Pacific Rim Hospice Strategic Planning Session Report



| |2014 |

| |October 19, 2014 |

| | |

| |Report prepared by Marcie DeWitt |

|Pacific Rim Hospice Strategic Planning Session Report |

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Table of Contents

Present 2

Introduction 3

Environmental Scan Review 4

Planning Activities 5

Three best things Hospice has accomplished since last strategic plan? 5

Areas Hospice could pay more attention to 5

Opportunities 6

Priority Identification 6

Strategic Priorities 8

Outreach 8

Staff Transition 10

Model Change 10

Wrap up 12

Appendix A - Agenda 13

Appendix B – Meeting Minutes 14

Appendix C – Participant feedback – Raw Data 21

Appendix D – Evaluation 26

Pacfic Rim Hospice Strategic Planning Session Report 2014

Present

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Figure 1: 2014 Strategic Planning participants

Kim Hoag, Executive Director, PRHS Mishele Gagne, Administrative Assistant, PRHS

Therese Bouchard, Coordinator of Volunteers, PRHS Vera Webb, Board Chair/Treasurer, BoD

Laura Distaso, Director at Large, BoD Anita Tavera; Director at Large, BoD

Darlene Choquette, Volunteer, PRHS Marcie DeWitt, Facilitator

Jan Rodgers, Volunteer, PRHS Wendy Amrhein, Volunteer, PRHS

Marjorie Bowman, Volunteer, PRHS Janine Croxall, Director at Large, BoD

Charmaine Lam, Secretary, BoD Roger Poblete, Director at Large, BoD

Introduction

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Figure 2: Found Objects Tables Figure 3: Environmental Scan highilights Figure 4: Crafty creations

On Sunday, October 19, Pacific Rim Hospice Society (PRHS) held a strategic planning session at the St Francis of Assisi Church in Tofino, BC. The session was facilitated by Marcie DeWitt with participation from society staff, volunteers and board of directors. The agenda for the day was circulated in advance and attached to this report in Appendix A. Meeting minutes were prepared by PRHS Board of Directors Secretary, Charmaine Lam, and are available in Appendix B. The planning session was a full day event complete with a morning mix and mingle, potluck style lunch, stretching and refreshments.

The day began by acknowledging the traditional Tla-o-qui-aht territory in which the meeting took place and by thanking the St Francis of Assisi Church for providing the space. Each participant introduced themselves with a ‘found item’ from the table (pictured above) to speak to what they would bring to the day. Information items for planning and review were prepared by society staff on flip chart paper displayed on the wall complete with a ‘parking lot’ for thoughts and items related to planning to be addressed at a later time. On the participants’ table, sticky notes, pens and crafty supplies were provided to capture and maintain attention while acknowledging and accommodating different communication styles.

The agenda was approved. The facilitator then outlined methods and goals for the session.

Goals

• Review Environmental Scan Report to summarize PRHS progress since 2011 strategic plan

• Utilize collaborative planning tools to facilitate the creation of the 2015 PRHS Strategic Plan

• Identify 3 -5 priority areas for PRHS organizational development

Environmental Scan Review

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Figure 5: Enviromental Scan highlights

Pacific Rim Hospice Society Executive Director, Kim Hoag, provided an overview of the Environmental Scan Report compiled by society staff with the assistance of society board of directors and volunteers. The intent of the report was to provide strategic direction and information-gathering to inform future planning for the society leading up to the October 19 strategic planning session.

The 2014 PRHS Environmental Scan report includes:

• Society governance and operational information

• Analysis of progress since 2011 strategic planning

• Regional statistics

• Society statistics

• Summary of SWOT analysis conducted by board and client-based volunteers with 26 respondents

Highlights of this report were displayed during the session as planning reference; copies of the report were available on the participants’ table.

PRHS has made considerable improvements towards all priorities which were identified in the 2011 Strategic Plan; this was validated through information gathered in the Environmental Scan. Facilitator and society staff worked collaboratively to present key information from the report to participants. To break up information-sharing activities the facilitator led several smaller planning activities with participants. The morning-planning activities, started with reflection on PRHS successes, areas for improvement and opportunities. This was done to give participants time to reflect and absorb information presented, while creating an environment which encourages information sharing. Complete lists of feedback provided from the activities are available in Appendix B.

Planning Activities

Participants were asked to reflect on the 3 questions in relation to work with PRHS since the 2011 strategic plan. Responses were recorded on sticky notes and reported out by individuals to the group for discussion. To keep the conversation on topic participants were encouraged to write down additional thoughts for consideration. These information pieces were added to the ‘parking lot’ to be addressed later in the planning session. Recorded responses from all group activities are listed in Appendix C. Summaries are provided below.

Three best things Hospice has accomplished since last strategic plan

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Figure 6:3 best things hospice has accomplished

There was a total of 34 responses to this inquiry. 8 of these responses were mentioned by more than one participant. The most notable themes which arose from responses and discussion during this activity were:

• Extending service to First Nations (6)

• Volunteer support and education (5)

• Visibility in community (4)

• More visibility in Ucluelet (3)

Areas Hospice could pay more attention to

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Figure 7: AREAS to pay more attention to

There were 35 responses to this inquiry. 7 of these responses were mentioned by more than one participant. The most notable responses from this exercise were:

• Learning about First Nations communities (4)

• Staff transition (4)

• More outreach (3)

Opportunities

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Figure 8: PRHS opportunities

Before breaking for lunch, participants were asked to reflect on future direction for the PRHS. Using information presented, as well as information produced during brainstorming activities, the facilitator led a group discussion to investigate opportunities for PRHS to build on achievement while addressing areas for development. This initiated conversation on key areas which would be further explored after lunch:

• Communications – new tools and modes of communication

• Outreach – Youth, First Nations, community partners, volunteers and community planning

• New models – Evaluation and adaptation of programming, supporting staff transitions, incorporating learning from partners

Lunch

Participants enjoyed a potluck style meal, refreshments and networking over the break. A stretch and breathing exercise, led by Therese Bouchard, PRHS Volunteer Coordinator, brought participants back to the table.

Priority Identification

PRHS Executive Director, Kim Hoag, presented a summary from the client-based volunteer survey. Key findings continued to validate the excellent work of the PRHS, while providing direction for future development.

Areas of achievement:

• Volunteers felt supported

• Thanks not required from hospice, good the way it is

Areas of improvement:

• More involvement and info wanted – communication on organization and activities

• Education – Learning Circles are well received, more information wanted about First Nation culture

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To build on the information amassed throughout the morning presentations and group exercises, the facilitator led a discussion on key priority areas. Information from the morning session was summarized, followed by a group discussion to validate and clarify key priorities. Priorities were recorded on flip chart paper and posted around the room in preparation for the group “Dotmocracy” exercise. Each participant was given 3 dots to identify their vote for PRHS strategic priorities.

Dotmocracy Summary:

• Outreach – 11 Votes

- internal communications

- external communications

- relationship development

• Staff Transition – 12 Votes

- Executive Director transition planning

- moving from volunteer-based to more paid staff and contracts

- concerns: cost, sustainability

- some reasons: consistency (especially for pilot projects), skills, experience

• Volunteer Support – 1 Vote

- Education

- Communications

- Self-care

• Model Change – 12 Votes

- Re-evaluate established model

- be more responsive to community needs

- rural/remote region compared to urban hospice models

- needs to be more flexible

- possible to educate communities to establish own hospice services

• Funding and Sustainability – 0 Votes

Results of the Dotmocracy exercise clearly identified 3 priorities for PRHS strategic planning. It is important to note that those that were not selected were items which are linked to the identified strategic priorities and were integrated during discussion of next steps.

Strategic Priorities

Strategic priorities are large groupings of tasks which can be intimidating. In performing next steps, planning participants assisted in breaking down strategic priorities into more manageable tasks and expectations. Participants contributed individual ideas through facilitated discussion, recorded thoughts on sticky notes for inclusion under priority areas, as well as contributing ideas for the “parking lot”, to be addressed at a later time. In order to accurately reflect the wealth of information shared during next-steps planning, each strategic priority has been presented in table format, to distinguish goals, actions and partners. Overlap in strategic priorities should be noted. During discussion, it was clear that many activities within the identified strategic priorities are already in progress. PRHS is experiencing a time of transformation. As such the following tables can be used as a progress marker, guide and evaluation tool to assist the organization on its path of growth.

Outreach

|Goals |Action |Details |Partners |

|Internal Communications |Improve newsletter |New Sections/Articles |Volunteers |

| | |- What is the grief group | |

| | |- New to hospice | |

| | |- Updates | |

| | |-Advance care planning, companioning, | |

| | |living well | |

| |Skills development workshop |How to present ourselves |Lynda Kaye |

| |Communication plan |Topics to address |Staff |

| | |- Emphasize non death |Board of Directors Volunteers |

| | |- ACP |Identify External Partners |

| | |- Companioning | |

| | |- Grief | |

| | |- Trauma | |

| | |Templates | |

| | |Briefing notes and info packages for | |

| | |partners, volunteers, board and staff | |

| | |Info pack for volunteers – address | |

| | |questions about hospice, educate | |

| | |volunteers for outreach | |

| | |Hospice pamphlets | |

| | |Identify target audiences | |

| | |- Individuals | |

| | |- Organizations | |

| | |- Partners | |

| | |Identify tools and what more is needed | |

| | |Connect with radio station | |

|External Communications |Social media |Facebook |Youth |

| | | |SD70 |

| | | |Churches |

| | | |Counselors |

| | | |Alternative therapists |

| | | |Arts |

| | | |Band Councils |

| | | |WCRS |

| | | |Chamber(s) |

| | | |Sunshine Club |

| |Presentations |Speak to high school/grade 7&8’s about | |

| | |hospice | |

| | |Info on stages of life | |

| | |Outreach programs | |

| | |- Put together a presentation | |

|Relationship Development |Celebration |Life tree – explain to high school |District of Tofino |

| | | |District of Ucluelet |

| | | |Island Health |

| | | |Medical Professionals |

| | | |SD70 |

| | | |Churches |

| | | |Counselors |

| | | |Alternative therapists |

| | | |Arts |

| | | |Band Councils |

| | | |WCRS |

| | | |Chamber(s) |

| | | |Sunshine Club |

| | |Access arts for celebration | |

| | |Gatherings | |

| |Office in Ucluelet |Increase engagement in Ucluelet | |

| |Involvement with planning processes|Get involved with upcoming initiatives | |

| | |Fundraising – legacy fund | |

| | |Idea around Long term care facility – | |

| | |purchase unit | |

| |Learning and listening to partners |Engage doctors in conversations and tool | |

| | |development | |

| | |Youth council/engagement | |

| | |Incorporating First Nations culture in | |

| | |existing hospice services | |

| | |Open learning circles to community | |

Staff Transition

|Goals |Action |Details |Partners |

|Executive Director |Identify staff roles, key |Who’s doing what, when, need clarity |Staff |

|Transition |responsibilities |with 2 staff in office |HR Committee |

| | | |Board of Directors |

| |Confirm timelines of “the transition” | | |

| |Identify key knowledge areas | | |

| | |Planning with organizational needs | |

| | |first (before staff needs) | |

|Model Change |Paid staff and volunteer role |Paid staff utilized if volunteers not |Staff |

|(Further Explored in |distinction |available (i.e. client visitation) – |Volunteers |

|Strategic Priority) | |client needs first |HR Committee |

| | | |Board of Directors |

| | |Temporary paid contracts in place when | |

| | |consistency, certain skill sets or | |

| | |experience required AND when volunteers| |

| | |not available/appropriate | |

| |Enlist volunteers to help in other |Admin, social media, newsletter | |

| |areas instead of client visitation | | |

| | |Paid staff VS volunteer | |

| | |-Cost | |

| | |-Consistency | |

| | |-Contracts | |

| | |- Temporary | |

| | |-Ability | |

Model Change

|Goals |Action |Details |Partners |

|Re – evaluate Established |Policy and procedure review/revision |definition/policy on staff and |Staff |

|Model | |volunteer rolls in areas of overlap |Committee (?) |

| | | |Board of Directors |

| |Re-evaluate training/volunteer/service| | |

| |“balance” | | |

| |Volunteer engagement |Self-care for volunteers | |

|Funding |Services to FN Communities |Relationship development |Identified funders |

| |Presentations to Chief and Council | |Youth |

| | | |FN Communities |

| | | |Municipalities |

| | | |Island Health |

| |Input into Island Health or District | | |

| |of Tofino planning | | |

| |Funding and consistency of services |HRDC grant for summer gaps in staffing | |

| | |Funding from communities | |

|More Responsive to |Needs assessment |What are the opportunities |Regional community partners |

|Community Needs | | |Hospices with similar regions |

| | | |Volunteers |

| | | |Training attendees |

| | |Correlate to SWOT (already done) use | |

| | |info | |

| | |Identify resources | |

| | |Rural remote services – align | |

| | |information collected to revise | |

| | |services | |

| |Analyze training model |Change was initiated with companionship|Regional community partners |

| | |program |Volunteers |

| | |–shift in training was well received |Training attendees |

| | |- What can we learn from environmental| |

| | |scan and stats | |

| | |- Companioning focus/strategies | |

| |Training Revamp |Hospice Education | |

| | |Understanding end of life | |

| | |Revamp workshop length | |

| | |Content | |

| | |Separate Grief support training | |

| | |Separate companioning training | |

| |Best practices which support |What training is appropriate for | |

| |activities |volunteers, and different communities | |

| | |Drop-in grief in Tofino/Ucluelet (like | |

| | |Therese does in Ahousaht) | |

| | |Honoring all spiritual paths | |

| | |(Christian, eastern, etc.) | |

Wrap up

Participants brought the session to a natural close with no further comments. Facilitator summarized comments from brainstorming session to validate information recorded. Items which had accumulated throughout the day in the “parking lot” were addressed and added to strategic priorities in which they fit. Only one comment remained.

Participants recognised PRHS Volunteer, Darlene Choquette for her contribution

To evaluate the session and reflect on the day participants were asked to use sticky notes to record comments:

[pic] Star – What went well, liked the best…

[pic] Cloud – What could be improved, and what could be changed for next time…

Complete lists of response to the evaluation are available in Appendix D. A short round-table was held for participants who wished to share final thoughts.

Thank you for your participation!

Appendix A - Agenda

HOSPICE STRATEGIC PLANNING AGENDA

St Francis Assisi Catholic Church

9:30 – 4:00, Sunday October 19th, 2014

9:30 Meet and mingle

10:00 Welcome

10:30 Intro’s

11:00 Break

11:15 SWOT review

12:00 LUNCH!

12:45 Call back with stretch/breathing exercise

1:00 Priorities

1:30 Dotmocracy

2:00 Goal Setting – short term and long term

3:00 Break

3:15 Next Steps

3:30 Wrap up

Appendix B – Meeting Minutes

Pacific Rim Hospice Society

Strategic Planning Session for 2015-2018

Sunday October 19, 2014

St Francis of Assisi Church, Tofino BC

In attendance: Marcie DeWitt (facilitator), Therese Bouchard, Kim Hoag, Mishele Gagne, Vera Webb, Laura Distaso, Anita Tavera, George Walkem, Darlene Choquette, Jan Rodgers, Wendy Amrhein, Marjorie Bowman, Janine Croxall, Charmaine Lam, Roger Poblete

9:30 Meet and mingle

10:00 Welcome

10:30 Intro’s

SUMMARY: Environmental Scan Report (attached)

• Strengths, Weaknesses, Opportunities, Threats/Challenges (SWOT) analysis was a large part – 33 asked, 26 responded, including Hospice board members, staff, volunteers, hospital staff

SUMMARY: Successes

• 65% client increase since 2010

• new programs (advance care planning, group for adult children of aging parents, drop-in grief support, grief workshops)

• quality education

• strengthened and new partnerships

• increase in 3rd party fundraisers

• updated/new mission statement, constitution, vision statement

• environmental scan and SWOT in strategic planning process

GROUP EXERCISE: 3 best things Hospice has accomplished since last strategic plan

[ ] Numbers in brackets show repeated comments

• increase in clients

• [6] extending service to First Nations

• [2] Learning Circles (group meetings for volunteers)

• [5] volunteer support and education

• office admin

• [2] improved relations with Tofino hospital staff

• [4] visibility in community

• [2] knowing what we’re about (mission and vision)

• [3] more visibility in Ucluelet

• [2] reaching out to population

• yoga community, reaching out to younger audience

• addition of companioning

• improved fundraising

• more professional look (sign, website, newsletter)

• increased staff = richness of ideas, flexibility in schedules

• OTHER COMMENTS

o increased outreach due to increased funding from Island Health, a result of staff efforts, extra amount this year = Hospice staff in Ucluelet, grief drop-in in Ahousaht

o increased education and support was first priority in previous strategic plan, has been accomplished

GROUP EXERCISE: 3 areas Hospice could be paying more attention to

[ ] Numbers in brackets show repeated comments

• education to early years

• speed of expansion, ensure structure is supported within

• [4] learning about First Nations communities, how best to serve them – still lots of work to be done, not about imposing, but being present

• ensure communities are aware of all services

• [4] staff transition

• more Ucluelet volunteers

• [3] more outreach

• [2] volunteers (especially inactive ones) not informed, i.e. changes, new services

• [2] engaging public even if hospice services not needed – day of the dead, Monday night movie

• seeing hospice from outside

• public education in community about what hospice is, who we are

• engage professionals: teachers, mayor, business leaders, social leaders

• acknowledging and honouring donors, could utilize their roles in community to increase public awareness

• [2] clarify staff roles, staff co-ordination

• communication with TFN re: what hospice is, what’s available

• ideas for financial stability

• moving from volunteers to paid staff

• [2] engaging younger people

• self-care

• increased need for grief services, how to promote

• language

• celebrating successes

• OTHER COMMENTS

o people don’t know hospice does, how best to get info out there

o hospice associated with dying, people don’t want to know/talk about it

11:00 Break

11:15 SWOT review

SUMMARY: Strengths

see Environmental Scan Report, Appendix for all responses

[ ] Numbers in brackets show repeated comments

• [34] clients well supported

• [33] many benefits to volunteering,

• [32] good staff

• [25] positive reputation

• [23] great training and education

• [17] good people (volunteers)

• [12] networking and collaboration

• [11] working with aboriginal

• [9] flexible

• [3] accessible

• FACTS

o grants: direct access, Island Health, Clayoquot Biosphere Trust (CBT), municipalities

o donations: individual & business donations consistent

o consistent staff ED 10 yrs., coordinator 4 yrs.

o 25 key partners

o surveys from training and workshops all positive

o hospice serves greater proportion of First Nations than non-First Nations

SUMMARY: Weaknesses

see Environmental Scan Report, Appendix for all responses

[ ] Numbers in brackets show repeated comments

• [32] general lack of public knowledge

• [7] more needs to be done with First Nations people

• [7] administration heavy

• [5] funding not secure or consistent

• [4] potential clients hot asking for Hospice’s help

• FACTS

o grants: Credit Union change criteria, CBT denied last application

o salaries increased from $44 K in 2011 to $58K anticipate for 2014

o number of clients has doubled since drop-in program started

• OTHER COMMENTS

o Re: “administration heavy”, amount of work staff does may not be apparent to those interviewed

SUMMARY: Opportunities

see Environmental Scan Report, Appendix for all responses

[ ] Numbers in brackets show repeated comments

• [31] outreach

• [23] relationship building

• [16] non-palliative services

• [8] education for clients and volunteers

• [7] education for public and professionals

• [4] volunteers as a resource

• [4] long-term care facility in Tofino

• [3] recruiting a larger and/or more diverse volunteer base

• [3] fundraising

• FACTS

o aging population

o new radio station in Ucluelet

o 28 sudden deaths in last 3 years recorded by Tofino General Hospital

o new victims assistance coordinator

SUMMARY: Challenges/Threats

see Environmental Scan Report, Appendix for all responses

[ ] Numbers in brackets show repeated comments

• [19] funding

• [10] staffing transition

• [10] education and outreach to public

• [10] hospice=dying

• [6] replacing volunteers

• [4] death and grief is ignored and avoided

• [3] relationship with hospice and/or Health Authority

• [3] loss of local DJs on radio

• [3] not enough referrals

• FACTS

o Island Health restructuring

o 44% of volunteers said not enough clients for them

GROUP EXERCISE: Opportunities based on SWOT analysis and group surveys

• communications

• programs not just related to dying, i.e. advance care planning, living a full life, companioning

• office in Ucluelet

• grief group article about what the group looks like

• engage SD70 (school district) local – high school, gr. 7 and 8

• transition plan

o staffing structure

• open Learning Circles to community

• involvement with Island Health and district planning

o long term care facility in Tofino (purchasing a unit)

• update services in brochure

• presentations, i.e. to churches, schools, Chamber of Commerce

• incorporating First Nations concepts of death, grief

• listening to and learning from partners more

• tool development, i.e. info packages for doctors, prescription pad with hospice contact info

• youth council, social media, having them implement

• legacy fund to purchase capital asset (i.e. long term care facility unit)

o building of long term care facility in Tofino held up by funding issues

• services to First Nations communities, relationship development

• re-evaluating training

o reflect stats, i.e. more grief support training, companioning training

o open up to public, not just volunteer training, i.e. “Understanding end-of-life”

• different models for grief group, i.e. retreat, workshop

• engaging volunteers

• funding from First Nations bands may be available

o Hospice must prove itself and demonstrate value

12:00 LUNCH!

12:45 Call back with stretch/breathing exercise

SUMMARY: Client-based volunteer survey

• volunteers felt supported

• more involvement and info wanted, what’s going on

• what education would you like – Learning Circles good, more wanted about First Nations culture

• thanks not required from hospice, good the way it is

1:00 Priorities

GROUP EXERCISE: Key priority areas

• Outreach

- internal communications

- external communications

- relationship development

• Staffing transition

- Executive Director transition from Kim to Mishele

- moving from volunteer-based to more paid staff and contracts

- concerns: cost, sustainability

- some reasons: consistency (especially for pilot projects), skills, experience

• Volunteer support

• education

• communications

• self-care

• Model change

- Re-evaluate established model

- be more responsive to community needs

- rural/remote region compared to urban hospice models

- needs to be more flexible

- possible to educate communities to establish own hospice services

• funding, sustainability

• OTHER COMMENTS

- higher population of people aging, retiring, accessing health care

- more young people in our region – younger median age (recreation, lifestyle, First Nations family structure)

1:30 Dotmocracy

GROUP EXERCISE: Dotmocracy results

[12] Staffing transition plan

[12] Alignment with community needs (model revision/change)

[11] Outreach

[1] Funding and sustainability

[0] Volunteer support

2:00 ish Goal Setting – short term and long term

GROUP EXERCISE: Goals for next 3 years

Staffing transition plan

• identify staff roles, key responsibilities

• confirm timelines of “the transition”, identify key knowledge areas

o staffing concerns are responsibility of staff and HR committee

o who’s doing what when, need clarity with 2 staff in office

• paid staff and volunteers

o paid staff utilized if volunteers not available (i.e. client visitation) – client needs first

o temporary paid contracts in place when consistency, certain skill sets or experience required AND when volunteers not available/appropriate

• organization comes first (before staff needs)

• enlist volunteers to help in other areas instead of client visitation

o admin, social media, newsletter

Alignment with community needs (model revision/change)

• policy and procedure development (governance, board structure)

• best practices to help direct staff

• setting basic guidelines and priorities (needs of the client, health of the organization)

• flexibility

• look at needs assessment results in relation to services we provide and how they’re presented

• analyze training model

o what training is appropriate for volunteers, communities, cultures

o companioning training

o grief support training

o survey volunteers re: upgrading, education, what’s needed

• identify resources available to region (professionals, larger organizations)

o asset mapping being done by Island Health

• involvement in district and Island Health planning

o join groups that have influence (i.e. Island Health group)

• presentations (see: Outreach)

• different stages of life

Outreach

• external communications, public relations

o approach Linda Kaye (does communications plans for Tourism Tofino) to help with communications plan, possibly by donation

o newsletter

- more writers for newsletter, columns, make “juicier”

- possible to get volunteer to co-ordinate newsletter

o submit Westerly articles (300-500 words)

o short info blurbs, FAQs around town – “Did you know that hospice does…”

- bulletin boards – Co-op, community boards

- Westerly newspaper

- Seaview Cable local TV channel

o magnets, promotional materials

o enlist arts community for celebration events

o distribute newsletter more widely (band office, doctor’s office, library, etc.)

o getting updates out to the community

- more Facebook, social media

o update hospice pamphlet

• internal communications

o keeping volunteers informed

- Learning Circle

- Inner Circle (volunteer newsletter),consistent column with hospice news/changes, also on website

• develop communications plan

o includes internal and external communications

o templates (i.e. media release, “what hospice is”)

o briefing notes

- concise document given to partners, includes key points

- talking about hospice, for volunteers, board and staff

- what kind of language to use

o identify target audiences

o identify community partners

o identify tools and what more is needed

o consistency in messaging, frequency of communication

• relationship development

o identify target audiences, individuals, organizations, partners

o connect with radio

o incorporating (First Nations) culture in existing hospice services

o openness to all cultures

o outreach programs and presentations to broaden conversations with target audiences and partners

- SD70 (schools)

- Churches

- counsellors, medical, alternative therapists

- arts community

- band council, district staff

- West Coast Resource Society

- Chamber of Commerce

- sunshine club

o engage partners and community, ask what they would like to see happen

Other comments

• funding and sustainability

o consistency of services re: funding

o HRDC grants for summer gaps in staffing (student grant)

o funding from First Nations Bands (relationship development)

• check-ins (yearly review of strategic plan progress)

3:30 Wrap up

4:00 Session adjourned

Appendix C – Participant feedback – Raw Data

3 Best Things Hospice Has Accomplished

Keywords : Realignment Education Relationships Staff Outreach

• Improved support and training of volunteers

• Solidifying of office

• Better relations with Tofino General Staff

• Professional look

• newsletters, website, sign known, respected

• Meeting with Federation office

• First nations outreach increased

• Continued and improved volunteer support and education

• Increased networking in/out of community

• More volunteer education

• More clients

• More volunteers in Ukee

• 3 staff covering, supporting each other, freedom to go on holidays

• Synergy

• Increase in clients

• Extending service to First Nations

• Circle training

• Education into volunteers and staff

• Reaching out to population

• Increase in clients

• More visibility

• Wider audience (young are more aware)

• Companioning

• Hospice has encouraged people to ask for help especially the First Nations People

• Volunteer support and training

• Hospice has made inroads into the communities of Tofino and Ucluelet through outreach with various activities

• Become more well known in all communities especially outreach

• Become good at fundraising in community

• Created a dialogue with doctors in hospital Re: Hospice Service

• Hospice has brought us closer together with the Learning Circle and provided encouragement and support for us

• Outreach and move interest from Ucluelet – Signy, Ukee days

• First Nations Outreach (beginning) potential for more drop in – being accessible

• First Nations Outreach

• Visibility in communities

• Mission and Vision Statements (knowing what we are about)

• (identity) clarification of mission, vision (beginning) now to communicate to public

What Areas Do We Need To Pay More Attention To?

Key Words: Engage Outreach Communications (wording, acknowledgement, education) Celebrate

• How can we best serve first nation communities

• How best to ensure our communities are aware of all our services

• How to best do the staff transition

• Education to the early years upward

• I think the ones we currently have

• Communicating to volunteers what is happening within organization

• Public education about what hospice is and who we are

• Letting people know what changes if any are being made in organization

• Finding balance between involving FN and being paternalistic

• Transparency Re: fundraising – where it goes

• Seeing hospice from outside, as potential client, member of community, donor

• Staff transition

• Outreach, communication plan?, more Ucluelet volunteers

• Engaging public even if they don’t need hospice services i.e. Death

• Reaching out to younger people as possible volunteers

• Outreach to community and explain services

• Staffing structure

• Transition from offering services from volunteers to paid staff/funding

• First nations Involvement – more of it

• Educating ourselves-culture

• Educating the public about the various facets of our work – not just the dying

• Self-care; always important to keep at forefront (we are doing a great job already)

• Outreach continuing – First Nations, Ukee, etc.

• Grief accessibility (service availability)

• Acknowledging donors – public events, tea, etc.

• Advertising – reaching out to the public

• Staff roles clarified – interactions (contact?) workloads

• Communication with Tla-o-qui-aht Firs Nation re Hospice

• Admin transition- roles clarified

• Financial stability – ideas

Identified Priorities

Outreach Key points (11 Votes)

• Internal communications

• External communication (2)

• Relationship development

• Celebration

• Celebrate a life tree – explain to high school

• Consistency

• Improve newsletter, social media – communicating to volunteers

• Specific section (newsletter) – “new to hospice”, “updates”

• How to present ourselves – Lynda Kaye, request her to donate some time

• Office in Ucluelet

• Open learning circles to community

• Involvement with planning

- Tofino

- Island Health

- Long term care facility – purchase unit

• Presentations

• Learning and listening to partners

• Engage doctors in conversations and tool development

• Fundraising – legacy fund

• Conversations with SD70

- Speak to high school/grade 7&8’s about hospice

• Youth council/engagement

- Facebook/social media

• Communications

- Advance care planning, companioning, living well

- What is the grief group - article

• Communication Plan

- emphasize non death

- ACP

- Companioning

- Grief

- Trauma

- Templates

- Briefing notes and info packages for partners, volunteers, board and staff

- Info pack for volunteers i.e. how to handle questions about hospice use volunteers for community outreach (confidence)

- Hospice pamphlets

- Identify target audiences, individuals, orgs and partners

- Identify tools and what more is needed

- Connect with radio stations (2)

• Relationship development

- Incorporating First Nations culture in existing hospice services

- Outreach programs put together a presentation

- Broaden the conversation

- Access arts for celebration

- Gatherings

- SD70, churches, counsellors, alternative therapists, arts, Band Councils, WCRS, Chamber(s), Sunshine Club

Staffing Transition Planning (12 Dots)

• Model changes

- Paid staff doing drop in’s

- Volunteer/paid services

• More staff

• ED retiring, two year transition plan

• Identify staff roles

- Key responsibilities

- Investigate volunteer roles

- Input from volunteers

- Very clear who is doing what, when

- Staff and HR committee

• Transition plan timeline

- Identify key knowledge area’s

• Come back to HR committee for resources

• Acknowledge abilities

Alignment with community needs (model revision/change)(12 Dots)

• Needs assessment

- What are the opportunities

- Correlate to SWOT (already done) use info

• Be more responsive to community needs

• Rural remote services – align information collected to revise services

• Emphasis on volunteer driven org and services - paid staff come in to fill gaps and specialized services, needs further definition/policy

• Change was initiated with companionship program

• Shift in training

• Policy and procedure – review

• Best practices which support activities

• Analyze training model

- What training is appropriate for volunteers, communities, cultures

• Identify resources

• Companioning focus/strategies

• Education focus on grief

• Funding

- Services to FN communities

- Relationship development

- Presentations to Chief and Council

• Training Revamp

- Hospice Education

- Understanding end of life

- Revamp workshop length

- Content

• Re-evaluate training/volunteer/service “balance”

• Volunteer engagement

From Parking lot

• Do we have a chance to have input into Island Health or DoT planning

• Separate Greif support training

• Separate companioning training

• Medicalization of death. Medical system getting involved, hospice more involved in grief

• Companion aid

• Self-care for volunteers - Volunteers needing to more self-care/step back

• Hospice person speak to High school classes

• Youth committee

• Schools – guides extending service in educational value

• Survey volunteers to establish

- Present available

- Comfort area

- Needs for further education

- Upgrading/reviewing hospice training

• Info on stages of life

• Drop in grief in Tofino/Ucluelet (like Therese does in Ahousaht)

• Honoring all spiritual paths (Christian, eastern, etc.)

• Funding and consistency of services

• HRDC grant for summer gaps in staffing

• Funding from FN communities

• Paid staff VS volunteer

- Cost

- Consistency

- Contracts

- Temp

- Ability

Remaining Parking lot

• Darlene was recognized by District of Tofino volunteer recognition committees and DOT Council – Congrats!

• Check in’s

Appendix D – Evaluation

Participants were asked to provide a star and a cloud as a simple way to wrap up, reflect and evaluate their time throughout the day.

Stars – What went well, liked the best…

• Whole grouping of information so wide spread brought to a concise beautiful evolving set of 3 focused points for our evolving hospice

• Great material pre- arranged and facilitating to keep us on track

• Inspired, love the positive response of the group, hopeful

• Marcie facilitating – stayed focussed, like the pipe cleaners/balls creations through the day

• I enjoyed the wealth of ideas that were shared. There’s lots of hope for the future of Hospice on the West Coast – great facilitator, thank you!

• The sessions were well facilitated – quick and smooth. Lots got done. Thank you

• Marcie facilitating

• Very productive day, feel like we have our work clearly set for next 4 years

• Parking lot, also closure-y full circle(?). Potential!

• All the issues and thoughts were heard and honored. Good wrap up

• Well organized and facilitated (on track)and encouraged we are already on the way to our priorities

Clouds – What could be improved, would change for next time…

• Long tiring, brain mush

• Lots to digest, some scary stuff but exciting

• ???

• Maybe could have been a little longer time spent on the final categorizing

• Didn’t pull more people in from Ucluelet

• Kind of a slow start but the pace picked up. Thanks

• Some interpersonal tension moments

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Darlene was recognized by District of Tofino volunteer recognition committees and DOT Council – Congrats!

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