PCSBV 2022 2023 AGM Package (8.5 × 11 in)

2022-2023 ANNUAL GENERAL MEETING

TABLE OF CONTENTS

Table of Contents

1.0 Welcome

2.0 Approval of the Agenda

3.0 Approval of the AGM 2022 Minutes

4.0 Board Reports

5.0 Management Report

6.0 Financial Statements

7.0 Appointment of the Auditors

8.0 Election of Directors

9.0 Adjournment

1.0 Welcome The Palliative Care Society of the Bow Valley recognizes we are situated on the traditional territory of Treaty 7 and Métis Zone 3. We honour the hearts and footsteps that have crossed these lands for many generations, especially the Inuit, Métis and the Blackfoot Nations, including Siksika, Piikani, and Kainai, the Tsuut’ina Nation and Stoney Nakoda First Nations. We also honour Land Spirit itself for protecting, nourishing, and embracing us and for the Indigenous Peoples who have been stewards to and adhere to Natural Law.

2.0 Approval of the Agenda

Annual General Meeting Agenda Date: Thursday, June 15, 2023 Time: 7:00 pm – 9:00 pm MT

Teleconference Information: via Zoom

Agenda Item

Presenter

Package Section

Welcome

Julie Hamilton

Approval of the Agenda (Vote Item)

Julie Hamilton

2.0 AGM 2023 Agenda

Approval of AGM 2022 Minutes (Vote Item)

Julie Hamilton

3.0 Draft AGM Minutes 2022

4.1 Board Chair Report 4.2 Governance Committee Report 4.3 Finance & Audit Committee Report 4.4 Nominating Committee Report 4.5 Building Committee Report 4.6 Operations Committee Report 4.7 Strategic Planning Committee Report

Board Reports (Information Item)

Julie Hamilton

Management Report (Information Item)

Theresa Radwall

5.0 Management Report

Financial Statements Year End Letter Financial Information Year Ended March 31, 2023 (Vote Item)

6.1 Draft 2022 End of Year Letter 6.2 Draft 2022 Financial Information

Jane Saly

Appointment of Society’s Auditor (Vote Item)

Jane Saly

Election of Directors (Vote Item)

The Nominating Committee puts forward the following people for election to the Board of Directors of the Palliative Care Society of the Bow Valley by the members:

7.1 Nominating Committee Report 7.2 Current Director Bios 7.3 Nominated Director Resumes/Bios

Julie Hamilton

For a first 3-year term:

Andrew Kirk Brian Pickering Gordon Rathbone Leslie McDaniel Dene Cooper

Adjournment

3.0 Approval of AGM 2022 Minutes

3.0 Approval of the Minutes (cont'd)

4.0 Board Reports 4.1 Board Chair Report

Welcome to the 7th Annual General Meeting of the Palliative Care Society of the Bow Valley, serving people from Lake Louise, Banff, Canmore, MD Bighorn, Stoney Nakoda First Nations Morley, and Kananaskis Village. We continue to grow and enhance our programs and services for people living with life limiting illness. PCSBV is a valuable member of the health delivery agencies in the Bow Valley through our collaborations with the medical and ancillary services. I reported last year that we were about to embark on the search for a CEO for the PCSBV. I am very pleased to report that our search resulted in the hiring of Theresa Radwell who started on August 22, 2022. Theresa hit the ground running and has moved PCSBV forward on many fronts. Her year end report is a great read; she reports on not only what we have achieved but also on what we have learned and where we need to go. She has won the confidence of the board of directors as well as the staff to lead the PCSBV and to accomplish the goals set out in our strategic plan. The Board committees have been very active this year. These reports follow, but I wanted to highlight several achievements. Led by board member Belinda Boleantu, we began a strategic planning process to identify clear and achievable goals over the next 3-5 years. It was a lengthy process of several day long workshops with lively discussion from the board and staff and facilitated by an experienced consultant in strategic planning. Five Key goals were identified.

1. Engaging the Community 2. Enhancing Palliative Care Together 3. Building a palliative care and hospice centre in the Bow Valley 4. Create Stability and Sustainability 5. Teach, Learn, and Advocate

Within each of these goals, several objectives and tactics were identified along with timelines for their achievement. I am pleased to report that we have made great progress already. Belinda’s report covers the work accomplished and our future plans. I extend my thanks to Belinda Boleantu for her leadership and experience in strategic planning. The Nominating Committee was tasked with replacing three board members who have served for over six years on the board as well as replacing two board members who unexpectantly had to resign. The committee completed its’ mandate successfully and five new directors will be presented to the membership for approval. Thank you to Donna McKown for her leadership of this Committee. The Finance and Audit Committee has been very capably chaired by Jane Saly who stepped into the role of Treasurer last year. Jane has ensured the accounting of our finances complies with CRA regulations. Her report follows. Thank you to Jane and her Committee. The Building Committee chaired by Bob Ellard and the Operations Committee chaired by Martin Buckley, have worked tirelessly to come up with design solutions for a hospice that incorporates best practices in day hospice and residential end of life care as well as keeping within our proposed design footprint. I offer my thanks to Bob Ellard and Martin Buckley for their leadership of these committees.

4.0 Board Reports (cont'd) 4.1 Board Chair Report (cont'd)

The Program Advisory Committee and the Interdisciplinary Advisory Committee have also been instrumental in the development and success of our programs and services, speaker series and education and encouraging referrals of our clients. The membership of each largely comprises volunteers from our community who have provided incredible insight into the needs and PSCBV’s potential role. As these now transition to operational committees, I would like to thank Penney Gaul for her leadership in this endeavour as well as all of the members for their dedication and commitment and look forward to seeing the results of their continued engagement. In 2016, the PCSBV was a newly created society with an audacious goal of building a hospice. Since that time, we have been on an adventure of discovery, learning so much more on what effective palliative care entails. We are in the midst of conducting a needs analysis with our community partners which has affirmed and validated much of what we are doing and what we want to accomplish. These findings will contribute to our strategies of delivering a full spectrum of palliative care in partnership with others in the community. As we await the decision of the Town of Canmore regarding the re-zoning of the land that will be used for the hospice, we are working to find ways to best serve our clients and friends in their homes. As we transition to the new hospice, we will be seeking interim spaces to conduct our day programs. Martin Tweeddale and Catharine Hinds will be stepping off the Board this year. They are founding members of the Society and I want to recognize and thank them for their work with PCSBV. Martin is a retired Intensive Care Physician and Catharine is a recently retired Family Physician. Their medical background and expertise has been instrumental in our planning of palliative and end of life care in the Bow Valley. They have given talks and presentations to our Bow Valley medical communities, and each has worked to encourage earlier referrals and access to PCSBV from the physicians. I thank them on behalf of the PCSBV and its staff and volunteers for their contributions to easing the burden of care for people with life limiting illness. I will be stepping off the Board after this AGM. My term of six years on the Board, including three years as Board Chair, has come to an end. I leave knowing that the PCSBV is in a better place than when I began my tenure six years ago. The landscape has changed dramatically, and I have learned so much from my colleagues within PCSBV. My success in building an effective board and leadership team has come about because of the compelling vision for a more compassionate palliative journey. We have had the very good fortune of attracting the best people to the PCSBV who have offered their advice and expertise. I have been inspired by the people I have come know and worked with. We have had our share of challenges and disappointments. Yet, we have found the energy and drive to continue on our path of discovery and learning.

It has been a great privilege for me to serve as a leader of the PCSBV.

Thank you.

Julie Hamilton Chair, Board of Directors Palliative Care Society of the Bow Valley

4.0 Board Reports (cont'd) 4.2 Governance Committee Report

Report Submitted by: Martin Tweeddale (Chair)

Committee Membership: Martin Tweeddale (Director), Martin Buckley (Director), Jane Saly (Director), Blair Dunbar (Society Member)

Initial Goals and Objectives Good governance is essential for the Palliative Care Society of the Bow Valley (the Society) to successfully achieve its goals and objectives and to properly fulfil its legal, ethical, and fiduciary obligations. Although the Board has ultimate responsibility, the Governance Committee has several important functions as laid down in the Society’s bylaws and the Committee’s terms of reference. The major functions of the Governance Committee include the on-going development and review of the Society’s bylaws and the policies of the Board of Directors, recommending and overseeing the implementation of procedures to evaluate the performance of the Board and its Committees, and the orientation of new Directors. End of Year Achievements and Successes The Governance Committee has met 9 times since the 2022 AGM. One new policy (the Board Meeting Procedural policy) and three revised policies (the Treasurer and Director Role Descriptions, and the Conflict- of-Interest policy) were completed and presented to the Board for approval. Three new policies are still under development (Cybersecurity, Document Management, and Volunteer Time Recording).

In addition, a two-phase process of Board assessment (which was developed and trialed in 2021-2) was upgraded and repeated in 2022-23.

The Governance Committee has also worked with the Society’s administration to ensure a more complete and appropriate orientation process for new Directors.

Lessons Learned While it is always necessary to review and update policies, at this time of development and change for the Society, the need is particularly urgent and demanding.

To be properly effective (and as an important aspect of risk management for the Society) it Is crucial for policies to be specific, unambiguous, and comprehensive. Words and phrasing do matter.

While good policies are essential to the proper functioning of the Society, they are only the beginning – the policies must also be kept in view and followed.

Ongoing Efforts for the Coming Year

Continue to develop and revise policies. Seek to identify and establish Board education activities. Recruit new non-Director (Society) members to the Governance Committee

4.0 Board Reports (cont'd) 4.3 Finance & Audit Committee Report

Report Submitted by: Jane Saly (Chair)

Committee Membership: Jane Saly (Director), Martin Buckley (Director), Elaine McPherson (Society member), Tony Teare (Society member), Theresa Radwell (Ex-Officio – CEO)

Initial Goals and Objectives The purpose of the Finance and Audit Committee is to ensure the financial affairs of the Palliative Care Society of the Bow Valley are in order and all legal requirements are met. This includes the establishment and recommendation of financial related policies, e.g., budget, expenditure, financial investment and management, monitoring of the Society’s income and expenditures, annual audit of financial records, and active participation in risk management activities. End of Year Achievements and Successes The Committee met 4 times this past year – September 13 and October 11, 2022, and February 21 and May 16, 2023. At the October meeting, we developed a recommendation to meet 4 times per year to review in detail the quarterly statements, the draft budget, and the year-end statements, and to review the audited final statements.

As we realized that construction funds would not be needed for a significant time, we recommended investing some of our restricted funds in higher earning GICs.

We also reviewed most of the policies and recommended updates. The biggest issue we addressed was developing better financial reporting to the Board, including how to report on restricted funds and cash flow. Lessons Learned We learned that we need to pay closer attention to cash flow and added a cash flow report to the monthly CEO report. Ongoing Efforts for the Coming Year We are working on a new report for restricted funds. As restricted funds are only recognized in revenue as they are spent, we can lose track of how much we have if we focus solely on the income statement with a cursory look at the balance sheet. Hence, we are developing a new report to show funds received and spent for each restricted account. We will continue to strengthen and refine our policies and financial reporting. As we move into a construction phase, we will need good cash flow awareness and management as well as risk management.

4.0 Board Reports (cont'd) 4.4 Nominating Committee Report

Report Submitted by: Julie Hamilton (Chair)

Committee Membership: Julie Hamilton (Chair, Board of Directors), Martin Tweeddale (Director), Catharine Hinds (Director), Donna McKown (Director), Theresa Radwell (Ex-officio – CEO)

Initial Goals and Objectives The Nominating Committee ensures succession planning and that the Board of Directors is composed of qualified and skilled persons, including a range of experiences and skills, capable of providing effective insight, oversight and foresight to govern and lead the Society. This committee prepares a slate of nominees for each vacant position on the Board and presents those recommendations to the Board and to the Membership. End of Year Achievements and Successes We have successfully attracted candidates for the five vacancies. Each of these candidates have been found to have skill sets that will enhance our Board and committee effectiveness. Lessons Learned Collaboration with Bow Valley community groups and individuals has been an effective and successful way of attracting people to be considered for committee and board membership. Ongoing Efforts for the Coming Year The Nominations committee will continue to seek out and engage individuals from the Bow Valley to consider volunteering for the PCSBV Board of Directors.

4.0 Board Reports (cont'd) 4.5 Building Committee Report

Report Submitted by: Bob Ellard (Chair)

Committee Membership: Julie Hamilton (Chair, Board of Directors), Bob Ellard (Community Member), Dale Hildebrand (Community Member), Norm Dreger (Community Member), Theresa Radwell (Ex- officio – CEO) Initial Goals and Objectives The Building Committee’s goal is to develop a plan for the construction of a palliative care centre and residential hospice in Canmore. This plan will be based on the Building Program developed by the Building Committee, in conjunction with Operations Committee and presented to the Society’s Board for approval.

Once approved, the Committee will be responsible for implementation of the approved plan including the selection of the Prime Consultant/Architect, all sub consultants and contractors.

4.0 Board Reports (cont'd) 4.6 Operations Committee Report

Report Submitted by: Martin Buckley (Chair)

Administration (staffing [both paid personnel and unpaid volunteer caregivers], finance, information technology, and other functions related to the background operation of the hospice); Building & Grounds (all facets of building and grounds operations/maintenance, including groundskeeping, vehicle fleet management, materials procurement, etc.) Medical (relations with physicians/nurses/aides, their participation, and related protocols); and Palliative Care (client and family services, care levels, counselling, etc.). Initial Goals and Objectives The Operations Committee shall provide recommendations to the Board on the start-up and initial phase-in of the newly constructed hospice, both prior to the hospice’s commissioning and during the initial phase of operations. Those recommendations shall be in the form of policies/policy statements/protocols/procedures, and be for the following Areas of Hospice operations: Committee Membership: Martin Buckley (Director), Catharine Hinds (Director), Donna McKown (Director), Norm Dreger (Society Member), Rebekah Gilbert (Community Member), Theresa Radwell (Ex-officio – CEO), Alison Potter (Consultant) End of Year Achievements and Successes The Operations Committee held only four regular committee meetings over the past year (June 16th, October 13th [both in 2022], January 19th and March 9th [2023]; these meetings were supplemented by a November 10th “brainstorming session” and a February 2nd working meeting, both focused on getting design and recommended FF&E* input to the Building Committee for the proposed hospice design.

The work culminated in a large spreadsheet of comments and recommendations, delivered to the Building Committee’s Chair in late March.

From that point, the Operations Committee has taken a break, anticipating that, until decisions on the proposed hospice lands’ planning bylaws are finalized, there is not much need to work on operational plans, particularly with the uncertainty of the outcome on the bylaws. (* - Furniture Fitments and Equipment) Ongoing Efforts for the Coming Year While the Committee has agreed to maintain flexibility in setting meeting dates (that is, not setting aside a particular date/time every month for its regular meetings), in order to allow its members to meet other commitments in their lives, the general “regular” meeting date falls on the second Thursday of every month. As noted above, once there has been (hopefully positive) decisions made on the planning-related bylaws by Town Council, the Operations Committee will commence preparing operational plans for the facility, to include human resources needs and scheduling; all operational aspects and needs (furniture, office equipment, meal requirements and kitchen supplies, linen, maintenance, seasonal considerations [snow removal, landscaping, etc.]).

4.0 Board Reports (cont'd) 4.6 Operations Committee Report (cont'd)

Given that the applicable bylaws may be in front of Council in June 2023 (and possibly before the PCSBV’s June 15th AGM), the next meeting of the Operations Committee will either be a June 8th or July 13th regular meeting.

4.0 Board Reports (cont'd) 4.7 Strategic Planning Committee Report

Report Submitted by: Belinda Boleantu (Chair)

Committee Membership: Julie Hamilton (Chair, Board of Directors), Belinda Boleantu (Director), Rosemary Boulton (Director), Theresa Radwell (Ex-Officio – CEO)

Initial Goals and Objectives

To validate, update and create new goals and objectives for PCSBV given the maturation of the organization and our increased knowledge of the continuum of palliative care. To create a 3 Year business plan and budget from the Goals and Objectives to inform and measure the work of the Board and Operations. To provide a platform to engage with stakeholders and community to (re) establish relationships and to better understand the needs for palliative care on the end-of-life continuum. (PELOC) End of Year Achievements and Successes New goals and objectives were established after a comprehensive 6-month process including the Board and staff members. Once ratified these became anchors for the business plan and the budget, which were tabled with the Board in March 2023. A comprehensive engagement plan has guided the activation and (in some cases reactivation) of relationships at all levels of health, community, and municipality and within the stakeholders of Palliative Care in Alberta including AHS and Alberta Health. The leadership of our CEO has been instrumental in the success of reaching many stakeholders and raising the awareness of our organizational goals and objectives. Based on many conversations with stakeholders we recognized the importance of carrying out a needs assessment to fully understand the role of all participants in the provision of Palliative Care in the Bow Valley. We needed a process whereby together we could discover gaps, overlaps and specifically identify and ratify where PCSBV belongs in the continuum of palliative care from diagnosis of life limiting disease to hospice care and beyond. In early spring a carefully orchestrated needs assessment was initiated. This needs assessment is ongoing, and the results will be brought forward to a community forum later in 2023. This work will be pivotal to our business plan. In early spring a carefully orchestrated needs assessment was initiated. This needs assessment is ongoing, and the results will be brought forward to a community forum in the Fall 2023. This work will be pivotal to our business plan. Lessons Learned Our key learning for this year revolves around the dynamic nature of service provision to those with life limiting diagnosis. This includes societal shifts in beliefs and understanding of how care can be delivered. Our goals and objectives speak to this. We fully understand that these may only be accomplished by being part of a network and securing funding and solid relationships across the continuum.

4.0 Board Reports (cont'd) 4.7 Strategic Planning Committee Report (cont'd)

We also learned that we require internal leadership, such as our capable CEO and Board Chair who have been instrumental in guiding the work described; and that to be successful in our goals, to be relevant across the continuum, we will always need to listen, lead and deliver our services from volunteer and grief support to hospice care in alignment with our strategic plan. Ongoing Efforts for the Coming Year Complete the needs assessment and develop a mechanism to share and discuss with stakeholders. Findings to be reflected in the business plan and validated against our goals.

Actively review the business plan in light of information forthcoming from the community and the decisions regarding land acquisition and build.

Assist the Board through strategic discussion as the business plan is impacted by funding realities. Strategic planning committee will lead an internal review of the goals and objectives in February 2024 informed by the business plan and other information as it becomes available.

5.0 Management Report

A Year in Review – 2022/23

2022/23 has been a year of growth for PCSBV. While other organizations continue to be challenged attracting volunteers in the post COVID world, our volunteer team continues to grow through word of mouth increasing to nearly 90 volunteers by the end of the year. With a focus on referrals, PCSBV has connected with healthcare providers and local organizations to share details of the programs and support that PCSBV provides. As a result, we received 59 client referrals and our volunteers provided 238 consultations with our clients during the year. Generating revenue to meet the demand for our services and programs continues to be an area of high importance. Our two annual events recovered well in the post COVID environment, and our Golf for Hospice event attracted considerable support from the local business community in sponsorship and teams. Philanthropic donations were slower to recover with a combination of the economy and the delay in a decision for the hospice land being the main contributory factors. To start the 2023/24 year strongly, work has begun on developing a comprehensive campaign which includes a fundraising push to raise funds to support all aspects of the organization including a hospice if a favourable decision on the land is received. To support the above operationally and to prepare for future growth, PCSBV expanded its staff to include two new positions – a CEO and an Office Coordinator. With huge thanks to the Board members who provided operational leadership during the first part of the year, the incoming CEO was able to maintain the momentum already built, and to focus on stakeholder engagement within the Bow Valley community and at a wider level. The Office Coordinator has provided a much-needed operational structure to the day to day running of the organization including a full review of the use of SharePoint, introduction of consistencies and efficiencies and a review of volunteer policies and procedures. The Strategic Plan, finalized in the Fall 2022, provides and exciting roadmap for the staff, Board and volunteers for 2023 and beyond. What has been achieved in 2022/23, provides an excellent basis on which to continue to grow towards achieving the vision, mission and strategic goals outlined in the plan.

Fund Development Achievements

2022 PCSBV Golf for Hospice tournament fundraised over $74,000. Plus, an additional $12,000 of in- kind gifts from our community were contributed to the 2022 tournament! The tournament brought in 93 golfers, donations of $25,125 including 3 new individual donors; 17 new corporate golfers, 20 sponsors, one donation considered significant for a first-time contribution from a donor residing in Calgary. The winning team from the Banff golf club who have subsequently sent in a donation. FD (Fund Development) tracking the longevity of new individual & corporate sponsors & donors. Hiring an Officer Coordinator has contributed to the success of events with additional sponsors and awareness to local businesses through gift-in-kind. Hike for Hospice in 2022 raised $11,400 with 62 attendees. The event started in a new location from previous years. The path, a gentle trail through the woods, gave participants the opportunity to connect with staff, volunteers, board members, neighbours and friends.

5.0 Management Report (cont'd) An event sponsorship presentation/package has been developed to solicit sponsorship for events earlier in the year and will continue to be refined as PCSBV adds programs and services. A fund development goal was to focus on enriching the experience and engagement of current donors and to seek new individual and corporate support. Events have allowed us to achieve this goal & broaden awareness in the Bow Valley. The Annual Appeal brought in approximately $125,500. PCSBV events, programs, services, and tributes have grown the donor base by approximately 200 new constituents. Preparations are underway to launch a fundraising campaign in 2023 to seek donations with a particular focus on major gifts ($25,000+ per year). Master Campaign report process and tracking completed, and a new brochure developed incorporating updated language. The brochure will be used to accompany one-on-one meetings with prospective new donors as well as deepening engagement with current donors.

Learnings

Framing language in communications documents and meetings to convey the need for contributions to support PCSBV operations with or without a physical hospice building, as a few donors pulled back on the amount they contributed to the building in their annual giving Grant applications allow PCSBV to create awareness in the community. A rejection gives the opportunity to refine our language and understand the specific programs the grantors perceive as a need in the Bow Valley The depth of need in the community and how individual experiences with grief and palliative care bring in donors though many different avenues

Programs Achievements

Created and implemented a program planning document to enable accurate planning and budgeting and evaluation. In January 2022, PCSBV signed on as NavCARE site under the Camrose Hospice hub and submitted an application as a hub in March 2022 partnering with Foothills County Hospice and Cochrane Hospice Society. Application was unsuccessful on this occasion. Launched a virtual grief support group with volunteer leadership (April – Sept 2022) Launched the Art-Therapy Grief Support Group with volunteer leadership in Jan 2023 (4-week program) Grief Support Walking Group in Canmore ran weekly with volunteer leadership with a break in August and over the Christmas week. Provided 238 one-to-one palliative and/or grief support consultations Provided 17 education sessions to colleagues including Parks Canada, Origin at Spring Creek, Golden Eagle View (AHS (Alberta Health Services)), YWCA Banff, Catholic Social Services (immigration supports), Canmore Senior’s Association, Banff Senior’s Association, Canmore Rotary Club Development for launch in the 2023-24 program year of a volunteer Dementia Care Team as well as a grief support volunteer Grief Practitioner team Approximately 1/3 of referrals for care are related to a dementia diagnosis

5.0 Management Report (cont'd)

Dementia supports will require a minimum of two support volunteers/household where the dementia client is residing at their home To support the work of PCSBV, two advisory committees were established, the Interdisciplinary Advisory Committee and the Program Advisory Committee both including membership from partners in palliative care in the Bow Valley.

Learnings

Annual programming plan would be beneficial to maintain an understanding of capacity / workload over the year to better manage workload and calendar conflicts. Zero uptake with the Art Therapy Grief Group for teens suggests a need to assess teen palliative/grief needs in the valley in consultation with the school division and other colleagues associated with child/teen supports and PCSBV’s role in this specialist area. Adequate lead time and comprehensive needs assessment is needed to grow public awareness before launching new programs

Volunteers Achievements

Total active volunteers by end of year – approximately 90 (51 Client Care trained or in training) During the year, we received 59 client referrals and volunteers conducted 238 client consultations. At the end of year, PCSBV volunteers continue to support approximately 70 clients. Clients are located throughout the Bow Valley, proportionately to the general distribution of population. The number of palliative care clients continue to grow as volunteers are trained. These clients now represent over 40% of our referrals with remainder seeking support for grief and loss. Similarly, we are seeing a change in the types of diagnosis that our clients are experiencing, with clients who have received a dementia diagnosis accounting for a third of our referrals. Volunteer training calendar live on PCSBV website and up to date with PCSBV training offerings along with those of other PEOLC (Palliative and End of Life Care) society. PCSBV organized a Volunteer Coordinator’s community of practice that meets monthly to discuss training needs and to share resources related to training and deployment of volunteers. Representatives from 8 Alberta hospice/palliative care societies are currently participating. Shared training means PCSBV volunteers can complete training (according to their personal availability) within two months rather than one year Anticipating that each organization providing training modules will specialize, selecting the modules for which they have facilitator expertise, reducing duplication within the PEOLC community February 2022: second cohort of volunteers begin training March 2022: first client care volunteers connected with clients Summer 2022: initial collaboration with Canmore General Hospital (AHS) to co-onboard palliative volunteers with PCSBV and AHS December 2022: first client death with a connected volunteer. Subsequently, 13 more clients died during the year. Support for the connected volunteers was provided in all cases. March 2023: 50th client care volunteer application received

5.0 Management Report (cont'd)

Learnings

Assess which form of communication work best with individual volunteers Volunteer appreciation is important and should be consistent across all forms of volunteerism. Volunteer appreciation event planned for April 2023. Better Impact has tools that are underutilized at this point. Look into ways to build efficiencies into onboarding and management processes Some volunteers remain resistant to in-person gatherings The Bow Valley will experience ongoing volunteer turnover due in part to the transient nature of this community.

Communications & Marketing Achievements

Newsletter: Growth in readership of the monthly newsletter month-over-month. Refined process for editorial content development. Consistent delivery of the newsletter to audiences across digital channels. Refinement to the “look” of the newsletter started in January 2023. Social/Digital: Growth in social and digital audiences, year-over-year, with particular focus on the LinkedIn platform in 2022/2023 to connect with business professionals and corporations. Ongoing creation of social media content processes integrating the growing PCSBV team. Refinement of website functionality with implementation of “live” events calendar function. Search Engine Optimization (SEO) refinements continue. General Communications: Refined messaging and brand guide in 2022/2023 with ongoing refinement into 2023. Process for ad buys and delivery is solidly in place as well as outreach channels to partners when PCSBV has announcements/messaging to share with partners. Successfully delivered an impactful ad buy in spring 2022 to raise awareness in the regional market. Events: Successful delivery of virtual events, including the AGM (June 2022), Dr. Kathryn Mannix presentation (June) and Dr. Sammy Winemaker (November). Support to planning for 2023 key activations (underway). Government Relations (GR): Ongoing monitoring and support to government relations activities – locally with land use discussions, and provincially and federally with palliative care Government of Alberta (GoA) initiatives, leadership changes, and elections. Operations: Process refinement for team support including implementation of the “creative brief “to ensure creative needs are well thought through, organized, clear, and communicated correctly to all involved in a timely fashion.

Learnings

Inventory of all communications materials will be undertaken and stored in a common location for all so that current products are being used by all in PCSBV for consistency, including providing revised branded templates for common products. Website needs constant updates to align with language in communication documents Consistency in leadership will allow for consistency in material brand management. Post-COVID opportunity to secure PCSBV image inventory for 2023 events and activities that can be used for materials. Planning for direct marketing campaign to support the capital campaign for 2023 and beyond.

5.0 Management Report (cont'd)

Operations Achievements

Office Coordinator joined PCSBV in July 2023 and CEO (Chief Executive Officer) in August 2023 increasing the staffing complement to 4FTEs. An additional office space was added to accommodate the increasing staffing complement and demand for client and volunteer meeting space. A full review and update of the volunteer handbook & policies was completed ensuring consistency with Board policies. Improved approach and process to logging volunteer hours using Better Impact software. Board onboarding standard operating procedure developed and validated including technology orientation. Restructure of SharePoint completed including reorganization of filing approach and clean-up of historical documents. Better consistency introduced in documents, language, & communication pieces. More structured and organized approach to programming implemented including the introduction of a referral process and fax capability. Corporate filings & insurance maintained up to date and calendar of important ‘events’ introduced.

Learnings

Better understanding of process and reducing touch points, will improve efficiency in operations/administrative time and avoid inconsistencies and duplication. Event registration is not seamless, and issues identified with registration. Need to review platform that PCSBV uses for events with a view to potentially change from CanadaHelps to eTapestry only going forward for all events. Training: Technology best practices, SharePoint use, cybersecurity, and privacy compliance should be completed and implemented for all volunteers and staff. With four staff, more formal HR handbook is required including a flexible and modern approach to policies and guidelines reflective of the organization’s values.

Strategy Achievements

Completed three-year Strategic Plan and Business plan together with review of the Vision. Mission and Values for PCSBV. 2023/24 operational plan and budget produced and approved based on the business plan objectives. Implemented a stakeholder engagement strategy to (re)engage with stakeholders involved in palliative care in the Bow Valley, provincially and nationally. Stakeholders engage include local health care leadership and practitioners, provincial health care leadership, municipal, provincial, and federal government representatives, community representatives and those with past and present affiliation and connections with PCSBV. Proposal to conduct a needs analysis of palliative care in the Bow Valley funded by the Calgary Foundation and implemented, engaging over 30 stakeholders/stakeholder organisations through one-to-one interviews. Findings to be validated and discussed at a subsequent meeting with a view to identifying opportunities for development and collaboration and the potential formation of a Community of Practise.

5.0 Management Report (cont'd)

Learnings

Significant work and engagement have taken place historically by PCSBV staff and volunteers. Understanding this history, the engagement and what was learned is a crucial step prior to engagement. Strategy will need to be reviewed following needs analysis work and changes incorporated. Review should include definition of scope of work for PCSBV as potential to be extremely broad. Risk management assessment will also need to be completed.

Real People, Real Impact

5.0 Management Report (cont'd)

Every day our staff and team of almost 90 volunteers make a real and meaningful difference in the lives of the people who reside in the Bow Valley. Here are some stories of what that impact looks like. Their names have been changed to maintain anonymity.

Theresa Radwell CEO Palliative Care Society of the Bow Valley

6.0 Financial Statements 6.1 Draft 2023 Financial Information

6.1 Draft 2023 Financial Information (cont'd) 6.0 Financial Statements (cont'd)

7.0 Appointment of the Auditors

8.0 Election of Directors

The Nominating Committee puts forward the following people for election to the Board of Directors of the Palliative Care Society of the Bow Valley by the members:

Dene Cooper Andrew Kirk Leslie McDaniel

Brian Pickering Gordon Rathbone

CANDIDATE BIOGRAPHIES

Dene Cooper My professional accreditation is Alberta Permanent Professional Educator. My university background, at the U of A, is in biology and psychology. I haven't any training in the medical or pharmacological fields. My 34-year career was in Alberta's Public Schools - teacher, guidance councillor, department head, principal, and ATA negotiator. I am very familiar with governance in public systems. Having retired from teaching, I was elected as a Bighorn Municipal Councillor for 17 years and was appointed Reeve by Council for 15 of those years. I retired one year ago.

"My schooling taught me how to learn, my students taught me how to teach, my life relationships taught me how to care, and nature taught me how to wonder."

Andrew Kirk Born and raised in Sydney, Australia. Completed a Science Degree at the University of Sydney. Travelled for several years, then went on to complete a Medical degree in London, England. Married. 2 daughters. Moved to Canmore in 2010 with my family and now call Canmore home. From 2010 I worked as a family physician in Canmore and the Stoney Nakoda First Nation. However, since 2022 I have worked solely with the Stoney Nakoda First Nation. I became a Canadian Citizen in 2022. Post graduate family physician training in the UK included a 6 month post in palliative care training with the Pilgrims Hospice - an amazing experience to work with a dedicated palliative care team. I am thrilled to think of holistic palliative care services in a hospice setting serving the Bow Valley and surrounding regions. I appreciate the significant amount of work already done over the past several years and I feel honoured to have the opportunity to participate on the board of the Palliative Care Society of the Bow Valley.

Experience

Family physician, Ridgeview Medical Centre, Canmore: 2010 - 2022 Family physician, Stoney Community Health Centre: 2010 - present

Education

University of Sydney, Australia. B.Sc (Honours), 1986-1989 Royal Free and University College, London, UK. MBBS, 1997 - 2002

8.0 Election of Directors (cont'd) Leslie McDaniel

I am born and raised Calgarian (as were both of my late parents) and have been fortunate to have the Bow Valley as my recreational backyard. After attending and graduating from the University of Denver and keeping those Rocky Mountains in my sight, I returned to pursue a career in the Earth Sciences. While working in Calgary, I volunteered for the Calgary Children’s Milk Fund (which is still in operation under the Food Bank umbrella) in various capacities, but primarily assisting the Executive in coordinating our annual fundraising Celebrity Dinner and Auction. I also served on the Ladies Executive of a local Golf Course for over 8 years which led to Presidency for a further 2 years. Overall I love the outdoors and all that it offers, and believe that those who choose to live in the Bow Valley should be able to say goodbye in their own way; and that PCSBV is striving to support that comfortable surrounding to do just that. And I hope to be able to help in making it happen. Brian Pickering 1997-2000 - I was the first Spiritual Care Provider for the Mineral Springs Hospital in Banff after the Sisters of Saint Martha retired from providing their “Care” services. During these three years I saw the initiation of one of the rooms being dedicated to Palliative Care. I was thankful for the 4 volunteers that assisted me in attending to the various individual and family needs during this time. I was offered this position on a .2 basis for the three years I was on staff. For the other .8 I was the “Community Counsellor” and “Interagency Liaison” for Banff’s Family and Community Support Services. I “qualified” for the position at the MSH as I had a BA in Pastoral Care and Counselling as part of my Education. 2000-2002- My family moved back to Calgary and I decided to pursue a full time career as a Hospital based Spiritual Care Provider. I finished my two years with advanced certification with the Canadian Association for Spiritual Care. During these two years I was involved in most of the various departments at all four Calgary hospitals. 2003-2005 - I was offered a Spiritual Care Provider position with Alberta Health Services at the Rockyview hospital and for these two years wore two hats. One as a .4 as Chaplain to attend to the various spiritual care needs of individuals, families and staff and .4 with the AHS Grief Support Program. I also completed a “Masters in Theological Studies” through St. Stephens on the U of A campus. My thesis was titled, “The Language of Grace in the Kaleidoscope of Personal Experience”. Interestingly, I also attended a short course in 2005 with the Association for Death Education and counselling titled “Clinical and Practical Uses of Extraordinary Experiences (EE’s). I mention this it is nice to have a context for those “coincidental” moments that occur so regularly in End of Life care. 2006-2017 - I was offered a full time position (.8) with the Grief Support Program based out of the Rockyview hospital. During this time I had a .8 caseload of clients in need of bereavement support. I also participated in facilitating 3 support groups for various losses throughout the year . (Loss of parent, loss of spouse, loss of sibling,& loss of child).

8.0 Election of Directors (cont'd)

During this time, I was also involved with the Roman Catholic Diocese of Calgary to provide yearly teaching to their Hospice Volunteer program. My primary teaching was titled, “The Spirituality of Palliative Care”. I also taught a yearly “Grief and Bereavement” session for the Bow Valley Victim Services Program under the direction of Peter Quinn. 2017-current - I retired and now try to abide by the mantra, “Moderation and Maintenance” as I evolve forward. I am involved with a Condo/Strata Board in Radium were my spouse (Vi) and I retreat too at various times in the year. I was also a member of the approx 72 unit condo board when we lived in Banff. I have also been involved on two church boards during the years. Gordon Rathbone A retired lawyer. He practiced in Banff from 1975 to 2018 and found himself serving three or four generations of some clients’ families by the end of his career. A small town practice requires versatility, and Gord was engaged in a wide range of legal areas – criminal, family, corporate, estate planning and real estate – with an emphasis on business law, which fit well with his background in economics. He enjoys the occasional opportunity to assist former clients who continue to rely on his memory.

He was born in PEI and raised in Calgary. Gord and his wife Leslie Taylor have two grown children and a history of Labradors.

Volunteer Experience

Banff-Lake Louise Chamber of Commerce Banff Mineral Springs Hospital Board Alpine Club of Canada

Designations

M.A. (Economics) – University of Calgary 1974 LL.B. – University of Alberta 1975

Hobbies

Skiing – mainly backcountry and cross-country. Cycling. Reading history. Intellectual disagreements.

RETURNING BOARD MEMBER BIOGRAPHIES

Belinda Boleantu Rosemary Boulton Martin Buckley

H. Penney Gaul Donna McKown Jane Saly

Belinda Boleantu “It is my passion to enable cross-continuum care coordination that allows individuals to make choices about staying at home and at the same time having a wonderful place to spend their last days in the splendor of the Bow Valley. Given the demographics of the Bow Valley population, I believe that PCSBV has a role to play in design for rural populations that supplements the excellent work of the existing AHS Palliative Teams. I hope I can give back to the community some of the expertise acquired through my career with health.” 35

8.0 Election of Directors My lifelong career in health spanned a broad range of roles from clinician at Alberta Children's Hospital to senior leadership role in Alberta Health Services. My career highlight was leading the clinical transformational for the largest multi-hospital system implementation in Canada at that time. Now retired from paid work, I have been on the board member of several not-for-profit organizations; Alberta Literacy (now disbanded); Father Lacombe Society Board, (long term care) and most recently Policywise for Children and Families. I have an active role in our family businesses as director and am engaged in fiscal and fiduciary responsibilities. I have the gift of living in the same location as our 2 daughters and their families including 4 grandchildren so spend much time enjoying the richness of extended family. My best moments in life are shared with my husband; especially breakfast on the deck in Canmore, standing on top of a mountain top, my grandchildren, playing tennis at Lions Park on a sunny day, sharing an interesting book with friends. It is my privilege to serve. Rosemary Boulton “I honestly believe that the end of life can be a time of great love and peace. Having a palliative care facility located in the shadows of our beautiful mountains will provide all families in the Bow Valley with a place of comfort and care for both the patient and their family, during this time of transition. And importantly, having a stand-alone hospice here in Canmore, people will not need to travel back and forth to Calgary or beyond to access such a facility during end-of-life palliative care.” Rosemary has held senior executive positions with large multinational companies and successful entrepreneurial firms during 30 years in the global energy industry. She worked with diverse community and business partners, various levels of government, including the First Nations, by taking an active role in the community consultation process, to build collaborative and supportive relationships with all parties. As a leader, Rosemary places high value on corporate integrity, innovation, and sustainability of employees, the community, and the environment.

Rosemary’s volunteer roles include Co-chair of the Women's Initiative for the United Way of Calgary, Calgary Philharmonic Orchestra Board, and Treasurer of the Canmore Golf Ladies League.

Martin Buckley “The palliative care/end of life care/hospice situation is one that has hit home within the past number of years, with the passage of my parents (in 2009 and 2016) and younger brother (in 2021; all three in Drumheller), and the environments in which they spent their final months/days. I believe there are better, more comforting surroundings for a person’s final years, than those my late parents and brother were in.” Martin has a 37-year career in municipal administration, holding management/leadership positions in municipalities in Alberta and BC, and retiring from his position as the Chief Administrative Officer with the Municipal District of Bighorn at the end of 2018. He is a two time graduate of the University of Lethbridge, holding a B.A. with a major in political science (1979) and a Bachelor ofManagement degree (1988). Martin is a keen volunteer, involved with the local high school football team, and an appointed member of both the Town of Canmore and the M.D. of Bighorn Assessment Review Boards. Martin is also the Club Secretary for the Rotary Club of Canmore. He has held (still has) several important roles with the PCSBV: he sits on the Governance Committee, the Finance & Audit Committee, and chairs the Operations Committee; he is currently the Board’s Vice-Chair, and acts as Recording Secretary at Board meetings. 36

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