Whitewater Bromley Community Health Centre
Advisory Board of Directors
Advisory Board of Directors
Box 509, Cobden, ON, K0J 1K0
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WBCHC Board Minutes
Beachburg Site
October 7, 2009
Present: Linda Simpson, Lynne Dunn, Randi Keith, Pat Krose, Izett McBride, Rob Mckenzie
1.The Chair opened the meeting at 7:02
In her opening comments; Pat mentioned that she has been attending a number of meetings and there are many things can be brought back to enhance the board. One example being that we should set dates for completion of work schedules. It was also mentioned the importance of confidentiality, perhaps board members should sign an agreement of confidentiality at the beginning of each term Each meeting should be asked if any board member has a conflict with anything on the agenda. Bios of each of the board members are requested for the application to LHIN. It was also necessary to list the partners and supporters of the board for the application.
2. Approval of the agenda. Izett moved, seconded by Randi
3. HSM report: No report as Sandra McCormick has resigned to due to personal reasons. Sandra has made some positive changes during her brief stay at the WBCHC .Applications for the HSM position will close on Friday.
4. Minutes of Board Meeting September 2: Rob moved the minutes be adopted, seconded by Randi, passed
5. Business arising from minutes: Linda questioned if the copy of the health and safety presentation had been received, Pat will look into it.
6. Committee reports:
6.1 Randi reported that she had received the overdue payment from Renfrew Futures.
The taxes for the property for 68 Main Street should come back to the board at the end of the month. She also received a cheque for $20 for books that were bought at the AGM. A bill form Harold Gilchrist was received for lawn cutting at the Cobden site.
6.2 Property report
Air quality in the Cobden building was an issue in September.
The air filters on the furnace were replaced and the fan set to run continuously. Deodorizers were also was added to the circulation. This had worked in the past.
The window for the front of the building has been ordered and will be installed by a carpenter.
It was suggested by the health and safety committee to have spider plants in the centre to remove toxins, it was decided that 3 or 4 plants be bought and placed in the centre.
Discussion followed concerning payment to Don Campbell for his work at the sites, Diane said he only wanted gas money so it was suggested that he be a guest at the Christmas dinner.
6.3 Secretary, Publicity and Board Affairs: Two people were approached in Admaston to fill the vacant board position but both declined so the search will continue.
6.4 Project Coordinator Report: Linda 1. Linda reported she had some difficulty contacting Allison the project manager.
2. When Allison was finally contacted she replied that she would ask around for us on what the best sequence of events may be us to proceed with building procedures. 3. She also stated that site investigation costs could be reduced if preliminary site plans are developed, e.g. bore holes can be focused in on the area where the building is to be located, etc. 4. A reply is expected shortly.
Linda also reported that Allison suggested we start with an architect, it would be between $5 and 10,000 to do a site plan.
Izett reported Whitewater and Bromley township crew would be completing the landscaping for the parking lot done next week.
6.5 External relations Coordinator: Izett reported that a grant had been received from LHIN to pay for the necessary consulting application to bring Rainbow Valley and WBCHC together. There will be a need for intensive work with some challenges ahead as the two boards come together.
6.6 Community Awareness and Fund Raising: Lynne
A raffle is being considered as a possible fund raising and a possible budget should be considered for such an endeavour.
6.7 The website is up to date
6.8 Satellite Committee Report: Pat
The satellite minutes have been previously circulated.
Lynne moved that the reports be accepted, Izett seconded, passed
7. Correspondences.
7.1 A letter had been received from Physiotherapist Mark Peever outlining what Physiotherapy could look like in the WBCHC sites.
7.2 An email from Brenda had been received outlining basic solutions for air quality at the Cobden site , already discussed in the property report.
7.3Two contractors have called looking for the job doing snow removal, it was decided that both interested parties would be asked to submit a bid for the contract, Diane will follow up on it.
7.4 Staff presentations
The staff are willing to come to the board meetings to give presentations on their respective areas of work. It was suggested that the presentations be 15 to 20 minutes long, and it was decided that we have them every second meeting.
8.0 Other business
8.1 Pat has joined the PPSAC and Board Affairs Committee at LHCS to gain information as to how their board operates and bring suggestions to our board.
8.2 Formation of Committees. Using the structure of an order chart, the board members can bring in committee members from outside the board. Lynne pointed out that we would have to be concerned regarding the confidentiality issue and that a protocol would have to be set up.
8.3 LHCS BOH Mock Interviews, Pat reported that the process was very informative and information will be given to the WB board.
8.4 Possible discussions for partnerships with CRC in Killaloe. The board could be looking to build partnerships in the community, for example a possible partnership with the seniors.
8.5 Report Writing; there could be a concise form for report writing for historical information, this should include action that is planned on being taken and date to be completed.
8.6 A yearly work plan should be developed to look at the monthly needs. Linda will create a template for the work plan to allow scheduling for board business and requirements.
8.7 Committee Work: It was suggested that each committee should develop a list of terms of reference that lists its functions, objectives and dates of events. Also Izett is going to look into the status of the filing cabinet and where we could store it. Izett will forward the original terms of reference for committees.
8.8 Pat suggested that we strive to have someone attend every Champlain LHIN meeting to keep our presence known.
9.0 A brief work assignment created the list of board responsibilities to help build the work plan for the year. Linda took the list to type them in preparation for the next meeting.
10.0 Lynne moved that the meeting be adjourned.
Beachburg Site
October 7, 2009
Present: Linda Simpson, Lynne Dunn, Randi Keith, Pat Krose, Izett McBride, Rob Mckenzie
1.The Chair opened the meeting at 7:02
In her opening comments; Pat mentioned that she has been attending a number of meetings and there are many things can be brought back to enhance the board. One example being that we should set dates for completion of work schedules. It was also mentioned the importance of confidentiality, perhaps board members should sign an agreement of confidentiality at the beginning of each term Each meeting should be asked if any board member has a conflict with anything on the agenda. Bios of each of the board members are requested for the application to LHIN. It was also necessary to list the partners and supporters of the board for the application.
2. Approval of the agenda. Izett moved, seconded by Randi
3. HSM report: No report as Sandra McCormick has resigned to due to personal reasons. Sandra has made some positive changes during her brief stay at the WBCHC .Applications for the HSM position will close on Friday.
4. Minutes of Board Meeting September 2: Rob moved the minutes be adopted, seconded by Randi, passed
5. Business arising from minutes: Linda questioned if the copy of the health and safety presentation had been received, Pat will look into it.
6. Committee reports:
6.1 Randi reported that she had received the overdue payment from Renfrew Futures.
The taxes for the property for 68 Main Street should come back to the board at the end of the month. She also received a cheque for $20 for books that were bought at the AGM. A bill form Harold Gilchrist was received for lawn cutting at the Cobden site.
6.2 Property report
Air quality in the Cobden building was an issue in September.
The air filters on the furnace were replaced and the fan set to run continuously. Deodorizers were also was added to the circulation. This had worked in the past.
The window for the front of the building has been ordered and will be installed by a carpenter.
It was suggested by the health and safety committee to have spider plants in the centre to remove toxins, it was decided that 3 or 4 plants be bought and placed in the centre.
Discussion followed concerning payment to Don Campbell for his work at the sites, Diane said he only wanted gas money so it was suggested that he be a guest at the Christmas dinner.
6.3 Secretary, Publicity and Board Affairs: Two people were approached in Admaston to fill the vacant board position but both declined so the search will continue.
6.4 Project Coordinator Report: Linda 1. Linda reported she had some difficulty contacting Allison the project manager.
2. When Allison was finally contacted she replied that she would ask around for us on what the best sequence of events may be us to proceed with building procedures. 3. She also stated that site investigation costs could be reduced if preliminary site plans are developed, e.g. bore holes can be focused in on the area where the building is to be located, etc. 4. A reply is expected shortly.
Linda also reported that Allison suggested we start with an architect, it would be between $5 and 10,000 to do a site plan.
Izett reported Whitewater and Bromley township crew would be completing the landscaping for the parking lot done next week.
6.5 External relations Coordinator: Izett reported that a grant had been received from LHIN to pay for the necessary consulting application to bring Rainbow Valley and WBCHC together. There will be a need for intensive work with some challenges ahead as the two boards come together.
6.6 Community Awareness and Fund Raising: Lynne
A raffle is being considered as a possible fund raising and a possible budget should be considered for such an endeavour.
6.7 The website is up to date
6.8 Satellite Committee Report: Pat
The satellite minutes have been previously circulated.
Lynne moved that the reports be accepted, Izett seconded, passed
7. Correspondences.
7.1 A letter had been received from Physiotherapist Mark Peever outlining what Physiotherapy could look like in the WBCHC sites.
7.2 An email from Brenda had been received outlining basic solutions for air quality at the Cobden site , already discussed in the property report.
7.3Two contractors have called looking for the job doing snow removal, it was decided that both interested parties would be asked to submit a bid for the contract, Diane will follow up on it.
7.4 Staff presentations
The staff are willing to come to the board meetings to give presentations on their respective areas of work. It was suggested that the presentations be 15 to 20 minutes long, and it was decided that we have them every second meeting.
8.0 Other business
8.1 Pat has joined the PPSAC and Board Affairs Committee at LHCS to gain information as to how their board operates and bring suggestions to our board.
8.2 Formation of Committees. Using the structure of an order chart, the board members can bring in committee members from outside the board. Lynne pointed out that we would have to be concerned regarding the confidentiality issue and that a protocol would have to be set up.
8.3 LHCS BOH Mock Interviews, Pat reported that the process was very informative and information will be given to the WB board.
8.4 Possible discussions for partnerships with CRC in Killaloe. The board could be looking to build partnerships in the community, for example a possible partnership with the seniors.
8.5 Report Writing; there could be a concise form for report writing for historical information, this should include action that is planned on being taken and date to be completed.
8.6 A yearly work plan should be developed to look at the monthly needs. Linda will create a template for the work plan to allow scheduling for board business and requirements.
8.7 Committee Work: It was suggested that each committee should develop a list of terms of reference that lists its functions, objectives and dates of events. Also Izett is going to look into the status of the filing cabinet and where we could store it. Izett will forward the original terms of reference for committees.
8.8 Pat suggested that we strive to have someone attend every Champlain LHIN meeting to keep our presence known.
9.0 A brief work assignment created the list of board responsibilities to help build the work plan for the year. Linda took the list to type them in preparation for the next meeting.
10.0 Lynne moved that the meeting be adjourned.