meeting

Monday, June 4, 2009

The Roxy Theatre, Gabriola Island

Attendees: Board Members: Don Butt, Tracie Der, Brenda Fowler, Harvey Graham, Bob Henderson, Terry Nimmon, Lawrence Spero, Fay Weller; see audience sign-in sheet attached to original minutes.

The AGM of the Gabriola Health Care Foundation was called to order at 7:34 pm.

1.0 Lawrence Spero welcomed the assembly and reviewed the last year, highlighting

 the ongoing review of Government and Philanthropic Foundations as potential sources of funding.

 our membership of Imagine Canada (imaginecanada.ca).

 our outreach meetings with organizations and individuals for feedback on approaches to fundraising.

 our efforts to encourage a wider representation on the Foundation Board.

 the receipt of and our fiscal responsibility for donations to the Foundation.

Lawrence then thanked Franco Scarfone who presented a donation on behalf of the Duplicate Bridge group on the island. He also noted that the GHCF will be receiving a grant to upgrade the computer systems at the clinic.

2.0 As this is the first Annual General Meeting of the GHCF, there were no previous minutes to be approved.

3.0 Harvey Graham presented the GHCF 2008 Financial Report:

(See the AGM slides for a copy of the report.)

Moved (Harvey Graham/Tracie Der): that the Gabriola Health Care Foundation 2008 Financial Report be accepted as presented.

CARRIED

4.0 Harvey Graham presented a series of special resolutions on behalf of the board to amend the GHCF Constitution and Bylaws so that they better reflect the needs and policies of the foundation.

Special Resolution #1: Resolved that the definition of those who are members of the society in the Bylaws of the Gabriola Health Care Foundation be amended by:

(a) replacing paragraph (1) of Section 4 of the bylaws with the following:

(b) amending paragraph (2) of section 7 of the bylaws to the following:

“unless he or she became a member under the provisions of section 4(2), by ceasing to be a resident of Gabriola Island, B.C. ”

CARRIED

Special Resolution #2: Resolved that certain directors may be elected for a term of less than three years if this is required to more nearly equate the number of directors whose term will expire each year by adding the following to the end of section 39 of the Bylaws:

CARRIED

Special Resolution #3: Resolved that the procedures for electing directors as set out in the Bylaws of the Gabriola Health Care Foundation be amended by:

(a) repealing section 40 of the bylaws and replacing it with the following:

(1) The first ballot or show of hands will be to elect, or not to elect, all nominated candidates (the "slate" of candidates).

(2) If the majority of the votes are in favour of the slate, then all candidates will be declared elected.

(b) repealing section 41 of the bylaws and replacing it with the following:

"If the number of candidates nominated exceeds the maximum number of directors to be elected, as determined by the nominations committee, then a single ballot must be held:

(1) Each ballot paper must contain the names of all candidates.

(d) repealing all of old section 42 except for paragraph 42(3) and re-numbering old paragraph 42(3) as new section 42.

CARRIED

Special Resolution #4: Resolved that the society formalize the members and roll of the Executive Committee by adding a new Part 9.1 to the Bylaws of the Gabriola Health Care Foundation, to read as follows:

"Part 9.1 Executive Committee

62.1 The officers and the immediate past-president, if still a director, will constitute the executive committee.

(1) The executive committee will:

CARRIED

5.0 On behalf of the nominating committee, Brenda Fowler presented the following slate for Directors of the Gabriola Health Care Foundation:

• Lisa Dowding-Carter

• Harvey Graham

• Lawrence Spero

All were elected by acclamation.

The AGM of the Gabriola Health Care Foundation adjourned at 7:51 pm.

The formal meetings were followed by a presentation by Mike Pennock of VIHA called: Gross National Happiness & Wellbeing: From Bhutan to Victoria.

Respectfully submitted,

Tracie Der, Secretary

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Gabriola Health Care Society & Foundation

Annual General Meeting

Monday, May 29th, 2008

Women's Institute Hall, Gabriola Island

Attendees: Lawrence Spero (presiding), Tracie Der, Harvey Graham, Don Butt, Brenda Fowler, see attached audience sign-in sheet

Proceedings:

The meeting was called to order at 7:03 pm.

1.0 Lawrence welcomed everyone to the meeting and reviewed the agenda. He then announced the upcoming Community Workshop scheduled for Friday, June 20th and invited everyone to attend and participate – learn what has been happening and share their ideas and visions for Gabriola health care.

On behalf of the GHCS & GHCF, Lawrence thanked everyone who has contributed to the achievements thus far – those who donated funding, time and physical labour, as well as island organizations and businesses. He also thanked the boards for their teamwork and enthusiasm.

There have been significant changes over the last year and the highlights were:

• April '07 – the GHCS signed a lease with Twin Beaches Centre to open an interim clinic

• June '07 – the Tour de Gabriola

• July 1st – the interim clinic opened and Dr. Francois Bosman joined the practice

• August through November saw a successful fundraising quilt raffle

bull; August 25th – the Official Opening of the Interim Clinic, attended by local dignitaries and politicians

• October through December saw active discussions with VIHA over pertinent issues, including MOCAP.

• January '08 – a new Chief Medical Officer for VIHA came on board and actually came to visit Gabriola Island and personally see what was going on

• February '08 – board members met with Minister George Abbott of the Ministry of Health; the Gabriola Health Care Foundation was formed to become the fundraising arm for Gabriola Health Care, looking to raise money both locally and through larger, philanthropic organizations; the Gabriola Health Care Auxiliary was officially formed.

• April '08 – a Memorandum of Understanding was signed by the Ministry of Health, VIHA, the GHCS and Dr.'s Hoffmann, Bosman, Harding and Mackenzie; Lawrence read from the pre-amble of this landmark agreement:

Solutions for facilitating a sustainable primary health care for Gabriola are to be based upon the following criteria:

• Meet the access and health outcome needs of patients (permanent residents, summer residents and visitors) of Gabriola

• Support the health and wellbeing of the family physicians

• Use appropriate facts and an evidence based approach

• Provide a potential model for other comparable rural communities

• Take a population based approach

• Be open and transparent

Lawrence pointed out that the Ministry is starting to see Gabriola as a place where we can try to apply the best of both worlds – what works from the old medical system and some new ideas to explore. It is also a goal to increase our equity with the other gulf islands and there may be an opportunity to gain another on-call physician through the Family Physicians for BC program.

• May '08 – the Auxiliary holds a successful Clinic Fund Run ($3000 raised); a pre-planning meeting with a professional facilitator took place to establish the format of the community workshop coming up on June 20th. Those unable to attend this workshop will also be offered a variety of ways to contribute to the formal record, such as via the website, letters, etc. The goal is to create choice and homegrown Gabriola options for healthcare.

2.0 Treasurer Harvey Graham presented the financial reports to year-end December 31, 2007.

Moved (Don Butt/Eric Boulton): that the financial statements be accepted as presented.

CARRIED.

3.0 Gabriola Lions Club President, Linda Olsen, presented the GHCF with a $20,000 donation in support of the Emergency Treatment Room.

4.0 The Nominating Committee of Don Butt and Brenda Fowler presented the following slate for election to the Board of the Gabriola Health Care Society:

President Fay Weller

Vice-President Tracie Der

Secretary Bill Hatton

Treasurer Harvey Graham

Directors

• Ian Brownlee

• Daile Hoffmann

• Margaret Litt

• Terry Nimmon

Past-President Lawrence Spero

Appointments:

• Don Butt – Gabriola Lions Club

• Brenda Fowler – Gabriola Ambulance Society

Moved (Diana Moher/Bill Hatton): that the Nominating Committee Report be accepted.

CARRIED.

Moved (Linda Olsen/Marilyn Geater): that nominations for the board of the GHCS be closed.

CARRIED.

The presented slate was elected by acclamation.

5.0 The Nominating Committee of Don Butt and Brenda Fowler presented the following slate for election to the Board of the Gabriola Health Care Foundation:

President Lawrence Spero

Vice-President Fred Geater

Secretary Tracie Der

Treasurer Harvey Graham

Directors:

• Bill Hatton

• Bob Henderson

• Daile Hoffmann

• Margaret Litt

Appointments:

• Don Butt – Gabriola Lions Club

• Brenda Fowler – Gabriola Ambulance Society

Moved (Brenda Fowler/Eric Boulton): that the Nominating Committee Report be accepted.

CARRIED.

Moved (Fay Weller/Judith Graham): that nominations for the board of the GHCF be closed.

CARRIED.

The presented slate was elected by acclamation.

Adjournment: The meeting adjourned at 7:59 pm.

Respectfully submitted,

Tracie Der, Secretary

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Gabriola Health Care Society

Annual General Meeting

Monday, March 26th, 2007

Women's Institute Hall

The meeting was called to order at 7:11 pm.

1.0 Welcome

Vice-President Lawrence Spero (President pro tem) welcomed attendees and started the meeting by offering the board's thanks to outgoing president, Fred Geater, for his leadership and vision in initiating the society. He will be presented with a Norfolk Pine and it is hoped he will be able to return to participate as his health allows.

Lawrence then provided a brief report of the activities thus far:

Everybody involved in the clinic from physicians, to VIHA and individual Gabriolans is contributing to making this enterprise a success. The unprecedented support from donors and volunteers on the island has amazed the board and has greatly impressed VIHA.
We have agreement from VIHA on the nature of the interim clinic. We have discussed workload and overhead costs, etc. in the interim facility with the health authority and the physicians involved and have arrived at what all parties think is a workable arrangement to get the interim clinic up and running.
We are awaiting the documentation confirming VIHA’s share of the rent in the interim clinic that was agreed to in principle in Victoria earlier in March.
Other aspects of this plan, relating to potential VIHA use of the clinic also require additional information from VIHA before we can give board approval for the renovations to proceed. We hope to get this in the next 10 days.
As guardians of the money donated to GHCS we have a responsibility to ensure that we minimize risk and maximize the benefits to the health of Gabriolans. Working with government never proceeds at a fast enough pace. We thank everyone for their patience. We are almost there.
We also have VIHA agreement on the vision for the permanent clinic. Gabriolans will own and operate the permanent clinic. VIHA and the Health Professionals who operate out of the facility will pay rent which will cover the operating costs, building maintenance, etc.

1.1 Previous Minutes

As this was the inaugural AGM for the GHCS, there were no previous minutes.

2.0 Treasurer's Report

Harvey Graham reported that there had been $4,820 in donations since the year-end of December 31, 2006, bringing the total donations to date to almost $53,000.

2.1 GHCS Bylaws

Harvey introduced a special resolution to replace the bylaws of the GHCS to effect the following changes:

Provide for the election of the directors for three-year terms, with one-third to be elected each year.
Provide that the officers of the society will be elected by the directors.
Provide for the appointment of up to three directors by major partners of the society and/or other interested groups.
Provide that special resolutions submitted by the members for consideration at a meeting must be submitted 45 days before the date of the meeting at which they are to be considered and that such resolutions must be signed by at least twenty-five members of the society.
Provide that notice to the members may be by electronic mail or by publishing a notice in a local newspaper.
Make certain other minor housekeeping changes.

Moved (Harvey Graham/Don Butt): that the bylaws of the Gabriola Health Care Society be repealed in their entirety and replaced with the attached bylaws dated March 26th, 2007. CARRIED

3.0 Election of the Board

Don Butt, Nominating Committee lead the election of the board. The following were elected to the board by acclamation:

President Lawrence Spero
Vice-President Fulvio Limongelli
Secretary Tracie Der
Treasurer Harvey Graham
Directors

Daile Hoffmann
Margaret Litt
Diana Moher
Fay Weller

Appointments:

Don Butt – Gabriola Lions Club
Brenda Fowler – Gabriola Ambulance Society

Adjournment: The meeting adjourned at 7:53 pm.

Respectfully submitted,

Tracie Der, Secretary

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