Open Board of Directors Meeting

Size: px

Start display at page:

Download "Open Board of Directors Meeting"

Annis Porter
5 years ago
Views:

PROVINCIAL HEALTH SERVICES AUTHORITY AND BC Cancer Agency Branch BC Centre for Disease Control and Prevention Society Branch BC Mental Health Society Branch BC Transplant Society Branch Children s &

1 PROVINCIAL HEALTH SERVICES AUTHORITY AND BC Cancer Agency Branch BC Centre for Disease Control and Prevention Society Branch BC Mental Health Society Branch BC Transplant Society Branch Children s & Women s Health Centre of British Columbia Branch Open Board of Directors Meeting Thursday, April 21, 2016 *10:30 am to 12:00 noon *meeting may start earlier see note at bottom of agenda BCIT Downtown Campus 8th Floor Seymour Street, Vancouver, BC CALL TO ORDER Open Agenda W. Powell APPROVAL OF AGENDA Approval W. Powell 1.0 APPROVAL OF THE MINUTES - February 18, 2016 (attached) Approval W. Powell 2.0 APPOINTMENT OF BOARD SECRETARY (attached) Approval W. Powell 3.0 PHSA PRESENTATION: 3.1 Observations on the Patient Experience A Patients Story GUEST: Elizabeth Edwards 3.2 Baby Friendly Initiatives at BC Women s Hospital Information Information A. Krystal J. Christilaw/ F.Jones/ M. Seppelt 4.0 BOARD COMMITTEE REPORTS: 4.1 Quality & Access Committee A. Ritchie 4.2 Governance & Human Resources L. McGrath 4.3 Finance Committee T. Manning 4.4 Audit Committee P. Rafferty 4.5 Research Committee G. Peary 5.0 NEW BUSINESS None 6.0 CORRESPONDENCE 6.1 Media Clippings available upon request 7.0 NEXT MEETING: June 29, 2016 in Vancouver Information W. Powell 8.0 ADJOURNMENT * This meeting will start earlier if the BCEHS Open Meeting (starting at 9:00am) concludes prior to 10:30 am.

2 Item 1.0 Board of Directors Meeting PROVINCIAL HEALTH SERVICES AUTHORITY AND BC Cancer Agency Branch BC Centre for Disease Control and Prevention Society Branch BC Mental Health Society Branch BC Transplant Society Branch Children s & Women s Health Centre of British Columbia Branch Minutes of Meeting February 18, :30 a.m. BCIT Downtown Campus 555 Seymour Street Vancouver, BC Present: Wynne Powell, Chair Don Brooks Robert Kiesman Clarence Louie Tim Manning Lorraine McGrath John O Fee George Peary Pauline Rafferty Alan Ritchie Sharon Stromdahl David Turchen In Attendance: Carl Roy Leslie Arnold Jan Christilaw Tom Chan Dave Cunningham Carla Gregor Collen Hart Malcolm Moore Linda Lupini Sandra MacKay Guests: Hilary Horlock, Patient David Evans, Medical Director, Trauma Services Catherine Jones, Executive Director, Trauma Service No public requests to address the Board were submitted or presented. CALL TO ORDER Mr. Powell called the meeting to order at 10:15 am. AGENDA The agenda was approved as circulated. 1.0 APPROVAL OF THE MINUTES 1.1 December 3, 2015 IT WAS MOVED AND SECONDED, that the minutes of the Board meeting held December 3rd, 2015 be approved as circulated. 2.0 PHSA PRESENTATIONS 2.1 Observations on the Patient Experience Hilary Horlock Ms. Horlock outlined the complexities in navigating the BC Cancer Agency and applauded the excellent care received by the clinicians and nurses. Personalizing and simplifying the process was discussed. The Board thanked Ms. Horlock for 1 of 4

3 Provincial Health Services Authority Board of Directors Meeting February 18, 2016 Item 1.0 sharing her experience. 2.2 BC Trauma Services Dr. David Evans, Medical Director, Trauma Services & Catherine Jones, Executive Director were welcomed to the meeting to present on BC Trauma Services. The value to a planned approach (organized trauma system) to trauma was discussed. The trauma system was reviewed as follows: right patient, right place at the right time, involving all stakeholders. Discussion occurred around the need for a formalized governance structure noting that BC Trauma Services has a dotted line reporting relationship with BCEHS and the Provincial Acute Centres. Reviewing trauma from a systems perspective and difficulties in data sets being measured by mortality rather than good patient outcome were discussed. 3.0 BOARD COMMITTEE REPORTS: 3.1 Quality & Access Committee Allan Ritchie, Chair, provided the following four items for information: Quality & Safety Board Goals With respect to the Board s goal Engaging Patients in Quality & Safety, more sites are utilizing the Patient Safety Learning System s Patients View, which is a mobile web based tool that offers patients and family a method of identifying safety concerns. This tool is currently used by BCCH. BC Cancer Agency and BC Women s are considering implementing the system and BC Mental Health & Substance Use Services are investigating use of a paper-based system. Hand Hygiene Audit Results The hand hygiene campaign continues and was noted to be very successful throughout PHSA. improve Top Developments Three initiatives have been now been completed: BC Women s patient flow; BCEHS rapid process improvement on acute care air transfer; and BCCA value stream associated with radiation treatment booking. BCCA Emotional Support Initiative Results of the Provincial Outpatient Cancer Care Patient Experience Survey revealed excellent feedback in most areas. Areas of improvement focused on emotional support noting these statistics are comparable to those across the country. Recommendations from patients were in areas that are in existence today being Cancer Check Canada, Cancer Connection telephone based program, and support groups and information on how to access these groups. 3.2 Governance & Human Resources Committee Ms. McGrath provided the following report: At its meeting yesterday, the Committee carried out its annual review of Board Governance Guidelines and Policies. Four policies were reviewed: Fostering a Culture of Respect (under 3.1.1) The major change to this policy was the removal of the appendices, with the salient points being embedded in the policy itself. Language around bullying was added. 2 of 4

4 Provincial Health Services Authority Board of Directors Meeting February 18, 2016 Item 1.0 One key area revised was the language around options for reporting. This was changed as the language was confusing, leading people to lean toward extensive external investigations where they may not be required. Committee members made one recommendation for change, which was the addition of the word ideally. This was in the context of the time frame employees had to report an incident and now reads ideally within six months of an incident. IT WAS MOVED AND SECONDED that the Board of Directors approves the Fostering a Culture of Respect policy, as amended. All in favour. Standards of Conduct (under 3.1.2) Changes in this policy were noted to be in two areas. Language around employees accepting stipends while speaking on behalf of PHSA, on PHSA time, has been tightened. In addition, a section was added around access. Committee members suggested that it would be beneficial to cross reference this policy with our usage policy. Management will make this amendment. IT WAS MOVED AND SECONDED that the Board of Directors approves the Standards of Conduct policy, as amended. All in favour. Theft, Fraud, Corruption & Non-Compliant activities (under 3.1.3) There were no revisions recommended to this policy. IT WAS MOVED AND SECONDED that the Board of Directors approves the Theft, Fraud, Corruption & Non-Compliant activities policy. All in favour. President & CEO Evaluation Policy (under 3.1.4) There were no revisions recommended to this policy. IT WAS MOVED AND SECONDED that the Board of Directors approves the revisions to the President & CEO Evaluation Policy. All in favour. Management created a checklist to assist the Board in using the Ethics framework. This document was created in order to be in compliance with Accreditation Canada as well as providing evidence of robust decision making. Management requested that the Board use the checklist at the next meeting and advise of any changes that may be beneficial. The Committee recommended that the Board approve of the use of this checklist. MOVED AND SECONDED that the PHSA Board approves the use of the Ethics Framework checklist. All in favour. 3.3 Finance Committee Mr. Manning provided the following one item for information and one item for approval: Under item Management provided the Committee with a Financial Summary for the 10 periods ended December 31, PHSA continues to forecast a balanced 3 of 4

5 Provincial Health Services Authority Board of Directors Meeting February 18, 2016 Item 1.0 budget through the end of the fiscal year, and to achieve a capital spend of 100% of the target by year-end. Under Item It was noted that at their October 2015 meeting, the PHSA Board of Directors approved 2015/16 Capital funds of $44.6M. The PHSA has since received $104.5M of additional targeted capital funding. IT WAS MOVED AND SECONDED that the Board of Directors approves the updated 2015/16 Capital Fund of $149.1M. All in favour. 3.4 Audit Committee Ms. Rafferty provided the following item for information and one for approval. For information, Price Waterhouse Coopers (PWC) provided an interim audit update regarding the 2016 year end audit interim visit as well as an update on the internal control observations and recommendations from the 2015 audit. PWC did not identify any new control recommendations as a result of their work performed to date for the March 31, 2016 financial statement audit. For approval, the Audit Committee Terms of Reference requires the Internal Audit Charter be reviewed at least every three years, with the last review and approval occurring in October Internal Audit performed a recent Charter review and determined that the 2013 Charter required updates to reflect both mandatory and recommended guidance issued by the Institute of Internal Auditors. IT WAS MOVED AND SECONDED that the Board of Directors approves the revised Internal Audit Charter for the PHSA. All in favour. 3.5 Research Committee Mr. Peary provided the following item for information: Research Conflict of Interest The Committee received its fifth annual Research Conflict of Interest report and the results of the annual audit it completes. To the Committee s knowledge, PHSA is the only BC health authority that has a policy and declaration process aimed at managing potential conflicts in the research area. PHSA continues to achieve a strong declaration compliance rate of 98% which compares very favourably with comparable processes at universities. The Committee is pleased with PHSA s progress and appreciates the support and engagement of its research community in building the desired culture. 4.0 NEW BUSINESS None. 5.0 CORRESPONDENCE Correspondence was referenced for information. 6.0 NEXT MEETING April 21, 2016 in Vancouver. 7.0 ADJOURNMENT The meeting adjourned at 11:37 am. 4 of 4

6 Item 2.0 BOARD OF DIRECTORS April 21, 2016 TITLE: Election of PHSA Board Secretary The office of Board Secretary has been vacant since December 31, 2015 due to Director CJ Sidhu s term expiration. Bylaw 4.1 (b) states A vacancy occurring in the post of an elected officer (i.e., Vice-Chair, Secretary or Treasurer) shall be filled for the unexpired term by election by the Board. I am recommending that the vacancy of Board Secretary be filled by Robert Kiesman until the Annual General Meeting on August 25, 2016 when the Officers elections take place. Be it resolved that: The PHSA Board of Directors that Robert Kiesman be elected as Board Secretary for a term through to the August 25, 2016 Annual General Meeting when the annual Officer elections take place. Wynne Powell April 21, 2016 Submitted By Date Submitted 1 of 1

Stevenson Memorial Hospital Meeting of Board of Directors June 2, 2016 Physical Therapy Department 5:00 p.m.

Stevenson Memorial Hospital Meeting of Board of Directors June 2, 2016 Physical Therapy Department 5:00 p.m. In attendance: Elected Directors: Alan Dresser, Board Chair; Darlene Blendick; Wendy Fairley;