BOARD OF DIRECTORS MEETING MEETING #105

Transcription

1 NORTH EAST COMMUNITY CARE ACCESS CENTRE BOARD OF DIRECTORS MEETING MEETING # CALL TO ORDER Date: Friday, June 20, 2014 Time: 9:00 a.m. Location: Jackie De Luca Boardroom, Sudbury Office Ron Farrell chaired the meeting and Patty Tecter acted as secretary of the meeting. DIRECTORS PRESENT: Cathy Modesto Connie Vander Wall Patrick McAuley Osmo Ramakko STAFF PRESENT: Richard Joly, Chief Executive Officer Sandi Campbell, Senior Director, Strategic Engagement Ann Matte, Senior Director, Quality and Information Services Lloy Schindeler, Senior Director, Clinical Services Frankie Vitone, Senior Director, Care Coordination Cathy Bailey, Chief Financial Officer Peter Taylor, Director, Business Solutions (for a portion) Cindy Cacciotti, Director, Human Resources (for a portion) Tina McDonald, Manager, Talent Development (for a portion) Colette Marier, Executive Assistant 2. DECLARATION OF CONFLICTS OF INTEREST There were no declarations of conflict of interest. ELECTION OF OFFICERS chaired this portion of the meeting. The Governance Committee brought forth a slate of nominees for the Officer positions for the Board year. The Governance Committee recommended Ron Farrell be appointed as Board Chair. There were no further nominations.

2 Page 2 of 10 BE IT RESOLVED THAT Ron Farrell be appointed as Chair of the Board for a term of one year. CARRIED (14-73) The Governance Committee recommended Osmo Ramakko be appointed as Board Vice-Chair. There were no further nominations. BE IT RESOLVED THAT Osmo Ramakko be appointed as Vice-Chair of the Board for a term of one year. CARRIED (14-74) The Governance Committee recommended Pat McAuley be appointed as Board Treasurer. There were no further nominations. BE IT RESOLVED THAT Pat McAuley be appointed as Treasurer of the Board for a term of one year. CARRIED (14-75) The Governance Committee recommended be appointed as Board Secretary. There were no further nominations. BE IT RESOLVED THAT be appointed as Secretary of the Board for a term of one year. CARRIED (14-76) Ron Farrell resumed the position of Chair at this point in the meeting. 3. APPROVAL OF AGENDA One item was added to the agenda under Ensure Board Effectiveness: Item 9.4, Board member computers Update. BE IT RESOLVED THAT the agenda for Meeting #107 be adopted as amended. CARRIED (14-77)

3 Page 3 of IN CAMERA BUSINESS Cathy Modesto BE IT RESOLVED THAT the Board of Directors move in camera. CARRIED (14-78) BE IT RESOLVED THAT the Board come out of camera and report on its camera activities. CARRIED (14-79) Rise and Report: Personnel matters, property and security matters, litigation and risk management were discussed in camera. There were four resolutions arising from the in camera session: BE IT RESOLVED THAT all items on the consent agenda for the in camera portion of the meeting of June 20, 2014 be accepted and approved. CARRIED (14-81) BE IT RESOLVED THAT the Board approves the CEO Performance Evaluation. CARRIED (14-82) with two opposed and one abstention and Osmo Ramakko requested their opposition be recorded. BE IT RESOLVED THAT the Board approves performance based compensation for fiscal payable to the Chief Executive Officer in accordance with the recommendation of the CEO Performance Evaluation Committee as described in this briefing note. CARRIED (14-83) with four opposed and two abstentions

4 Page 4 of 10, Pat McAuley, Cathy Modesto and Osmo Ramakko requested their opposition be recorded. Osmo Ramakko BE IT RESOLVED THAT the Board of Directors approve the retention of the current Timmins Branch Office at 330 Second Avenue, Suite 101, and that management enter into negotiations for a new five year lease term. CARRIED (14-84) 5. BOARD EDUCATION There was no Board education scheduled for this month. 6. CONSENT AGENDA BE IT RESOLVED THAT all items on the consent agenda for the meeting of June 20, 2014 be accepted and approved. CARRIED (14-85) 7. APPROVAL OF MINUTES OF PREVIOUS MEETINGS The minutes were approved with the consent agenda. 8. ESTABLISH STRATEGIC DIRECTION There was no business raised. 9. ENSURE BOARD EFFECTIVENESS 9.1 Report from the Chair The report was included with the agenda package. Ron updated the Board about the OACCAC s Annual General Meeting. NE CCAC s amendment to the resolution related to terms on the OACCAC Board was accepted and approved by the membership. The OACCAC is currently undergoing a governance review, which will consider the structure of the Association s Board. There will be a turnover of two positions on the OACCAC Board this year. Board members briefly described their impressions of this year s annual conference, held earlier this month.

5 Page 5 of Committee membership A briefing note was included with the agenda package. After surveying Board members, the Governance Committee has made a recommendation for committee membership and committee Chair positions for the upcoming Board year. BE IT RESOLVED THAT membership on the Audit Committee for the period June 2014 to June 2015 consist of Pat McAuley (non-voting), Margo McMillan, Cathy Modesto, Osmo Ramakko and. CARRIED (14-86) BE IT RESOLVED THAT Cathy Modesto be appointed as Chair of the Audit Committee. CARRIED (14-87) Pat McAuley BE IT RESOLVED THAT membership on the Client Services and Quality Committee for the period June 2014 to June 2015 consist of Jeanne Jonusaitis,,,, and. CARRIED (14-88) BE IT RESOLVED THAT be appointed as Chair of the Client Services and Quality Committee. CARRIED (14-89) BE IT RESOLVED THAT membership on the Finance Committee for the period June 2014 to June 2015 consist of, Pat McAuley, Cathy Modesto, Osmo Ramakko, Connie Vander Wall, and. CARRIED (14-90)

6 Page 6 of 10 BE IT RESOLVED THAT Pat McAuley be appointed as Chair of the Finance Committee. CARRIED (14-91) BE IT RESOLVED THAT membership on the French Language Services Committee for the period June 2014 to June 2015 consist of, Cathy Modesto, and Osmo Ramakko. CARRIED (14-92) BE IT RESOLVED THAT Cathy Modesto be appointed as Chair of the French Language Services Committee. CARRIED (14-93) BE IT RESOLVED THAT membership on the Governance Committee for the period June 2014 to June 2015 consist of, Margo McMillan,,, and. CARRIED (14-94) Cathy Modesto BE IT RESOLVED THAT be appointed as Chair of the Governance Committee. CARRIED (14-95) 9.3 Location of August Board meeting A briefing note was included with the agenda package. The Board had previously decided the August meeting would be held by videoconference. In light of a workshop for Board members now scheduled for August 6, 2014, the Board was asked to consider holding a face-to-face meeting in Sudbury.

7 Page 7 of 10 BE IT RESOLVED THAT the August 2014 meeting be a face-to-face meeting in Sudbury. CARRIED (14-96) 9.4 Board member computers Update In follow-up to discussions at the last meeting, Peter Taylor advised the Board that encrypted documents will resolve the security issue raised. Therefore, Board members will be able to use either an NE CCAC device, or their own device. Board members will be contacted to determine if they will require an NE CCAC computer. 10. PROVIDE FOR EXCELLENT MANAGEMENT 10.1 Report from the CEO The report was included with the agenda package. Richard Joly reviewed highlights and he and other staff responded to questions. The reduction in the waiting lists for Occupational Therapy and Physiotherapy is due to a number of factors. Front-line staff were asked to develop strategies that could work in their areas. In the case of Physiotherapy, the funding from the province s PT Reform allowed waiting lists to be addressed. It was noted that some First Nations communities receive funding for home care services, based on treaty agreements. Each community decides how they will provide these services, so there is not necessarily consistency among the communities. Four Aboriginal Health Access Centres have expressed interest in working with NE CCAC and preliminary talks are underway. NE CCAC is working closely with the NELHIN on these initiatives, and it is likely the NELHIN would support any business cases submitted to them in this regard. Ron, Richard, Frankie Vitone and Lloy Schindeler recently met with leaders of North Bay Regional Health Centre in the context of the relationship agreement between our two organizations. NBRHC has had success in reducing their ALC numbers. The international research project is progressing. Results will likely be shared next year, and NE CCAC plans to profile the project at partner conferences, etc CEO Succession Plan The CEO Succession Plan was brought for its annual review. BE IT RESOLVED THAT the Board approves the local governance policy entitled NE CCAC Chief Executive Officer Succession Plan (local) as amended. CARRIED (14-97)

8 Page 8 of Integrated Human Resources and Talent Development Plan The new Integrated Human Resources and Talent Development Plan was reviewed by Cindy Cacciotti and Tina McDonald. Cindy and Tina responded to questions from the Board. The Plan focuses on health professionals, as these disciplines present the most challenges in recruiting. In response to a question, it was clarified that the competitive market rate was recommended by a third party following a market review. If that rate is set too low, NE CCAC would have challenges attracting talented employees. NE CCAC has taken measures in the past few years to shift its culture and raise the level of employee engagement. These initiatives include the Every Voice Counts philosophy and the establishment of the Culture Change Advisory Council. BE IT RESOLVED THAT the Board of Directors approve the Integrated Human Resources and Talent Management Plan. CARRIED (14-98) 11. ENSURE FINANCIAL VIABILITY 11.1 Financial and Statistical Report for the period ending March 31, 2014 The report was included with the agenda package. In response to a question, it was noted that costs for the Algoma Anchor Agency were completely funded by the NELHIN. NE CCAC was the flow-through agency for this NELHIN initiative Account Reconciliation Report The report, recommended for approval by the Audit Committee, was included with the agenda package. Funds being returned to the NELHIN are related to the Algoma Anchor Agency, and some funding specifically targeted to certain initiatives that NE CCAC was unable to spend during the fiscal year. Connie Vander Wall Pat McAuley BE IT RESOLVED THAT the Board approve the Account Reconciliation Report. CARRIED (14-99)

9 Page 9 of ENSURE PROGRAM QUALITY AND EFFECTIVENESS 12.1 Quarterly Quality Risk and Client Safety Report The report was included with the agenda package. Ann Matte reviewed areas for attention outlined in a briefing note Balanced Scorecard Results Fourth Quarter A briefing note and the Balanced Scorecard were included with the agenda package. It was noted that one indicator, for wait times from referral to first assessment for hospital patients, shows as red. However, this often means that NE CCAC and its partners are being proactive in ensuring a referral is done as soon as possible, well before the patient is ready to be discharged from the hospital. This indicator is being reviewed provincially Accreditation Outcomes and Next Steps A briefing note was included with the agenda package. The final report from Accreditation Canada will be posted on the Board portal Revisions to the Quality Improvement Plan A briefing note was included with the agenda package. The MOHLTC has now validated the data for measures and performance targets for the five-day wait time indicator. BE IT RESOLVED THAT the Board of Directors approves the revised Quality Improvement Plan. CARRIED (14-100) 13. BUILD RELATIONSHIPS 13.1 Ontario Association of Community Care Access Centre OACCAC Board Information was included with the Chair s Report. OACCAC Finance and Audit Committee Osmo Ramakko s report from the May 29, 2014 meeting was included with the agenda package. The OACCAC has revised the procurement report to make it more comprehensive. Their report will be used as a resource as NE CCAC develops its new Board report on procurement. With respect to OACCAC s Enterprise Risk Management reporting, it was noted that high impact/low likelihood events are not necessary reported. However, it was noted that it is important Boards are informed of all potentially high impact matters.

10 Page 10 of NELHIN Collaborative Capacity Analysis It is expected the report will be ready by the end of June. It may be necessary to call a special Board meeting in the weeks following to follow up on next steps Nipissing Health Link Proposal A briefing note was included with the agenda package. A Board member noted that NE CCAC is a unique player in Northeastern Ontario Health Link initiatives, in that we have to support all Health Links throughout the region. BE IT RESOLVED THAT the Board of the North East Community Care Access Centre directs the CEO to sign the agreement with the NELHIN, confirming the NE CCAC s agreement to participate in the Nipissing Health Link proposal. CARRIED (14-100) 14. ITEMS FOR INFORMATION 14.1 Our Story document A copy of the document, which is provided to partners and others to help facilitate their understanding of the NE CCAC, was provided to the Board as an information item. The Board commended Richard and Robert Barnett and his team for the production of this document. 15. ADJOURNMENT BE IT RESOLVED THAT Meeting #107 be adjourned. CARRIED (14-101) The meeting was adjourned at approximately 1:05 p.m.