Lopez Island Hospice and Home Support Board Minutes May 19, 2008

The meeting was called to order by President Marge Karpen at 10:00 A.M. The following Board members were present; Connie Baesman, Sue Cook, Dick Karpen, Sue Kintzley, Nancy Luebke, Jeanne Marks, Charles Givens, Dave Savage, Peggy Schuld, Sr Judy Traines, and George Woodbury. Ginger Lowell , Executive Director was also present. Board members not present were Heather Arps and Mary Ann Riggs.

The agenda was approved.

The minutes of the last meeting were read, corrected and approved as corrected.

The treasurer’s report was received. The financial highlights were as follows; the insurance expense last month was for the volunteers. The insurance for the directors will be paid this month and the business insurance will follow . The expenses listed in the budget were for printing and reproduction costs($180.00 out of $212.00) incurred during the Poker Run. It included the poster, ad in the paper and flyers. Our net income for this event is $1,677.00, down from $2007.00 last year. The Fashion Show Tea which was split with the Thrift Shop was$1,870.00 , less expenses. Last year we netted $2960.00. Taxes are completed and Barbara Nason greatly discounted her professional fee. A motion was made, seconded and passed that we give Barbara Nason a gift certificate of $75.00 for the Bay Cafe. The money for LOHO( $10,000.00) will be available if we pass the lease agreement. It will come from a matured CD. Charles Givens is being presented as the new treasurer. Charles accepted the nomination. George will mentor him. In reviewing our budget deficit income, we had looked to the resurgence of the Goat Campaign. George reminded us that the Goat Campaign income was included in our anticipated income. We need to emphasize the separate roles of Skagit Hospice and Lopez Island Hospice and Home Support in our Annual Campaign.

EXECUTIVE DIRECTOR;

1. Marge, Dick, and Ginger attended the Thrift Shop Volunteer Tea as grant recipients. They had the opportunity to thank them and share successes of the past year. LIHHS is one of three yearly renewable grant applicants who receive grants from the Thrift Shop.
2. Ginger attended the Poker Run training 4/24 and the event 4/25.
3. Ginger is part of the Volunteer Training Manual Committee. They are working to update any new information needed, rearranging the chapters for continuity and planning how to use the manual as the workbook for the training sessions. The curriculum and possible presenters is also being developed for the Fall Lopez training and November San Juan session.
4. Ginger is working with Mary O’Bryant to implement the actions of the prior Volunteer Coordinators such as building communication paths with volunteers. Current efforts include revising the intake packet, updating the Web site on a regular basis. Volunteers need to be informed about what is needed in working with Skagit Hospice especially if their client needs both services. Additional information which we need about volunteers , which was not recorded in previous years, is background checks.
5. The policies and procedures that are to be included in the Training Manual are being revised and will be presented to the Board for discussion and approval. The approved policies will also be placed in the Board Manual.
6. The surveys by the volunteers will also be used to find particular talents and expertise to support the work of LIHHS. This would include help with Publicity, DME, and education activities. In reorganization these activities would not be done exclusively by Board members.
7. Continuing education opportunities need to be developed. LIHHS has provided four sessions per year.
8. The Board needs to look at the policy of TB tests for all direct care volunteers. This is a requirement of Skagit Hospice. The cost of the TB test is $25.00 so that expense needs to be reviewed. This situation is being researched.
9. We have received a request to purchase a “wireless reading device” for our DME. Kindle and Sony are two companies who make this item and the cost is $300.00 to $400.00. Senior Services will be willing to bear part of the cost. A motion was made , seconded and passed that George will write a letter to Friends of the Library to see about purchasing this for the Lopez Library.
10. The Lopez 4H Rangers have chosen LIHHS as a recipient for part of their fundraising earnings. They sent a check for $400.00.
11. The Fashion Show Tea was a delightful event. Thanks to all the Board and volunteer members who helped with this event.
12. FIA(Faith in Action) program gave us a gift subscription worth $1295.00 to the Seattle Foundation Center which we accessed last year at the Seattle Public Library.
13. The Lopez radio station offered us a regular place on their programming , once a month. We could alternate with other health support organizations. We could begin with an educational forum.

COMMITTEE REPORTS

FUNDRAISING; the Poker Run and the Fashion Show Tea were busy times for the committee. Both events were enjoyed by those who participated . The income which was reported in the treasurer’s report indicated that it was down from last year. The Goat Campaign , chaired by Dave Savage, will be gearing up for next month. All Board members and volunteers need to support the effort. The Team Casino contract has been signed. Dodi Sciessl has returned from Hawaii so work will resume by the committee. Marge emphasized that we need a Planned Giving Program. A brochure should be in the intake and discharge packets. Mike Ellis will give a presentation on Planned Giving, the date of which is yet to be determined.

EDUCATION/VOLUNTEER; there is no chairman for this committee. Ginger gave a report in the Executive Director’s report.

BEREAVEMENT/SPIRITUAL CARE; January and February report showed the committee met 7 times to work on the flyer for the intake packet . In January there were 3 grief support letters and two people attended the grief support session. In February there were 3 grief support letters sent and no one attended the grief support session. In March there was no committee meeting, no grief support letters sent nor anyone attending the grief support session.

CLIENT SERVICE COORDINATOR; There are 2 hospice clients, 22 home support clients, 163 volunteer visits, 269 volunteer hours, 1 intake’/retake , 1 discharge, 23 case manager home visits, and 17 case conferences, 5 attending Caregivers Group .40 volunteers are currently assigned , 4 of whom were rotated to new clients.

OLD BUSINESS

1. Strategic Plan; Dave Savage presented the Board members with a summary about strategic planning. Major components of most Strategic Plans are Vision statement, Mission Statement, and goals and objectives. He compared it to cooking in which it is the process to complete the meal with the exception the more cooks the better. A motion was made, seconded and passed that we pursue a strategic plan. The process needs to include the entire Board at the first three hour meeting which will be mainly educational. The next three 3 hour meetings will be smaller groups. Dave Savage has agreed to be the planner. The first meeting will be June 16, 2008 (6:30 P.M. to 9:30 P.M.) @ the Lopez Senior Center followed by meetings on June 23, June 30, and the last one tentatively July 14, 2008.
2. LOHO Lease; a motion was made, seconded and passed that we accept the LOHO Lease with the final considerations that were covered in the April 2008 Board meeting that covered occupancy, escrow account and a firm date of occupancy or necessary renegotiation.
3. Reorganization; a motion was made , seconded and passed that the Board temporarily suspend any policy, written or otherwise, to allow the Executive Director to seek and engage volunteers to assume leadership roles related to volunteers, publicity, and education. Report on “Essentials to Success in Non-Profits” by Connie.

NEW BUSINESS

1. The Goat Campaign will be reinstated again this year under the chairmanship of Dave Savage. He has asked for 2 people , who were previously involved with the past Goat Insurance Campaign, to assist him. Dick Karpen and Sue Kintzley agreed to help him.
2. July 4th Parade; it was decided that we will not participate in the parade this year.

The meeting was adjourned. The next Board meeting will be June 16, 2008 at 10:00 A.M. at the Lopez Library.

Respectfully submitted,
Peggy Schuld, secretary.