December

Due to late November snow and electricity outage the November meeting was held in December.  Make sense?

November

Board Meeting: 2022-12-15 (November)
Location: Video Conference (GoTo)
Present: Dyan Dunsmoor-Farley (Chair), Harvey Graham, Marc Herrmann, Diane Cornish, Nancy Rowan, Don Sutherland, Carol Ferguson (PT), Chris Loranger
Absent: Don Elkington
Minutes Recorded by: Marc Herrmann
1) Call to Order: Moved: Dyan D-F, Quorum confirmed.
2) Territorial Acknowledgement: Carol F
Dyan D-F suggested in future monthly meetings to do a rotational Territorial Acknowledgement by all BoD members. It can be personal and meaningful to each BoD member in terms of approach of acknowledgement.
3) Approval of the Agenda: Moved: Carol F
4) Approval of previous Minutes: Moved: Don S
5) Correspondence: None
6) Executive Committee Roles:
a) President: Dyan D-F accepted the role of President and will continue accordingly for a period of one year
b) Vice President:
i) Background: In the past, dual VP roles have been in place. One VP in charge of operations/facilities (O/F) and one VP in charge of health care system (HCS) and health care assistant transition (HCAT).
ii) Dyan D-F requested that GHCF continue with a dual VP role going forward and asked BoD members by show of hands how many agree to continue with this model.
iii) By showing of hands, all present (8) BoD members agreed.
Vice President (VP1):
Currently Nancy R will continue as VP of (HCS) and (HCAT) and if necessary, for a short period of time agreed to step into the President’s role on a stop-gap basis.
Vice President (VP2):
(a) Marc H to step into the VP2 position in charge of O/F which he agrees to do subject to Nancy R staying on as VP1 looking after HCS and HCAT and further discussions/clarifications to come up to speed with VP2 requirements.
(b) In the event something happens to the current President, Marc H is prepared to be President-in-training. Further discussions are necessary regarding this matter.
c) Treasurer:
Harvey G has agreed to continue in this role.
d) Secretary:
i) Currently Marc H has agreed to step into the Secretary role until the end of January 2023.
ii) Dyan D-F outlined the fact that Marc’s role as VP2 and Secretary is not realistic and going forward we need someone to step into this position post January 2023. Diane C has agreed to take on the Secretary role going forward starting in February 2023. Diane C will coordinate with Marc H.
iii) Diane C raised the issue regarding admin support and where GHCF stands regarding recruiting a potential candidate.
iv) Dyan D-F outlined that work has been done regarding job description and add placement. Given the current remaining available funding supporting this position and a realistic timeline, the earliest may be March 2023 for a part-time position.
e) Motion:
Dyan D-F requested a motion to approve officer appointments as outlined above.  Motion: Carol F Favour: All
Committee appointments
7) Executive (tbc):
a) President (Dyan D-F)
b) Vice President (Marc H)
c) Treasurer (Harvey G)
d) Secretary (Diane C)
8) Board Development:
a) Diane C
b) Don S
c) Harvey G
9) Facility Management:
a) Marc H
b) Chuck C (tba)
c) Mike P (tba)
d) Ian Waymark (tba)
Marc H to contact Chuck, Mike and Ian to stand as committee members
10) Governance:
a) Diane C
b) Harvey G
Diane C to recruit externally to add to the committee.
11) Health Services:
a) Don S (Chair)
b) Vicky Scott (Co-Chair) TBC
c) Nancy Hetherington Peirce
d) Dave Innell
e) Fred Apstein TBC
12) Communications/Community Relations/Fundraising:
a) Chris L
b) Carol F
c) Don E
13) Recruitment & Retention:
a) Nancy R
b) Diane C
c) Don S
d) Carol F
e) Chris L
f) Gloria Hatfield
g) Carolyn Farr (Guest)
14) Recruitment & Retention Community Outreach:
a) Diane C
b) Lu Lazzarotto
c) Brian Lax
15) Clinic Liaison:
a) Dyan D-F, President GHCF
b) Nancy R, VP GHCF
c) Dr. Tracy Thorne, MD
d) Dr. Erin Cusack, MD
e) Jennifer Lewis, NP
f) Carolyn Farr, Office Manager
g) Angela Pounds, Coordinator Rural and Remote Division of Family Practice

NOTE: All committee members to meet sometime in January and appoint a chair of their committee.

Responsibilities of the executive committee is spelled out in GHCF Bylaws. For other committees responsibilities are set in the Governance Document.
It is encouraged that everyone take a look and familiarize yourself with specific requirements.

Motion: Dyan D-F requested a motion to approve committee member appointments as outlined above. Motion: Marc H Favour: All
16) 2023 GHCF Budget:
Recommendation of the following:
a) Kitty Heller Fund will likely be depleted over the next couple of years and there is a need to set aside funds to continue to implement health promotion programs and initiatives.
b) Bosman scholarship ($5K) to be approved as an annual expenditure.
c) Admin-Coordinator position ($35K) to be prioritized for 2023 on a half-time basis and as a pilot program.
i) Dyan D-F requested a motion to approve the Admin-Coordinator role on a temporary pilot program basis (not full time but contract) Motion: Marc H. Approved: All
ii) Carol F may have a possible candidate interested in the Admin-coordinator role Carol F to forward name/cv to Marc H.
d) One-time expenditure of $10K for website refresh with an annual maintenance budget of $1K.
i) Carol F suggested that GHCF may be looking at a complete rebuild of the website given the amount of information and complexity of the existing site.
ii) It was agreed that the CCRF would outline the scope and purpose of the project (a project charter), seek quotes, and bring a recommendation to the Board.
e) Annual Communication budget ($5K) for ads, articles or materials supporting communications and fundraising efforts. Dyan D-F requested a motion to approve the annual cost of $5K. Motion: Chris L. Approved: All
f) One-time Training budget ($4.5K) with an ongoing annual budget of $600. Motion: Diane C Approved: All
17) GHCF 2022 AGM Summary Report (MOM):
a) There were no questions regarding the report.
b) Dyan D-F motioned to approve the minutes of the AGM Summary report and ready to be presented at the next AGM (2023). Motion: Dyan D-F. Approved: all.
18) Committee Reports
a) Finance Committee:
Harvey G asked for a motion to receive, accept and approve Finance Committee financial reports for October and November recognizing that the budget process is on-going and final budgets won’t be available until year end. Motion: Harvey G. Approved: Dyan D-F. Accepted: All.
i) GHCF Banking Resolution: Harvey G motioned for adoption of updated Banking Resolution with new signatory approvals of the executive committee.
ii) Financial footnote: Harvey G pointed out that to date we received approx. $1,500 in donations.
b) Facilities (Marc H):
i) Marc H provided overview-summary of report.
ii) Chris L asked if Marc H had access to the ground water well network which he didn’t. Chris L to forward link of ground water well network to Marc H.
iii) Further discussions regarding emergency measures required dealing with future catastrophic events will require round table discussion with provincial, municipal and community stake-holders present.
c) Board Development (Dyan D-F):
i) Board increased from 7 to 9 members.
ii) Approved training budget for cultural sensitivity training.
iii) Not implemented is board evaluation. BDC to look at tools for board evaluation.
iv) Nancy R asked regarding Pam Hamilton possibly joining the BDC to strengthen health administration. Diane C to follow up.
d) Health Services (Dyan D-F):
i) Kitty Heller funding approval of Health and Wellness Collaborative community survey. Final report to be ready in Jan ’23.
ii) Approx $30K remaining in KH fund for other programs/initiatives.
iii) Dyan D-F and Don S to get together to discuss HCS and their role in addressing health care needs in the community.
Possibly include Vicky Scott in a 3 way discussion. Dyan D-F/Don S/Vicky Scott.
iv) Nancy R participated in a sub-committee of the BC Association of Community Health Centres of the Islands.
(1) great programs on other Islands were implemented and MOM were generated and hope to receive these soon.
(2) Don S requested to receive a copy of these minutes to see if the Health Services Committee could benefit.
e) Communications, Community Relations & Fundraising (Dyan D-F):
i) Launched newsletter, advertising in Sounder, FB and through the website invited people to become members.
ii) Hosted the 10th Anniversary Celebration.
iii) Newsletter to be linked to the GHCF website.
iv) Nancy R pointed out an error in the newsletter that it is in fact 3,100 patients and 12,000 appointments.
v) Don S offered to review any statistical information being released to 3rd parties from an epidemiological and statistical perspective.
vi) Dyan D-F will provide a clarification in the year end President’s letter regarding the oversight of patients vs appointments.
f) Physician Recruitment Retention (Nancy R):
i) Nancy R provided an overview of report regarding doctor recruitment.
ii) Paula Brandt sent in a social marketing proposal.
g) Governance: Administration/Bookkeeping (Marc H):
i) Job description and an ad for Admin Coordinator are in place and ready to deploy and seek candidates.
ii) GCHF filing index established and nearly ready for rollout.
iii) Email guideline for email etiquette to be considered when composing emails. Almost complete and ready to be issued.
iv) Naming convention document created by Harvey G to be sent to all committee members.
h) Chapter Coordinator Update (Angela P)
i) Unfortunately, Angela was not available, but she provided a summary report (Gabriola Winter Storm-2022) outlining the issues that happened and emergency needs/shortcomings of the community during the late November storm and associated fall-out.
ii) Dyan D-F suggest to include under new business for January a discussion item pertaining to the community’s emergency response capacity and what we can do to support the Clinic going forward.
19) Next Meeting: 2023 Jan 25th
20) Adjournment: 11:59am

October

Gabriola Health Care Foundation
Board Meeting.
October 26, 2022.
Location: Video conference.
Present: Chuck Connor (Chair), Mike Phillips, Harvey Graham, Dyan Dunsmoor-Farley, Diane Cornish, Nancy Rowan, Don Sutherland.
Attending by invitation: Board Committee members Marc Herrmann, Carol Fergusson, Don Elkington and Chris Loranger.
Guests: Brenda Fowler and Audra Davies.
1. Call to order: 9:04 AM. Quorum confirmed
2. Territorial Acknowledgement. Dyan Dunsmoor-Farley.
3. People for a Healthy Community (PHC).Audra Davies and Brenda Fowler presented the PHC Strategic Plan (2022-2027) Stakeholder Engagement Phase and a summary of the Plan highlights.
4. Approval of the Agenda. Moved by Dyan Dunsmoor- Farley. Carried.
5. Approval of the Minutes of the September 29, 2002 Board Meeting. Moved by Mike Phillips. Carried.
6. Correspondence. None.
7. Finance Committee.Motion to receive the September 30, 2002 interim financial statements as previously distributed. Moved by Harvey Graham. Carried.
8. Recruitment and Retention Committee. As submitted. There was considerable discussion regarding current difficult conditions for attracting and retaining Doctors, problems not unique to Gabriola.
9. Facility Management Committee. Use of the clinic building by tenants is increasing as more patients are using the various services offered and the range of services has increased. The Clinic building is now heavily utilized by the tenants and is operating at near capacity in its current configuration. The Board will examine options for increasing building use in the short term and will also consider longer terms requirements.
10. Communications, Community Relations and Fund Raising. GHCF receives occasional unsolicited financial donations. There is no fund raising policy in place and no assessment of fund raising required over time has been made. The current financial position is stable. However, the Board has begun the process of reviewing future cash needs and methods of fund raising for both the long and short terms.
Next meeting: November 29, 2022. By video conference.
Meeting adjourned: 11:45 AM

September

Gabriola Health Care Foundation
Board Meeting.
September 29, 2022.
Location:Video conference.
Present: Chuck Connor (Chair), Mike Phillips, Harvey Graham, Dyan Dunsmoor-Farley, Diane
Cornish.
Absent: Nancy Rowan and Don Sutherland.
Attending by invitation: Angela Pounds.
Also by invitation Board committee members Chris Loranger and Marc Herman.
1. Call to order: 9:10 AM. Quorum confirmed
2. Territorial Acknowledgement. Dyan Dunsmoor-Farley.
3. Approval of the Agenda.
4. Approval of the Minutesof the Augusts 31, 2022 Board meeting. Moved by Mike Phillips.
Carried.
5. Correspondence. None.
6. Finance Committee. Motion to receive the August 31, 2022 interim financial statements as
previously distributed. Moved by Harvey Graham. Carried.
7. Recruitment and Retention Committee. As submitted.
8. Communications, Community Relations and Fund Raising Committee. As Submitted.
9. Facility Management Committee. Chuck Connor, Chair of the Committee will be retiring at
the next Annual General Meeting. A possible successor as Committee Chair has been identified.
10. Board Development Committee (previously Nominations Committee). Following the
method used at the successful 2020 Annual General Meeting, the upcoming 2021 Meeting will
be held electronically.
From time to time donations are received to support the Foundation. A donor recognition
policy will be established.
11. New Business. Moved by Dyan Dunsmoor-Farley that “Cultural Sensitivity, Safety and
Humility Training be made available to Directors at a cost of $300 each to be paid by the
Foundation”.
Next meeting: October 26, 2022.
Meeting adjourned: 12:10 PM

August

Gabriola Health Care Foundation
Board Meeting.
August 31, 2022.
Location: Video conference.
Present: Mike Phillips, Harvey Graham, Dyan Dunsmoor-Farley (acting chair), Don Sutherland,
Nancy Rowan, and Diane Cornish. Absent. Chuck Connor.
1. Call to order: 9:14 AM. Quorum confirmed
2. Territorial Acknowledgement. Dyan Dunsmoor-Farley.
2. Approval of the Agenda.Moved by Mike Phillips. Carried.
3. Approval of the Minutes of the July 24, 2022 Board meeting. Moved by Mike Phillips.
Carried.
4. Correspondence. None.
5. Finance Committee. Motion to receive July 31, 2022 interim financial statements as
previously distributed. Moved by Harvey Graham. Carried.
6. Recruitment and Retention Committee. As submitted.
7. Communications Committee. As submitted.
8. Facility Management Committee. No report received. However, as a result of a recent
power interruption, it was noted that there may be no telephone list of whom tenants
should call in the event of building issues. A list will be prepared.
9. Board Development Committee.
As permitted under the Foundation Constitution, there are 5 unelected individuals serving on
Foundation Board Committees.
To better familiarise themselves with Board operations and Board members they will be invited
to attend Board Meetings until the next Annual General Meeting.
10. New Business.
Nancy Rowan presented a discussion paper describing the structure and roll(s) of Community
Health Care Centres, of which the Gabriola Community Health Centre is one.
Nancy Rowan also presented a list of Primary Care Services commonly available in BC. The list
describes the required services as the may apply to Gabriola and who is generally responsible
for them. Responsibility, depending on the service, may include MD/NP interdisciplinary teams,
government organizations, private sector entities or GHCF and/or community partners.
Next meeting: September 28, 2022.
Meeting adjourned : 12:10 PM

July

Gabriola Health Care Foundation
Board Meeting.
July 22, 2022.
Location: Video conference.
Present: Mike Phillips, Harvey Graham, Dyan Dunsmoor-Farley (acting chair), Don Sutherland,
Nancy Rowan, and Diane Cornish. By invitation. Angela Pounds. Absent. Chuck Connor.
1. Call to order: 9:00 AM. Quorum confirmed
2. Territorial Acknowledgement. Dyan Dunsmoor-Farley.
2. Approval of the Agenda. Moved by Nancy Rowan. Carried.
3. Approval of the Minutes of the July 22, 2022 Board meeting. Moved by Mike Philips.
Carried.
4. Correspondence.
Thank you note from Adelyn Smith, recipient of the Francois Bosman Scholarship.
Letter from the BC Land Owner Transparency Registry re transparency report filing. Action. As
required, a lawyer has been retained to file on the Foundation’s behalf.
Note from the Ministry of Health declining a proposed CHC/UPCC arrangement. Action. Nancy
Rowan will seek clarity.
5. Finance Committee. Motion to receive June 30, 2002 interim financial statements as
previously distributed. Moved by Harvey Graham. Carried.
An early look at long term financing requirements was presented and referred to the finance
committee for further consideration.
6. Recruitment and Retention Committee. As submitted.
7. Communications Committee. As submitted. In addition, it was decided to celebrate 10
years of serving the Community by holding a celebratory event, open to all, on August 24, 2022.
7. Other Business.
Cultural Safety Training.
A request has been made to the Foundation for financial support for Medical Office Assistants
Cultural Safety Training. Motion to invest $600 for MOA Cultural Safety Training. Moved by
Dyan Dunsmoor-Farley. Carried.
Next meeting. August 28, 2022. 9:00 AM. By Zoom.
Meeting adjourned. 12:15 PM

June

May

April

Gabriola Health Care Foundation
Board Meeting
April 27, 2022.
Location: Video conference.
Present: Mike Phillips, Harvey Graham, Chuck Connor, Dyan Dunsmoor-Farley, Don
Sutherland, Nancy Rowan and Diane Cornish. By invitation. Jen Demler.
1. Call to order: at 9:09 AM. Quorum confirmed
2. Territorial Acknowledgement. Dyan Dunsmore-Farley.
2. Approval of the Agenda – Moved by Nancy Rowan. Carried.
3. Approval of the Minutes of the March 23, 2022 Board meeting. Moved by Nancy Rowan.
Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
6.Motion to receive the March 31, 2022 interim financial statements as previously distributed.
Moved by Harvey Graham. Carried.
7.Governance Committee (Dyan Dunsmoor Farley).
The GHCF Strategic Plan has been completed subject to final input from the Board members.
8. Facility Management (Chuck Connor).
The Society’s document record keeping systems need strengthening and consolidation. Work is
underway to determine the best methods of doing so.
9. GHCF/Physician Liaison Committee. (Nancy Rowan)
Report received for information.
10. Recruitment and Retention Committee. (Nancy Rowan)
The Committee report was received. A major issue is accommodation for locums. As a matter of
policy, the Society will, when requested by the Gabriola Medical Clinic, and to the extent it is
able, assist with finding locum accommodation. The Foundation will pay, when requested by
the Clinic, locum accommodation when the locum is relieving Clinic Doctors for up to 33 days
yearly each.
10. Board Development Committee. (Dyan- Dunsmoor Farley.
Potential Board and Committee members are being considered.
11. Health Services Committee. (Dyan Dunsmoor-Farley)
Request from the Heath and Wellness Collaborative Committee of which the Foundation is a
member.
Moved by Dyan Dunsmoor-Farley that the Foundation provide $4,160 from the Kitty Heller
Fund to the Gabriola Health and Wellness Collaborative Committee Annual gathering or from
such other Foundation account as the Treasurer may direct.
12. CHC/UPCC Initiative.
The Ministry of Health is committed to provide a health care model that will enhance
community health services by developing a hybrid health care model that will combine
Community Health Centres, such as the Gabriola centre, and Urgent and Primary Care Centres.
No reply expected to the Foundation’s Expression of Interest until July.
13. Other business. None.
14. Next meeting. May 25, 2022. 9:00 AM. By Video.
15. Meeting Adjourned. 12:12 PM

March

Gabriola Health Care Foundation
Board Meeting.
March 23, 2022.
Location: Video conference.
Present: Mike Phillips, Harvey Graham, Chuck Connor, Dyan Dunsmoor-Farley, Don Sutherland and Nancy Rowan. Regrets: Diane Cornish,  By invitation: Angela Pounds.
Chair: Chuck Connor
1. Call to order: at 9:00 AM. Quorum confirmed.
2. Approval of the Agenda – Moved. Carried.
3. Approval of the Minutes of the February 23, 2022 Board meeting. Moved by Mike Phillips. Carried.
4. Correspondence – None.
5. Finance Committee (Harvey Graham)
Motion to receive the February 28, 2022 interim financial statements. Moved by Harvey Graham. Carried.
6. Facility Management (Chuck Connor).
In order to enhance air quality in the Clinic and Urgent Treatment Facility, an ultraviolet air treatment unit will be installed. This is a substantial unbudgeted expense.
Motion to spend up to $9,000 for an ultraviolet air treatment system. Moved by Harvey Graham. Carried.
7. GHCF/Physician Liaison Committee.
The physicians and the Foundation are continuing to work together to ensure that the information flow between both parties is timely and as complete as possible as current issues are dealt with. The main problem to be resolved is the shortage of medical personnel caused by the pending departure of two doctors.
8. CHC/UPCC Initiative.
The Ministry of Health is committed to provide a health care model that will enhance community health services by developing a hybrid health care model that will combine Community Health Centres, such as the Gabriola centre, and Urgent and Primary Care Centres.
The Foundation has submitted an Expression of Interest in becoming involved. A response is anticipated by late July.
9. Recruitment and Retention Committee.
A multi point plan is underway with the goal of attracting physicians, both permanent and locums.
10. Other business - Society Administration.
There is a need to establish a central filing system that will enable all documents to be filed in one location located. Additional costs over the approved budget will be required.
Motion to approve the expenditure of up to $2,000 to begin the process of filing system development. Moved by Harvey Graham. Carried.
11. Next meeting. April 27, 2022. 9:00 AM. By Video.
12. Meeting Adjourned. 11:30 AM.

January

Gabriola Health Care Foundation
Board Meeting.
January 26, 2022.
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 9:04 AM. Quorum confirmed.
2. Approval of the Agenda – Moved. Carried.
3. Approval of the Minutes of the December 17, 2021 Board meeting. Moved by Mike Phillips.
Carried.
4. Correspondence – Request from Gabriola Lands and Trails (GaLTT) that a Trail Licence be
entered into with GHCF covering the existing trail on the GHCF property.
Motion that a Trail Licence be approved in principle. Moved by Dyan Dunsmoor-Farley.
Carried.
5. Finance Committee (Harvey Graham)
Motion to receive the December 31, 2021 interim financial statements. Moved by Harvey
Graham. Carried.
Motion to approve fiscal 2022 annual operating budget. Moved by Dyan Dunsmoor-Farley.
Carried.
6. Facility Management (Chuck Connor).
Discussions continue with VIHA regarding funding support for the Urgent Treatment Facility.
7. GHCF/Physician Liaison Committee.
The purpose of the committee is maintain and enhance primary health care by ensuring that
the Gabriola Medical Clinic and the GHCF communicate and work together to address issues as
they arise relating to primary health care. A first meeting has been held.
8. Governance
More directors need to be appointed help with the Director workload. Discussions will be held
with individuals who may be interested.
9. Recruitment and Retention (Don Sutherland).
There will be unexpected expenses related to attracting medical professionals including
permanent doctors, nurse practitioners and locums to the Clinic.
Motion that the Recruitment and Retention reserve fund be increased from $50,000 to a total
of $60,000. Moved by Don Sutherland. Carried.
10. Strategic Planning (Dyan Dunsmoor Farley).
A preliminary review of the goals of the planning process was presented. The second planning
workshop is scheduled for February 16, 2022. A third workshop may be necessary.
11. Next Board Meetings. February 16, 2022 and February 23, 2022. Both at 9:00 AM and both
by zoom.
12. Meeting Adjourned. 11:30 AM