Meeting Attendance: Item Purpose Item Lead Time. Open Meeting. 1. Call to Order 5:30

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1 Agenda Item 2.0 Meeting Attendance: Board of Directors Meeting Agenda Markland Wood Golf Club, 245 Markland Drive, Etobicoke December 4, 2013 Regular Meeting 5:30-5:40 PM In-Camera 5:40-6:00 PM Regular Meeting 6:00-7:30 PM Holiday Dinner 7:30 PM Board of Rob Stansfield (Chair) Kareen Hall Clarke (Secretary) Directors: Roshan Sapra (Vice-Chair) Kelly Bottone Astrid Lakats (Treasurer) Jane McCarthy Dieter Pagani David Yundt Don Taylor Management: Caroline Brereton Jutta Schafler Argao Jim Wright Nancy Gale Richelle Komes (recording secretary) Guest(s): Regrets: MH LHIN Board & Staff Item Purpose Item Lead Time Open Meeting 1. Call to Order 5:30 2. Meeting Agenda 2.1. Consent Agenda Financial & Operating Statements for the Period ending Oct. 31, Statutory Report Prior meeting evaluation CEO Report Approval Chair 5:35 3. Declaration of Conflicts of Interest Information Chair 4. Meeting Minutes Approval Chair 5. Move to In-Camera meeting Approval Chair 5:39 In Camera (including CEO) 6. Agenda Items 6.1. Semi annual CEO Performance Plan 6.2. YTD Organizational Performance 7. Adjourn In-Camera Meeting/Move to Regular Meeting Information Information Approval CEO ARC Chair 5:40 Chair 6:00

2 Open Meeting 8. Chair s Report 8.1. Welcome MH LHIN Board and Staff 8.2. Health Comes Home Parts Dec. 2-3 OACCAC Board Meeting Information Chair 6:00 9. Client Services and Quality Committee 9.1. Committee Report 2013/14 Q2 Balanced Scorecard: Quality of Patient Services Risk Map Progress Report Information/ Approval Committee Chair 6: Governance Committee Committee Report Board Evaluation Tool Risk Map Progress Report Nominating Working Group - Update 11. Audit & Resource Committee Financial Performance 2013/14 Q2 Balanced Scorecard People Plan Risk Map Progress Report Information/ Approval 12. Generative Discussion Joint Assessment Update Public Polling Share Care Council Information Committee Chair 6:25 Information/ Approval ARC Chair 6:35 MH LHIN/ CCAC CEOs MH CCAC CEO, Director/ Comm. & Stakeholder Mgmt 6: Meeting Evaluation Information Board Members 7: Adjourn Meeting Approval Board Chair 7:30 Holiday Dinner 7:30 PM 9:00 PM

3 Agenda Item 4.0 BOARD OF DIRECTORS Meeting Minutes 5:45 PM- 7:30 PM December 4, 2013 Meeting Attendance: Board of Directors: Management: Guest(s): Regrets: Rob Stansfield (Chair) Kareen Hall Clarke (Secretary) Astrid Lakats (Treasurer) Jane McCarthy Kelly Bottone Roshan Sapra (Vice-Chair) Don Taylor David Yundt Dieter Pagani Caroline Brereton Nancy Gale Jutta Schafler Argao Richelle Komes (recording secretary) Jim Wright Members of the MH LHIN Board of Directors and Senior Mgmt David Fry 1.0 Call to Order The Chair, acknowledged quorum and called the meeting to order at 5:35 PM. 1.1 Introductions/Quorum The Chair welcomed the participants to the meeting. 2.0 Approvals 2.1 Changes/Additions to Agenda The following items were added to the agenda: 6.2 Red Cross Care Partners 6.3 Adverse Events 8.2 Accreditation Agenda for Current Meeting Motion: BE IT RESOLVED that the Agenda for the meeting of the Board of Directors of the Corporation be approved as amended. Moved by A. Lakats 3.0 Declaration of Any Conflicts of Interest

4 There were no conflicts identified by the membership. 4.0 Minutes of Previous Meeting Motion: BE IT RESOLVED that the Minutes of the meeting of the Board of Directors of the Corporation be approved as presented. 5.0 In Camera Motion: BE IT RESOLVED that the meeting of the Board of Directors of the Corporation move to in-camera. Moved by A. Lakats 6.0 In-Camera The Board of Directors reviewed with the CEO her Semiannual Performance Plan. The CEO provided an update on the Year to Date Organizational Performance. There was a discussion re: Red Cross Care Partners. The CEO advised the Board of a recent adverse event. 7.0 Adjourn In-Camera/Move to Regular Meeting Motion: BE IT RESOLVED that there being no further business to come forward before in-camera meeting of the Board of Directors of the Corporation, the in-camera meeting be adjourned and the regular meeting resume. Moved by A. Lakats 8.0 Chair s Report 2

5 Welcome to MH LHIN The Chair welcomed members of the LHIN Board and Staff to the meeting. Accreditation The Chair provided a summary of the observations shared by the surveyors from the Accreditation debrief held on November 18 th ; the surveyors described the MH CCAC Board as one of the most engaged and informed boards that the surveyors had ever encountered. The organization met 100% of the required operating procedures, something neither of the surveyors had seen in either of their careers. The Board commended the CEO, Senior Management and staff for their work in preparing for Accreditation Healthcare Comes Home Parts 2, 3, and 4 of the 4-part series were included in the package. It was suggested that these papers be included in the orientation package for new Board members. OACCAC Board Meeting The OACCAC Board of Directors met over 2 days Dec. 2 nd and 3 rd ; the Finance Minister attended a portion of the meeting. Highlights of the discussion included: No multi-year funding available to the CCACs, however, the CCACs were reassured that there would be no reduced funding going forward. Acknowledgement that having to balance to zero at year end while receiving funding letters so late in the year created dysfunction in the system. OACCAC and the CCACs were encouraged to reach out and work collaboratively and proactively with other associations. 9.0 Client Services & Quality Committee 9.1 Client Services & Quality Committee (CSQC) Report With the departure of M. Saxe Braithwaite, the CSQC appointed Jane McCarthy as the new Chair of the committee. The CSQC Vice Chair invited questions re: the CSQC Report. Motion: BE IT RESOLVED that the Board of Directors of the Corporation approve the recommendation that there be no change in the Balanced Scorecard Indicators for Quality Community Care and Client and Family Focus for the current fiscal year. 3

6 The Committee also reviewed the Enterprise Risk Management Report Governance Committee 10.1 Governance Committee Report The Chair provided an update to the Board re: the recent Governance Committee Report. The Nominating Task Group met and reviewed the applicant resumes and shortlisted to six candidates from thirteen. Members interested in participating in the interviews were asked to confirm their interest with the Liaison. A call to review the competency matrix will be scheduled in December. Interviews will likely take place in January and new board members may not be on-boarded until mid-february early-march. The Committee also reviewed the Enterprise Risk Management Report. Potential interview panel J. McCarthy, D. Pagani, K. Hall- Clarke, K. Bottone, A. Lakats, R. Stansfield, R. Sapra, D. Yundt. Liaison to confirm if mid-year special meeting is required to approve nomination slate. For future discussion adjusting max number of terms per member Governance Committee 11.1 Audit & Resource Committee (ARC) Report The Treasurer reported that the organization is currently on budget. November saw an increase in volumes and management continues to address the pressures with funds generated from efficiencies. Management noted that while they manage the pressures internally, they continue to flag the issues with the LHIN staff for planning around next year s budget. The ARC Chair provided an update to the Board re: the recent meeting. A demonstration of the RAM tool was provided to the Committee; the tool will assist care coordinators manage the cost of their patients. Staff identified three drivers of cost complexity of care, length of stay and number of patients. The tool will also assist in providing a better understanding of the patient profile through a deeper analysis from a patient care process vs. a cost process. The Committee recommended that a demonstration of the tool be provided to the Joint Collaboration Committee 4

7 at the next meeting. Motion: BE IT RESOLVED that the Board of Directors of the Corporation endorse the signing of the MSAA Semi Annual Compliance Certificate by the Chair. Motion: BE IT RESOLVED that the Board of Directors of the Corporation approve the recommendations to the Balanced Scorecard Indicators for Operational Stewardship as presented. Motion: BE IT RESOLVED that the Board of Directors of the Corporation endorse the 2014 People Plan as presented. Motion: BE IT RESOLVED that the Enterprise Risk Management Report has been reviewed and endorsed by the three Board Committees, the Board of Directors of the Corporation approve the report as presented Generative Discussion 12.1 Joint Assessment Update The Chair provided an update on MH CCAC s progress on the recommendations that arose from the Joint Assessment Report. The update on RAM was provided with the ARC report. The Community Capacity Plan Project is currently underway with the Steering Committee expected to meet 5

8 in early December. Work on the change order process continues; at the joint meeting of staff, it was agreed that there will be decisions made at the board level; the draft process will be circulated to the teams for review. In regards to the recommendations for the MH CCAC: Dialogues with the LHIN have been positive, the staff meet quarterly to focus on strategic perspective Staff reported that the joint management day was valuable There has been a good level of dialogue about any changes to the budget/plan - transparency and communication have been phenomenal Recommendation re: submission about the CAPS - greater clarity about the pressures that CCAC face, the CCAC has been asked to submit the realistic assessment to encourage a conversation with the LHIN about how to get to a balanced YE Public Polling The Director, Strategic Communications and Stakeholder Management provided the group with a presentation on the results of the Public Polling survey. Share Care Council The Director, Strategic Communications and Stakeholder Management provided the group with a presentation on Share Care Council. MH LHIN The CEO of the MH LHIN thanked the Board and Staff for the invitation to the meeting. He provided an update to the group re: the LHSIA review. He commended the Management on their efforts to work collaboratively with the community and encouraged them to continue in these efforts Meeting Evaluation 13.1 Committee Evaluation The Chair requested that all members complete the meeting evaluation for December 4, Adjourn Regular Board meeting 11.1 Adjournment 6

9 MOTION: BE IT RESOLVED that there being no further business to come before the meeting, the meeting be adjourned at 7:30 PM. Moved by D. Pagani Chair, Board of Directors Date Secretary, Board of Directors Date 7