Board of Directors' Meeting Regular Agenda
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Board of Directors Meeting - May 23, 2018 - Call to Order BOARD OF DIRECTORS’ MEETING WEDNESDAY, MAY 23, 2018 Commencing at 5:00 p.m. 199 County Court Boulevard – ‘Brampton/Caledon Rooms’ Brampton, Ontario REGULAR AGENDA Board Members: Carmine Domanico (Board Chair), Jeff Payne (Vice Chair), Adrian Bita (Member), Neil Davis (Member), Moyra Vande Vooren (Member), Hugh O’Brodovich (Member), Anita Gittens (Member), Peter Harris (Member), Angel Rebelo (Member), Ashish Kemkar (Member), Heather Picken (Member) LHIN Staff: Scott McLeod (CEO), Brock Hovey (V.P.), Kimberley Floyd (V.P.), Marla Krakower (V.P.), Jas Rai (Executive Assistant to the CEO & Board Liaison) Regrets: Tamara Wallington (V.P.), Kim Delahunt (V.P.) # Agenda Item To be Accomplished Lead Time 1.0 Call to Order The Chair to welcome any Observers from the Carmine Domanico 5:00 – 5:05 p.m. public and clarify the meeting format 1.1 Approval of Agenda Motion to Approve: - (Attachment) Board Members to review and approve the Regular Agenda for the Meeting. 1.2 Conflict of Interest To remind members of the Conflict of Interest Policy and procedures for declaring a potential conflict. 2.0 Consent Agenda Motion to Approve: Board Members 5:05 – 5:10 p.m. - (Attachment) Board Members to review and approve the Consent Agenda and remove items to the Regular Agenda for further discussion, as required. 3.0 BOARD EDUCATION / GENERATIVE DIALOGUE 3.1 Wound Care For Information: Kimberley Floyd 5:10 – 6:00 p.m. - (Attachment) To provide Board Members with an overview of the work in Central West with Wound Care. Patient Story Related to Wound Care 4.0 REPORTS FROM THE CHAIR, MEMBERS & CEO 4.1 Report from the Board Chair Board Members to receive a verbal update from Carmine Domanico the Board Chair and opportunity for Board Members to ask questions and seek clarification. 1 Board of Directors Meeting - May 23, 2018 - Call to Order # Agenda Item To be Accomplished Lead Time 4.2 Verbal Updates from Board Board Members to provide updates on Members conferences, meetings, events attended over the Board Members 6:00 – 6:45 p.m. past month and share information and learnings. 4.3 Report from the Chief Executive Board Members to receive a brief overview of the Officer CEO’s written monthly report and an opportunity to Scott McLeod - (Attachment) ask questions on specific items. 5.0 STRATEGIC DIALOGUE 5.1 Integrated Health Service Plan For Information: Scott McLeod 6:45 – 7:05 p.m. (IHSP) To provide Board Members with a verbal update on the selection of facilitator. 5.2 Home & Community Care For Information: Kimberley Floyd 6:05 – 7:20 p.m. Investment To provide Board Members with an overview of the - (Attachment) strategy and plan for the $14 Million investment. 5.3 Residential Hospice For Information: Scott McLeod 7:20 – 7:35 p.m. - (Attachment) To provide Board Members with an update on a Residential Hospice in Central West LHIN. 6.0 FIDUCIARY DIALOGUE 6.1 Report of the Governance For Information: Jeff Payne 7:35 – 7:50 p.m. Committee Board Members to receive a verbal report on discussions held at the Governance Committee Meeting held on Thursday, May 10, 2018. 6.2 Report of the Quality Committee For Information: Moyra Vande Vooren 7:50 – 8:05 p.m. Board Members to receive a verbal report on discussions held at the Quality Committee Meeting held on Monday, May 14, 2018. 6.3 Report of the Finance & Audit Motion to Approve: Adrian Bita 8:05 – 8:20 p.m. Committee Board Members to receive a verbal report on - (Attachment) discussions held at the Finance & Audit Committee Meeting held on Tuesday, May 22, 2018 and the Board to approve any recommendations coming forward from that meeting 6.3.1 - 2017-18 Post Audit Report and Audited Financial Statements 7.0 IN-CAMERA SESSION As required Carmine Domanico 8:20 p.m. 8.0 Adjournment of Board Meeting Motion to Approve: Carmine Domanico 9:00 p.m. CEO to summarize action items and the Board to approve a motion to adjourn the Board of Directors’ Meeting of Wednesday, May 23, 2018. 2 2 Board of Directors Meeting - May 23, 2018 - Call to Order # Agenda Item To be Accomplished Lead Time DATE OF NEXT BOARD OF DIRECTORS’ MEETING: Wednesday, June 27, 2018 at 5:00 p.m. Central West LHIN – 199 County Court Boulevard Brampton, Ontario 3 3 Board of Directors Meeting - May 23, 2018 - Consent Agenda BOARD OF DIRECTORS’ MEETING WEDNESDAY, MAY 23, 2018 199 County Court Boulevard – ‘Brampton/Caledon Room’ Brampton, Ontario 2.0 CONSENT AGENDA _______________________________________________________________________________________ Attachments: 2.1 Minutes of the Governance Committee Meeting held Thursday, March 8, 2018 2.2 Minutes of the Quality Committee Meeting held Monday, March 12, 2018 2.3 Minutes of the Governance Committee Meeting held Friday, April 20, 2018 2.4 Minutes of the Board of Directors’ Meeting held Wednesday, April 25, 2018 2.5 Briefing Note: Rotman Leadership Program 2.6 Briefing Note: Summary of Funding Received 4 Board of Directors Meeting - May 23, 2018 - Consent Agenda MINUTES OF THE GOVERNANCE COMMITTEE MEETING THURSDAY, MARCH 8, 2018 Commencing at 5:00 P.M. 199 County Court Boulevard – Etobicoke Room Brampton, Ontario Committee Members Jeff Payne (Committee Chair, Teleconference), Carmine Domanico (Board Chair), Anita Present: Gittens (Member), Hugh O’Brodovich (Member), Angel Rebelo (Member) Teleconference: Adrian Bita (Member) LHIN Staff Present: Scott McLeod (CEO), Kim Delahunt (V.P.), Marla Krakower (V.P), Christina Veneziale (E.A) Regrets: 1.0 CALL TO ORDER Jeff Payne, Committee Chair, called the Governance Committee Meeting to order at 5:05 p.m. 1.1 Approval of Agenda Jeff Payne, asked if there were any additional agenda items to be added. No additional items were added to the agenda. MOVED by Adrian Bita and SECONDED by Anita Gittens, that the Agenda for the Central West LHIN Governance Committee Meeting of Thursday, March 8th be approved, as circulated. CARRIED 1.2 Conflict of Interest Jeff Payne reminded members of the Conflict of Interest Guidelines and asked if any members had any conflicts to declare. There were no declarations of Conflict of Interest. 2.0 CONSENT AGENDA Jeff Payne, Committee Chair, reminded members that the process is that they can ask questions and seek clarification on items within the Consent Agenda, but should further discussion be required, the item will be pulled and added to the Regular Agenda. MOVED by Angel Rebelo and SECONDED by Anita Gittens that the Consent Agenda be approved, as circulated. 5 Board of Directors Meeting - May 23, 2018 - Consent Agenda CARRIED 3.0 GOVERNANCE DISCUSSION 3.1 Standardization of Agenda & Minute Templates Committee members were informed of the actions taken to standardize all Board Committee Agenda and Minute templates. As a practice of good governance, the CEO held a meeting with the Vice President’s supporting Board Committees and their Executive Assistants to discuss the consistent format of agenda and minute templates moving forward. 3.2 Finance Committee At the last Governance Committee, the timing of the Board Committee meetings was discussed. In particular the tight timing of the Finance and Audit Committee in relation to the Board of Directors meetings. It was inquired whether there was an opportunity to change the schedule for the Finance and Audit Committee meetings. Data is required for completion of various reports tabled and reviewed at the Finance and Audit Committee (F&A) for information/approval to the Board of Directors. The LHIN is dependent on the release of many data reports by the MOHLTC and many of these reports are released at the beginning of the month, at 9 working days at the earliest. Subsequent to the release the information needs to be validated, reviewed and approved before submission to the F&A Committee package. LHIN financials try to reflect the reporting period as close to the month end as possible. It also takes 8-9 working days to complete the month end processes which support financial reporting. This timing leaves only one week for administrative review and possible updates to be ready for F&A Committee package upload. Therefore, due to the timing of release of financial reports and data from the Ministry, the F&A Committee meetings cannot be moved any earlier than currently scheduled. The recent process of uploading the F&A Committee package into the Board of Directors metrics package and only reporting on any changes coming out of the F&A Committee meetings seems to be working well so far. 3.3 Selection Process Committee members discussed implementing a more structured selection and communication process for Board member participation in LHIN, training and Health Service Provider activities and events. It was discussed that Board members are encouraged to submit their names to events they have come across themselves and wish to attend directly to Jas Rai (Board Liaison). It was asked that members respond directly to Jas, rather than “reply all” when call outs for availability in attending particular activities are sent. Jas will indicate the number of representatives required if possible and known. Jas will create a tracking list of attendees at various events and the submission of names will be reviewed by CEO and Board Chair, to determine selection. Jas will confirm with Directors who is attending. This process will be reevaluated in a few months. ____________________________________________________________ Minutes of Central West LHIN Governance Committee Meeting held Thursday, March 8, 2018 Page 2 of 5 6 Board of Directors Meeting - May 23, 2018 - Consent Agenda ACTION: Kim to follow up with Jas with recommendations and to bring forward a summary / calendar of upcoming Events (AGMs) 3.4 BY-LAW NO.2 – Section Eleven Closed Sessions Proceedings in a closed session or “in camera’ are confidential, they are attended only by the Board Members present at the Board meeting and those individuals whose presence the Board Members have agreed is required for the closed session.