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Unapproved Minutes of the Friends of the PE Clinic Meeting
Wednesday, August 13, 2008, 2-4 p.m.
Present: Denise Christianson, Sarah Young, Kay Young, Steve Eaton, Linda Collier, Pat and Tony Sowers, Steve White, Bill Johnson, Robin Kearns.
Minutes from the July 30 meeting were approved as corrected.
Linda Collier announced her intention to resign as chair of the Friends. The discussion about finding a new chair was moved to the end of the agenda.
Robin explained that in order to have the funds necessary for fundraising expenses, certain donors will earmark their donations as available for use in fundraising and advertising when necessary. (Said funds would not be dedicated to fundraising only.) The expenses will show up in the Clinic expenses but there will be no problem with donors objecting because only dollars from those letting the Clinic know that it is OK to use their donations that way will be involved. All funds will be clearly accounted for.
Raffle update: There
will be two raffles. One will offer
packages from 5 local outfitters together with local lodging and meals. The 10,000 tickets printed will be sold at $5
each. Sales of tickets for this raffle
will continue through the Crab Feed on 3/14/2009. One week later the drawing will be held. Someone related to the Clinic will draw out a
ticket and, from another bin, one of the 5 packages. That ticket will win that package. The drawing of winner and package will
continue until all are awarded. The
second raffle will be for a week at a condo in
Linda will take on the responsibility of thanking donors to date. Methods include an ad listing all donors in the HCJ and posting the same list about town. She will include a disclaimer just in case we miss someone. This will be repeated every time we raise another $20,000.
PR: Sarah is the contact for news stories. The article in the paper today was on the front page with pictures. The raffle may be the news for next week. She is also revising the FAQ list. This task will require input from many sources.
Bill will contact Carolyn to add the survey report to the agenda of the next Board meeting. He would also like to suggest that the Board meet more often.
Bill expressed the concern that the “long-term planning” committee may be poorly named as much of their present discussion cannot be termed long-term planning. The committee may need to be refocused or renamed. Perhaps a better name is “planning/goals” as the original Board committee was named. He wants to be sure that the committee, whatever it may be called, is working together with the Board.
Since no one volunteered to serve as the chair of Friends, it was decided to try functioning without one. The main jobs of the Chair are to write the agenda and to facilitate the meeting.
The standard agenda will be as follows:
1) Approve minutes of previous meeting.
2) Additions to the agenda
3) Committee reports:
Fundraising
PR
Long term planning or Planning/goals or?
4) Set next meeting date.
The next meeting of the Friends of the Pine Eagle Clinic will be September 3 at 4:15 p.m. at the Clinic meeting room
Respectfully submitted,
Kay Young, Secretary
Approved Minutes of the Friends of the PE Clinic Meeting
Wednesday, July 30, 2008, 1 – 3 p.m.
Present: Denise Christianson, Sarah Young, Kay Young, Steve Eaton, Linda Collier, Penny Sabin, Pat and Tony Sowers, Steve White, Bill Johnson.
Minutes from the June 30 and July 14 meetings were approved as corrected.
Old Business:
Lisa and Tony are meeting tomorrow to try to finalize a solid fundraising money message and goal.
The survey was included in today’s HCJ. There are additional copies with each drop
box (Clinic, Old Pine, Hitching Post, Idaho Power Warehouse). Surveys are due next Wednesday. Kay will get the surveys from Halfway and the
river to Pat. Steve E. will get ones
from the
[ Note: Pat passed
off collating the responses to the survey to Steve E. after the meting]
PR update: The articles in the paper continue. This week’s tells about the excellent results of the RHC inspection and about a college prof using the clinic financial reports for his Masters in Public Health students. Pat and Deb Lowe are working on an ad campaign that will include information about what needs can be met here. Deb will organize a free blood pressure check table at the Fair and Cycle Oregon. This will serve as a place for people to discuss their concerns and to have the FAQ list available as well. The Friends website currently has minutes posted, but eventually will contain more. It was suggested that monitoring the count of hits will tell us if it is worthwhile to put a lot of effort into the website or not. The PR committee is currently updating the FAQ’s with the deadline of having them finished by Fair time.
The long-term goals committee met with some experienced Board members and learned some things and had questions answered. This helped them with their goal of not covering old ground, but to be ready for outside-the-box thinking.
Steve Eaton and Francis Vaughn inspected the Clinic building. They found some items of delayed maintenance (such as unchanged furnace filter) and a water leak. The good news is that these are easily fixed. The physical aspect of the building is within Steve E’s field of expertise. There is an opportunity here to make the building more economical to run. May be some volunteer opportunities in the regular maintenance of the building.
The Fundraising committee reports some $17,000 raised so far. The silent auction for the lamb brought in $175 from high-bidder Gail Bergman. Two main fundraising opportunities coming up are the Fair and Cycle OR. Just this morning Pat was called and offered materials for a yard sale. A volunteer is needed to spearhead a yard sale fundraiser.
New business:
Bill Johnson reported that elections for special districts can happen more often that once every 2 years. There is a report that only one health district can be formed per county, but it may be just that multiple health districts cannot overlap. Research needed.
Gaps identified in our work so far include:
-Fundraising committee members have been out of town
-Website is not complete
-Solid dollar goal/message for fundraising still elusive
-Method to fund Friends activities needed
The group discussed the general outline of a fundraising/support drive. The youth fund and Jacob’s Dream fundraising pledge cards were suggested as models. Recognition of donors may take the form of a periodic list in the newspaper. Individual thank you calls will be made. The drive in the form of bulk mailings is planned for September.
Idea bin:
-Define the Friends as follows: The Friends of the Clinic are a group of concerned citizens coming together to maintain the quality of life in the Panhandle.
-Idea of staffing an office in town for fundraising/dialog ala Save the Fairgrounds.
Next meeting: Wednesday, August 13, at 2 p.m. in the Clinic meeting room.
Agenda: 1) Survey information
2) Fundraising report
3) Timeline
The long-term goals committee plans to meet on Sunday, August 3, at 9 a.m. in the park.
Respectfully submitted,
Kay Young, Secretary
Task list:
Kay: Gather surveys from Old Pine, Clinic, Oxbow and get to Pat by Thursday, Aug. 7
Steve E.: Get surveys from Hitching Post to Pat by Thursday, Aug. 7
Pat: Collate information from surveys by Saturday, August 9.
Pat: Info to HCJ for a quick note about receiving of surveys.
Revised task list:
Kay: Gather surveys from Old Pine, Clinic, Oxbow &
get to Steve E. by Thursday, Aug. 7
Steve E: Collect
surveys from Hitching Post by Thursday, Aug. 7
Steve E: Collate
information from surveys by Saturday, August 9
Sarah: Include
info about receiving of surveys in HCJ article
Approved Minutes of the Friends of the PE Clinic Meeting
Monday, July 14, 2008, 1 – 3 p.m.
Present: Denise Christianson, Robin Kearns, Sarah Young, Kay Young, Steve Eaton, Marvin Burgraff, Linda Collier, Carolyn Coble
Discussion of merging Friends committees into the Clinic Board committees:
Carolyn Coble explained the functions of each of the Board committees. It would cut out duplication and avoid recovering old ground to combine committees. The Board will be finalizing their new committee assignments at their July 29 meeting. The Friends long-term solution committee logically fits in to the goals/planning committee. The Friends PR /communication committee logically fits with the clinic PR committee. The Fundraising committee corresponds to both the grants and fundraising clinic committees. At each committee’s first meeting Carolyn would like them to describe their job so that she can update an old document explaining the responsibilities of committees. Eileen Monti was suggested as a possible new member of the technology committee. Katy Bloom was recommended as a member for the grants and/or bylaws committee.
Do we still need the Friends as an oversight/steering committee? Viewpoints expressed include: Robin—try it without. Steve/Denise—yes, we need it. Linda—no, less meetings. Marvin—need Friends to show community support for Idaho Power. Kay wondered if the Friends would be basically providing manpower to the Clinic?
Decision: Yes, the Friends will stay separate but without separate committees. The Friends will have meetings when they are needed and set the agenda for the next meeting at the end of each meeting.
Lisa and Tony need to get together to reconcile their ideas and differing bottom lines from the cash flow projection.
There is still worry about losing community interest if we don’t “get on with it.” People need and want to talk one-on-one. Everyone please turn in names of those who express a desire to be talked to by the Friends.
Carolyn expressed the importance of coordinating PR with the Board. She explained how she is always very careful to separate her own opinion from the official opinion of the board. The Board and the Friends need to express one message.
Fundraising Committee: They have started the silent auction at the bank for a lamb donated by Dana and Randy Simrell. Upcoming opportunities for fundraising will include the Fair and Cycle Oregon.
PR Committee: Sarah and Pat met. They separate their goals into two areas: education and advertising. They will occasional be writing articles addressing Frequently Asked Questions (FAQ’s). The first one will deal with the reasoning behind rejecting the EOMA offer. Pat and Deb Lowe will be working with the advertising part.
The survey: -Steve feels it can do two things: 1) Gather crucial information, and 2) Create dialog. He emphasized that the second is the most important.
-Denise had looked at the old survey and felt that people problems were the main problem expressed in the comments.
-Robin suggested adding a phone message option to the survey so that if folks didn’t want to write out their ideas, there was someone to call with ideas.
Next Friends meeting scheduled for Wednesday, July 30, at 1 p.m. in the Clinic meeting room. The Agenda will include
1) A solid money goal.
2) Fundraising plan for one-on-one contact
3) PR update
4) Long-term goals update
As an agenda topic for some future meeting Steve proposes the pros and cons of a tax base.
Respectfully submitted,
Kay Young
Task List:
Drop off site in
Drop off sited in Halfway and Oxbow—Kay
Labels for drop off boxes--Sarah
Approved Minutes of the Friends of the PE Clinic Meeting
Monday, June 30, 2008, 1 - 3 p.m.
Present: Denise Christianson, Robin Kearns, Sarah Young, Kay Young, Steve Eaton, Bill Johnson, Marvin Burgraff
Minutes of the 6/16 meeting were read and approved.
Report on Annual Meeting: Everyone present had been at the annual meeting except Denise and Marvin. Denise asked if old bills are still a problem that is upsetting people or if that has improved. The consensus was that that situation is being resolved. Steve Eaton thought the Board dismissed plan B without proper consideration or information. He is concerned that the Clinic might become dependent on Friends long term; he wants to get in and "fix the problem" and then disband. Others felt that while fundraising might be a short-term project, there will always be a place for Friends to provide community support. Steve doesn't want the plan to be to vote again in 2 years for a Health District but thinks taxes should be taken off the table. Steve also mentioned that price/service/quality are the only things on which businesses compete and that the Clinic must also.
Bill Johnson and Steve Eaton would like to have a survey about the clinic in the newspaper soon. It was suggested that the survey include bad experiences, additional services wanted, which services might not be needed, positive experiences at the Clinic, and other. Steve, Bill, Sarah, Francis and Rose will meet on July 1 at 7 p.m. to write up a draft survey. Bill had talked to Steve Backstrom about the cost of a half-page in the HCJ. He will also ask about an insert. He has a donor to pay for this. The tentative timeline is to have it in the paper on the 16th, due by the 23rd, information collated by a group meeting on the 24th at 1 p.m. and the information going to the PEHPC Board at their July 29th meeting. The survey could either be mailed back to the clinic or dropped off at specified sites.
Robin reported that the Fundraising Committee plans to hold a Clinic Fun Day in August and a winter evening fundraiser patterned on the Jacob's Dream fundraiser. They will be posting their calendar of events on the website. See attached minutes of the fundraising committee's June 26th meeting for more details.
Sarah's report from PR committee: Steve will have an article about the annual meeting in the paper this week. Sarah is gathering ideas for future articles. She has been revising and updating the clinic brochure and has developed a flyer version as well for posting. One suggestion for the Jr. Rodeo parade is asking Karl Young to juggle along with appropriate slogans. A float is another suggestion. The Jr. Rodeo parade is July 12.
No report from the clinic/building/business committee or the long-term solution committee.
Next steering committee meeting scheduled for Monday, July 14, at 1 p.m. in the Clinic meeting room.
Respectfully submitted,
Kay Young
Task List:
Drop off site in Richland-Steve Eaton
Drop off sited in Halfway and river-Kay
Labels for drop off boxes--Sarah
Approved minutes of the Friends of the PE Clinic Meeting
Monday, June 16, 2008, 1 - 3 p.m.
Present: Rose Darting, Pat Sowers, Sarah Young, Kay Young, Denise Christiansen, Linda Collier, Robin Kearns, Bill Johnson, Marvin Burgraff, Tony Sowers
Minutes of June 15 minutes were read, amended and approved. Minutes will be posted on website as -unapproved- after they are emailed to members and no bloopers are found. They will be approved at the next meeting and then posted as such.
Rose has confirmed with the PEHPC Board that it is okay for the Friends to have a link to the Clinic website. Kay will ask Shella to create a link so that the Friends can post our information ourselves. Rose will set up the web page and show Kay how to use it.
Rose passed out receipt books. People wishing to donate to the Clinic may turn their donations in to the Clinic. Anyone who accepts a donation MUST give a receipt for a cash donation. The receipt is optional if the donation is by check but certainly should be given if the donor desires it.
Belle Johnson has volunteered to be the historian for the Friends.
This group will be called the Steering Committee of the Friends of the PE Clinic. As such, it will be responsible for organizing, facilitating and providing oversight for the Friends- committees. The steering committee will keep the whole Friends organization headed toward the goal: -To keep the Clinic open and functioning until a long-term funding solution is found.- Interconnections and good communication between the Friends and the PEHPC Board will be a priority.
Methods used to keep everyone informed of the work of the Friends may include articles in the Hells Canyon Journal, posters, mailings, personal outreach to individuals and to groups.
Rose brought a report from the PEHPC Board.
-The Annual Meeting on June 24 is open to all. Everyone in attendance may vote.
-The Board and Friends are working on an application for financial support from Idaho Power. Marvin mentioned that letters of support from businesses might be useful evidence of community support.
-The Board would like the Friends to handle communication with the public-PR, advertisement of services such as free blood pressure checks.
-The Board would like to have Tony on their financial committee.
-Possible fundraising ideas include: 1) asking the entire community to contribute $30 each, 2) making a concrete pad into which community members can put their hand prints and names for a contribution.
-The Voter registration list might be a useful tool.
Ideas for the next newspaper article include a list to answer the question "What can I do?"
-Donate to the clinic now
-Call Denise to volunteer
-Use the clinic
-Tell the Friends how you feel: compliments, complaints, and constructive criticism.
The article should make the point that it is clear that the Clinic will stay open. Within a month we will know just how much it will take to keep it open through December. We know it will be within the ability of the community to provide that.
Next meetings:
Denise will set up a meeting with Steve Eaton and the long-term solution committee plus Robin. She will aim for Tuesday at 10 a.m. at the Clinic. (Note: Meeting was scheduled for Tuesday, June 17, at 3:30 p.m.)
Robin, Sarah, and Pat will meet Tuesday, 6/17 at 1 p.m. in the Lion's Park to divide the input received so far into groups to be given to the appropriate committees.
Fundraising committee will meet Wednesday, 6/18, at 1 p.m. in the library meeting room.
The next Steering Committee meeting will be June 30 at 1 p.m.
Respectfully submitted, Kay Young
Task List:
Denise-Set meeting with Steve Eaton
Kay-Contact Shella about link on clinic website
Rose-Get Kay up-to-speed on posting to web page.
Sarah-Write next newspaper article
Back to topApproved Minutes of Friends of the PE Clinic meeting
June 15, 2008, 8 � 10 a.m.
Present: Rose Darting, Pat Sowers, Sarah Young, Kay Young, Denise Christiansen, Linda Collier, Robin Kearns, Bill Johnson, Marvin Burgraff, Tony Sowers
Organization:
Chair to facilitate meetings, prepare agendas-Linda Collier
Vice-chair to back up the chair-Pat Sowers
Secretary, minutes-Kay Young
Historian/librarian to keep all news articles and other publicity-still needed, look for a volunteer for this function.
Computer wizard to maintain data base, send thank you cards-Rose Darting
Volunteer coordinator-Denise Christiansen
Goal of the Friends: To keep the Clinic open and functioning until a long-term funding solution is found.
The Friends are trying to be a bridge to a long-term financial solution for the Clinic.
Donation process: Dollars donated go to Tammy Tyler at the Clinic who sends a message to Rose who sends thank you card and adds the donation to the data base. Denise pointed out the need for receipts for accountability. Rose will print out receipts so that everyone will have some available.
Sarah will write a short article for the paper about this meeting. We should strive to have a short article or picture with caption in the HCJ each week for PR and education.
Form Friends committees:
Community support/involvement & fund raising-Pat, Rose, Linda, Robin
Clinic/building/business operations-Tony, Denise, Sarah
Education, publicity/pr/communication-Sarah
Input: Kay and Marvin (Collate input from community and report to PEHPC Board)
Output: Sarah, Pat
Long-term solution-Bill Johnson, Denise, Tony
Other subjects discussed:
-One of the functions of the Friends can be to take the -wish list- of the clinic board and to fill those needs or find volunteers to meet them. Note: Ask the Board if communication with the public and research on small rural clinics might be among their wishes.
-Marvin Burgraff reported that the Pine Valley Fire Department is in the process of redrawing fire district boundaries to include Oxbow and Brownlee.
-Sentiment in the community is that the Clinic is wanted, but that there is deep disagreement on a tax district.
-The building that houses the Clinic and the ambulance belongs to the Pine Eagle Health Planning Committee not to either the clinic or the ambulance. The building fund is designed to keep the building open for the ambulance, etc., even if the clinic should close. In that case, some other entity could rent space.
-Community members can volunteer to serve on any of the dozen or so committees of the PEHPC, although few have in recent times. Membership of those committees is not limited to Board members.
- Need to reach out to Richland. Working together heals splits. Denise will contact Steve Eaton and invite him to join the Friends.
-% participation is as important as number of dollars in showing community support for the Clinic.
-Tony reported that catch-up is about completed at the Clinic and that will allow Lisa to work up beginning numbers for financial projections by about the end of June.
Next meeting: We will meet again tomorrow, Monday, June 16, at 1 p.m. in the meeting room at the Clinic to complete this agenda.
Respectfully submitted,
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