MEETING MINUTES 2019

GENERAL MEETING MINUTES – JUNE 11, 2019

Executive members present:         Pauline Dance; Donna Salter; Janie Scott; Ruth Scott; Veronica Cross.

Acting President Pauline Dance, for President Jean Van Wyk who was absent, called the meeting to order at 10:02 a.m. pauline confirmed that the rest of the executive members were at All Care helping to set up the anniversary lunch.

Pauline read out the President’s report that was received by email from Jean.  Jean had thanks for the members who helped out at the funeral for Dale Buckle’s son; the kind expressions of sympathy about Jean’s sister Violet; and for Pauline for stepping up today.  Jean will continue to send out the auxiliary cards until Dale is back.

Two positions are needing to be filled: a second to help Donna Salter, recovering from health problems, with Publicity/ Public Relations; and a second to work with Nancy McDuffe when she takes over the gift shop. 

The new members’ tea will be held Tuesday June 18 at Lorna Meikle’s house.  Attendees are encouraged to remember their name tags.

1st Vice President – Iris Fowler was busy at All Care, so her report was read by Janie Scott.  Iris has the raffle tickets stapled into books of three, all ready to go for sales over the summer.  Selling will commence Friday June 21. Iris proposes to split the raffle-ticket-selling shifts into two, to make it easier for volunteers.  The shifts will now be:

                    Friday afternoons at Save-On Plaza, Sidney 12.30 pm – 2.30 pm & 2-30 pm – 4-15 pm

Saturday mornings at Saanich Fairgrounds Outdoor Market 8-30 am – 10-30 am & 10-30 am – 1-15 pm

Three people per shift will be needed.  These time periods include time for setting up and taking down: on this note Iris had sincere thanks to Ted for all his willing help over the years.

2nd Vice President – No report.  Jean Manville was also busy at All Care this morning.

Treasurer – No report.  Kathy Carter was preparing to be one of our models after lunch. The May 31 Treasurer’s report to the Executive shows that there is a total of $206,142.36 in our accounts.

Crafty Crew – Deputy Convenor Ruth Scott, for Gwen Cutt who was away, gave figures of $1,675 worth of goods donated to the gift shop in May; and a total of $834 of hand-crafted items sold.  Ruth also had heartfelt thanks to all the auxiliary members who baked and helped prep and serve food at the service for Dale’s son on Saturday.

Gift Shop – Deputy Convenor Linda Thomson read out Pauline’s report.  The gift shop achieved its second total over $17,000 in May, and $10,000 will be donated to the auxiliary. The annual gift shop meeting was held May 23: the minutes from this have been emailed out. Pauline also mentioned the need for a second to help Nancy McDuffe when the time comes. New member Sandy McKelvie will begin training, and Gwen Perry has retired.  Veronica Cross will be the new Milk Monitor. The Fathers’ Day gift basket raffle (the basket is on the table outside the shop) will be held on Friday June 14.  The basket is worth $300 and contains a copy of Nancy McDuffe’s husband’s cookbook.

Publicity / Public Relations – Donna Salter did not give an official report but did encourage people to look at Seaside Magazine in July when they will publish Donna’s account of our 1st 45 years, together with a couple of photos. Donna also mentioned that she managed to obtain some hardly-used-at-all items from Canadian Tire which were being disposed of.  These are now safely stored in the lock up and include Christmas lights and pre-lit trees; trampolines; tents; and many other items.  These will be very profitable at our next garage sale.

Ways and Means – Janie Scott said that our Smile Cards for 2019-20 have finally been approved after a rather long delay.  Janie mentioned everyone to remember to sign up for shifts selling raffle tickets – we will be called at home where we have our calendars!  Janie also gave a huge thank-you to Ted for all his past help with the tent to shelter us, and we learned that Kay Dube and Loretta Fraser were the champion ticket sellers in 2018!

Membership – Linda Thomson took attendance in the absence of Ann Mitchell.  27 members were present at the meeting, and so we had a quorum of our membership and would be able to vote on several motions.

Old Business – The vote on moving the bake sale to Thanksgiving will be postponed until after the summer.

New Business – Pauline read out wish-lists from the following departments, and motions were moved to approve spending of the following items.  Please note that specific itemized details and prices are on the attached emails from the departments concerned.

EMERGENCY:

20 Vocera Communication Badges with clips plus a battery and charger for a total of $16,123.68.Moved Donna SalterSecond Janie ScottAPPROVED

Digital Clock; 5 Ambu Bags; Ring Cutter for titanium; 5 Temporal Thermometers for a total of $4,660.00.Moved Ruth ScottSecond Betty ReadyAPPROVED

Ice Machine, 2 “nurses on a stick”; Pulse Oximeter; 5 stretcher mattresses; siderail pads for stretcher, for a total of $18,986.00.Moved Shirley BolgerSecond Nancy McDuffeAPPROVED

GULF ISLANDS LAB OUTREACH  – (Gulf Islands Residents are patients of SPH since their samples taken at the Islands’ Clinics are transported to SPH lab for processing.  The samples need to be spun and separated by a centrifuge before transportation.)

Two portable centrifuges for a total of approximately $4,000.Moved Kay DubeSecond Loretta FraserAPPROVED

SURGICAL

Surgical instruments and equipment for the following specialitiesPaediatric Dental ProgramPlastic Surgery Breast Cancer CareSinus Surgery and OpthoplasticsOrthopaedic CareFor a total of $27,124.40Moved Sally TurnerSecond Ruth ScottAPPROVED

EMERGENCY

One extra item requested, a Hovermat plus one Hovermat jack (a Hovermat is for moving patients and can be attached to the crash cart). An exact price was not available, but the two items together would total between $2,000-$3,000.  It was decided that the auxiliary had the available funds.Moved Ruth ScottSecond Nancy McDuffeAPPROVED

ACUTE CARE

A staff room for staff breaks, including a fridge, tv and furniture.  This area is desperately needed but detailed pricing was not available.  It was decided to donate $5,000.00.Moved Linda ThomsonSecond Sally TurnerAPPROVED

The meeting was adjourned at 10:51 a.m.

Ted announced that the 50/50 draw was worth $24.50 and it was won by Nancy McDuffe.

Shelagh’s joke: detailed a student’s answer to a question in an advanced biology class in Scotland on the benefits of Mother’s Milk.  Presumably the student was male and let us hope he got good marks for it, although we remain undecided as to whether the Scottish location was significant!

Addendum

          Notes from the 45th Anniversary Spring Lunch for the benefit of those not able to attend and for those of us who did but will have forgotten by September:

          54 members and guests enjoyed good food and good company at All Care.  After the lunch, five auxiliary members modelled 10 cute and colourful, and well-priced, spring/summer fashions from Suzanne and Jenny’s in Sidney.  Well done Kathy Carter, Virginia Slayton, Iris Fowler, Patricia Stockdill and Linda Parry!

          Dr Ambrose Marsh attended, and entertained us by “modelling” his shorts and socks.  He mentioned his own 40 years in Medicine and Maureen’s 30 years at the hospital.  Dr Marsh sincerely thanked the auxiliary for not just raising funds but adding energy and community spirit to the hospital.  He then assisted Anni Jakubowski to draw for the door prizes.

          Many thanks, and congratulations, to the 45th Anniversary Organizing Committee of Jean Manville, Anni Jakubowski, Rhondda Snowdon and Shelagh Bell.                                                                                                                              -Ve

LIAISON MEETING – APRIL 25, 2019

LIAISON MEETING: SPH SITE ADMINISTRATION & AUXILIARY TO SPH, APRIL 25, 2019
PRESENT: JESS JOHNSON, SITE DIRECTOR, SPH
CAROLYN MORISON, ADMINISTRATION ASSISTANT, SPH
JEAN VAN WYK, PRESIDENT, AUXILIARY TO SPH
VERONICA CROSS, SECRETARY, AUXILIARY TO SPH

The meeting was arranged to discuss the current needs of the hospital, and the best ways the Auxiliary could help fund some of these needs. For information purposes, Jean provided Jess with a list of all the items the Auxiliary has bought during the last 45 years.

Jess explained that items costing over $5,000 need to go through an extensive approval process via Island Health, which usually takes about two years from first applying (this is the case no matter who is funding the item). The hospital needs to provide risk assessment and budget analysis, etc. Jess did note that extenuating circumstances may apply when expensive items can be fast-tracked, such as an urgent and serious infectious outbreak (past example Ebola).

Island Health prioritize all such purchase requests submitted to them (i.e. from all the hospitals). Some requests are kept on the list for further scrutiny, other items may “fall off the list”. Infrastructure, such as generators, is always the first priority.

However if an item costs under $5,000 no approval is needed to purchase the item. (Multiple items can be purchased at the same time only if the total is under $5,000 no matter how small the cost of each item).

Jean emphasized that we are able to write cheques instantly and this may be the area in which the Auxiliary can offer the best funding assistance (ie less expensive items under $5,000 needed quickly).

Specific items on the hospital wish list were not discussed in too much detail, as it was more a primary discussion on the method of funding.

However the following were mentioned by Jess and Carolyn:
• More commodes for ER – one per patient per visit is needed for infection control – these are under $5,000 each;
• More mattress covers – costing approximately $1,000 each – which wear out quickly due to the necessary heavy cleaning (the mattresses which they protect cost $10,000 each).

Ideas mentioned from the Auxiliary were:
• More Sara Stedy lifts;
• A redo of the acute care staff room which is very neglected. There was discussion of the possible new furniture which needs to be wipe-clean as per hospital regulations. Jean will liaise with a volunteer from the ward staff to question what they would like to see in their break room.

Jean Manville had also quickly talked with the lab about their wish list which we mentioned:
• Screening curtains;
• An electronic patient numbering system (a “JX Board”) to call patients in turn;
• New centrifuge – the old one is heating up;
• Also new signage, flooring, cabinet, recliner.

Jess suggested communication meetings perhaps every 2 months, for everyone to keep in touch, next time including a tour of the whole site to show us the space constraints.

In discussion after the meeting, another idea floated was a coffee machine for the ER waiting area: currently there are no hot drinks available in the hospital when both the cafeteria and the gift shop are closed, which happens frequently.

GIFT SHOP ANNUAL MEETING – MAY 23, 2019

Gift Shop Annual Meeting: Held at 1 pm, Thursday, 23rd May 2019 in Lecture Room at Saanich Peninsula Hospital.

Introduction: The meeting commenced with 20 members present. The volunteers introduced themselves, who they worked with and the days they worked.

Treasurer: Linda Snelling reminded members to refer to the recently updated white binder when necessary. She asked that care be taken when filling out the cash envelope. The amount of money inside be the same as the amount written on the outside. Ensure $100 float is left in the till for the next shift and place all remaining cash (regardless of what the printed till receipt shows) inside the designated shop envelope. Also, if required, to have the customer sign the credit slip (this occurs on first usage of a credit card and, on occasion, when the buyer is from outside BC). When making a void entry on the till, please put the void receipts in the envelope with the other print outs.

Spare List: Each member received an up to date list. Extra copies have been left in the staff room.

Crafty Crew: Gwen Cutt introduced the new scubbies for sale in the gift shop. She thanked members for replacing C.C. goods when sold. She reminded members that if they had any suggestions for new items, that they be added to their page in the “Needs” Binder, which is regularly checked. Concerning donations, where possible, the name and phone number of the donor be written down and attached to the items, so a thank you call can be made. Large amounts should be taken to the library room in order to keep the staff room clutter free and prevent notes attached to bags from becoming dislodged. C.C. members will then take out a number of items to see if they are suitable to sell in the shop. Remaining donations will be stored, pending how they sell and, with the approval of the donor, passed onto other charities.

Exchanges/Refunds. No change to the current policy, which is detailed in the white binder and on the staff notice board.

Display/Raffles: Lorna Meikle continues to maintain the display cases. Please replace like for like, and try not to “over’” display. It was suggested that a larger sign be placed in the display case to say that items could be purchased at the gift shop. Donna Salter will make the sign.
Tickets for raffle baskets will now be on sale, in the shop, two weeks in advance of the draw date. The baskets will be displayed on a small table that can be placed outside the shop during open hours.

Other Business: On stat. holidays the shop will remain open from 2 to 4 p.m. The exceptions being Christmas Day, Boxing Day, New Years Eve, New Years Day, Good Friday, and Easter Sunday. A sign will be placed in Emergency giving info about the shop hours and holiday closures.

A request was made that the “Hold Item” form be completed correctly. No put-away date is being shown therefore volunteers are unable to check how long items have been there. Also, where possible, show a “pick up” date.

Thanks where made for those attending and the meeting adjourned at 2 p.m.

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