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November 19, 2011
Board of Directors Meeting Draft Minutes
Annual Meeting Saturday, January 21, 2012
10:00 AM BIRHC Community Room
Present – Board Members – Sandy Birdsall, Denny Cook, Jerry LaFreniere, Pete LoDico, Jeff Powers, Adam Richards, Rick Speck, John Works
Absent - Carol Gillespie, Terry Keyes, John Martin
Staff – Donna Kubic, Managing Director; Deb Plastrik, Administrative Assistant
Guests – Don Spencer, Connie Wojan, Karen Wojan
I. Call to Order & Welcome
Denny Cook called the meeting to order at 10:00 AM.
II. Revisions to the Agenda
Pete LoDico asked that the raffle car selection be added to new business. Connie Wojan asked on behalf of John Martin that the University of Michigan resident program be added under the resource development committee report.
III. Review, Revisions and Approval of Minutes – attached
November 19, 2011 – Motion to approve (Works, LaFreniere) unanimously approved.
IV. Financial and Utlization Reports – attached
Rick Speck said that the income statement showed budget numbers were tracking well for the beginning of the fiscal year. He said the cash flow report reflected a shortfall as the state funding had not yet arrived. Motion to accept income and cash flow reports (Works, Richards) unanimously approved.
V. Committee Reports
A. Resource Development: (attached) Connie Wojan noted that fundraising and meeting notes were in the packet. She shared information about the Broder family book proposal (attached). Motion to approve proceeding with the project (LaFreniere, Works) unanimously approved.
Connie Wojan asked that the board approve continuation of discussions with the University of Michigan medical school for summer placement of third-year residents at BIRHC. Motion to allow Donna Kubic to continue contacts and planning with the residency program (Works, LaFreniere) unanimously approved.
B. Finance: Rick Speck said that the committee would defer to the audit committee report.
C. Building maintenance: Jerry LaFreniere reported on the installation of the emergency generator. Some grounds work will be deferred until spring.
D. Medical Services and Quality Assessment: no report.
E. Audit Committee: Jeff Powers reported that the audit committee had received the audit documents from Abraham & Gaffney, P.C. (attached) The management letter contained suggested improvements including a fixed asset policy (attached), bank reconciliation procedures and invoice approval. The firm also prepared the BIRHC 990 report (attached). Motion to approve the 990 report (Works, Richards) unanimously approved.
Motion to accept the audit report and the fixed asset policy (Cook, LaFreniere) unanimously approved.
Motion to comply with audit suggestions about annual salary approval and review of bank reconciliations (Birdsall, Cook) unanimously approved.
Motion that the finance committee be charged with the tasks in the above motion and to report back to the board on the reconciliation at each meeting (Birdsall, Cook) unanimously approved.
VI. Operations Report (attached)
Donna Kubic reported on activities and encounter statistics. She will expand encounter/billing information for the next meeting.
VII. Old Business
A. Generator status: Jerry LaFreniere and Don Spencer have both completed a training class. The staff has been instructed to call one of them immediately if the generator displays a problem. They will make a set of keys available to the fire department.
B. EMS status: Donna Kubic said that until EMS leadership and the air ambulance situation are resolved, the topic of a BIRHC/EMS merger should be tabled.
VIII. New Business
A. Nominating Committee Report: Denny Cook said that he and John Works said that two of the three directors whose terms were ending had expressed an interest in serving again: Jeff Powers and Adam Richards. Connie Wojan had expressed a willingness to return to the board after a year off.
B. Reelection of Boards Members: Motion to reelect Jeff Powers and Adams Richards for their first three-year terms (LaFreniere, Works) unanimously approved.
C. Election of New Board Member: Motion to elect Connie Wojan to a three-year term (LoDico, Richards) unanimously approved.
Connie Wojan then took her seat at the table and thanked Jerry LaFreniere for all his hard work.
D. Vacation Time: Donna reported that an employee had requested that she be paid for unused vacation time. Motion to allow Donna Kubic to pay the employee for no more than two weeks of unused vacation time (Speck, Works) unanimously approved.
The executive committee will meet to draft language for a change to the Personnel Policies/Employee Handbook to be considered at the next board meeting.
E. Pete LoDico presented the board with possible choices for the 2012 car raffle. Motion to select a blue topaz metallic Chevrolet Sonic sedan (Birdsall, Cook) unanimously approved.
IX. Set Meeting Dates for Year:
Meetings will be held on Saturdays at 10 AM in the BIRHC Community Room: March 17; May 19; July 21; September 15; November 17.
X. Public Comment
Members of the board and audience thanked Jerry LaFreniere for his work on behalf of the Health Center.
XI. Motion to adjourn:
.Motion to adjourn at 11:55 AM unanimously approved.
Respectfully submitted,
Deb Plastrik, Recording Secretary
MEETING NOTES – RESOURCE DEVELOPMENT COMMITTEE, BIRHC BOARD OF DIRECTORS
FOREST VIEW – 10 AM – SATURDAY, JANUARY 7, 2012
Present: John Martin, Connie Wojan, Anne Glendon (on phone), Donna Kubic, Deb Plastrik
John called meeting to order at 10 AM
Newsletter experience/ Annual appeal: Deb discussed the newsletter results outlined in her report (attached). Anne commented that we should not try to draw too many conclusions from the results of the first year of publication. Connie discussed the annual appeal’s history. Deb had noted that quite a few donors had held on to the newsletter envelopes to send donations directly to BIRHC after they had received the annual appeal mailing, which had included envelopes to send to the special projects fund and endowment fund at CCCF. Connie, Deb and Donna will wait until CCCF sends us its spreadsheet of BIRHC donors to compare 2011 results to previous years.
The annual appeal mailing list was generated from donors entered in GiftWorks from 2008-2011 car raffles and 2008-2010 annual appeals. Deb had suggested that future newsletter mailings be sent to that donor list (instead of the township tax rolls used for the spring and fall newsletters) plus our partners and institutional donors and full-time Island residents. Anne encouraged us to also add any seasonal residents who are not already on that mailing list. She suggested that we send the spring newsletter to a larger list every year as seasonal residents prepare to come to the island. Deb will pull such names from the tax roll mailing list.
The group agreed that the newsletters would be sent out in April and August, April to reach seasonal residents before they come to the island and August to lengthen the time between the newsletter and the annual appeal. The spring newsletter will be a larger mailing. Possible articles include the Broder book and the early-bird raffle.
Broder family proposal: Connie updated the group on the Broder family proposal to publish David Broder’s BI-related columns in book form. (Board members received this information via email in December.) The book would be sold here with all proceeds to benefit the BIRHC. Details about this very generous project are still being worked out.
Vehicle raffle 2012: Pete LoDico will again be able to procure the vehicle this year. The group discussed whether to continue a car raffle if Pete’s assistance is no longer available. While the raffle is a lot of work, chances are good that another island organization would “take” the raffle as its fundraiser if we did not continue. Ideas considered: promoting the early-bird raffle to a wider audience, perhaps in the spring newsletter; cutting back on staffing the ticket table to certain high traffic times such as the 4th of July, Baroque on Beaver and the end of August; staffing a table at Baroque events; handing out newsletters and ticket information to Baroque participants; putting up raffle signage at summer events on the island.
U of M summer resident: John said that his neighbor in Ann Arbor is involved with the U of M medical school rural health residency program. They had discussed placing a third-year resident here for rotations during summer months. While this is an exciting possibility, there are many issues to be explored first including housing, insurance, transportation. Donna and John will continue research.
Garden Fundraisers 2012: Connie reported that Lenore Jacobson planned another Garden Tour after last year’s success. There will also be silent auction items available again.
One on one major gifts: Connie reported that the name of a possible donor had been suggested to her. She and John will discuss how to approach the person.
Relationship building with donors: Further planning about developing a targeted list for bequests and development of a case study will be on the agenda for the next resource development meeting in March or April.
The group adjourned at 11:15 AM
January 6, 2012
This report is based on donations received at the BIRHC by Thursday morning, January 5.
NEWSLETTER STATISTICS:
The spring newsletter was mailed to approximately 1500 names, generated from the combined tax rolls of the townships. We received 30 donations from that mailing, of which 6 were new donors. The donations totaled a little over $6000.
The fall newsletter was mailed to approximately 1100 names, again from the tax rolls, but with deletions based on name recognition (lack of) and home state addresses. We received 49 donations from that mailing, of which 13 were new donors. Seven households donated to both newsletters. We received over $10,000 from that mailing.
When we prepared the mailing for the Annual Appeal this year, we used our GiftWorks database for the first time as the mailing list. That database includes about 600 addresses. The database included donors from the 2008-2011 car raffles and the 2008-2010 annual appeals. There will be more information about the Annual Appeal later in this report.
(I mention the GiftWorks database now because I want to be clear about what the database “knows” and doesn’t know. The information entered to date does not include donations in past years that fall outside the car raffle and annual appeal . So if, for instance, a visitor fell off a bike two years ago, came in and got stitches and later wrote a donation check, I don’t have that sort of information in the database. I think we could probably recreate some of that sort of data, but I’m not sure that it is worth doing. I don’t think the information gained would be worth the time spent finding it.)
Donations from the first newsletter were easy to track because they came back in the remittance envelopes that were included. The donations arrived in the first couple of weeks after the newsletter went out, and there were only a few “stragglers” that arrived in that remittance envelope after that first bunch.
The donations from the second newsletter followed that pattern at first: we received most of the donations in the weeks following the mailing, receiving 30 donations for about $7000. Connie, Donna and I turned our attention to the Annual Appeal.
After the Annual Appeal letter was mailed, we started receiving information from the CCCF about donations being made. But we also started receiving another bunch of donations being sent to the BIRHC in newsletter envelopes, a couple of months after that mailing. There were also a few year-end donations that arrived at BIRHC in regular envelopes, about $1200 in total.
I don’t think we can figure out why people have chosen one envelope over another – why some have held onto newsletter envelopes to send year-end donations. But because of this, I created on paper a category which I call “newsletter donations at annual appeal time.” Of the fall newsletter totals reported at the beginning, about $3000 has arrived since the annual appeal letter was mailed.
I believe that the newsletters have been a valuable addition to the BIRHC’s outreach in more ways than one. We have reached some new donors; we have raised awareness of programming and needs; we have been able to thank our partners and institutional donors in an attractive and public format.
If the resource development committee decides to continue the newsletters, I recommend that the mailings go to the GiftWorks database, with the additions our partners and institutional donors, and with the addition of permanent Island residents. These families support our work with their millage dollars and keeping them informed is important.
ANNUAL APPEAL STATISTICS
We are still receiving donations from this mailing, so this is an interim report.
We have received over $7000 from the annual appeal letters. We have also received approximately about $3500 in donations to the “Honor Roll” in honor of individuals or in memory of individuals. This totals about $10,500 to date.
This total will probably grow; I know from past appeals that some donations will come in as late as February.
Respectfully submitted,
Deb Plastrik
News – News – News
For Release Saturday January 21, 2012
Contact: Steve West - (231) 448-2505 - Chamber@BeaverIsland.org
Donna Kubic - (231) 448-2275 - donna@birhc.org
George Broder - (415) 946-8728 - gbroder@sbcglobal.net
Pulitzer Prize Winner David S. Broder's Columns to Benefit Beaver Island ’s Rural Health Center
Beaver Island, MI - The Beaver Island Rural Health Center (BIRHC) Board has approved a unique offer and fund raising proposal from the family of the late David S. Broder. The Washington Post reporter and columnist died last year, ending a career covering national politics that spanned more than 50 years. He was often referred to as the “Dean of the Washington Press Corps.” Married to Ann Collar Broder, and son-in-law of Island historian Helen Hoffman Collar, Broder honeymooned on the Emerald Isle in 1951 and wrote about it often in his nationally syndicated columns that were carried in over 300 papers. Some of these columns, written from the Island, are the basis for the project to benefit the Health Center and the community it serves.
Ann and David’s sons - George, Josh, Matt and Mike - have researched and compiled the Beaver Island columns, about three dozen in total. They are going to publish the collection in book form, and deliver copies to the Health Center by Memorial Day this year. Ranging from the early 1970s to this past decade, the columns provide wonderful snapshots and insights to Island moments as they simultaneously reference national issues of the day (at that particular time). The Health Center, with support from other civic leaders and marketing by the Chamber of Commerce, will manage the retail distribution and sale of the book.
The Broder family is underwriting the entire cost of the project, so 100% of all revenues collected from book sales will support the Health Center.
"This is a terrific gift from the Broder family, and great opportunity for the Health Center to improve its financial standing. As a facility that serves Islanders and visitors of all ages, 12 months a year, we are constantly under pressure to find new sources of money," said Health Center Board Chair Denny Cook. "We are honored and pleased to be the beneficiary of this truly one-of-a-kind fund raising project. We will do all we can to encourage Islanders, summer residents, their friends and their guests to acquire copies to read and enjoy for years to come," Cook added.
The exact number of copies to be produced, and the cost, is still being considered by the Broders. These decisions will be made soon, with input from the Health Center, civic leaders and the Chamber of Commerce.
"This book is a tribute to our father, who embraced Beaver Island as our entire family has for five generations, since 1915. He admired and delighted in the people, the characters, and the community over his long adult life - its quirky independence, Irish heritage, self-reliance and patriotism," said oldest son George Broder. "This effort is a demonstration of his and our family's love of Beaver Island that we hope delivers for readers the same type of smiles, laughs and joy we experience when reading these gems."
For more information on how to support and participate in this project, please contact Donna Kubic at the Beaver Island Rural Health Center .
(231) 448-2275 donna@birhc.org
A photograph of David Broder and a sample column (1975) are available. Contact Steve West at the Beaver Island Chamber of Commerce. Chamber@BeaverIsland.org
November, 2011 Operations Report
Activities
September 30th Donna and Sarah meet with both township supervisors regarding the air ambulance issue.
October 3rd Munson Hospice meetings with Munson Hospice volunteers and Hospice Helping hands. Munson hospice chaplain was part of the in service. The in service was well attended.
Offered a Pediatric trauma REMEC in-service to EMS members and staff which was a 4-hour event.
Flu clinic was offered at the school on November 11th.
Dr Molter was here on Friday.
Dr Cotter seen 27 patients on October 14th
The audit will take place November 30-Dec 2nd.
North County Community Mental Health provider continues to see patients every other week.
October 28th the Health Department of Northwest Michigan, Women, Infants & Children (WIC) Program saw moms and children at the clinic who are in the program.
Connie Wojan and John Martin and Donna attended the Peaine Township Meeting on September 28th to present information to the board on voting on 2 mills.
11 patients are schedule to take advantage of the free EKG screening and cholesterol checks.
Mammograms flyers circulated around town and posted on the forum and Joe’s website offering assistance to island residents at no cost to the patient, one patient to date is taking advantage.
We have a new phone in the lobby for emergencies, which is programmed to dial 911 or the care provider on call. TDS change the line and I believe this will help with people coming to the Health Center after hours to contact either EMS or the care provider.
New windows have been installed.
Will plan in January a community CPR class with the grant money from, the American Heart Assn.
We have had several students job shadow with the providers. One student is job shadowing with Larry, the physical therapist.
50 people attended Leonor Jacobson’s and Connie Wojan’s garden on October 2 showing off the tremendous work Connie and Leonor have done. Sunday Oct 2 – “come see what’s growing in the wellness garden. Had about 50 people come through
Enrolled a patient into hospice. Munson’s social worker was a great help.
Webb created an against medical advice form for the Health Center if refusing what the care providers are suggesting.
The Executive Committee were consulted about the options regarding the increase in health insurance for the staff. It was decided to go with the 7% price increase with increases in deductibles.
Have distributed notices around town and in the newspapers about turning in prescription and over the counter drugs-to the Health Center and being environmental conscious by not flushing drugs down the toilet..
Sarah is having a meeting with all the EMS volunteers on Thursday evening.
Offered a Geriatric grand round to the hospice volunteers.
Cement pad for the generator should be poured on Thursday.
The Michigan Center for Rural Health is collaborating with Marquette General Health System Telehealth Network to offer additional educational continuing education programming using MGHSonDemand. MGHSonDemand is a web site portal that currently provides 40 - 50 monthly continuing education and non-continuing education presentations that can be accessed 24/7 with the use of a member ID and password. This provides an avenue for staff to obtain credits when their schedule does not permit live grand round participation, especially second and third shifts. The cost was $50.00. Now in services may be viewed at a person’s convenience.
The staff is meeting with Carol Gillespie on a regular basis on quality assurance matters.
Thank you
Thank you to the board for “DEB” Plastrik , she is a tremendous help!
To Brad Grassmick for a transfer board.
$500 donation from Dr. King who has a cottage on Lake Generazeth – I have ordered a oxygen concentrator. Currently we have large tanks in our treatment rooms, which take two men to move – they need to be placed on the boat and sent to Charlevoix to be refilled. With the concentrator – we will not have to do that and with the new generator, we won’t have to worry about not being able to use it if the power goes out.
$5,000 donation was received from the Morse’s for items on our wish list.
Thank you to Frank Solle for his help with both newsletters, with design and editing. Frank did not charge for his services.
Lighthouse kids did a tremendous amount of work in the wellness gardens, hauling and spreading load after load of wood chips and wrestling with trees and underbrush.
