BFIO Executive Meeting Minutes

Date: December 15th, 2016

Present: / Hiltrud Dawson,Tanis Brown, Robyn Merkley ,Jenny Vandermeer, Karen Nielson, Margaret Sherratt, Gillian Szollos, Anna West, Wendy Lahey (Recorder)
Regrets: / Kim Felker, Anna Marie Smith, Marg LaSalle, Kathy Venter
Agenda Item / Discussion / Action, Target Date and Responsibility
1.0 Approval of Minutes /
  • Minutes approved by with the addition of:
  • 4.6, Motion needs to be clarified; decision to move forward with the survey and we were going to decide based on the results of the survey.
  • Questions to be added to the survey to determine member consensus re: frequency and type of meetings. A decision will be made during the December executive meeting.
/ Wendy to add these bullets to October minutes and send to executive
2.0 Approval of Agenda /
  • Agenda approved by Gillian.

3.0Business Arising:
3.1 Communication re: Baby Box
3.2 BFIO banner cost estimate
3.3 Informal milk sharing document from BC
3.4 BFI video
4.0New Business:
4.1BFIO membership survey results
4.2Role clarification – Robyn
4.3Best Start Conference exhibitor table
4.4BFIO Expo 2017 update
5.0Standing Items:
5.1BCC Board Update
5.2BCC Assessment Committee Update
5.3BCC P/T Update
5.4BFI Strategy Implementation Committee Update
5.5BFIO – CHS
5.6Advocacy Work process and tracking:
6.0Open Time: /
  • Tanis has not received response from Jennifer; Jennifer contacted Marg; Tanis resent email to Jennifer; unsure if Marg has had further communication with Jennifer.
  • Karen sent quotes from Vista Print, Displays 2 go, and Signworld.
  • Vista Print does not offer table top set up.
  • Displays 2 go is retractable and can adjust height; also much more expensive.
  • Signworld also offers adjustable height, is more expensive, but not as much as Displays 2 go. Question re: if they would reduce the price if we purchased 3.
  • Discussion re: whether we need a table top version or not and what size a table top display should be and how it should be designed – something that complements the banner and is visually appealing and intended for a table top.
  • Consensus to order 3 banners now from Vista Print.
  • Karen will ask her daughter if she can design a table top display.
  • Ideas for table top display: different images than on the banner; what type of images do we want to display/what issues do we want to address? We can look at survey results and go from there.
  • Potential options for photos:
  • Suggestion to use Stock photos;
  • The Nursing Moms Project has images as well;
  • Guelph General Hospital has a Late Career Initiative Project with an RN as the photographer – we could let her know what type of pictures we are looking for, need to be very specific. She will be doing this early in 2017.
  • Will brainstorm this via email or next meeting.
  • Deferred
  • Some members from the Community Breastfeeding Collaborative of Guelph have reviewed the document and have concerns; these concerns will be put in writing and then shared with the executive
  • Executive members unsure if Toronto Public Health working on an informal milk sharing document or not
  • Hiltrud spoke with BFI Strategy for Ontario, they have received some funding until March 2017, they will be doing a "What is BFI” video with support from BFI Ontario; BFI Strategy already working on video for aboriginal population; will be ink blot video; Yolande working with Marg; BFIO lead to give Yolande input would be appreciated;
  • Interest to combine meetings and alternate morning and afternoon meetings;
  • Membership looking for messaging highlighting BFI principles
  • Membership also interested in social media
  • Pg. 9 – membership looking for practical strategies on their BFI journey
  • Membership suggestion to record the meetings and have them available on members only section of BFIO website; ?access and cost factors? Should be minimal cost factor, as it is just one more phone line.
  • Audio recording costs more; Hiltrud can get details from IT person in January
  • Time limit also, i.e. 4 – 6 weeks
  • May increase traffic to the website as well; ? whether this would be utilized or not
  • Could offer recording along with the minutes
  • If easy and inexpensive then may be a pilot option for 6 – 12 months and evaluate use after that
  • Could fast forward and listen to the pieces of the meeting that they are interested in
  • Members are finding Members Section useful and like the resources there; also request for more resources there including adaptable ones;
  • Do not want to duplicate work of BF Resources Ontario; we want members to get something different from our website;
  • Pg. 8 – social media resources requested
  • Need to put out a call to the membership for more resources including social media i.e. Youtube videos, blogs, apps, websites, policies, breastfeeding chat rooms, checklists for compliance,
  • Newsletters requested
  • Members want to hear when an organization is designated; we should send congratulations on behalf of BFI Ontario
  • We could ask Marg about the timing; once a designation is public then we could congratulate them on the BFIO website
  • Current co-chair’s role is to announce designations; could chair/co-chair be notified once public who the BFI lead of an organization is;
  • This will be an agenda item for the next executive meeting to determine communication process
  • Need to decide frequency of meetings: Blending of CHS and General meetings – membership is neutral from the survey; for 2017 should we book 5 meetings and alternate 10 – 12 and 1 – 3 p.m.
  • No meetings July or August
  • Designated Hot Topic per meeting to guide discussion? Some members hesitant to bring up topics so we may need to have a subject to discuss.
  • For 2017: Arrange chair and co-chair to facilitate discussion; executive can take initiative to suggest a hot topic if agenda items are not put forward by members
  • Changes need to be reflected in TOR and brought forward at the AGM
  • 2017: Targeted approach to membership to market our group as support; burnout from BFI leads with so many questions; strategies to remove membership roadblocks; outreach out to members;
  • Deferred as Marg and Kathy not present
  • TOR suggests more autonomy than actually have; a lot of discussion to write advocacy letter; what are potential legal ramifications?
  • Does the TOR need to be changed/tailored so Political Advocate can feel successful and contribute or does Political Advocate role need to be able to do the role that the TOR identifies currently?
  • Need to remove some of the existing barriers to role
  • Does anyone plan to go already? Jenny does and possibly Gillian
  • Display will be on Feb. 9th
  • Jenny will attend; Jenny will follow up with Hiltrud re: obtaining display
  • Wendy will email Jenny re: details
  • Call for poster presentations and display tables went out
  • Registration will be up in January
  • Progress is well under way
  • Deferred
  • Deferred
  • Deferred
  • Small amount of funding received until March 2017
  • Need to look at 2017 meeting dates – will do that with smaller group
  • No updates
  • Tanis will connect with Marg re: closing loop with Jennifer and Baby Box Co. issue
/ Karen will order 3 banners from Vista Print.
Wendy will share concerns once she receives them in writing.
Gillian interested in working on this video with Yolande. Hiltrud will send email to Gillian and Yolande.
Hiltrud will look into cost.
Tanis will draft an email to the membership re: survey results and request for resources.
Pdf of survey results will be posted on Members Only section of BFIO website.
Tanis will draft changes to TOR.
Interim plan for 2017 meeting details: Tanis, Jenny, Gillian, and Margaret
The TOR and this item will be further discussed at next meeting.
Everyone to look at their own role in TOR prior to next meeting.
7.0 Next meeting / Need January meeting
AGM – Executive members need to submit their summary to Tanis; Tanis will check deadline and let executive know / Wendy will send Doodle poll for a day time meeting for January 9 – 11 or 1 – 3 early in the week;

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