To: CSPCP Board

From:Kim Taylor, ED

Date: January 7, 2016

Subject:Completed Activitiesfor Q4 2015 (Oct-Dec)

Plan for Q1 2016 (Jan-Mar)

Completed Activities Q4 2015 (October – December)

15 hours per week

Support to Board, committee Chairs, and Michelle

  • HelpPresident and Chairs to draft meeting agendas and documents, ensure meeting materials are prepared, follow up on actions, check/edit minutes.
  • Ongoing guidance to Michelle; bi-weekly meetings to ensure alignment of our work.
  • Michelle is gradually taking on more responsibility

Conference planning

  • Began project managing the conference planning (original intent was to have Kim do financial aspects only, and have UBC/Michelle/CPD committee follow the checklist to get the other work done). Given UBC’s decision to discontinue planning for us after Ottawa 2016; the CPD committee asked me to take charge again and to lead the transition between UBC and our future planner
  • Registration is open; calls for abstracts are out
  • Contacted potential sponsors (2x each) and will follow up in new year. Only two confirmed sponsors so far: Purdue (15,000) and CMA (3000)
  • Developed a comprehensive process for choosing a new conference planner with Leonie and Dave. Applicants have been shortlisted and will submit final proposals by Jan 15th.

Awards

  • Started Awards committee with Paul Daeninck – formed committee, update Awards checklist and timeline, prepared calls for nominations, held first meeting.

Grant applications / Fundraising

  • Prepared donation request for Teva that was lined up by Bernard Lapointe (15,000 - approved)
  • Submitted application to RX&D for Assessing Capacity for Palliative Care Medical Education (12,000)
  • Submitted application to Sanofi to contribute to the work that was outlined in the Health Canada request (25,000 for 2 years)
  • Health Canada is still on hold

Communications & Member Engagement (co-chair with Ted)

  • Prepared December e-brief
  • Developed messages for younger physicians that will be disseminated in January
  • Worked with UG cttee, PG cttee, and Board on strategies for engaging younger members

Partnerships / Advocacy

  • Supported Hastened Death Working group and Board to proactively influence upcoming legislation and policies
  • Ongoing work with QELCCC Advocacy Committee: Influencing messages that will come out through QELCCC

HR Survey project / Workforce planning (Project Work)

  • No activity – on HOLD unless Health Canada money comes through

Undergraduate education (Project Work)

  • Followed up with Medical Council of Canada re having palliative care experts on exam-writing committees. There will be at least 2 palliative care physicians involved and possibly as many as 4.
  • Helped Anne Boyle plan a committee meeting December. Completed minutes and communications with
  • Surveyed committee on a) priorities, and b) inclusion of a student on the committee
  • Continued promoting the Narrative Award to UG committee leads
  • Refreshed membership of the UG committee

Operations & Governance

  • Began documenting office processes with Michelle. Financial processes done. Membership renewal underway.
  • Refreshed membership renewal messages with Michelle for 2016
  • Finished work plan with the Board

Financial

  • Monitored 2015 Financials. Likely to come in slightly ahead of budget.
  • Prepared the 2016 budget with Leonie; approved by Board in Dec 2016

Day to day

  • Email: 1-2 hours per day responding to Board members, partners, CSPCP members, Michelle

Plan for Q1 2016 (Jan – March)

18 hours per week

Support to Board, committee Chairs, and Michelle

  • Help President and Chairs to draft meeting agendas and documents, ensure meeting materials are prepared, follow up on actions, check/edit minutes.
  • Ongoing guidance to Michelle; bi-weekly meetings to ensure alignment of our work.
  • Michelle is gradually taking on more responsibility

Conference planning

  • Ensure new conference planner is chosen by January 31st. Have them begin venue search for Edmonton 2017.
  • Continue project managing the conference planning for Ottawa and beyond. Ensure smooth transition to new conference planner.
  • Follow up with potential sponsors/exhibitors

Awards

  • Work with Awards Committee and Board to ensure that nominations, submissions, decisions and notifications are done on time

Grant applications / Fundraising

  • Prepare additional grant application(s) as time permits
  • Monitor existing grant applications (Health Canada, Sanofi, RX&D)

AGM Planning

  • Begin planning for AGM with Michelle – including call for Nominations for Board, Committee reports etc., using existing checklist

Communications & Member Engagement

  • Co-chair committee with Ted
  • Complete younger physician’s strategy
  • Q1 ebrief and Local Hero
  • Try to increase uptake on CWC recommendations – working with volunteer Teneille Gofton

Partnerships / Advocacy

  • Support Hastened Death Working group and Board to as needed to proactively influence upcoming legislation and policies
  • Attend QELCCC meeting – continue leveraging our key messages
  • Contact each of our existing partners at least once during the quarter to help maintain relationships
  • Support CVH with their launch plan for the methadone course

HR Survey project / Workforce planning (Project Work)

  • No activity – on HOLD unless Health Canada money comes through

Undergraduate education (Project Work)

  • Followed up with Medical Council of Canada re having palliative care experts on exam-writing committees. There will be at least 2 palliative care physicians involved and possibly as many as 4.
  • Helped Anne Boyle plan a committee meeting December.
  • Surveyed committee on a) priorities, and b) inclusion of a student on the committee
  • Continued promoting the Narrative Award to UG committee leads
  • Refreshed membership of the UG committee

Operations & Governance

  • Continue documenting office processes with Michelle. Membership renewal, web site.
  • Contracts for Kim & Michelle
  • Draft position summaries for Board (Exec, Members at Large)

Financial

  • Monitor the 2016 budget with Leonie
  • Revise at end of quarter if appropriate (with Board approval)

Day to day

  • Email: 1-2 hours per day responding to Board members, partners, CSPCP members, Michelle

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