The meeting was called to order at 07:33 hours by the T. Carter, Chair.

PERTH AND SMITHS FALLS DISTRICT HOSPITAL YOUR PROVIDER, LEADER AND PARTNER IN HEALTHCARE Board of Directors Meeting Tuesday, June 22, 2010 Main Boardroom, GWM Site @ 07:30 hours Present: C. Beckett, J. Brown, T. Carter, Chair, Dr. C. Ehrat, L. Hendriks, Dr. S. Muldowney, Dr. P. Roney, M. Ross L. Sparks, T. Stepanuik, B. Strachan, T. Zander, K. Van Der Meer Absent: Nil. Absent w/notice: In Attendance: L. Evans, R. Schooley, D. Staples B. Allen, VP, Finance & Support Services, L. Bisonette, VP, Patient Care Services, K. Kelly, Executive Assistant, C. Cassidy- Gifford, Manager, Quality 1. Call To Order The meeting was called to order at 07:33 hours by the T. Carter, Chair. 2. Chair s Remarks T. Carter acknowledged the recent passing of L. Evans mother and L. Sparks mother. 3. Approval of Agenda RESOLUTION No. 71/10 MOVED by L. Hendriks SECONDED by T. Stepanuik THAT the Agenda for the June 22, 2010 Board of Directors meeting be approved as circulated. 4. Declaration of Conflict of Interest Nil. 1

5. Approval of Minutes 5.1 May 25, 2010 (regular meeting) RESOLUTION No. 72/10 MOVED by J. Brown SECONDED by T. Zander THAT the Minutes from the May 25, 2010 Board of Directors regular meeting be approved as circulated. 6. Action Items 6.1 President & CEO Report T. Stepanuik T. Stepanuik referred the members to his report included in the meeting materials. He highlighted the following items: - regional group benefits plan initiative this item has been deferred to the August 2010 Board of Directors meeting; - J. Brown noted that the Breakfast with the Chief was a good idea; - hand hygiene information was reviewed and discussed. It was noted that the program and its results are tracked through the Medical Quality Assurance Committee. It was suggested that the information be further reported to the Board Quality Committee. RESOLUTION No. 73/10 MOVED by T. Stepanuik SECONDED by L. Hendriks accept the President & Chief Executive Officer report as circulated and presented. 6.2 Chief of Staff Report Dr. Roney presented his Chief of Staff report and noted the following: - Dr. Adam, Dermatologist has provided his notice of retirement. He noted that Dr. Adam had been offering clinics at the GWM Site for approximately 25 years. The organization is presently recruiting for a replacement. RESOLUTION No. 74/10 MOVED by Dr. P. Roney 2

SECONDED by M. Ross accepts the Chief of Staff report as presented. 6.3 2010/2011 Capital Budget T. Stepanuik T. Zander referred the members to the draft capital budget summary circulated at the meeting. She reported that the process involved management and medical staff input (via managers). The items on the list are emergent items. Requests have been made to both foundations for funding. Discussion ensued. RESOLUTION No. 75/10 MOVED by T. Zander SECONDED by M. Ross accepts the recommendation of the Finance Committee to approve the 2010/2011 capital budget summary as presented. T. Stepanuik advised that both foundations have assisted with capital budget funding for both sites. He added that if the foundations are not in a position to assist with funding, the matter will be brought back to the Board of Directors for their information. He confirmed that the items listed would be purchased. At this point, T. Carter suggested that the meeting continue with open session items and defer the closed session to later in the meeting. 8. Business Arising from Minutes 8.1 South East Local Health Integration Network (SE LHIN) 8.1.1 Draft Minutes May 2010 nothing available on SE LHIN website. 8.1.2 CEO Monthly Report May 2010 nothing available on SE LHIN website. 8.1.3 Clinical Services Roadmap Update update to be provided during closed session. 8.1.4 SE LHIN Meetings - SE CHEF Meeting - Clinical Leaders - the focus for both meetings was the clinical services roadmap. T. Carter noted that at the Board Chairs meeting, the six Board chairs in attendance were asked by the SE LHIN to approve the roadmap. A vote was taken and it was voted to not approve 3

the roadmap at that meeting. T. Carter expressed his concern to the SE LHIN that the board of the Perth and Smiths Falls District Hospital has not been afforded the opportunity to review the roadmap. T. Carter noted that the document was approved in principle. 8.2 Accreditation Qmentum L. Hendriks reported that the Board Quality Committee continues to work through the action plan items. There are five remaining items. 8.3 Strategic Plan Update T. Stepanuik reported that meetings have been held with the management team and Medical Advisory Committee. External stakeholder meetings are being coordinated for early July in addition to internal stakeholder meetings (clinical, support staff, auxiliaries, foundations.) He noted that the August 4 board session will be to receive the as heard report from TNG. It is anticipated that the board should be in a position to sign-off on the document in August or September. K. Kelly to email board re: availability for August 4 board session. 8.4 Succession Planning T. Carter reminded the members of the organizational meeting planned for after the annual general meeting this afternoon. At the organizational meeting, the positions of chair, vice chair and treasurer will be discussed and the board will elect the new officers. 8.5 Perth Medical Centre B. Allen reported that the renovation project is moving along well. It is anticipated that the project will be complete by the beginning of September. To date, there have only been a few minor change orders. 8.6 Letter dated June 9, 2010 re: Excellent Care for All Strategy T. Carter referred the members to the letter included in the materials from the Minister of Health & Long-Term Care Deb Matthews. The legislation (Bill 46) has undergone a third reading and will take effect January 1, 2011. He noted that the hospital is presently doing a number of things that the legislation will require such as having a quality committee. One change that the hospital will need to action is the President & CEO and medical staff who sit on the board will no longer be able to vote on matters. Discussion ensued. At this point, (07:50 hours) C. Beckett arrived at the meeting. Dr. Ehrat expressed her concern that the physicians (at the board table) would lose their vote. T. Carter suggested that the hospital write a letter to the Ministry of Health regarding the hospital s concerns and ask to be included in consultations. The Public Hospitals Act has also been revised. 8.7 Summary of Legislative Changes for 09/10 - circulated for information. K. Van Der Meer joined the meeting at 08:10 hours. 4

8.8 SF Site Redevelopment Phase 3A K. Van Der Meer referred the members to the Phase 3A construction scheduled included in the materials. He noted that the expected completion date is June 2011. T. Carter noted that there will be more disruption with this phase as the work is being done in the existing building. L. Bisonette added that the CT Scan unit is now operational and approximately 75 scans have been completed to date. 9. New Business 9.1 Board & Committee Attendance Report L. Sparks/T. Carter T. Carter referred the members to the information and asked for the members to review and advise K. Kelly of any errors. 10. Board Committee Reports 10.1 Finance Committee T. Zander T. Zander provided a report of the most recent Finance Committee meeting. She noted that the revised statements were distributed at the start of the meeting. The revised statements will be uploaded to the portal. Discussion ensued. T. Carter noted that despite the $80,000 deficit to date, the organization is expected to balance at the end of the year. 10.1.3 3SO Financial Statements B. Allen reported that the hospital should be on board with 3SO in February 2011. He noted that, per the financial statements, 3SO is anticipating a deficit at the end of the year. He added that while the hospital is not officially on-board with 3SO, 3SO has been negotiating contracts for PSFDH with some savings shown. Going forward, the financial statements for 3SO will be set out separately from the hospital s financial information. Discussion ensued regarding the reasons for the delay in on-boarding with 3SO. T. Stepanuik noted that there are a number of reasons such as the new software selection and the arduous undertaking of reviewing all contracts at each hospital. 10.1.4 Change Order Summary B. Allen B. Allen provided a review of the change order summary. He advised that the change order budget is $1.5 million and to date, 97.3% of the budget has been utilized. 10.2 Board Quality Committee L. Hendriks L. Hendriks provided a report on the recent Board Quality Committee. She noted that the committee met most recently on June 10. The committee reviewed a number of points related to the balanced scorecard presentation. She noted that the hospital has made a submission to the Ontario Hospital Association for the falls prevention program. L. Hendriks noted that the balanced scorecard presentation is available on the board portal. 5

11 Board Education 11.1 OHA Region 2 Annual Educational Conference The delegates who attended the recent OHA Region 2 Annual Meeting and Conference (C. Beckett, L. Evans and L. Hendriks) provided their comments on the sessions. All agreed that the conference was time well spent. Discussion took place regarding order sets. 11.2 OHA Annual Convention Information will be circulated on the upcoming conference at the August meeting. T. Carter asked the members to consider attending conference in November. 12 Other Business 12.1 Shared Support Services of Southeastern Ontario - nothing to report. 12.2 Lanark county Mental Health Community Advisory Board T. Zander reported that the next meeting will be held on Monday, June 28, 2010. She added that she would like to take a step back from the position as board representative on this advisory board. She noted that there are six meetings per year. T. Carter thanked T. Zander for assuming the role and added that the position is not onerous. The board is an advisory board and the board member would act as the liaison with the hospital and Lanark County Mental Health. This item will be placed on the August agenda for further discussion. 7. Closed Session RESOLUTION No. 76 /10 MOVED by Dr. C. Ehrat SECONDED by M. Ross THAT the meeting of the Perth and Smiths Falls District Hospital Board of Directors hereby moves into a closed session at 08:40 hours and further permits B. Allen, Vice President, Finance & Support Services, L. Bisonette, Vice President, Patient Care Services and K. Kelly, Recording Secretary to remain present. RESOLUTION No. 77/10 MOVED by L. Hendriks SECONDED by B. Strachan THAT the meeting of the Perth and Smiths Falls District Hospital Board of Directors hereby moves out of the closed session at 09:15 hours. 6

RESOLUTION No. 78/10 MOVED by Dr. P. Roney SECONDED by J. Brown accepts the recommendation made at the June 2010 meeting of the Medical Advisory Committee to approve the following applications and that: 1. Dr. Mark Roberts be granted Associate Privileges in the Department of Surgery with privileges in Orthopedic Surgery; 2. Dr. Yan Wang be granted Associate Privileges in the Department of Obstetrics with privileges in Obstetrics & Gynecology; 3. Dr. Colleen Forestier be granted Courtesy privileges in the Department of Emergency Medicine with privileges with admitting privileges. 4. Dr. Bob Van Noppen be granted Active status from Associate in Family Medicine; 5. Dr. Alicia Gruder be granted Active status from Associate in Family Medicine; and 6. Dr. Tara Gill be granted courtesy privileges in the Department of Emergency Medicine with Admitting privileges. RESOLUTION No. 79/10 MOVED by Dr. P. Roney SECONDED by L. Sparks accepts the recommendation of the Chief of Staff to approve the following applications and that: - Dr. John Clarke; - Dr. Lisa Becker; - Dr. Pierre Prud Homme; - Dr. Stavroula Karamanos; - Dr. Alari Elliott; - Dr. Dean Holden; and - Dr. Dang Truong; Be each granted Courtesy privileges in the Department of Radiology. 13 Next Meeting Date The annual general meeting of the hospital corporation will be held on Tuesday, June 22, 2010 @ 4 p.m., Main Boardroom, SF Site. The next meeting of the Board of Directors will be held on Tuesday, August 24, 2010 at 7:30 a.m., Main Boardroom, SF Site. 7

14 Adjournment RESOLUTION No. 80/10 MOVED by L. Hendriks SECONDED by M. Ross THAT the meeting of the Perth and Smiths Falls District Hospital Board of Directors hereby adjourns at 09:20 hours. Larry Sparks Larry Sparks, Chair Todd Stepanuik Todd Stepanuik, Secretary 8