December
bbGabriola Health Care Foundation Board Meeting.
December 17, 2021.
Location: Video conference.
Present: Mike Phillips, Harvey Graham, Chuck Connor, Dyan Dunsmoor-Farley, Diane Cornish,
Don Sutherland and Nancy Rowan. By invitation Angela Pounds. Chair: Chuck Connor
1. Call to order: at 9:00 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the Agenda as amended. Carried.
3. Approval of the Minutes of the November 24, 2021 Board meeting. Moved by Mike Phillips.
Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
Motion to receive the November 30, 2021 interim financial statements. Moved by Harvey
Graham. Carried.
6. Facility Management (Chuck Connor).
Additional work has been done to determine the best way to expand the available space in the
clinic building. While preliminary ideas have been considered it is apparent that more
information is needed before proceeding further. Results of a strategic plan currently under
preparation need to be considered, financing requirements must be certain and discussions and
input sought from existing tenants. In particular, further guidance is required from the Gabriola
Medical Clinic, as the prime tenant.
7. GHCF/Physician Liaison Committee.
Clarity of information between flowing between the GHCF and the Physicians is essential and
needs to be formalized and efficient in order to deliver the best possible service to the
community.
Motion that a GHCF/Physicians Liaison Committed be formed. Moved by Nancy Rowan.
Carried.
8. Governance (Mike Phillips). The workload for all Directors is increasing. New directors will be
sought.
9. Recruitment and Retention (Don Sutherland).
No report.
10. Strategic Planning (Dyan Dunsmoor Farley).
Work sessions leading to a 5 year plan were held November 14 and 18. An additional session
will be held in January 2002.
11. Next Board Meeting. January 26, 2022. 9:00AM.
12. Meeting Adjourned
November
Gabriola Health Care Foundation Board Meeting.
November 24, 2021.
Location: Video conference.
Present: Mike Phillips, Harvey Graham, Chuck Connor, Dyan Dunsmoor-Farley, Diane Cornish
Bruce Walker and Nancy Rowan. By invitation Angela Pounds. Chair: Chuck Connor
1. Call to order: at 9:05 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the Agenda. Carried.
3. Approval of the Minutes of the October 31, 2021 Board meeting. Moved by Mike Phillips.
Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
Motion to receive the October 31, 2021 interim financial statements. Moved by Harvey
Graham. Carried.
6. Facility Management (Chuck Connor).
The Clinic building is now fully utilized. A preliminary proposal was discussed which would
expand the upper floor by 400 square feet. After considerable discussion it was decided that a
wider look at options is warranted to make sure that building needs can be met as well as
possible. Motion. The Foundation in, collaboration with the Doctors, will explore options for
facility expansion which will optimize use of a GPSC grant and the Foundation’s resources.
Further, to facilitate discussions a Board working group. Moved by Dyan Dunsmoor-Farley.
Carried.
7. Health Services (Vicky Scott).
No report.
8. Governance (Mike Phillips).
The Annual General Meeting was successfully carried out by e mail.
Foundation Officers for the ensuing year:
Moved by Mike Phillips that the Foundation Officers for 2022 are:
Chuck Connor, President
Nancy Rowan, Vice President
Harvey Graham, Treasurer
Mike Phillips, Secretary. Carried.
9. Recruitment and Retention (Don Sutherland).
No report.
10. Strategic Planning (Dyan Dunsmoor Farley).
Work sessions leading to a 5 year plan were held November 14 and 18. An additional session
will be held in January 2002.
11. Donor Recognition Policy.
No report.
12. Next Board Meeting. December 17, 2021. 9:00AM.
13. Meeting Adjourned
October
October 27, 2021, 09:00 AM.
Location: Video conference.
Present: Vicky Scott, Don Sutherland, Mike Phillips, Harvey Graham, Chuck Connor, Dyan Dunsmoor-Farley, and Diane Cornish and Nancy Rowan. By invitation Angela Pounds. Chair: Chuck Connor
1. Call to order: at 9:04 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the Agenda. Carried.
3. Approval of the Minutesof the September 22, 2001 Board Meeting. Moved by Mike Phillips. Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
Motion to receive the September 30, 2021 interim financial statements. Moved by Harvey Graham. Carried.
6. Facility Management (Chuck Connor).
A general review of facility operations was held.
The doctors’ working area has become too small due to the increasing number of practitioners. Specifically, there is no longer adequate space to complete required administrative work. Initial ideas of how the facility may be modified to solve the problem were presented. Feasibility and preliminary cost estimates will be prepared.
7. Health Services (Vicky Scott).
No report.
8. Governance (Mike Phillips).
Nancy Rowan has agreed to rejoin the Board.
Motion that Nancy Rowan be appointed to the GHCF Board until the next annual general meeting. Moved by Mike Phillips. Carried.
In view of continuing safety concerns about Covid, it was agreed that the upcoming annual general meeting will be held by e mail, as was the case in the prior year.
9. Recruitment and Retention (Don Sutherland).
Three practitioners have recently joined the Clinic and have incurred substantial costs in doing so. In appreciation, the Board believes that each should receive a onetime payment of $3,000.
Motion that each of the practitioners who recently joined the Gabriola Medical Clinic be paid $3,000. Moved by Don Sutherland. Carried.
10. Strategic Planning (Dyan Dunsmoor Farley).
Work sessions leading to a 5 year plan will be scheduled for November 14 and 28.
11. Donor Recognition Policy.
No report.
13. Next Board Meeting. November 24, 2021. 9:00-12:00
14. Meeting Adjourned.
September
Gabriola Health Care Foundation Board Meeting.
September 22, 2021. 9:00 AM.
Location: Video conference.
Present: Vicky Scott, Don Sutherland, Mike Phillips, Harvey Graham, Chuck Connor, Dyan
Dunsmoor-Farley, and Diane Cornish. By invitation Angela Pounds.
Chair: Chuck Connor
1. Call to order: at 9:04 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the Agenda. Carried.
3. Approval of the Minutes of the June 15, 2001 Board Meeting. Moved by Mike Phillips.
Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
Motion to approve annual auditor reviewed financial statements Dated December 31, 2020.
Moved by Harvey Graham. Carried.
Motion to accept the June 30, July 31 and August 31 interim financial statements. Moved by
Harvey Graham. Carried.
6. Facility Management (Chuck Connor).
(a) Work continues to be done to help with the establishment of an helicopter easement over
RDN parkland located west of the helipad.
(b) While all administrative tasks are now completed by Board members, there is a need for a
non Board individual(s) to reduce onerous workloads and ensure administrative continuity. The
first step in achieving this is to document the administrative processes and procedures
currently in use.
Motion to hire a contract individual consultant to create a list of administrative process and
procedures at a cost not to exceed $15,000. Moved by Dyan Dunsmoor- Farley. Carried.
7. Health Services (Vicky Scott).
The Health Report Video is complete.
8. Governance (Mike Phillips).
Vicky Scott will leave the Board at the fiscal 2021 annual general meeting.
9. Recruitment and Retention (Don Sutherland).
General discussion about medical staffing and patient loads.
10. Strategic Planning (Dyan Dunsmoor Farley).
Work will recommence in October.
11. Donor Recognition Policy. Preliminary work continues.
13. Next Board Meeting. October 27, 2021.
14. Meeting adjourned
June
Gabriola Health Care Foundation Board Meeting.
June 15, 2021. 9:00 AM.
Location: Video conference.
Present: Vicky Scott, Don Sutherland, Bruce Walker, Mike Phillips, Harvey Graham, Chuck
Connor, Dyan Dunsmoor-Farley, and Diane Cornish. By invitation Angela Pounds.
Chair: Chuck Connor
1. Call to order: at 9:04 AM. Quorum confirmed.
2. Approval of the Agenda - Moved by Bruce Walker. Carried.
3. Approval of the Minutes of the June 15, 2001 Board Meeting. Moved by Mike Phillips.
Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
Motion to accept the May 31, 2001 interim financial statements. Moved by Harvey Graham.
Carried.
6. Facility Management (Chuck Connor).
(a) No response from the Ministry regarding our request for additional UTF support.
(b) The western helicopter approach is over land soon to be acquired by the RDN for parkland.
Potlatch has submitted preliminary information to begin the process of establishing a covenant
with the RDN to enable vegetation removal to maintain Transport Canada required clearances.
7. Health Services (Vicky Scott).
Work continues on the Health report video with completion now expected in July.
8. Governance (Mike Phillips).
Consideration was given to future ways to strengthen management as the work load is
becoming onerous for volunteer Board members. Discussions are ongoing.
9. Recruitment and Retention (Don Sutherland).
Two Doctors have joined the Doctors’ practice. On call coverage is now available 75% of the
time.
10. Strategic Planning (Dyan Dunsmoor Farley).
Work will recommence in September.
11. Truth and Reconciliation. Dyan Dunsmoor-Farley provided additional information about
the Truth and Reconciliation process currently underway. A recognition statement is now on
the GHCF web site.
12. Donor Recognition Policy. Preliminary work is being done.
13. Next Board Meeting. September 22, 2021.
14. Meeting adjourned
May
Gabriola Health Care Foundation Board Meeting.
May 26, 2001.
Location: Video conference.
Present: Vicky Scott, Don Sutherland, Bruce Walker, Mike Phillips, Harvey Graham, Chuck
Connor, Dyan Dunsmoor-Farley, Kim Lister and Diane Cornish.
Chair: Chuck Connor
1. Call to order: at 9:04 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the agenda. Carried.
3. Approval of the Minutes of the April 28, 2001 Board Meeting. Moved by Mike Phillips.
Carried.
4. Correspondence – None.
5. Finance Committee(Harvey Graham)
Motion to accept the April 30, 2001 one-month interim financial statements. Moved by Harvey
Graham. Carried.
6. Facility Management (Chuck Connor).
(a) UTF funding is still being pursued to recover costs experienced as a result of the
Foundation’s ownership of the room. Island Health has responded but the Health Ministry still
has not. Currently changes in how rural health care centres are to be funded by the Province
are under consideration by the Health Ministry, however this remains a work in progress with
no conclusions announced so far.
(b) One of the Foundation’s aims is to help to identify health needs on Gabriola. This is primarily
done by collaboration with the Gabriola Health & Wellness Group. This will be a continuing
process. Results to date have been good.
7. Health Services (Vicky Scott).
The Health Report video continues with the likely completion date now mid June.
8. Governance (Mike Phillips).
No report
9. Recruitment and Retention (Don Sutherland).
Two Doctors have committed to join the Doctors’ practice. With four Doctors and the Nurse
Practitioner community care will be strengthened. Final arrangements to facilitate the changes
are being made.
10. Strategic Planning (Dyan Dunsmoor Farley).
No change. Work will recommence in September.
11. Truth and Reconciliation. Dyan Dunsmoor-Farley provided additional information about
the Truth and Reconciliation process currently underway. A recognition statement is now on
the GHCF web site.
Action item. Dyan to draft a more succinct web statement, correspondence signature block text
and suggestions regarding process for doing acknowledgements in meetings.
12. Donor Recognition Policy. Preliminary work is being done.
13. Next Board Meeting - To be determined
April
Gabriola Health Care Foundation Board Meeting.
April 28, 2021.
Location: Video conference.
Present: Vicky Scott, Don Sutherland, Bruce Walker, Mike Phillips, Harvey Graham, Chuck Connor, Dyan Dunsmoor-Farley, Kim Lister. Angela Pounds and Diane Cornish by invitation.
Chair: Chuck Connor
1. Call to order: at 9:02 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the agenda as amended. Carried.
3. Approval of the Minutes of the March 31, 2021 Board Meeting. Moved by Mike Phillips.
Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
Motion to accept March 31, 2021 one-month interim financial statements. Moved by Harvey Graham. Carried.
6. Facility Management (Chuck Connor).
(a) The ambulance bay enclosure will be completed with only the addition of siding required.
(b) UTF funding is still being pursued to recover costs experienced as a result of the Foundation’s ownership of the room. Island Health has responded but the Health Ministry has not.
7. Health Services (Vicky Scott).
The Health Report video continues on track for completion by the end of May.
8. Governance (Mike Phillips).
(a) After due consideration, Diane Cornish agreed to serve as a Board member. Dyan Dunsmoor-Farley moved that “Diane Cornish be appointed to the GHCF Board of Directors until the next Annual General Meeting of the Foundation”. Carried.
(b) Consideration is being given to establishing a donations policy which will clarify how donations will be recognized. Diane Cornish will draft a proposal.
9. Recruitment and Retention (Don Sutherland).
Work continues to increase the Clinic’s capacity to care for patients. The Nurse Practitioner has taken on patients from the waiting list and will add more in time. One doctor is leaving the clinic but two others have expressed interest in joining.
10. Strategic Planning (Dyan Dunsmoor Farley).
A survey was sent to all Foundation members as part of ongoing preparation for strategic
planning process. A high proportion of members responded, and the results are currently being
reviewed. Chuck Connor will prepare a list of risks that will be provided as part of the analysis underway. Work will continue after the summer break.
11. Truth and Reconciliation Dyan Dunsmoor-Farley provided an overview of the Truth and Reconciliation process currently underway and how the Foundation may recognize the issue.
12. Next Board Meeting.May 26, 2021. By zoom
March
Gabriola Health Care Foundation Board Meeting
March 24, 2021.
Location: Video conference.
Present: Vicky Scott, Don Sutherland, Bruce Walker, Mike Phillips, Harvey Graham, Chuck
Connor, Dyan Dunsmoor-Farley, Kim Lister. Angela Pounds by invitation.
Chair: Chuck Connor
1. Call to order: at 9:00 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the agenda as distributed. Carried.
3. Approval of the Minutes of the February 24, 2021. Moved by Dyan Dunsmoor–Farley.
Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
(a) Motion to accept February 28, 2021 one-month interim financial statements as amended.
Moved by Harvey Graham. Carried.
6. Facility Management (Chuck Connor).
(a) The first major facility upgrade since opening of the Clinic has been completed. Additional
parking spaces have been created and all of the parking areas and road access to the back of
the building have been replaced with an asphalt surface.
(b) A helicopter access covenant on property on the east side of Church Street cannot be
established at this time. The flight path can be used but there is no formal agreement regarding
tree trimming which may be necessary in the future.
(c) UTF funding is being pursued to reduce the non recoverable costs experienced as a result of
the Foundation’s ownership of the room. The Island Health Board of Directors and the Ministry
will be approached in due course.
7. Health Services (Vicky Scott).
The Health Report video will be complete at the end of May.
8. Governance (Mike Phillips).
The Board has a substantial work load. Consideration will be given to adding another member.
9. Recruitment and Retention (Don Sutherland)
At least one more doctor is necessary as one of the current practitioners will be leaving.
Candidates are being considered by the doctors.
10. Strategic Planning (Dyan Dunsmoor Farley).
A letter and survey have been sent to all Foundation members to seek their thoughts about
how the Foundation is performing. The planning group will review the findings once they are
collated.
11. Next Board Meeting. April 28, 2021. By zoom.
February
Gabriola Health Care Foundation Board Meeting
February 24, 2021.
Location: Video conference.
Present: Vicky Scott, Don Sutherland, Bruce Walker, Mike Phillips, Harvey Graham, Chuck Connor, Dyan Dunsmoor-Farley . Angela Pounds by invitation.
Chair: Chuck Connor
1. Call to order: at 9:00 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the agenda as distributed. Carried.
3. Approval of the Minutes of the January 27, 2021 Board meeting. Moved by Dyan Dunsmoor–Farley. Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
(a) Motion to accept January 31, 2021 one-month interim financial statements. Moved by Harvey Graham. Carried.
(b) Motion to transfer $35,000 from the Operating Account to the Building Maintenance Fund. Moved by Bruce Walker. Carried.
6. Facility Management (Chuck Connor).
(a) A general discussion was held concerning the documenting of administrative tasks and procedures. Progress is being made.
(b) UTF funding is being pursued to reduce the-non recoverable costs experienced as a result of the Foundation’s ownership of the room. Various sources of support will be contacted.
(c) The parking areas are experiencing wear and tear. A complete rebuild is necessary. Chuck will continue planning and will get cost estimates.
7. Health Services (Vicky Scott).
The Health Report video has been delayed until the end of May.
8. Governance (Mike Phillips).
Committee membership to be confirmed.
9. Recruitment and Retention (Don Sutherland)
(a) A nurse practitioner has now joined the Doctors and will carry a case load taken from the Clinic wait list.
(b) The search for another doctor continues.
10. Strategic Planning (Dyan Dunsmoor Farley).
A letter and survey will be sent to all Foundation members to seek their thoughts about how the Foundation is performing. Provision will be made for suggestions and comments.
11. Next Board Meeting.
March 24 - video conference
January
Gabriola Health Care Foundation Board Meeting
January 27, 2021.
Location: Video conference.
Present: Vicky Scott, Don Sutherland, Bruce Walker, Mike Phillips, Harvey Graham, Chuck Connor, Dyan Dunsmoor Farley, Kim Lister. Angela Pounds by invitation.
Chair: Chuck Connor
1. Call to Order at 9:00 AM. Quorum confirmed.
2. Approval of the Agenda - Moved the agenda as distributed. Carried.
3. Approval of the Minutes of the November 30, 2020 - Moved and carried.
4. Correspondence- none.
5. Finance Committee (Harvey Graham)
Motion to accept December 31, 2020 interim financial statements. Moved by Harvey. Carried.
Motion to approve 2021 annual operating budget. Moved by Harvey. Carried.
6. Facility Management (Chuck Connor).
A general discussion was held concerning possible hiring of an administrator to assist with administrative work and to help with documentation of procedures.
7. Health Services (Vicky Scott).
The recently prepared Community Health Report is an excellent document but lengthy. The Board previously approved production of a video to summarize key points in order to facilitate presentations to various Clinic partners and interested parties. Work continues on the video but has been delayed by the producer’s busy schedule.
8. Governance Committee (Mike Phillips).
Committee mandates will be reviewed by Committee chairs to determine changes, if any, that may be needed.
9. Recruitment and Retention (Don Sutherland).
The Medical practice continues to search for additional medical professionals to enhance current operations.
The Foundation will provide support as requested.
10. Stratgic Planning -- Dyan Dunsmoor-Farley presented an update on the strategic planning process.
(a) Financial support for hiring of an administrator was requested.
(b) Motion to approve up to $2,100 for planning administrative support. Moved by Mike. Carried.
11. Next Board meeting date to be confirmed.
12. Meeting adjourned at 11:30 AM..