1. society

BOARD OF DIRECTORS
Minutes
TIME: 5:40 pm
Date: November 18, 2014
Society Board Room
MEETING CALLED BY
TYPE OF MEETING
Craig Smith, PRESIDENT
FACILITATOR
Craig Smith, President
NOTE TAKER
Karen Bancroft, Accountant
ATTENDEES
Board Members: Craig Smith, President , Ann McCormick, Vice
President, Amber Teed, Treasurer; Jacob Silberberger, Director,
Jhenipher Bridgeman, Director, Dave Birdi, Director, Joslin
Thalheimer,
Board of Directors Meeting
Guests: Tyrell Arnold, Executive Director, Karen Bancroft,
Accountant,
REGRETS
Tim Bancroft, Director
APPROVAL OF AGENDA
MSC
ADOPT MINUTES HELD ON October 21, 2014
MSC
OLD BUSINESS
Refer Attached - Update to Action Items Identified at the October 21, 2014 Board Meeting
NEW BUSINESS
Agency News and Updates – Tyrell Arnold

District of Vanderhoof – We have been approached to partner in developing a Seniors
transportation service. Our 19 passenger bus is underutilized and could be used for the
program. District is considering a 3 – 4 days/week service to provide transportation to medical
appointments, events within town and occasional trips to Prince George. Ann encouraged that
such a program should be “owned” by the seniors participating - our role should be to
facilitate/empower the service. She referenced the model successfully implemented in FSJ.

Suicide Protocol – Protocol for FSJ is in progress (see action items) and Danny Scoular (MCFD
Program Manager) is developing a similar tool for Fraser Lake and Vanderhoof. At the InterAgency meeting in Vanderhoof on October 29, 2014 he discussed this work. He will also be
meeting with Carey Johnson (Mental Health Clinician, SD91), St. John’s Hospital and Clinics in
both FL and Vanderhoof to promote the necessity for a protocol for children at risk.
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
Social Media –Concern has been expressed about staff’s inappropriate use of social media. This
issue falls under a number of Society existing policies including ethical conduct, public relations,
confidentiality, and internet usage.
Motion: In order to clarify to staff Society expectations, existing policies to be strengthened by
including the term “social media” in the wording of all relevant policies.
MSC
Action Item: Tyrell to re-draft existing policies and discuss the changes and the Society’s
expectation at the next staff meeting scheduled for December 4, 2014
Committee Reports
Finance Committee – Amber Teed
The Finance Committee met on November 13, 2014. (see reports attached) Amber highlighted the
following:

Because of vacancies, certain programs may experience funding clawbacks at year end.
Management is working to minimize potential clawbacks and will have a clearer idea of amounts
by the end of January.

Projected funding deficit for Sunshine Discoveries Pre-school is $6,000. Conversations with
YMCA are ongoing and an application for a gaming grant will be submitted by November 30,
2014.

The Mobile Work Crew continues to experience losses. Tyrell and Kerry attended the
Vanderhoof Town Council October 27, 2014 and requested that Council increase their annual
funding from $6,000 to $10,000.

Because of the cancellation of the Aspen Street Group Home contract, there is an expected
funding deficit in the Board and Strategic Initiatives program of $28,000 for fiscal 2015. Going
forward, the Aspen Group Home budgeted and actual results will be segregated by line item.

In October, reserve funds were reviewed and more clearly designated in specific term deposits
with varying maturity dates.

The vehicle replacement strategy is a priority with our aging fleet. This will be developed
through December and January.

In follow up to Janice Baker’s email of October 27, 2014, insurance coverage for Directors and
Officers has been reviewed and necessary amendments to the application have been made. A
report has been submitted to Tyrell and written confirmation that coverage is in effect has been
received from the insurance company.
Action Item: Karen to provide electronic copy of relevant insurance documentation and
correspondence to each Director.
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Motion: To accept the Finance Committee Report as presented.
MSC
Staff Turnover Rate Update

An analysis of turnover by program and by employee status was presented – see attached.
Management focus is on lowering full-time employee turnover since this adversely effects
service delivery the most. Because of the cancellation of the Aspen Group Home Contract,
employee turnover rates for 2014 are skewed but YTD is approximately 50%.
Federation of Community Social Services of BC –

Similar to the BC CEO Network, The Federation is an employer group but with a focus on
agencies funded by MCFD rather than CLBC. Three meetings are held each year: 1 day or
professional development and 1 day of discussion on subjects of interest to the member
agencies. Tyrell has attended one meeting as a guest and found the information and
networking informative and valuable. Annual membership dues are 0.125% of the total agency
operating budget to a maximum of $4,500. (information was distributed to the Board Members
– see attached)
Motion: To table for consideration membership in the Federation until after the budget
process is completed in January 2015.
MSC
Year over Year Calendar Development

This was highlighted as a useful and tool by Trevor Williams during the training in October. It
was agreed that all members should participate in this process to ensure ownership.
Action Item: Board Members will develop a year over year calendar at the January Board
meeting scheduled for January 27, 2015. To accommodate this, the Board Meeting will start
early, at 5:00 p.m.
Board Member Attendance at Monthly Meetings

To ensure a committed and engaged Board of Directors, the President will be responsible for
monitoring board attendance at monthly meetings.
Action Item: Craig to develop a Board policy for discussion at the next Board Meeting.
Policies
 In light of the recent issues brought forward at Riverside Place, it is important that there are
multiple avenues for clients, volunteers and staff to easily provide feedback to the management
team. The existing processes were reviewed.
Action Item: Tyrell to develop a calendar of dates for reviewing all surveys/feedback.
Consideration to be given to eliciting feedback from stakeholders more frequently than
annually.
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
Employees should not be expected to pay “out of pocket” to be reimbursed afterward for
expenses incurred on behalf of the Society. Also, in recognition of the community support our
Society enjoys, it is important that, whenever possible, the Society shops locally.
Action Item: Tyrell to re-draft existing purchasing policy to include these two conditions.

The Internal Review Committee has completed their report and provided eight specific
recommendations targeting at risk management and promoting best practices. Areas to be
strengthened/reviewed include: insurance coverage, stakeholder feedback processes, regular
and thorough performance reviews for all staff, orientation processes, business planning
processes, purchasing policies, criminal record check procedures, processes used to recruit
qualified staff.
Motion: To accept the Internal Review Committee Report as submitted
MSC
Action Item: Tyrell to implement all recommendations and report back to the Board regularly
on progress.
Wrap Up – Board Members identification of general issues concerning the Society
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There is limited understanding in Fort St. James and Fraser Lake about the services offered by
our Society.
Mobile Work Crew is an important program. Could services be expanded include Fort St. James
and Fraser Lake?
Having a dedicated Mental Health Worker in Fort St. James is beneficial and appreciated.
It is important the Society understands and services the special needs of our First Nation
Communities.
Riverside Place is a nice place to live and there are great activities for the tenants.
Although the Fort St. James Manager has been in place since March, there have been no new
initiatives implemented to build capacity in that community.
The Community Living Christmas Party on December 4 will be fun and demonstrates the good
work the Society does.
The recent Riverside Place tenant meeting provided a good forum for discussion and
demonstrates Manager’s willingness to receive and act on feedback.

Adjournment at 7:45 p.m. to In-Camera
MSC
IN CAMERA
Attached to minutes
NEXT MEETING
Next meeting - January 27, 2015 @ 5:00 p.m. at Society Board Room
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