agenda - aphasia.ca … · agenda date: oct 24, 2016 time: 18:00-20:00 meeting chair: jane...

AGENDA Date: Oct 24, 2016 Time: 18:00-20:00 Meeting Chair: Jane Brenneman Gibson Meeting Location: 73 Scarsdale Drive, Toronto, ON M3B 2R2

Agenda Item Details

1. Call to Order

2. Welcome Welcome

3. Approval of the Agenda Motion Required

4. Approval of the Minutes of Previous Meeting

Motion required approving minutes for June 20, 2016 and September 26, 2016

5. Business Arising from Previous Minutes

Review of the Action Items from June and September Board Meetings:

• Board members are encouraged to attend the AGM - completed

• Jane/Aura/Pat to approach Elinor Caplan for the position of Patron - completed

• John to research the bylaws regarding the making the QRE committee a subcommittee of the board – report by December or early next year. The QRE Chair report has been postponed to November

• Caryl to send consent forms with October Board package – included in package

6. Governance and Nominations Committee

Update about the Patron – Jane

7. Quality, Research and Ethics To be carried forward to November

8. Fund Development Committee Updates, ICare, Annual Appeal– Ky Donor Cultivation – Discuss Toastmasters Donor Event –

Ky/Aura

9. Executive Report Motion Required: To approve Executive Report

Founder Patricia Arato Charitable Reg No. 13306 5227 RR0001

AGENDA Date: Oct 24, 2016 Time: 18:00-20:00 Meeting Chair: Jane Brenneman Gibson Meeting Location: 73 Scarsdale Drive, Toronto, ON M3B 2R2

10. Finance Report Motion Required: Approval of Q2 financial results for submission to Central LHIN

Update on 2017/18 Multi-Sector Service Accountability Agreement - Carrie

11. Other Business Website Portal - Carrie

12. In Camera Session

13. Meeting termination Motion Required

14. Date of the next meeting November 28, 2016 @ 18:00

Items included in this Package Agenda Minutes for June 20, 2016 and September 26, 2016 Executive Report Q2 Financial Report Report Card on Operational Deliverables for 2016-17

Founder Patricia Arato Charitable Reg No. 13306 5227 RR0001

Minutes of the Board of Directors Meeting Of the Aphasia Institute Monday, June 20, 2016

Present: Jane Brenneman Gibson Tamara Jones Patricia DiNicolantonio Henry Hsu Ky Pruesse John Gayle Silvia Gomes

Staff Aura Kagan Carrie Harrison Rochelle Cohen-Schneider Regrets Camilla Todesco Valerie Chavossy

Topic Discussed Outcome/Action 1. Call to Order Jane called the meeting to order at 5:00 p.m.

2. Approval of Agenda

Cash Flow was added to the “Finance Report” section of the Agenda.

Motion to approve the agenda

Moved: Ky Pruesse Seconded: Silvia Gomes

Carried 3. Approval of the

Minutes of the Previous Meeting

Motion to approve the minutes of March 21, 2016

Motion to approve the minutes of April 25, 2016

Moved: Tamara Jones Seconded: Henry Hsu Moved: Ky Pruesse Seconded: Sivlia Gomes

Carried

4. Business Arising from Previous Minutes

• Governance Cycle – make the following changes

o April/May – Review the Q4 Financial results

o June – Remove – Receive Q1 Financials

o Aug/Sept – Add Receive via email Q1 Results. Executive committee can have a phone meeting if required

• Skills matrix – Nominations Committee to review the skills matrix once a year in October to ensure we are using our Board members to the best of their abilities.

The Board is reconstituted in September.

• Patron – Several names have been put forward by Board members. The Executive Committee nominated Elinor Caplan. Elinor was an MPP with the Ministry of Health and then went on to be an

Action: Board members are encouraged to book Sept 26 off to attend the AGM Action: Jane/Aura/Pat will approach Elinor for the position

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Topic Discussed Outcome/Action MP. Her link with AI is that she was supportive of Pat Arato. She has good linkage provincially and is also known nationally.

• Henry Hsu agreed to sit on the Investment Committee.

5. Governance and Nominations

Executive Positions – The draft slate was sent out before the meeting asking for further nominations. At the time of the meeting the slate was:

Jane Brenneman Gibson –Chair

Patricia DiNicolantonio - Vice Chair and Secretary

Treasurer- Silvia Gomes

Fund Development-Ky Pruesse

Governance and Nominations - John Gayle

The slate will go forward at the AGM.

6. Quality, Research and Ethics

The Chair of the QRE Committee will make a formal report to the Board in October. The Quality aspect has become important for the LHIN and a suggestion was made to make the QRE Committee a sub-committee of the Board.

Action: John will research the bylaws and report back to the Board by December or early next year

7. Fund Development Committee Update

Ky provided an update on Fund Development:

WTR The WTR was a huge success with over 200 participants. To date, we have raised $66,000, which is trending ahead of last year.

Annual Report We had a very productive meeting with the Fund Development committee for the Annual Report. It is recommended that we stick with the current format. The theme this year is Volunteers and Volunteerism.

Henry volunteered to help with the Annual Report.

Rob Oliphant’s visit to the Toastmaster’s Program Mr. Oliphant visited the Toastmaster’s Program on June 9th. He was emotionally overcome after the program. He made a speech in the House of Commons on June 12 to announce Aphasia Awareness Week and reworded his speech after his visit to AI to include a reference to us

Donor Cultivation Events The next Donor cultivation event will take place on October 26, Family Night.

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Topic Discussed Outcome/Action The Staff Executive team is working on the 1st event for Volunteers who donated money. These volunteers will be invited with their family and friends – this way we hope to expand the donor base.

8. Executive Report Motion to approve Executive Report.

Aura asked the Board if the Executive Report has value and if it works for them. The Board agreed that it is very helpful and lets them know what is going on at AI.

Moved: Patricia DiNicolantonio Seconded: Ky Pruesse

Carried

9. Finance Report Tamara presented the audited Financial Statements noting the following:

• Audit has been completed and there are no issues

• Some accounting adjustments were made which left us with a surplus of $7.9K

• The name of the Research, Development and Technology Fund was changed to the Aphasia Impact Fund

Motion to approve the 2016/16 Financial Statements

Motion to approve submission of the 2015/16 Year End Results and Financial Statements to the Central LHIN

Motion to approve the Declaration of Compliance

The new lease was discussed.

Motion to approve Aphasia Institute Facility Lease

Cash Flow

The cash flow for the summer months was discussed.

Moved: Tamara Jones Seconded: Henry Hsu

Carried

Moved: Tamara Jones Seconded: Jane Brenneman Gibson

Carried

Moved: Patricia DiNicolantionio Seconded: Silvia Gomes

Carried

Moved: Patricia DiNicolantionio Seconded: Jane Brenneman Gibson

Carried

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Topic Discussed Outcome/Action The two options were to:

1. Drawdown on the reserves

2. Use the Visa card and pay back the next month

The Board agreed to delegate the authority to the Executive Finance Committee (for amounts over $10,000). The Executive Finance Committee will inform the Board of any transactions.

Motion to delegate to the Executive Finance Committee the approval of any Cash Flow withdrawals during the summer

Moved: Ky Pruesse Seconded: Patricia DiNicolantionio

Carried

10. Other Business Education Agenda for the Board was discussed. Rochelle and Aura will put together an agenda. The first session is scheduled for November. It was recommended that the Education session should be at the start of the meeting for about 30 minutes.

Jane encouraged all board members to attend the Board meetings in person.

11. In Camera Session

12. Next Meeting Date Monday, September 26, 2016

Meeting Termination The meeting was terminated at 6:00 pm

Motion to terminate meeting

Moved: Ky Pruesse Seconded: Tamara Jones

Carried

By my signature, I hereby confirm that these minutes accurately reflect the business conducted at the June 20, 2016, Aphasia Institute Board Meeting.

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Minutes of the Board of Directors Meeting Of the Aphasia Institute

Monday, September 26, 2016

Present Jane Brenneman Gibson Ky Pruesse Patricia DiNicolantonio Valerie Chavossy Camilla Todesco Silvia Gomes John Gayle Henry Hsu George Kopulos

Moira Dean Staff Carrie Harrison Caryl Pereria

Topic Discussed Outcome/Action 1. Call to Order Jane called the meeting to order at

11:35 a.m.

2. Approval of Agenda

Motion to approve the agenda

Moved: Valerie Chavossy Seconded: Henry Hsu

Carried

3. New Business

Consent to serve on Board

The following individuals were approved to sit on the Board

Jane Brenneman Gibson - Chair

Silvia Gomes - Treasurer

Patricia DiNicolantonio – Vice Chair and Secretary

Ky Pruesse – Chair, Fund Development Committee

John Gayle – Chair, Governance and Nominations

Valerie Chavossy

Camilla Todesco – member representative

Henry Hsu

George Kopulos – volunteer representative

Moira Dean

Action: Caryl to send consent forms with the October Board package

Moved: Henry Hsu Seconded: Camilla Todesco

Carried

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Topic Discussed Outcome/Action Motion to approve executive positions

The following individuals were approved for the executive positions:

Jane Brenneman Gibson – Chair

Silvia Gomes – Treasurer

Patricia DiNicolantonio – Secretary and Vice Chair

Moved: Camilla Todesco Seconded: Ky Pruesse

Carried

4. Next Meeting Date

Oct 24, 2016 at 6:00 p.m.

5. In-Camera Session

No in camera session

Meeting Termination

The meeting was terminated at 11:45 a.m.

By my signature, I hereby confirm that these minutes accurately reflect the business conducted at the 26 September 2016 Aphasia Institute Board Meeting.

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Executive Report to the Aphasia Institute Board of Directors – October 2016 Vision Statement There are no barriers to living successfully with aphasia Mission Statement Give hope to people with aphasia and their families by developing and sharing innovative solutions that reduce language barriers to full life participation

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Executive Report:Oct 2016

Acronyms A list of acronyms to assist you as you navigate this report: AAH Aging At Home ALC CAMS

Alternate Level of Care Communicative Access Measures for Stroke

CAPS Community Accountability Planning Submission CCAC Community Care Access Centre Central LHIN COLA

Central Local Health Integration Network Cost of Living Allowance

CSS Community Support Service CSS Network HRDC

Community Support Service Network Human Resource Development Canada

H-SAA Hospital Service Accountability Agreements H-SIP Health System Improvement Pre-Proposals

Health System Improvement Project IHN Important Health Notice IHSP Integrated Health Service Plan M-SAA Multi-Sector Accountability Agreement MOHLTC Ministry of Health and Long-Term Care OAHPP Ontario Agency for Health Protection and Promotion OCSA Ontario Community Support Association OHA Ontario Hospital Association OHRS/MIS Ontario Healthcare Reporting Standards / Management Information

System OSN OSS OTF

Ontario Stroke Network Ontario Stroke System Ontario Trillium Foundation

OTN The Ontario Telemedicine Network SCA™ Supported Conversation for Adults with Aphasia SHKN Seniors Health Knowledge Network SNAGA Health Service Needs Assessment and Gap Analysis WERS WTR

Web Enabled Reporting System Walk Talk ‘n’ Roll

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The Executive Team respectfully submits this report:

Aura Kagan, Executive Director and Director of Education and Applied Research Catherine Brookman, Consultant Executive Leadership, Research and Program Innovation Carrie Harrison, Director of Finance and Operations Rochelle Cohen-Schneider, Director of Clinical and Educational Services

Prepared with administrative support from Caryl Pereira

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Updates related to:

Strategy

Operational Plan

• A review of the status of the annual operational deliverables arising from the strategic plan for Q2 is included in this Board Package

Case for Support • Work with Public Inc. has been used as a basis for a template with items that can be

included when making initial contact with potential funders/donors Finance and Operations (including agency related –LHIN, human resources) Finance • Please refer to the financial attachment included in this Board Package Operations

• Windows 10 upgrades have been completed by Carrie on all staff computers • The Executive Team continues working with staff on their growth and development:

o In the summer, each staff person met individually with his/her Manager/Director to discuss individual 2016/17 Operational/Strategic Goals and how the Aphasia Institute might assist/support personal growth

o Two of our regular monthly all-staff meetings in the summer and an additional staff meeting in October, have focused specifically on further exploring what staff want to learn, and how we as a “community” can offer opportunities - bearing in mind our limited financial resources. This has resulted in a list of creative and practical ideas

• Feedback from visitors, staff, volunteers and clients regarding the Annual General Meeting was very positive. A small AGM working committee works each year to continually refine and simplify the process without losing the touch and feel of the day

• We are now fully compliant with the Anti-Spam legislation and will be preparing for additional Anti-Spam legislation coming in 2017

• A time-saving system has been developed to allow some types of documentation for Caregivers and Clients to be made directly into our client electronic record

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External Relationships

Ministry/CLHIN

• Aura met with Kathleen Wynne in her constituency office to discuss our current request for funding. We have now received an invitation to arrange a meeting at a higher level within MOHLTC. This is occurring in parallel with communication that has been on-going at a lower level with representatives of various sectors.

• We presented a Community Partner Award at our Annual General Meeting to the Central LHIN. Kim Baker, CEO of the Central LHIN received the award and said a few words

Federal

M.P. Rob Oliphant has spoken to a media person about Toastmasters and contact has been made to meet with Rochelle

Communications • The Annual Report presented at the Annual General Meeting was well received and

plans are underway to send a targeted mailing out to donors highlighting this report • Building Bridges –This communication tool is timed to go out prior to our Annual

Appeal • The Annual Appeal communication strategy is well under way. Our Annual Appeal

launch is the second week of November and will continue until the end of December Revenue Generation/Fund Development (including fundraising, donor cultivation)

• ICARE – official launch was the week of October 11th with volunteers, clients, and

staff. ICARE is a small internal campaign where individuals can do small things to raise awareness and money. For example, one client hosted a pizza party at his house, another organized a Bingo event and a volunteer requested that a donation be made in lieu of birthday gifts. This year ICARE money will help support clients on outings, holiday party, and other unbudgeted items. Our Goal is $10K

• Walk, Talk ‘n Roll event was very successful – exceeding our $80K budget. We received $80,939.60

• We are hosting two donor cultivation events – Family Night, Oct 26 and Toastmasters, Nov 02.

Training and Education • A Two-Day SCA Core Training workshop took place on-site in August for 18

healthcare professionals from six sites in the West GTA Stroke Network • The Fall/Winter Webinar Speaker Series launched in September with a new cohort of

presenters from Canada, the U.S., and Australia. Dr. Jacqueline Hinckley, from

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Aphasia Voices of Hope in Florida, was the first presenter, with a webinar entitled, “Narrative Medicine and how it applies to expert practice in aphasia.”

• We offered our second Your Life workshop for Activationists and Recreationists – we will continue to offer this workshop 2 times per year

• Lisa Samson and her colleague from the University of Toronto, Prof Jo DeLusio submitted a paper (Conducting Communicatively Accessible Hearing Screening to People with Aphasia: A Feasibility Study) to 33rd World Congress of Audiology in Vancouver. Prof DeLusio presented the paper at the Conference (September 18-20, 2016)

• We will be starting a small pilot project with the Toronto Stroke Network who will be sending 5 Speech Language Pathologists (SLPs) for training. The project will include the development of a model to sustain the learning and support the trained SLPs in implementing their learning

Pictographic Resources • The University of Copenhagen (Centre for Rehabilitation and Brain Injury) has

requested a licensing agreement to translate three of the following resources into Danish: Your Life, Talking to Your SLP and Intimacy and Relationships. We negotiated a licensing agreement with this same organization in 2012 to translate 6 resources

Direct Service General • A new program term started in July – we will be reintroducing our debate club this

term • We are working towards opening a second Toastmasters Group on a Friday morning

(starting January 2017) as our current group is at capacity • Our new Introductory Program started on September 22nd, 2016. There are 21

members who have registered for this program. Three distinct age groups have been identified :

o Under 60 12/21 o From 60 -75 4/21 o From 75 + 4/21

We continue to see our demographic shift. In addition, we are starting to see people being discharged sooner from the hospital and starting our program sooner. Programming will take these variables into account

• Speech Pathology staff meet periodically to review our College Guidelines to make sure we are in compliance. We recently requested a meeting with the Director of Professional Practice and Quality to review our practices here at the Aphasia Institute and ask some questions. We were informed that we are in total compliance with the guidelines

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Updates on our three program for this fiscal year • Life Story Program – we are well on our way to meeting our target of 10 – 15 Life

Story Books created for individual members within the fiscal year. This is a time-consuming process with highly skilled and trained volunteers

• Primary Progressive Aphasia Program – as we are receiving more of these clients, we realize that “one size” does not fit all and so we are developing a number of different programming options for this cohort. We met with the Alzheimer’s Society to collaborate with them re supporting clients who might be showing some of the symptoms of dementia and are no longer suitable for our programs

• Intensive Program – we have been working to create an intensive program for people with aphasia and their conversation partners. Staff have worked hard and creatively to develop a program which reflects our philosophy and is quite different to other intensive programs offered by other organizations. The program is called ‘Finding Direction and Recalibrating Life Together: A Program for Partners Living with Aphasia’. This program will be part of the newly named Aphasia Institute Compass Program. (Compass Programs will include our current Introductory Program.)The flyer has been sent out and we hope to launch this program in November. There is a separate fee for this program which will run on site for 2.5 days with each family dyad/couple entitled to 3 follow up sessions over the year. The follow-up sessions will focus on helping them to monitor and meet their goals

Students • We were fortunate to have a Human Resources Development Canada (HRDC)

student for the months of July and August – we have managed to get a student almost every year for the past 15 years. These students work directly in our direct service program and provide significant support to the program staff

• Anjana Magapu (Social Worker) is supervising a fourth-year Ryerson Social Work student. She will be with us for the full academic year

• Shannon Hill, Coordinator of Volunteers, is supervising a student from University of Toronto (Mississauga). This is our second time supervising a student from the Exceptionality Course (Psychology Dept.)

Volunteers • Shannon Hill is interviewing new volunteers for the Fall programming • Shannon has worked with Volunteer Toronto to recruit volunteers for some of our

specialized programming. Volunteer Toronto provided a lot of support in this new endeavour for example helping write role descriptions

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Research and Project Updates

Communicative Access Measures for Stroke (CAMS) The CAMS technical platform ‘went live’ online end of September 2016 • A “soft audience” from several Toronto hospitals received information resources to

understand how CAMS works, prior to using the tool • A research article about the CAMS survey development and evaluation was

completed and submitted

SCA-Acute • We are facing a challenge with the second hospital involved in this project and are

reviewing their participation. The challenges related to hospital restructuring issues and their involvement in accreditation. We anticipate moving forward with the one hospital who have made a commitment and where ethics approval has been obtained.

Institute for Clinical and Evaluative Sciences (ICES) • This project is now underway with the data sharing agreement signed between the

Aphasia Institute and ICES in August 2016 • Demographic information for over 400 clients was entered into the electronic client

record to support the ICES project. This data has been transferred over to ICES

Upcoming Events

Month Board Meeting Board Education Events to attend

Oct 2016 Board Meeting Oct 24

Family Night - Oct 26

Nov 2016 Board Meeting Nov 28

Toastmasters Event Nov 2 Volunteer Training Nov 10 & 11 Craft & Bake Sale – Nov 15 & 16 Town Hall – Nov 23

Dec 2016 Holiday Party – Dec 10 January 2017 Board Meeting

Jan 30 February 2017

March 2017 Board Meeting

March 20

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9

Financial Report

Aphasia Institute For the period ended September 30,2016

Prepared by

Carrie Harrison Prepared on

October 17, 2016

For management use only

Table of Contents

Financial Executive Summary ................................................................................................................................................................ ..... 3

Balance Sheet ..................................................................................................................................................................................................... 5

Budget vs. Actuals for fiscal year ............................................................................................................................................................... 8

2/8

Financial Executive Summary

2016/17 Budget (History) The 2016/17 Budget was prepared using an 80% certainty factor, as it is difficult to predict unexpected revenue e.g. major donation or mitigation strategies. The -$241K deficit was presented to the Board with the understanding that the Aphasia Institute had several mitigation strategies in the works, but could not predict the revenue or expenditures that would be forthcoming from these mitigation strategies. The Board approved the $-241K deficit budget for 2016/17. 2016/17 Current Status Our current financial position leaves us with a deficit of -$58K a positive variance to budget (B=-$168K) of $111K. Revenue Highlights Overall revenue exceeds our budget by $53K:

• Social Enterprise -exceeds our budget by $18K; additional $24K in Professional Training related and -$6K in Resource Products)

• Investment income exceeds budget by $28K, (Keep in mind because of the volatile market, we have been very conservative in our budget). We have recognized:

o $17K in unrealized gain on sale of investment(non-endowment) and reinvested the gain o $10K in Investment income(non-endowment)-Book value vs. Fair Market value o $8K in Endowment Interest Income to offset endowment management expenditure costs

• Program fees are currently exceeding budget by $4K • Fund Development is currently exceeding budget by $3K

Expenditure Highlights

Overall expenditures are below budget (a positive variance) by $58K: There are several timing variances and we expect all expenditures to be on track with the budget with the exception of Consultant Fees and Rental of Premises which we expect to be below budget. (See Forecast for explanation)

Forecast Status for year ended March 31, 2017 Based on our current predictions, we anticipate we will reduce our deficit to -$125K, +$115K positive variance to budget:

• $30K Investment Income Revenue (related to recognized unrealized gain, and actual investment income/fair market value to date)

• $30K Social Enterprise Revenue (Additional Trainings) • $6K related to Danish Translation of resource products Revenue • $33K decrease in consultant fees • $25K decrease in rent due to budgeting error • $9K increase in various expenditures for additional revenue generation income (above)

Endowment Investment You will note on our balance sheet Equity section, our Endowment Investment is recognized as 1.045M, this represents Book Value and not Fair Market Value. There has been some volatility in the market and in turn the value of our endowment portfolio, over the past few months. Our portfolio is structured to generate annual investment returns through interest and dividends of $25K per year, less investment fees of approximately $13K per year. We have an investment committee that meets with the investment manager of the Endowment Fund semi-annually to review the performance of these assets.

Aphasia Institute 3/8

Cash Flow We anticipate drawing $50K from our non-endowment investments due to an additional pay period in November. In November of last year we drew down $60K. We will replenish the $110K back into our investments once the cash flow is sufficient.


Balance Sheet As of September 30, 2016

Total As of Sep 30, 2016 As of Sep 30, 2015 (PY)

ASSETS Current Assets

12110 Undeposited Funds-1 1,405.49 1,409.17 12220 Investments-RBC 434,058.75 461,092.23

12155 Cash with broker 5,929.75 5,114.59 12221 Investments-RBC Sustainability 12,744.64 12,206.88 12222 Investments-RBC Endowment 1,052,541.24 1,004,753.54 Total 12220 Investments-RBC 1,505,274.38 1,483,167.24

12350 Allowance for Doubtful Accounts 0.00 -4,406.00 12400 Rebates Receivable 0.00 0.00

12450 Other Accounts Receivable 3,092.00 0.00 Total 12400 Rebates Receivable 3,092.00 0.00

12600 Prepaids 0.00 0.00 12650 Prepaid Walk & Roll 1,572.33 1,575.45 12690 Prepaid Expense - General 8,011.60 6,975.61 Total 12600 Prepaids 9,583.93 8,551.06

Clearing -27.00 0.00 Cash and cash equivalents

12100 Bank/Asset 12120 Petty Cash 3,262.09 1,361.89 12150 ING Direct Savings 569.49 569.49 12190 Bank - Scotia 73,499.82 90,840.51 12197 Petty cash US$ 90.00 90.00 Total 12100 Bank/Asset 77,421.40 92,861.89

Total Cash and cash equivalents 77,421.40 92,861.89 Accounts receivable (A/R)

12300 Accounts Receivable 3,274.14 18,223.62 12301 CAP Fee 11,542.01 6,416.31 Total 12300 Accounts Receivable 14,816.15 24,639.93

Total Accounts receivable (A/R) 14,816.15 24,639.93 Total Current Assets 1,611,566.35 1,606,223.29

Non-current Assets Property, plant and equipment:

32800 Fixed Assets 0.00 0.00 32850 Furn & Equip 14,893.44 65,587.55

32850a New Workstations 12,951.59 12,951.59 Total 32850 Furn & Equip 27,845.03 78,539.14

32851 Accum. Amort. - F & E -12,099.40 -56,110.54 32859 Computer 09/10 0.00 18,454.00

32683 Dell Servers 13,639.36 32861 Computer Purchases (11/12) 0.00 15,817.50 32862 Computer Purchases (12/13) 10,606.00 10,606.00 Total 32859 Computer 09/10 24,245.36 44,877.50

32860 Acc.Amort Computer -17,283.18 -46,779.79 32865 Leasehold Improvements 8,426.49 8,426.49



32685a Leaseholds Cabling and Electric 11,167.43 11,167.43 Total 32865 Leasehold Improvements 19,593.92 19,593.92

32866 Accum. Amort. Leasehold Improv. -9,522.84 -7,400.14 32882 CAMS Web 10,361.27 10,361.27 32885 Website Infrastructure 39,254.18 39,254.18 32886 Acc.Amort Website -53,540.84 -46,716.20 Total 32800 Fixed Assets 28,853.50 35,619.34

Total Property, plant and equipment: 28,853.50 35,619.34 Total Non-current Assets 28,853.50 35,619.34

Total Assets $1,640,419.85 $1,641,842.63

LIABILITIES AND EQUITY Current Liabilities

42370 GST/HST Payable -12,334.50 -11,260.68 42390 Accrued Liabilities 4,000.00 3,000.00 42400 Other Liabilites

42498 Social Fund 1,137.16 889.64 Total 42400 Other Liabilites 1,137.16 889.64

42510 Payroll Liabilities 14,768.17 17,328.33 42510a RRSP and Benefits Accrual 3,835.97 4,176.83 42800 Deferred 0.00 0.00

2000D Deferred Donations 0.00 0.00 42846 Deferred Donations iCare 11,257.23 12,416.30 42846E Endowment 18,178.88 9,030.05 42846MY Deferred Donation Multi Year Gf (deleted) 0.00 25,000.00 42846w Deferred WTR donations 38,870.60 34,394.83 42846x SCA-Acute Care Project 9,193.75 2,017.90 Total 2000D Deferred Donations 77,500.46 82,859.08

2000e Deferred Contributions 1,995.00 2,792.00 42856a Deferred Rev.-New Horizon Grant 6,073.00 7,287.00 42856f CIMSHR 0.00 1,768.34 42856g Deferred Contributions LHIN 2016 Servers 11,366.36 0.00 Total 2000e Deferred Contributions 19,434.36 11,847.34

2000G Deferred Grants 42856 Deferred rev.-Ont. Trillium Fdn 0.00 21,972.21 42856c Def Rev-City of Tor CSP Grant 14,647.54 9,747.80 42866 Deferred Grant 304.73 1,599.37 Total 2000G Deferred Grants 14,952.27 33,319.38

42840b Deferred- Training Income 30,759.80 42,127.45 42846a Deferred Program Fees 26,362.02 10,737.51

42846a1 Deferred Program waivers -13,651.40 Total 42846a Deferred Program Fees 12,710.62 10,737.51

Total 42800 Deferred 155,357.51 180,890.76 Payroll Exp. Clearing 32,899.49 26,386.73 Accounts Payable

42330 Accounts Payable 13,450.78 27,512.16 Total Accounts Payable 13,450.78 27,512.16

Credit Cards



Scotiavisa -1,291.02 2,510.64 Total Credit Cards -1,291.02 2,510.64

Total Current Liabilities 211,823.56 251,434.41 Equity

62140 Aphaisa Impact Fund 170,000.00 170,000.00 62150 Aphasia Research and Educational Endowment Fund 1,045,230.00 1,000,000.00 62200 General Fund 246,610.98 209,388.06 62200a Sustainability Fund 0.00 12,575.17 62200d Invested in Capital Assets 24,095.43 36,002.43 Profit for the year -57,340.12 -37,557.44 Total Equity 1,428,596.29 1,390,408.22

Total Liabilities and Equity $1,640,419.85 $1,641,842.63


Budget vs. Actuals for fiscal year Apri l - September, 2016

Total Actual Budget over Budget

INCOME 11006 Funding LHIN 456,808 456,804 4 11030 HRDC Grant 3,092 3,092 0 11040 City of Toronto (CSG Grant) 9,125 10,950 -1,825 11090 Program Fees 33,873 30,000 3,873 14070 Other Donation 56,472 53,862 2,610 16010 Investment Income 34,889 6,498 28,391 19000 OTHER REVENUE 63,945 44,443 19,502 Total Income 658,203 605,649 52,554

GROSS PROFIT 658,203 605,649 52,554 EXPENSES

3****0 Salaries & Wages 383,948 382,825 1,123 31*** Benefits 49,657 52,406 -2,749 4**** Supplies 22,966 41,412 -18,445 6**** Sundry 90,340 125,058 -34,718 7**** Equipment 18,495 18,783 -288 75000 Amortization Exp 14,677 13,274 1,403 82555 Contracted Out Services 1,887 2,498 -611 9**** Building & Grounds 133,572 137,504 -3,932 Total Expenses 715,543 773,760 -58,217

NET OPERATING INCOME -57,340 -168,111 110,771 NET INCOME $ -57,340 $ -168,111 $110,771


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Area One Target Area Outcome Indicators (based on metrics

attached to operational goals)

Q2 Comments

Area 1: Continue to build on strategic approach to revenue generation developed jointly by executive team and Board

Significantly reduce our ‘worst case’ budget deficit projection by identifying and acting upon a clear strategy that will enable AI to actively engage Foundations, Corporations, Funders, Government and or partners to support and build on our infrastructure. Continue our focus on mitigation strategies presented to the Board

See comments Our predicted deficit for the end of the year is estimated at $125K loss, a positive change from our budgeted loss of $241K

Fundraising Events o WTR – target is $80K o Annual Appeal – target is $29K o I Care – target is $7K

Exceeded • WTR exceeded budget by over $900

Launch Nov Launch Oct

Social Enterprise (target $132.6K) o Education and Training -$74.6K

o Pictographic Resource Products -$58K

Ongoing See comments

• Currently exceeding budget by $24K due to additional professional trainings already provided. We have secured two separate agreements, one with Denmark to translate resources, and one with BC to provide professional training in November. (We expect approximately $26K in additional revenue not yet recognized.

• Currently below budget of $7K, however we have begun marketing one resource product and will be releasing another shortly

Ongoing See comments

Donor Cultivation: o Continue with small donor

cultivation events and individual engagement of specific donors

Ongoing

We have two planned Donor Thank You events: • Family Night –October 26 • Toastmaster Evening – Nov 02

Finalize new case for support and clarify our funding requests in relation to this Completed

See comments from previous report

Results as of September 30, 2016 – Prepared by Executive Team as of October 15, 2016

2

Area One Target Area Outcome Indicators (based on metrics

attached to operational goals)

Q2 Comments

Identify key funding opportunities o Approach at least two funding

sources e.eg. Government, Foundations, Corporation, Individual Donors*

50% Ongoing

• See comments from previous report

Investigate Planned Giving and develop strategy if appropriate Ongoing

• Moria and Carrie met to review our fundraising campaigns in Sept.

• Further discussion for planned giving to occur later in the year

See Area Two –Next Page


3

Area Two Target Area Outcome Indicators (based on metrics

attached to operational goals) Q2 Comments

Area Two: Maintain high standard of direct services and continue to

align this with agency synergy related to education

In response to clients’ needs we will focus on three programs: Primary Progressive Aphasia (PPA):

o Create a manual for staff (this may form the basis for a new product in future) based on the four-week program we have piloted

o Run 1-2 programs for people with PPA and their Conversation partners

Intensive Partner Training Program: Codify the curriculum and implement at least one 2-3 day Intensive Program for clients with aphasia and their Conversation Partners

o Write a marketing brief outlining unique characteristics of the Intensive program

o Offer at least one program in this fiscal year

Your Life – a product to help clients tell their story: Deepen our knowledge of the application of this product in a clinical setting with implications for future training

o Train 2-4 Volunteers o Create 10-15 Life Story Books

20%

To be completed

by end of year

• This program has a delayed start due to

circumstances beyond our control. E.g. referral patterns

• Intensive Program has been offered, however there has been no uptake. A future date has been set for the following fiscal year.


• Currently have ten members working on Life Story Books with volunteers

Targeted for the end of Year

Completed

Marketing completed

100% completed

70%


4

Area Two Fostering research and education skills and opportunities for clinical staff in research and education:

o Assign and mentor at least one staff person who shows an interest in research activities

o Assign and mentor one staff who shows and interest in curriculum development and education

o Hold at least 2 research meetings with staff

Ongoing



• Research meetings for staff has been set for November and February

Ongoing

Completed

Continue to move our Health Quality Agenda forward in preparation for application of the Excellent Care for All Act to the community sector

Ongoing


See Area Three – Next page


5

Area Three

Target Area Outcome Indicators (based on metrics attached to operational goals)

Q2 Comments

Area Three: Align knowledge exchange (KE) activities with stroke priorities where possible and facilitate internal KE activities

Create and implement KE plan for the year with Program Staff

o Provide evidence of staff participation in education and training activities

o Organize one educational session on stroke services and Best Practice Recommendations for clinical team

Ongoing

• Anjana (Manager) –completed capacity

assessment course • Catherine (SLP) attended Ontario

Speech Language conference • Anjana (Manager), Corinne (Social

Worker) – completed mindfulness course

• Program Staff ongoing Group work learning

• Shannon (Vol. Coordinator), Rochelle (Director) enrolled -course on Narrative

• Lisa Samson enrolled – course stepping stones


Ongoing


6

Area Three


Q2 Comments

Continue to provide opportunities for partners in the stroke system (i.e. acute care and rehabilitation teams) to learn about key elements of our program.

o Offer Stroke care professionals at least two ‘Observerships’ this coming year

o Continue to attend Stroke Flow meetings

See comments

• Aphasia Institute is working with TSN to develop training an implementation project. This will be an eighteen-month project.

Ongoing

Target Aphasia and Speech-language pathology conferences:

o Submit at least two posters and/or presentations to two peer-reviewed conferences

o Submit at least one article to peer-reviewed journal

Exceeded



Completed

Maintain focus on increasing knowledge exchange opportunities via online/distance education

o Conduct two online series with four speakers per series

50%


See Area Four – Next page


7

Area Four


Q2

Comments

Area Four: Focus research and evaluation on demonstrating the value and quality of our services

(clinical, training, products) and on stroke and aphasia patient

experience

Develop research agenda for the year with input from Quality, Research and Ethics Committee (QRE)

o Draft Plan submitted to QRE Chair – By March 15’th

Completed

Internal research focused on the following two projects

o SCA ACUTE project (with final report due in next fiscal year)

o Obtain ethics approval from both hospital Research and Ethics Boards (Note this is time-consuming and may delay start of project

Basic Outcome Measure for Aphasia (BOMPA) tool

o Complete development of the tool

o Begin small reliability study with participants from the Ontario Aphasia Centres Interest Group (OACIG)

Project Ongoing


• Ethics approval obtained for Hospital #1. Hospital #2 will now participate differently, because of internal challenges they are currently experiencing

• Development completed

• Study methodology being prepared

Completed

Completed

25% See comments

Develop research strategy to utilize systematically collected outcome data as per Area 3 above

o Relevant demographic and clinical information entered into our client data base so available for research purposes

o Pre-post intervention data analyzed and used as pilot information for presentations and projects

Complete

• Data has been entered into the Electronic Client record

Ongoing


https://www.google.ca/search?q=methodology&spell=1&sa=X&ved=0ahUKEwi3kv-gpuzPAhXD44MKHVgsB4AQvwUIGygA

8

Area Four


Q2

Comments

Engage with ICES to complete the project “Comparing an aphasia cohort with the general stroke population, Project 1: Health care access of people with aphasia vs. people without aphasia” that we submitted and that has been accepted pending formal budget approval

50%

• Client demographic information has been electronically transferred to ICES

Facilitate completion of other internal and external research projects approved by our Quality, Research and Ethic Committee over the course of the year

o Reports on completed project available

Completed

• Report on project is completed and available

Research Knowledge Exchange Activities o See Knowledge Exchange section

(Area 3 above)

Ongoing • See comments from previous report

Maintain and develop external research network connections

o Participate in at least two research activities with external organizations

Ongoing


See Area Five – Next Page


9

Area Five Target Area Outcome Indicators Q2

Comments

Area Five: Prioritize increasing the efficiency and effectiveness of internal systems that relate to the above (in relation to ‘enabling goals’ in the strategic plan

Develop our staff and volunteers in a team learning environment

o Continue with Volunteer Working Committees

• Implement the key recommendations, provided by the Volunteer Working Committees

o Mentor and coach staff to become leaders of various committees e.g. Walk Talk ‘n Roll

o Continue to develop additional Revenue Generation expertise and capacity in staff:

• Staff to continue working with and learning from others e.g. Board members/external experts e.g. Public Inc.

Ongoing


Ongoing

Ongoing

Continue training program staff to be cross-functional (Research, Education, Resources)

Ongoing



10

See Area Five – Next Page

Area Five Target Area Outcome Indicators Q2

Comments

Continue working with appropriate staff on communication skill in development of written material for key events e.g. newsletters and support material both hard copy and electronic

Ongoing

Communication and Marketing Strategy – See Area 1 above

Ongoing

Increase and Diversify Revenue – see Area 1 above

Ongoing


11

Area Five

Target Area Outcome Indicators Q2

Comments

Develop Efficient and Effective Information Management Technology:

o Develop IT work-plan/framework to facilitate proactive management of systems and capacity needs

o Look at various integration

software tools – increasing efficiency, reducing duplicate work

o Provide education/support to IT staff to support enhanced comprehension and awareness of IT management components

o Continue with data enhancements in the client electronic record

Ensure we are complaint with the Canadian Anti-Spam Law Complete Engagement surveys (staff, volunteers, members) Comments

Ongoing



• See comments from previous report • Michael completed further training on

wordpress


Ongoing

Ongoing

Ongoing

Completed

Ongoing


12

Current Financial Metrics Description Actual Net Income (+)/Net

Loss(-) Budgeted Net Income/Net

Loss Variance Rationale

As of Sept 30, 2016 $-58K -$168K +$111K positive variance Revenue See Financials

Reserve Draw-Down –Forecast for Year End A B =A-B C =A-C

Reserves as of April 01, 2015 Forecasted Financial Results 2016/2017

Forecasted Reserve Balance as of April 01, 2016

Approved Budget Loss 2015/16

Budgeted Reserve Balance as of April 01, 2016

+$417K $-125K +$292K -$241K +$176K


agenda - aphasia.ca … · agenda date: oct 24, 2016 time: 18:00-20:00 meeting chair: jane...

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