BOARD OF DIRECTORS MEETING

Transcription

1 Action by Policy Formation Decision Making Monitoring Information /Education VISION STATEMENT Outstanding Care Every Person, Every Day BOARD OF DIRECTORS MEETING Date: Wednesday, October 14, 2015 Time: 5:00 pm (EST) Location: NW CCAC Boulevard Room Thunder Bay Chair: Secretary: Recording Secretary: Brad Coslett Tuija Puiras, Chief Executive Officer Betty Anne Grey Role Time Item Topic 4:30 pm Light dinner and meet and greet with NWCCAC Leadership Team 5:15 pm 1.0 Call to Order B. Coslett X 5:00 5: Approval of Agenda (including Consent Agenda) B. Coslett X 3.0 Declaration of Conflict of Interest B. Coslett X 5:05 6: Education/Generative Discussion 4.1 Accreditation Update J. Wintermans X 4.2 Minister s 10 Point Plan T. Puiras X 5 min 5.0 Approval of Previous Minutes 5.1 Board of Directors Meeting of September 16, 2015 B. Coslett M 6.:05-6:30 In Camera Session Chair M 6: Business Arising from the Minutes 6: CONSENT AGENDA (any Board member may request that an item be removed from this consent agenda and be moved to the regular agenda) 7.1 Finance Committee Report Report of the Chair 7.2 Governance Committee Report Report of the Chair

2 Action by Policy Formation Decision Making Monitoring Information /Education North West Community Care Access Centre Agenda Board of Directors meeting: October 14, 2015 Page 2 Time Item Topic 7.3 Client Services & Quality Committee Report Report of the Chair 7.4 Risk Management Committee Report of the Chair 7.5 Human Resources Committee Report of the Chair 8.0 Consent Agenda Items for Discussion 6: Provide for Excellent Management 9.1 Report of the Chief Executive Officer 7: Report of the Chair 10.1 Board Chair s Response Letter to Dr. Hoskins, Health Minister T. Puiras M B. Coslett X 10.2 OACCAC Letter from Catherine Brown to Ontario Auditor General B. Coslett X As required 11.0 New Business 7: Standing Agenda Item 12.1 Review of Annual Board Work Plan 12.2 Review Board Strategic Priorities Work Plan Chair Chair/T. Puiras X X 13.0 For Information Since the previous Board of Directors Meeting, the following items were posted to the Board Portal for information: OACCAC Update September 11, 2015 OACCAC Update September 18, 2015 Memo to the Board September 22, Auditor General Report on Community Care Access Centres Financial Operations and Service Delivery Statement by the Minister of Health on the Auditor General s Report on Community Care Access Centres Release of Auditor General Report Summary of Recommendations OACCAC Update September 25, 2015 OACCAC Update October 2, : Ensure Board Effectiveness 14.1 Evaluation of Board Meeting: September 16, 2015 B. Coslett X

3 Action by Policy Formation Decision Making Monitoring Information /Education North West Community Care Access Centre Agenda Board of Directors meeting: October 14, 2015 Page 3 Time Item Topic 14.2 Evaluation form for Board Meeting: October 14, 2015 (to be distributed at the meeting) B. Coslett X 8:00 pm 15.0 Adjournment B. Coslett M Next Meeting: Wednesday, November 11, :30 pm EST NW CCAC Boulevard Room Regrets to: Betty Anne Grey or betty-anne.grey@nw.ccac-ont.ca

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7 BOARD OF DIRECTORS MEETING MINUTES Wednesday, September 16, 2015 PRESENT: Brad Coslett, Chair Andrew Bishop Terry Bortolin Victor Chapais Paulina Chow Cindy Jarvela Sandra Leonetti Eric Long Leola Penagin Shelby Poletti Jim Restall ADMINISTRATION: Tuija Puiras, Chief Executive Officer Christy McClelland, Senior Director Corporate Services Paula Donylyk, Senior Director Community Care Chris Houle, Director, Finance Information Mgmt Betty Anne Grey, Recording Secretary REGRETS: Elaine Scott Powell (LOA) 1.0 Call to Order Description The meeting was called to order at 5:05 pm by the chair, B. Coslett. 2.0 Approval of Agenda (Including Consent Agenda) The order of the agenda was revised in order to accommodate staff presentations for Board orientation. Moved by: E. Long Seconded by: P. Chow THAT the agenda for the meeting of the Board of Directors of the North West Community Care Access Centre for Wednesday, September 16, 2015 be approved. Carried 3.0 Declaration of Conflict of Interest None declared.

8 North West Community Care Access Centre Board of Directors Meeting September 16, 2015 Page Education/Generative Discussion 4.1 Board Orientation Session T. Puiras, C. McClelland and P. Donylyk presented an organizational overview for Board orientation. Board members were allotted time for questions and discussion. 5.0 Approval of Previous Minutes 5.1 Minutes of the Board of Directors meeting of June 10, 2015 Moved by: A. Bishop Seconded by: J. Restall THAT the minutes of the meeting of the Board of Directors of the North West Community Care Access Centre of June 10, 2015 be approved. Carried 5.2 Minutes of the Board of Directors meeting of June 25, 2015 Moved by: A. Bishop Seconded by: S Poletti THAT the minutes of the meeting of the Board of Directors of the North West Community Care Access Centre of June 25, 2015 be approved. Carried In Camera Session Moved by: V. Chapais Seconded by: C. Jarvela THAT the Board move to an in-camera meeting. Carried Moved by: C. Jarvela Seconded by: V. Chapais THAT the Board of Directors move out of the In Camera meeting at 7:35 pm Carried The regular Board of Directors meeting resumed at 7:35 pm.

9 North West Community Care Access Centre Board of Directors Meeting September 16, 2015 Page Business Arising from the Minutes There were none noted. 7.0 Consent Agenda The Following items were included in the Consent Agenda: Finance Committee Report o Report of the Chair 8.0 Business Arising out of the Consent Agenda 8.1 Funding Amendments Motion NO Moved by: A. Bishop Seconded by: P. Chow THAT the Board of Directors of the North West Community Care Access Centre accepts the recommendations of the Finance Committee: that the Smooth Transitions Extension (#3) be accepted and, that the Base Funding to Support Licensing Costs for Equipment (#4) be accepted and, that the 2015/16 Personal Support Worker Stabilization Initiative (#5) be accepted and, that the Cancer Care Ontario 2015/16 Ontario Renal Network Operating Funding Agreement be accepted and, that the 2015/16 M-SAA Refresh (#6) be accepted Carried 9.0 Provide for Excellent Management 9.1 Report of the Chief Executive Officer T. Puiras gave an overview of the Report of the CEO. She highlighted the following: - The OAGO report is expected to be released September 23, A communications plan has been developed. - The NWCCAC is participating with other organizations providing children s services in the Ontario Special Needs Strategy. A presentation will be provided to the Board once a model has been approved. - N. Brown and I. Ritchie worked out at predictive model with the NWLHIN on the placement of clients from Long-Term Care to Hogarth Riverview Manor. She noted that the predictive model worked very well.

10 North West Community Care Access Centre Board of Directors Meeting September 16, 2015 Page 4 C. Houle presented the 2014/15 Q4 M-SAA report. MOTION NO Moved by: J. Restall Seconded by: V. Chapais THAT the Board of Directors of the North West Community Care Access Centre accepts the report of the Chief Executive Officer. Carried 10.0 Report of the Chair B. Coslett noted that all CCAC Board Chairs received a letter from Dr. Eric Hoskins, Health Minister, regarding transparency and accountability. The Minister has requested that each CCAC respond to the letter by outlining what their CCAC is doing to support current accountability measures. B. Coslett noted that the NWCCAC is fully in compliance. B. Coslett noted that P. Chow will attend Health Achieve North session in Thunder Bay November 2 nd and 3 rd, New Business 11.1 Policy Review Establish Strategic Direction (I-1 to I-5) and Part VI: Build Relationships (VI-1 to VI-5) The Board reviewed policies I-1 to I-5 and VI-1 to V1-5 and there were no changes required Establish 2015/16 Draft Board Annual Work Plan B. Coslett noted that Accreditation will be an occurring theme this year as the survey is scheduled for May B. Coslett noted that there are committee member vacancies on the Finance Committee, Governance Committee and the Risk Management Committee. If anyone is interested in sitting on one of these committees, please let B. Grey know Establish Priorities for the Year- Board Strategic Priorities Work Plan T. Puiras noted that the focus this year will be on client engagement, hearing the client's voice and bringing the client s story to meetings. T. Puiras noted that the Board strategic plan will need to be refreshed in the fall of 2016.

11 North West Community Care Access Centre Board of Directors Meeting September 16, 2015 Page 5 The strategic plan and the ten point plan will be the generative discussion items at the October Board meeting. T. Puiras asked that over the next month, Board members think of items for the Board strategic plan for the next year and to be prepared for discussion For Information Since the previous Board of Directors Meeting, the following items were posted to the Board Portal for information: OACCAC Update June 19, 2015 OACCAC Update June 26, 2015 OACCAC Update July 3, Globe Story is Live OACCAC Update July 10, Globe and Mail Second Article Improving the Patient Experience through the Aboriginal Lens NSM CCAC Announcement CEO Resignation OACCAC Update - July 17, Nipigon -Red Rock July 28 Gazette OACCAC Update July 24, 2015 OACCAC Update July 31, Atikokan Progress Aug OACCAC Update August 7, Toronto Central LHIN Announces Appointment of New Chief Executive Officer OACCAC Update August 14, 2015 OACCAC Update August 28, 2015 OACCAC Update September 4, Ensure Board Effectiveness 13.1 Evaluation of Board meeting: June 10, 2015 B. Coslett reviewed the evaluation of the Board meeting of June 10, More information was requested on the Minister s 10 point plan Evaluation form for Board meeting: September 16, 2015 Board members were requested to complete the evaluation form prior to leaving the meeting and to submit it to the recording secretary.

12 North West Community Care Access Centre Board of Directors Meeting September 16, 2015 Page Adjournment On a motion by A. Bishop, seconded by S. Leonetti the meeting adjourned at 8:15 pm. Next Meeting: Wednesday, October 14, :00 pm EST NW CCAC Boulevard Room, Thunder Bay Brad Coslett, Chair Tuija Puiras, Chief Executive Officer Betty Anne Grey, Recording Secretary

13 Item REPORT OF THE CHAIR OF THE FINANCE COMMITTEE TO THE BOARD OF DIRECTORS MEETING, OCTOBER 14, 2015 The Finance Committee met on September 30, The Board Portal contains the following financial statements as at August 31, 2015 Balance Sheet Consolidated Profit and Loss Consolidated Profit and Loss by Program Year to Date Summary of Variances Income Statement Monthly Prior Year Comparison Summary of Service Volumes Summary of Board Expenses All statements were reviewed and discussed by the Committee. Highlights from these statements include: August 2015/16 Month End Results August deficit of $247,918, year to date deficit of $2,417,083. (August 2014/15 surplus of $209,211) The NWLHIN has confirmed that the overcapacity funding has been received. This revenue will be recorded in the September statements. Confirmation of the overcapacity funding changes the financial results as follows: August surplus of $68,751, year to date deficit to $838,086 August purchased services deficit of $276,531 and year to date Purchased Services deficit of $2,416,742 Year to date Board expenditures of $43,460 final invoices received for the MNP risk engagement Year to date total clients served is 853 (9%) higher than last fiscal steady compared to previous months HBAM Update The NWLHIN has informed the NWCCAC that they will be exempt from HBAM in 2015/16 Losses from previous years still apply; however, no additional funding reduction will occur in 2015/16 Further details will be available within the next few months A business case for ongoing HBAM exemption is underway.

14 Item The 2012/2013 Funding Continuity Schedules related to Base Funding, One-Time Funding and One Time Funding Pending were reviewed. A letter was received from the NWLHIN regarding CAPS being due in November Planning discussions have started however, the November deadline will likely be extended for the NWCCAC The committee agreed to cost containment strategies which include increasing the use of teleconferencing and videoconferencing for out of town Board members whenever possible. Attendance at out of town conferences will be limited and will be reviewed on a case by case basis. The committee also agreed to a reduction of food costs at committee meetings. The committee agreed that it is not necessary for Board and Board committee meeting materials to be printed in colour unless it is necessary to understand the information. Board policies IV-1, IV-2, IV-3, IV-5, IV-6, IV-8 had no changes. Board policies IV-4 Asset Protection policy and IV-7 Borrowing Policy were deferred until the next scheduled Finance Committee meeting. The committee reviewed the terms of reference and no changes were required. The committee added Quarterly Review of Borrowing starting in October 2016 to their work plan. Emerging risks identified by the committee are the impact of the delay of the opening of Hogarth Riverview Manor Expansion on long-term care waitlist and service provider s capacity for personal support. There are capacity issues with the personal support work force and this is expected to continue. Respectfully submitted, Andrew Bishop, Chair Finance Committee

15 Item REPORT OF THE CHAIR OF THE GOVERNANCE COMMITTEE TO THE BOARD OF DIRECTORS MEETING OCTOBER 14, 2015 The Governance Committee met October 7, Highlights of the meeting are as follows: J. Restall was nominated as chair of the Governance Committee for a one-year term. He accepted the nomination. Board engagement will be discussed at the October Board meeting when looking at the Board strategic priority goals this year. B. Coslett noted that Board to Board engagement is being looked at with the NWCCAC, NWLHIN, SJCG and TBRHSC Board Chairs. He noted that the NWLHIN Governance to Governance sessions are an opportunity for Board engagement. Francophone recruitment was discussed. The committee suggested that francophone communities as well as Lakehead University, Confederation College and the NWLHIN could be targeted for suitable candidates. Candidates could be encouraged to apply for a Board member position. Board education information was sent to Board members during the summer and there were no expressions of interest from Board members. It was noted that due to the current financial situation, out of town education is on hold at this time. B. Coslett noted that the OACCAC is looking at the possibility of having the OHA Governance certificate course brought to the 2016 OACCAC spring conference. This would be a part of the annual OACCAC conference and would be at an additional cost. The meeting schedule was reviewed and there were no changes. P. Chow requested that she be removed from the Audit Committee. Polices V-A-1 to V-A-6 and the terms of reference were reviewed. There were no changes. The committee reviewed policy V-B-14 Conflict of Interest Guidelines and the policies attached legal opinion in detail. Policy III-8 was reviewed and the committee agreed that the annual review of this policy be designated to the Client Services and Quality Committee.

16 Item J. Restall noted that there are vacant positions on the Finance and Governance Committees. B. Coslett will approach Board members to fill these positions. B. Coslett will approach a Board member to fill the vacant Risk Management Committee chair position. J. Restall noted that he is stepping down from the Board vice-chair position. B. Coslett will discuss the position with Board members that have expressed an interest in becoming vice-chair. Nominations for the vice-chair position will be conducted at the scheduled November Board meeting. J. Wintermans lead the committee through the resource collection tool for Governance Standards working document. The resource collection tool will be updated and posted on the Board portal. The Governance committee recommended that Quality be a standing agenda item for all committee meetings. Board education for was reviewed and accreditation update was added to the January 2016 Board meeting. Respectfully submitted, Jim Restall, Chair Governance Committee

17 Item REPORT OF THE CHAIR OF THE CLIENT SERVICES & QUALITY COMMITTEE TO THE BOARD OF DIRECTORS MEETING OCTOBER 14, 2015 The Client Services and Quality Committee met on September 14, Highlights of the meeting follow: C. Jarvela was nominated as the chair of Client Services and Quality Committee. T. Puiras noted that the Governance committee will be reviewing the Board accreditation tool and will assign standards to each committee. Four NRC ecomments were pulled from the client satisfaction survey regarding Nursing. Clients were asked What is the most important thing the CCAC can do? T. Puiras read the clients comments. N. Brown provided an overview of the Improvement Targets and Initiatives as well as the Client Satisfaction Survey. P. Donylyk noted the Hogarth Riverview Manor transition is on track and the NWCCAC will finish their piece of the transition on time. Kenora Chiefs Advisory Council, Fort France Tribal Area Health Services and North West CCAC are working together to quantify the services provided to the patients on-reserve compared to those off-reserve. T. Puiras noted that K. Hughes is the operational lead on this initiative and a proposal will be submitted to the NW LHIN next week. The committee discussed bringing client and family stories to the Board and Board committees. T. Puiras and N. Brown will work on and bring back to the committee over the next six months. The committee discussed accreditation requirements. T. Puiras noted that J. Wintermans will lead each committee. The committee requested that Accreditation Update and Client and Family Experience be added as a Standing Agenda item.

18 Item The committee discussed having M. Allain, Bioethicist, walk the Board through a client scenario using the client ethical framework and the corporate ethical framework. This will be scheduled during the year. There were no changes required to III-2, III-4, III-5 and III-6. Policy III-1, policy III-7 and Terms of Reference revisions will be brought back to the Client Services and Quality committee for final review and recommendations to the Board. Respectfully submitted, Cindy Jarvela, Chair Client Services and Quality Committee

19 Item REPORT OF THE CHAIR OF THE RISK MANAGEMENT COMMITTEE TO THE BOARD OF DIRECTORS MEETING OCTOBER 14, 2015 The Risk Management and Audit Committee met on September 28, Highlights of the meeting follow: The selection of committee chair was deferred to the next scheduled meeting. Procurement for a consultant to provide further coaching and support for the Board and Risk Committee has been deferred due to the current financial situation. C. McClelland agreed to provide orientation to the Risk Committee at a Special Meeting in January The committee reviewed the flow diagram. The diagram gives the committee a sense of where pieces of risk management sit and how the information flows to the Board of Directors. The committee reviewed policy III-3 and III-8 and there were no revisions at this time. There was a discussion regarding where policy III-8 Privacy and Security of Information should be assigned. Committee terms of reference could be reviewed to determine a better committee to place the annual review of the policy with. Policy III-8 will be brought to the next Governance Committee meeting for further discussion. There were no revisions to the Terms of Reference. C. McClelland provided a detailed overview of the risk dashboard and narrative. She noted that the funding risk was added to the dashboard for Quarter 2. T. Puiras noted that the leading emerging risk is the service provider s capacity for personal support. There are capacity issues with regards to the personal support work force. Respectfully submitted, Andrew Bishop, Acting Chair Risk Management & Audit Committee

20 Item REPORT OF THE CHAIR OF THE HUMAN RESOURCES COMMITTEE TO THE BOARD OF DIRECTORS MEETING OCTOBER 14, 2015 The Human Resources Committee met September 18, Highlights of the meeting are as follows: C. Burns and B. Coslett provided an overview of the Mercer framework. In 2014 the NWCCAC joined with the other CCACs to adopt the Mercer framework. C. Burns noted that the Auditor General and Mercer were pleased with the CEO performance appraisal framework. B. Coslett noted that he had received a letter from Dr. Hoskins, Minister, MOHLTC. A response letter will be sent stating we are in compliance. B. Coslett noted that the OAGO report is expected to be released September 23, The committee reviewed the CEO 2015/16 CEO Operational Goals. The CEO stretch goals are in development and will be brought back to the committee for review and recommendation. T. Puiras provided a memo to B. Coslett, Board Chair outlining the CEO succession plan for The committee reviewed policies II-1 to II-10 and the terms of reference and determined that some revisions are required. The draft policies and terms of reference will be brought back to the committee for review and recommendations at the next scheduled committee meeting. The committee added Overall Human Resources trends where we are as an employer to their work plan for March Respectfully submitted, Brad Coslett, Chair Human Resources Committee

21 Item 9.1 REPORT OF THE CHIEF EXECUTIVE OFFICER October 14, 2015 This report covers the period of September 17, 2015 to October 14, 2015 The following items are provided for the information of the Board. These are not for decision or monitoring, but simply to keep you informed. Non-compliance or anticipated non-compliance with any policy N/A Anticipated media coverage The report of the OAGO was released on September 23, There has been extensive media coverage especially in the Toronto and other Southern Ontario newspapers. The coverage has been limited in the North West. The North West CCAC has not been approached for any interviews or comments nor has specifically been mentioned in any of the coverage. As the transition of residents from Dawson Court and Grandview Lodge to Hogarth Riverview Manor continues, North West CCAC is starting to experience Health Human Resource issues as it relates to Personal Support Service capacity. We are working with the Providers to mitigate the challenges and with the hospital partners and the NW LHIN on key strategies and messages in case the situation continues and possibly escalates. It may be necessary to provide the public with proactive messaging related to expectations about PSS availability. Changes in executive personnel N/A Actual or pending lawsuits N/A Publicly visible or otherwise material internal changes A letter was received from Interim ADM Kathryn McCullock on amendments to Regulation 386/99 under the Home and Community Services Act, This is an amendment to increase the home care nursing services maximum, effective on October 1, There is

22 Report of the Chief Executive Officer October 14, 2015 Page 2 an expectation that a funding allocation will follow the amendment. Details are yet to be worked out. (Attachment 1) Publicly visible or otherwise material external changes The CCACs have been invited to attend a Primary care and CCAC Integration Workshop on October 26, 2015 in Toronto. This day-long session has been jointly organized by the OACCAC and the Primary Care Physician LHIN Leads. CEOs have been invited to attend a part of the day via video conference if not able to attend in person. Reports: Year End and Annual Program reports Attachments: A letter from Interim ADM Kathryn McCullock to LHIN and CCAC CEOs. Respectfully submitted, Tuija Puiras Chief Executive Officer

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