#7.1
Sault Area Hospital Foundation Executive Committee Meeting Minutes Tuesday, November 3, 2009, Room C114 1200 hours
Attending:
Gus Palombi, Chair Norm Sauve Ron Gagnon Gabe Stefanizzi
Staff:
Cheryl Pavoni Melissa Watson Lynn Smith
Regrets:
Robert Prouse Emily Thibeault
1. Call to Order
The meeting was called to order at 1210 hours.
2. Approval of Minutes
2.1 Approval of Minutes – August 25, 2009*
MOTION: THAT the minutes of the meeting held August 25, 2009 be approved as presented.
Moved by: Norm Sauve Seconded by: Gabe Stefanizzi CARRIED.
2.2 Approve of Minutes – June 9, 2009*
MOTION: THAT the minutes of the meeting held June 9, 2009 be approved as presented.
Moved by: Gabe Stefanizzi Seconded by: Ron Gagnon CARRIED.
3. Matters Requiring Decision/Action
3.1 Approve 5 Car Draw Vehicle Costs*
In the package includes a list of 5 vehicles for the 5 Car Draw for 2010. The process for choosing the vehicle combination starts with Joe Orazietti. Joe requests quotes from each dealership and puts together approximately 9 packages. History has shown that we sell a certain amount of tickets regardless of the value of the vehicles, make or model so the objective is to keep the costs of the vehicles low.
The 2010 package includes: Kia Forte from World Cars; Dodge Tour from Superior Dodge; Ford Edge, from Highland Ford; Toyota, Rav 4 from Northside Toyota; and a GMC Sierra from Prouse Motors for a total package price of $156,708.
MOTION: THAT the Executive Committee recommends to the Foundation Board that the 5 Car Draw Vehicles costs be approved as presented.
Moved by: Norm Sauve Seconded by: Gabe Stefanizzi CARRIED.
3.2 Clinical Documentation Project
3.2.1 Communication Plan
At a previous meeting it was suggested by Dr. Willett to develop a communication plan around the Clinical Documentation project. In the package was a summary of options pertaining to a communication plan developed by Mario Paluzzi, Director of Communications & Public Affairs. His suggestion was to go with Option #1 that would have a Q & A’s prepared, but not make it a big issue as the Foundation has done nothing wrong in agreeing to fund this project.
All in attendance agreed that option #1 was the best option as all projects/equipment purchased by the Foundation should be focused on equally. It was also suggested that all board members receive the Q & A document.
A question arose regarding who would be the spokesperson for the Foundation regarding any questions from the public. It was agreed that Gus Palombi and Cheryl Pavoni will answer any questions, and if they need assistance, Ron Gagnon or Johanne Messier-Mann who is overseeing this project will assist.
3.2.2 Options for reducing need for debt or interest costs**
Approximately $1.3 million is currently available in unrestricted funds after backing out the $1.75 million in reserved amount. A suggestion was made to consider advancing $500,000 for 2009/2010 and $300,000 for 2010/2011 based on cash flow projections for this year. The Foundation could also give a cash advance for the project to the hospital from the new hospital fund for $1.4 million. This would eliminate the need for SAH to obtain a loan for the project but rather a line of credit if needed.
Action:
Ron Gagnon to prepare a proposal and will also find out how much is needed currently for this project and at the end of March. Norm Sauve to speak to Mike Marinovich, the Foundation auditor from KPMG to ensure that any decision moving forward is in the best interest of the Foundation.
3.3 Request for Proposal for Donor Recognition
From the June meeting minutes, Cheryl discussed with the board members that local businesses would be approached to submit a proposal for the new hospital donor recognition. After some discussion subsequent to that meeting, Cheryl felt that it should be noted that out of town companies will have the opportunity to bid on the project. It will be worded in the RFP that the project will not necessarily go to the lowest bidder.
MOTION: THAT the Executive Committee recommends to the Foundation Board that the process for the Request for Proposal for the new hospital Donor Recognition be approved as presented.
Moved by: Ron Gagnon Seconded by: Gabe Stefanizzi CARRIED
4. Matters Requiring Discussion/Input
4.1 Unaudited Financial Statements as at September 30, 2009*
Gabe Stefanizzi did not have anything to add to the financials that were included in the package.
4.2 New Hospital Project Update
Ron Gagnon noted that the move in date could possibly be moved up a couple of weeks.
5. Information Items
5.1 RBC Dominion Securities Statements as at September 30, 2009*
This was provided for information only.
6. Next Meeting Date December 17, 2009 1200 hours - room C114
7. Termination
There being no further business to discuss, the meeting was terminated at 1305 hours.
______Gus Palombi, Chair