CHATHAM-KENT HOSPICE FOUNDATION BOARD ......Strategic Planning process. We are finalizing the Environmental Scan portion, distributed a donor survey to over 3,000 donors by email and

1 of 1

7:30 AM 1 Steve Walker

2 Jodi Maroney

3 Att. 1 Motion Steve Walker

4 Steve Walker

5 Motion Steve Walker

5.1 Att. 2

5.2 Att. 3

5.3 Att. 4 - Att 5

5.4 Att. 6 - 7

5.5 Att. 8,95.6 Att. 105.7 Att. 11

6 Att. 12 discussion Jodi Maroney

7 discussion Nathan McKinlay

8 Att. 13 Motion Steve Walker

9 discussion Jodi Maroney

10 Att. 14 discussion Jodi Maroney

11 discussion Jodi Maroney

12 discussion Steve Walker

9:00 AM 13 Motion Steve Walker

Steve Walker John Lawrence Jodi Maroney Jennifer WilsonAileen Murray Nathan McKinlay Barb McEwanKeith Graham Randi Bokor Jessica Smith Julia EarleyMarilyn Lyons

Carole Easter

Adjournment

Finance Committee Report and Work Plan + Investment Policy

Board Education - Best practices in strategic planning

Next Meeting: Wednesday, January 30, 2018 - 7:30 am - 9:00 am

Fund Development Dashboard

Hike for Hospice - Sponsorship Committee

Donor Acknowledgement Process

Foundation Board Calendar 2018-2019Joint Board Committee Minutes May & September

Guiding Principles for Executive Director Performance Appraisal Process

Regrets:

Guests

Meeting Recorder

Sandi KearneyDistribution

Welcome

Reflection

Approval Minutes, October 31, 2018 meeting

Conflict of Interest Declarations and Confidentiality Reminder

Consent Agenda:

Executive Director's Report

Approval of the Agenda

Policy Review - Confidentiality Policy

Governance Committee Minutes, Work Plan

Strategic Planning Update - Reminder: 1/2 day retreat - Jan. 21 (4 - 9 pm)

CHATHAM-KENT HOSPICE FOUNDATION BOARD MEETINGWednesday, November 28 2018 7:30 - 9:00 a.m.

Chatham-Kent Hospice Healing Centre (Butterfly Room)

Time Att #Purpose/ Outcome

Person ResponsibleItem Topic

1 CHATHAM KENT HOSPICE FOUNDATION BOARD MEETING – Oct 31, 2018

CHATHAM-KENT HOSPICE FOUNDATION

BOARD OF DIRECTORS MEETING MINUTES MEETING TITLE Chatham-Kent Hospice Foundation Board Meeting DATE October 31, 2018 MEETING CALLED BY Chair CHAIR/FACILITATOR Steve Walker RECORDER Carole Easter ATTENDEES John Lawrence, Marilyn Lyons, Keith Graham, Barb McEwan, Randi Bokor, Nathan McKinlay, Aileen Murray,

Jessica Smith ADMINISTRATION Jodi Maroney, Julia Earley REGRETS Jennifer Wilson, Sandi Kearney

TOPICS DISCUSSION CONCLUSION: MOTION/ACTION

/FOLLOW UP

ACTION ITEMS: WHO/WHAT

1. Welcome Steve Walker welcomed everyone and the meeting was called to order at 7:30 a.m.

2. Reflection Jodi shared a story about Music Therapy.

3. Agenda Approval Motion moved by Barb McEwan, seconded by Marilyn Lyons to approve agenda as amended. Item 6.5 – Fall Promotion added per Jodi; Item 8.5 – 100 Men Who Care added per Nathan Carried

Motion

4. Conflict of Interest Declarations

None noted



/FOLLOW UP


5. Consent Agenda Approval as amended

Motion moved by Aileen Murray, seconded by John Lawrence to accept the consent agenda which included the following items: Approval Minutes – Sept 28, 2018 Meeting; Executive Director’s Report, Finance Committee Report and Workplan, Governance Committee Minutes, Workplan and Terms of Reference, Executive Committee Terms of Reference, Review of Policies CKHF 2, 3, 11 Carried

Motion

6. Fund Development Dashboard

Jodi reviewed the Fund Development and Community Relations Dashboard covering the statistics for Sept 2018. Of note:

• Total Donations to date overall are up $122,954 • Upcoming Events include:

o Postma Fitness Escape Room o Shoppers Drug Mart Women’s Health Campaign

Discussion

6.5 Fall Promotion Jodi shared the video that will be shown at the Galaxy Cinema in November and at the Capital Theatre in December.

7. Strategic Planning Committee Update

Nathan McKinlay spoke of: • Completing environmental scans • Summarizing results to share with Board before retreat • ½ day retreat to be held Jan 21, 2019 • Donor survey to be done with a link on website. Poll will

close at the end of November.

Action

Jodi to distribute survey to donors via email by November 1, 2018

7.5 100 Men who Care

Nathan shared that he has become a member of “100 Men who care” and would like to share a story about Hospice in the hopes that it will be nominated as a recipient of money at their next meeting January 14, 2019

Action Nathan to report back

Jodi to share a story with Nathan to bring to meeting.



/FOLLOW UP


8. Benefit GalaReport andEvaluation

Julia shared details of the survey results so far. The event net proceeds were $75,000 with 294 people attending. The group discussed the following: 1. Looking for a new venue 2. Improving the meals 3. Improving the bar process 4. More volunteers 5. Consider an after party 6. Reviewing Sponsorship opportunities.

Action Check with The Armouries and Club Lentinas

Julia to get pricing from other venues.

9. HolidayCelebration

Steve is hosting a Christmas party for the Board on: November 29 @ 6 PM

10. Next Meeting Wednesday November 28, 2018 7:30 – 9:00 am

11. Adjournment Motion moved by Aileen Murray, seconded by Randi Bokor to adjourn. Carried – 9:15 am

_______________________ _________________________ Steve Walker, Chair Date

EXECUTIVE DIRECTOR’S REPORT

NOVEMEMBER 2018

1. DONOR ENGAGEMENT & EVENTS

Upcoming Events – We have benefitted from 24+ Third Party events so far this fiscal year totaling over $100,000 and have the following events (that we know of) still to come:

o November 5 - 25 – Postma Fitness Escape Room “Revenge of the Nerds” o November/December – Glasshouse Nursery Angel Ornament sales

Fall Newsletter – On November 13, 2018, 6,463 newsletters were mailed to donors thanks to the help of 12 Hospice volunteers who spent the morning stuffing and sealing envelopes. A reply card and envelope was also included with the newsletter. We sent the e-newsletter to 1,435 donors and community partners and to date, 582 have been opened. The newsletter format was redesigned to be more donor-centred and to more clearly communicate the direct impact of donations. The outer envelope design was also altered to include a “teaser” message to encourage people to open (similar to image below)

2. COMMUNITY ENGAGEMENT:

Fall Promotion – Key Message “Your donation helps families say good-bye”

Fall promotion is currently active. Radio ads run until November 23. The second date for newspaper ad placement is this week. Our promotional video will run at Galaxy Cinema until December 6th then will run at the Capital Theatre on Movie Wednesdays - Dec 5, 12, 19. The revenue goal for the fall promotion is $170,000. To date, we have raised $25,943.09. The fall promotional period runs from Nov. 1 – Dec. 31, 2018.

• Key Messages – At our Executive Committee meeting, it was suggested that I include relevant Key Messages in my report each month so you have the most up-to-date information to share in your circles.

• Chatham-Kent Hospice offers compassionate, end-of-life care at no cost to residents or their families

• The need for end-of-life care has proven to be great in Chatham-Kent. To date, we have cared for over 526 families.

• We not only care for the resident, but offer support to family and friends as they say good-bye to their loved one

• Hospice relies on ongoing donations to cover expenses not covered by government funding. Approximately 50% of our operating budget is covered by donations. For this year, we must raise an average of $100,000 per month.

• Your donations make a big difference for our families. Your gift helps provide meals to residents and snacks to visitors, keeps the residents comfortable by covering the cost of utilities, and covers other costs associated with running the Hospice. During the Holiday Season, we help families celebrate as they wish as well as have small choir groups come in and offer special meals around Christmas.

• Maximizing every dollar donated is our priority. We do this by partnering with St. Andrew’s Residence and utilizing over 200 volunteers to assist with various Hospice tasks


NOVEMEMBER 2018

3. PLANNED GIVING – I continue to work on the implementation of the Planned Giving program. I am working on drafting marketing materials to be ready for January. The next step will be to reach out to donors who have indicated a gift in their Will to ask if they would agree to be profiled and let them know about the Chatham-Kent Hospice Foundation Legacy Society. A list of prospects will be generated and a direct mail letter will be sent out early spring. I also watched a webinar presented by David Love “How to Get Legacy Donors and Prospects”.

4. GALA FOLLOW UP – The Foundation staff spent a couple weeks after the Gala to generate receipts, complete

an event review and send thank you’s to everyone involved. Thank you’s were sent by email, hand-written card or printed thank you letter as appropriate. The groups thanked included Gala organizing committees, auction donors, sponsors and others who provided services in-kind. Thank you to all the directors who called sponsors to thank them and get their feedback.

5. STRATEGIC PLANNING – I am working with Aileen Murray and the Steering committee to continue with the

Strategic Planning process. We are finalizing the Environmental Scan portion, distributed a donor survey to over 3,000 donors by email and are planning for the Consultation phase and Board Retreat.

6. GRANTS

Results:

1. Pioneer – Here’s to Hometowns – Chatham-Kent Hospice were not chosen as finalists. One of the 4

finalists in Chatham-Kent is North Buxton. Please consider supporting their project by voting at

https://go.pioneer.com/heres-to-hometowns#finalists

Pending:

1. Chatham Kent Community Foundation - $8,400 – Linen Program

2. The Royal Canadian Legion, Ontario Provincial Command Branches and Ladies’ Auxiliaries’ Charitable

Foundation - $5,559.00 – for Recliner Chair, Portable Shampoo Bowl, Pop-Up Toaster, Waste &

Recycle Cart. Will hear the 3rd week in November.

3. Legion Branch 642 Poppy Committee - $10,000 – for Staff & Volunteer Health & Wellness Program

4. LKDSB Signature Charity Application – not sure of amount

7. OTHER PROJECTS

o Hospice Accreditation – I am working on the fundraising/marketing/communication information sections

o PCI Compliance – I am working with the Finance Committee to complete our annual compliance requirement

o Insurance Renewal – I am working with Jessica and our Insurance Broker to finalize our insurance renewal for 2019

o Joint Board Committee – working with Jessica and committee to finalize Memorandum of Understanding (MOU)

o Executive Committee – This committee started meeting in November and plan to meet each quarter as a minimum

o Hospice Heart Stories – I am working with a few Hospice families to write their Hospice heart story to use in promoting Hospice and educating the community.

o Creating a Holiday Season video to share on social media.

https://go.pioneer.com/heres-to-hometowns#finalists


NOVEMEMBER 2018

If you have any questions, please do not hesitate to contact me. 519-354-3113 ext. 2402 – [email protected].

Thank you for all you do for Chatham-Kent Hospice Foundation!

Sincerely,

Jodi Maroney Executive Director

mailto:[email protected]

34 Wellington Street East Chatham, ON N7M 3N7 519-354-3113

[email protected] ● www.chathamkenthospice.com Charitable Corporation Number: 809001597RR0001

Chatham-Kent Hospice Foundation Finance Committee

Finance Report as of October 31, 2018

ASSETS:

Balance in Bank Accounts BNS $ 262,000 CIBC IGA $ 1 4,000 CIBC GIC $ 509,000 BNS GIC + Acct $ 1,315,000 RBC $ 1,000 Bingo Bank Acct $ 41,000 Total Bank $ 2,069,000 Accounts Receivable $ 9,000 Accrued Interest $ 3,000 Prepaid Expenses $ 2,000 Total other $ 17,000 Total Assets $ 2,172,000 LIABILITIES:

Accounts Payable and Accrued Liabilities $ 4000 Deferred Revenue (Lottery) $ 24,000 Wages Payable $ 6,000 HST (receivable) $ -4000 Prepaid Sales $ 5000 Total Liabilities $ 34,000 Total Equity (Assets less Liabilities) $ 2,138,000

Year to date income is $731,000 vs $706,000 budgeted, $25,000 over budget. This is a true overage given the $50,000 transfer from Entegrus for the sustainability fund has been adjusted & removed from the statements.

Total expenses are $633,000 vs $910,000 budgeted.($277,000 less than projections). Donations to Hospice are $266,000 less than projections. Net Income year to date is $98,000 which is $301,000 over budget of (-204,000). Hospice disbursement of $262,000 is scheduled for November 1 and was included in Octobers projections. That would leave us $39,000 over budget for net income.

Next Finance Meeting is January 17, 2019 at 11:00 am.

We are currently working on revising our Investment Policy and adding a Sustainability Fund into that policy.

mailto:[email protected]

Completed by target

In progress, but not completed by target

No in progress and not completed by target

Revised September 20, 2018

Chatham-Kent Hospice Foundation Finance Committee Work Plan 2018/2019 M

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1. Review Budget X

2. Review Restricted Funds X

3. Review Audited Financial Statements with Auditor X

4. Review Bank Balances and Interest Rates X X X X X

5. Review Charitable Return with Auditor X

6. Review Insurance Renewal (completed Feb 2018) X

7. Review Job Descriptions for Committee Chairs and Members X

8. Review Conflict of Interest & Confidentiality Policy X

9. Review Investment Policy X

10. Review Mission, Vision and Values of CK Hospice X

11. Review PCI Compliance X

12. Complete/Review Work Plan X X X X X

13. Committee Evaluation (send out month prior) 2019 X

14. Securities Management Procedure X

15. Skills Matrix X

16. Recruitment Process X

17. 5 month Budget Review X

18. Sustainability Policy (to be added to Investment Policy) X X

19. review CK Hospice Foundation Financial Management Policy X

20. Review Finance Committee’s Terms of Reference X

1 CHATHAM-KENT HOSPICE FOUNDATION – GOVERNANCE COMMITTEE MEETING MINUTES – Oct. 11, 2018

CHATHAM KENT HOSPICE FOUNDATON

Governance Committee

TOPICS DISCUSSION Conclusion:

motion/action/ follow up

Action items: who/what

1. Welcome Barb McEwan welcomed everyone and the meeting was called to order at 8:05.

Barb McEwan

2. Reflection Jodi shared stories from the Hospice Music Therapist. Jodi Maroney

3. Approval of the Agenda

Motion: Moved by Marian Redford, seconded by Jo-Ann Patterson to approve the agenda as circulated. Carried.

Motion Barb McEwan

4. Conflict of Interest Declarations

None

Barb McEwan

5. Approval Minutes, Sept 13, 2018

Barb noted a change to the minutes as follows under 8. Executive Director Performance Process:

Motion Barb McEwan

MEETING TITLE Governance Committee DATE Thursday Oct. 11, 2018 MEETING CALLED BY Committee Chair CHAIR/FACILITATOR Barb McEwan RECORDERS Carole Easter ATTENDEES Barb McEwan, Steve Walker, Jodi Maroney, Jo-Ann Patterson, Marion Redford, , Lisa Lucio ADMINISTRATION Carole Easter REGRETS Allan Klinck, Jennifer Wilson


TOPICS DISCUSSION Conclusion: motion/action/ follow up


“Jennifer suggested we consider 360 performance review regularly including constant conversation” to be changed to read “It was suggested we consider 360 performance review but not annually.” Motion: Moved by Jo-Ann Patterson, seconded by Lisa Lucio to accept the minutes of Sept. 13, 2018 as revised. Carried.

6. Review Committee Terms of Reference

1. Committee reviewed the Governance Committee Terms of Reference and changes were made to the wording;

Under Membership: Board Chair (ex-officio) with voting privileges; Executive Director (ex-officio) no voting privileges. Under Staff Resources: Administrative Assistant or designate Under Accountability: Board Chair or designate. Under Quorum: Removed “and 1 Director”

2. Committee reviewed Executive Committee Terms of Reference and changes were made to add Quorum to be 50% of members plus 1.

Under Responsibilities: “Setting Board agendas ensuring they align with strategic plan. Added: Board Discipline, issues to include Conflict of interest, attendance, Leaves of absence, or any other discipline issues.

Motion was made by Steve Walker and seconded by Jo-Ann Patterson to recommend changes be made and presented to the Board. Motion carried

Action Motion

Revised Terms of reference to be added to Board consent agenda for October meeting

7. Executive Director Performance Appraisal Process, Flow Chart and Performance Review

Committee reviewed the Imagine Canada Flow Chart and article. It was recommended to add an employee self-evaluation into the process as well as create a form to track results throughout the year. Barb asked committee members to share any resources they may have on other organization’s ED performance process.

Action Working Group (Barb, Jo-Ann, Allan) to revise and present document to Governance


TOPICS DISCUSSION Conclusion: motion/action/ follow up


Committee in November

8. Policy Review CKHF 9: Investment policy – Committee recommended that details be added to a Schedule A and not be included in the body of the policy. CKHF 11: Fundraising Code of Ethics - no changes are recommended

Action Action

Jodi to review with Marilyn Lyons, Finance Chair To be added to Board consent agenda for next meeting

9. Review Work Plan Updates were made to work plan to align with current and future months and to be coded accordingly.

Action

Carole to update Work Plan as outlined

10. Next Steps Executive Director Performance Process continues Imagine Canada Accreditation process be reviewed to see what is involved

Action Action

Barb and working group Marian and Jo-Ann to review

11. Adjournment Motion: Moved by Steve Walker, seconded by Jo-Ann Patterson to adjourn the meeting. Carried Next meeting November 15, 2018

Completed by target



Revised November 16, 2018

Chatham-Kent Hospice Foundation Governance Committee 2018 – 2019 Work Plan

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1. Document Review: Currently set as bi-annual ie. 2019

Board Statement of Understanding & Affirmation

Board Chair Role Description

Board Vice Chair Role Description

Committee Chair Role Description

Committee Member Role Description

Volunteer Role Description

Review Governance Committee Terms of Reference X

2. Policy Review

CKHF 1 - Gift Acceptance Policy X

CKHF 2 - Receipt Issuance for Donations X

CKHF 3 - Restricted and Designated Gifts X

CKHF 4 - Privacy/Donor Record Management X

CKHF 5 - Donor Recognition X

CKHF 6 - Third Party Fundraising Events X

CKHF 7- Conflict of Interest X

CKHF 8 - Confidentiality X

CKHF 9 - Investment X

CKHF 10 - Code of Conduct X

CKHF 11 - Fundraising Code of Ethics X

CKHF 12 – Financial Management X

By-law review (compare to TOR) X X

3. Board Orientation Package Review X

4. Board Education Plan & Training Schedule

Board Education Budget and Expectations X

Peer Review X

Completed by target



Revised November 16, 2018

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5. Board Recruitment Process

Review Board Skills Inventory X

Identify vacancies X

Affirmation of current director interest X

Recruitment Promotion X

Review Applicants X

Interview Candidates and recommend to Board X

Election/Appointment X

Orientation X

6. Board Roles & Succession Process

Set Chair positions X

Recruit for Committees X

Set Vice Chair positions X

7. Annual Board Evaluation

Board, Chair, Directors X

Committees X

Meetings X X X X X X X X X X X

Review Committee Work plans X

Board Calendar Review X

Committee Recruitment & Assignment Process X

Executive Director Succession Plan X X

Executive Director Performance Appraisal Process Documentation X X

ED Performance Appraisal Process Review X X

Access to minutes – create policy for recommendation to Board X

Review Accreditation Process and Elements X

Create New Work Plan X

1

HOSPICE JOINT BOARD COMMITTEE (CKH/CKHF)

MEETING TITLE HOSPICE JOINT BOARD MEETING

DATE May 15, 2018

TIME 5 – 6:45 PM

CHAIR/FACILITATOR Steve Walker

RECORDERS Carole Easter

ATTENDEES Jennifer Wilson, Dave Macko, John Lawrence, Steve Walker, Aileen Murray, Jodi Maroney, Jessica Smith,

Regrets Nancy Kay

TOPICS DISCUSSION ACTION/MOTION/FOLLOW UP

1. Welcome Steve was asked by Jennifer to chair the meeting. He opened

by welcoming all to the meeting of the Hospice Joint Board

Committee (CKH/CKHF)

A chair to be determined at the beginning of the year, the following year the opposite board will have a chair.

2. Approval of Agenda Additions to agenda: The agenda was amended to add the item 8b. (in camera) by Jennifer. It was noted that the Executive Directors will set the agenda.

Moved by Dave Macko, Seconded by Aileen Murray Carried

3. Conflict of Interest Declarations None noted

4. Terms of Reference The members reviewed the terms of reference. It is recommended to remove 3b) Officers. As long as 2 members from each board are present 1 can be vice chair. It was mutually agreed that Hospice Board members are also Foundation Board Members.

Each board will approve terms of reference.

2


5. Shared Services Schedule Hospice Foundation is to provide services to Hospice. Jodi and Jessica are to develop collaborative strategies of what services are shared between Hospice and Hospice Foundation. An MOU to follow.

Jodi and Jessica to complete a Memo of Understanding

6. Culture Report Jodi reported that the Hike for Hospice went very well. There

were over 400 participants and over $61,000 was raised.

Attendance of Directors needs to be measured and let

everyone know who was there

A suggestion to Hike is to have people set a target of what they

would like to raise and for more walkers to get pledges. It was

noted that many just paid their registration but didn’t realize

they needed to get pledges.

Gala date is set for Oct. 26, 2018. Need to get sponsorship in

place.

Community Impact Event scheduled for July 18, location TBD

Dave reported that Hospice Board will now have 6 Directors

Re: Director training, need to give new members a date once

they are told they got the job.

They are still working on the fallout for the unexpected

departure of the interim Executive Director

They have a contracted employee doing a GAP analysis

Noise issue between resident’s rooms needs to be addressed;

what can be done?

Trillium Grant in place with the hiring of a program coordinator

and a bereavement counsellor

Former VON space needs a cleaning.

Volunteer Appreciation breakfast to be held June 23

Possibly work with Melanie on

some parts of the training

Jessica to contact ROA for advice. Possible granting opportunity for repairs? Jessica to have room cleaned.

3


Jennifer suggested a “Joint Event” so board members can get to

know each other

7. Future meeting topics Schedule A to be reviewed as it is not yet approved.

8. Next meeting date:

The next meeting to be held in September, a poll to be sent to determine date.

9. Adjournment Moved by Dave Macko seconded by Jennifer Wilson to adjourn the

meeting and move into in camera.

1

HOSPICE JOINT BOARD COMMITTEE (CKH/CKHF)

MEETING TITLE HOSPICE JOINT BOARD MEETING DATE Sept 18, 2018 TIME 5 – 6:15 PM CHAIR/FACILITATOR Steve Walker RECORDERS Carole Easter

ATTENDEES Dave Macko, Steve Walker, Aileen Murray, Jodi Maroney, Barb McEwan, Sean Dobbleaar, Jessica Smith,

Regrets Nancy Kay

TOPICS DISCUSSION ACTION/MOTION/FOLLOW UP 1. Welcome Steve welcomed everyone to the meeting. It was noted he shall remain

chair for the remainder of this year until the next AGM.

2. Approval of Agenda

Moved by Barb McEwan, Seconded by Aileen Murray to approve agenda. Carried

3. Conflict of Interest Declarations • None noted 4. Review Minutes – May 15, 2018 Revision of item 4, Terms of Reference should read: It was mutually

agreed that Hospice Directors are members of the Foundation as per Foundation bylaws.

May minutes were corrected. Moved by Aileen Murray, seconded by Barb McEwan to approve minutes as amended.

5. Review of Terms of Reference The members reviewed the terms of reference and recommended that it go to each Governance committee, and then to the Boards for final

2

TOPICS DISCUSSION ACTION/MOTION/FOLLOW UP approval.

6. Memorandum of Understanding & Agreement for Services – First draft

Jodi suggested reviewing the core MOU document first then each schedule as a separate review. Is having a MOU in place a requirement for Imagine Canada?

Everyone to review and submit any changes to Jodi or Jessica.

7. Update on noise issue Jessica continues to investigate options for reducing the noise issues noting comfort and confidentiality are at risk.

8. Time Capsule

Items going in were identified and plans for sharing publicly are in place.

9. Culture Report – Sharing updates from each board.

Dave Macko shared information from HPCO. As a result of feedback from the last conference, they are organizing more localized opportunities for collaboration across operational and governance areas in hospices. HPCO are advocating for more funding for existing Hospices as well as building more. There may be portals for sharing information in the future. Steve Walker spoke about Gala radio ads to start next week to promote ticket sales. Also informed board that a strategic planning committee has been put in place. Fundraising looks to be on track to meet goal. It was noted that joint orientation went well.

Jodi has already reached out to both boards and committees to offer volunteer opportunities for Gala.

10. Future meeting topics • MOU and shared services agreement • Collaboration between Boards

11. Next meeting November 20, 2018 5:00 – 6:30 12. Adjournment Moved by Aileen Murray and

seconded by Sean Dobbleaar to adjourn meeting.

Foundation Board

Jul/

Aug

18

Sept

18

Oct

18

Nov

18

Dec

18

Jan

19

Feb

19

Mar

19

Apr 1

9

May

19

June

19

STAT

US

Board Meeting Date - Time: 7:30 am - 9:00 am 22-Aug 28-Sep 31-Oct 28-Nov NA 23-Jan 27-Feb 27-Mar 24-Apr 22-May 26-Jun

Strategic Planning

1 Establish Steering Committee X

2 Research,Review, Best Practices X X

3 Initial findings report to Steering Committee X

4 Work Plan Consultation X X

5 Findings and Issues Report to Board X

6 Board Retreat - 1/2 day X

7 Establish Priorities X

8 Review Vision, Mission, Values X

9 Set Strategic Priorities X

10 Overall Goals & Objectives X

11 Strategic Action Plan X

Foundation Board Recruitment

12 Review Board Skills Inventory X

13 Affirmation of current director interest X

14 Recruitment Promotion X

15 Review Applicants X

16 Interview Candidates/recommend to Board X

17 Election / Appointment X

18 Orientation (Aug/Sept)Completed by target



Foundation Board

Jul/

Aug

18

Sept

18

Oct

18

Nov

18

Dec

18

Jan

19

Feb

19

Mar

19

Apr 1

9

May

19

June

19

STAT

US

Policy Review:19 CKHF 1 - Gift Acceptance Policy X

20 CKHF 2 - Receipt Issuance for Donations X

21 CKHF 3 - Restricted & Designated Gifts X

22 CKHF 4 - Privacy/Donor Record Mgmt X

23 CKHF 5 - Donor Recognition X

24 CKHF 6 - Third Party Fundraising Events X

25 CKHF 7- Conflict of Interest X

26 CKHF 8 - Confidentiality X

27 CKHF 9 - Investment X

28 CKHF 10 - Code of Conduct X

29 CKHF 11 - Fundraising Code of Ethics X

30 CKHF 12 – Financial Management X

Fundraising Events31 Gala: Oct. 26 , 2018 X

32 Hike : May 5,2019 X

AGM33 Setting a date for AGM X

Board Education Plan & Training Schedule

34 Educational Article Review X X X X X X X X X

Governance CommitteeBoard Meeting Date - Time: 8:00 - 9:30 am 13-Sep 11-Oct 15-Nov 13-Dec 10-Jan 14-Feb 14-Mar 11-Apr 9-May 13-Jun

Finance CommitteeBoard Meeting Date - Time:11:00 am - 12:30 pm 20-Sep 22-Nov 17-Jan 21-Mar 16-May

Completed by targetIn progress, but not completed by targetNo in progress and not completed by target

Guiding Principles for Executive Director Performance Appraisal Process

1. Fairness

2. Sustainable

3. Efficient process that is not onerous

4. Reviewed regularly

5. Recognizes all areas of responsibility

6. Includes participation of all Board members and staff

7. Confidential

8. Linked to Strategic Plan

9. Includes relationship building with key partners

FUND DEVELOPMENT AND COMMUNITY RELATIONS DASHBOARD – NOVEMBER 2018

$739,330.01

$686,589.93

$0.00

$100,000.00

$200,000.00

$300,000.00

$400,000.00

$500,000.00

$600,000.00

$700,000.00

$800,000.00

Year to Date Donationsas of October 2018

Actual Budget

Average New Donations per Month: $ $97,725.73 (excludes pledges)

Total Fundraising Goal = $1,220,000 - monthly requirement ~ $102,000 YTD Variance = $42,890.08 - after removing tractor raffle revenue shared.

Overall, we are + $130,255.58 compared to last year due to Third Party

(+$46,565.27), Annual Promo ($42,651.52 +) and Special Events (+$25,962.81)

0

500

1000

1500

2000

2500

April May June July Aug Sept Oct Nov Dec Jan Feb Mar

Donation Analysis

# Donations New Donors

Donations 2017/18 New Donors 2017/18

$35,176.86

$161,465.96

$739,330.01

$0.00

$500,000.00

$1,000,000.00

YTD

Credit Card DonationsYTD October 2018

On-line Credit Card Total

DONOR & COMMUNITY TOUCHPOINTS: October

Donation Thank you Calls 17

Donation Receipts with letter sent 389

Donor Email 1

Family Letter – donations made in memory of loved one 61

New Donor Packages sent 84

Thank you Letters - unreceipted donations 13

DIGITAL ENGAGEMENT: October

Facebook Likes 3,313 (+30)

Facebook Posts 32

Top Posts

Post Reach Reaction

Glasshouse Ornament Sales Shoppers Tree of Life Lap Blanket Thank you Resident in Courtyard Gala Results & Photos

4,775 4,068 3,583 2,434 1,394

421 353 263

1,427 817

Instagram Followers 602 (+24)

Instagram Posts 7

Earned Media Mentions - 2

Gala results Handbags for Hospice Results

RECENT EVENTS: September - Rona – Heroes Campaign – $2,739.53 Oct. 18 - Handbags for Hospice - $22,000 May 2018 – Soccer Dogs 3 on 3 Tournament - $5,287 Oct 2018 – Other events - $1,673.05 (Ava’s 12th Birthday, Wellness Fair,

Shrewsbury Euchre Tournament, Tupperville Fire Dept Breakfast)

Nov. 8 - 25 – Postma Fitness Escape Room – “Revenge of the Nerds”

Current/Upcoming Events: Glasshouse Nursery – Angel Ornament Sale - $6.00

$69.38

$472.69

$46.66 $128.80

$0.00

$500.00

Donation Type

Average Gift SizeYTD October 2018

Memorial General Monthly Total *

* Overall Average including Memorial, General, Monthly, Pledges, Third Party,

Special Events and Annual Promotion. General Adjusted to remove 2 x $10,000 gifts

On-line – through website; Credit Card – phone or in person; Cost approx. 2.5% overall

HOSPICE FACTS – October 2018

526 families served to date (as of November 19, 2018)

Average length of stay – 25 days

Occupancy rate for month – 89.7%

Admissions- cancer – 55%, non-cancer – 45%

Admissions – Chatham 54.5%, communities 45.5%

Volunteers Statistics – 203 active; 90 inactive/applicants;

6,103 hours YTD (32,881 hours since April 2016)

CHATHAM-KENT HOSPICE FOUNDATION Section Policies and Procedures Governance Title Confidentiality Manual Board of Directors Policy Number CKHF 8

Date of Issue January 16, 2017

Revised

Reviewed December 13, 2017

Purpose: This policy applies to all Volunteers, Committee Members and Board Members of the Chatham-Kent Hospice Foundation (to be known as volunteers hereafter).The purpose of this policy is to ensure that confidential matters are not disclosed unless disclosure is authorized. Policy: The volunteers shall not disclose or discuss confidential information concerning the business and affairs of Chatham-Kent Hospice Foundation (Foundation) and Chatham-Kent Hospice except as required in performance of regular duties. Procedure: Each Volunteer shall sign a confidentiality agreement. (Appendix A)

Revised: November 2018

CHATHAM-KENT HOSPICE FOUNDATION Volunteer/Board Confidentiality Agreement

Name of Volunteer/Board Member___________________________

By signing this agreement I agree to:

• Treat all Chatham - Kent Hospice Foundation administrative and financial information about donors, employees and volunteers as confidential information except as required in performance of regular duties.

• Treat all Chatham-Kent Hospice information regarding residents, families, visitors, staff and volunteers as confidential information.

• Ensure that private and confidential information is not inappropriately accessed, used or disclosed.

• Ensure Information discussed at meetings remains confidential unless otherwise specified.

• Ensure confidential information is not shared through any channel of communication including social media.

If I am uncertain of the applicability of this agreement or individual responsibilities relating to it I will seek clarification and guidance before acting, from the Chair.

I understand and agree to abide by the conditions outlined in this agreement, which will remain in force even if I cease to have an association with Chatham-Kent Hospice Foundation.

Date: ___________________

Name (please print) _______________________

Signature_______________________

Name of Witness (please print)

_________________________Signature__________________

Best practices in strategic planning Ron Robinson - February 3, 2003 via Charity Village

While each organization’s strategic plan should be specific to its needs, our research and experience has

determined that organizations that follow best practices in strategic planning have a greater probability

of achieving their objectives. To see how your organization stacks-up against best practices, consider the

following statements.

Best Practice Statement

1. As part of our strategy development process we review the key trends and issues that are going

on in our sector and draw potential implications.

2. We understand the government’s (municipal, provincial & federal, as appropriate) position and

policy with regards to any regulatory issues that may impact our organization.

3. We discuss and understand the implications of changes in our external environment upon our

organization.

4. We have identified our key external stakeholders and incorporated their perspective into the

strategy development process.

5. We have reviewed and either confirmed and / or amended our organization’s mission, vision

and values.

6. We understand and agree on the critical issues facing our organization and the barriers to

diminishing them.

7. We understand the organization’s internal strengths and opportunities for improvement.

8. We understand the external opportunities and threats and the implications upon our

organization’s future direction.

9. We have determined a few broad areas that, if we focus our efforts, will have a meaningfully

positive impact upon the future of our organization.

10. We have measures of success in place so that we can monitor our performance during the

period of our strategic plan.

11. Our strategic plan has a specific review date.

12. We have established an "action list" that clearly outlines the connection between the strategic

and operational plan and we have an individual responsible for each action item to ensure it will

be completed within the designated timeframe.

13. The strategic plan is realistic (although challenging) given the resources and capabilities of the

organization.

14. The focus of the strategic plan is on answering the question "what should we do?"

15. The focus of the operational (or tactical) plan is on answering the question "how will we do it?"

16. We have a process in place for monitoring our strategic plan and ensuring that it remains

relevant.

17. We understand the implications of our strategy upon our organization’s structure, people and

processes.

18. Key stakeholders have been provided with sufficient time to engage in meaningful face-to-face

discussion regarding the organization’s strategic direction.

19. The strategic plan has the commitment of the organization’s key stakeholders.

20. The strategic plan is a short, concise document that outlines the decisions the organization has

made (supporting materials about process, surveys, etc. are included in the appendix).

Using these best practices can have a positive impact upon your organization’s future. However, for

those of you who may not consider it appropriate to adopt all these best practices for your strategic

planning at this time, we have found that you can still benefit by having the board and executive

director use these statements as a framework for discussion. The discussion should focus on

understanding "why" the organization should or should not include each of these best practices in their

planning.


Section Policies and Procedures Fundraising Title Investment Policy Manual Board of Directors Policy Number CKHF 10

Date of Issue Revised Reviewed

Purpose:

To provide written guidelines for investment management of cash and all other funds.

Responsibility:

The Board of Directors is ultimately responsible for the investment policy. The Finance Committee is responsible for the investment decisions and monitoring of the portfolio returns and suitability. They may rely on Professional Managers.

Day-to-day investment decisions will be made by the Executive Director, observing the guidelines of the investment policy. The Executive Director will obtain written approval from the Chair of the Finance Committee. The Executive Director may delegate the execution of the investment request.

Day to day administration of the investments may be delegated by the Executive Director.

The Finance Committee will review the investment policy annually, and make appropriate recommendations to the Board of Directors, regarding investment policy amendment(s) or re-approval.

Investment Goals and Philosophy:

The Foundation needs to maintain sufficient liquidity for the operational monetary requirements of Chatham-Kent Hospice. This amount will be recommended by the Finance Committee. Therefore, a minimum cash component, as well as maturities from 30 days up to 1 year, must be maintained. (Rolling maturities of multiple investments, that establish 30 day maturity or withdrawal options, may be utilized.)

Investment Objectives:

Restricted and Operating Funds

1. Maintain liquidity necessary to meet cash requirements2. Preserve real value of capital3. Maximize rate of return, within approved risk levels




Sustainability Funds

1. Capital appreciation2. Preserve real value of capital

3. Maximize rate of return, within approved risk levels

The Finance Committee, in collaboration with the Executive Director, should strive for investment returns that would cover any management/administrative costs and inflationary pressures, while achieving a residual real return on the investments.

Chatham Kent Hospice Foundation funds may be invested in the sub-categories of Money Market Securities set out below:

A) Debt obligations issued or guaranteed by the Government of Canada or a provincethereof;

B) Debt obligations issued or guaranteed by a Canadian municipal governmentprovided that they are rated at least A-1 by the Standard & Poors (S&P) RatingService or R-1 by the Dominion Bond Rating Service;

C) Debt obligations issued or guaranteed by a corporation, incorporated under the lawsof Canada or a province thereof, provided that they are rated at least A-1 by S&PRating Service or 4-1 by DBRS;

D) Bankers acceptances and term deposit receipts of a bank listed in Schedule 1 orSchedule 2 to the Bank Act (Canada) provided the bank is rated at least A-1 by S&PRating Service or R-1 by DBRS;

Performance Monitoring and Reporting:

The Executive Director will provide the following to the Finance Committee: • Quarterly: investment portfolio performance.• Annually: the annual performance of the investment portfolio with comparative

historical returns.

Quarterly and Annual investment portfolio reports will be forwarded to the Board of Directors of the Foundation for their approval.




SCHEDULE A

Minimum Amount to be maintained in Operating Account:

Balance of operating account shall be maintained at a minimum of $50,000 at all times. Balance will be monitored monthly with upcoming monthly expenses considered. Should the balance fall below $50,000 a partial redemption of a GIC will be requested by the Finance Chair. Minimum amount of partial redemption will be $50,000.00.

When the operating account balance exceeds $100,000 plus the next 2 months projected outgoing cash flow consideration will be made to invest the surplus in a short term, redeemable investment at attractive rates. These GIC’s will be referred to as Short Term Account. Minimum purchase $50,000.00.

SUSTAINABILITY FUND:

The Sustainability Fund was initially established with the Municipal Grant funding. Additional funds from other available sources can be added to the fund.

The intent of the Sustainability Fund is to cover future or unexpected capital expenses or other expenditures as approved by the Chatham-Kent Hospice Foundation Board. The goal is to build the Sustainability Fund to a minimum of $2 million.

A minimum of $500,000 should be liquid (cashable) at any time. The next $500,000 should be cashable without penalty within 18 months. Amounts over $1,000,000 may be invested using a laddered approach, the longest term to be 5 years. (This limitation will be reviewed/amended annually)

RATE SHOPPING:

An annual review using GIC rates from a Canadian banking website will determine who has the best rates. If there is a significant difference from the current rate, a Request for Proposal will be sent out to local banks.




Documents

CHATHAM-KENT HOSPICE FOUNDATION BOARD ......Strategic Planning process. We are finalizing the Environmental Scan portion, distributed a donor survey to over 3,000 donors by email and