BOARD OF TRUSTEES Wednesday February 19, 2014 4:00 p.m. Toronto General Hospital Anthony S. Fell Boardroom - 1S425 Present: Elected Trustees (Voting): Ex Officio Trustees (Non-Voting): U of T Representatives: (Voting) Regrets: U of T Representatives: (Non-Voting) John Mulvihill (Chair) Geoffrey Beattie Rita Burak (By Teleconference) Jan Campbell Tom MacMillan Eileen Mercier (By Teleconference) Dhun Noria (By Teleconference) Ken Rotman Barbara Stymiest Robert Bell (CEO) Camille Lemieux (MSA Vice President) Sagar Parikh (MSA President) Joy Richards (CNO) Catharine Whiteside Cheryl Regehr Dean Connor Flavio Habal (MAC President) Robert Krembil Doug McGregor Brian Porter Daniel Haas Guests: Dr. M. Gardam, Dr. S. Asa, Ms. B. Kenefick Recording Secretary: Ruth Gopaul Quorum 40% of Voting Members or 6 Voting Members 1.0 Minutes of Previous Meeting Upon motion duly made by Mr. G. Beattie and carried, the minutes of the meeting held on January 15, 2014 were approved. - 1 -
2.0 Chair s Report Mr. Mulvihill welcomed Dr. Camille Lemieux, Vice President of the Medical Staff Association to the Board. He noted that the Board of Trustees will not meet in March and the Annual Board Retreat will take place on Wednesday April 16, 2014 at the Toronto Region Board of Trade. 3.0 Program Quality Reports (Appendix A) 3.1 Toronto Rehab Executive Summary 3.2 Peter Munk Cardiac Centre Executive Summary 4.0 Committees 4.1 Quality Committee Pre-circulated for members information were the minutes of the Quality Committee meetings held on December 9, 2013 & January 27, 2014. (Appendix B) Dr. D. Noria reported that on December 9, 2013 the Quality Committee received a report from the Toronto Rehab Program from Dr. Gaetan Tardif. The committee commended the program on its successful implementation of stroke and spinal cord, as well as MSK LEAN initiatives. The committee also congratulated the program on its improved medication incidents rate, inpatient falls rate and nosocomial C. difficile rate and achieving high engagement on the Employee Engagement Survey. The Committee made a number of recommendations to the program which will be followed up at the next presentation to the Quality Committee. Dr. Noria reported that the Committee also heard from Dr. Barry Rubin on the Peter Munk Cardiac Centre. The committee commended the program on its detailed follow-up of the Quality Committee recommendations. The Committee also commended the program on improving its efficiency of the interventional cardiology suite through standardization of admission processes and discharge criteria, on its initiative to monitor outpatient satisfaction data and on improvement concerning medication incident and hand hygiene rates. The Committee made a number of recommendations to the program which will be followed up at the next presentation to the Quality Committee. Dr. Noria provided a brief overview of the Quality Committee meeting held on January 27, 2014. At this meeting the Committee received reports on Antimicrobial Stewardship from Dr. Andrew Morris, Health Equity from Jan Lackstrom and Patient Relations from Sharon Rogers. 4.2 Finance and Audit Committee Ms E. Mercier provided a verbal report from the Finance and Audit Committee meeting held on February 11, 2014. The minutes will be presented for approval at the next Board meeting. However, there were a number of time-sensitive items discussed at the Feb. 11 th meeting that are will be put forward for approval today. - 2 -
4.2.1 Financial Statements for the Nine Months Ended December 31, 2013 (Appendix C) Ms Mercier briefly reviewed the Financial Statements for the nine months ended December 31, 2013. The Finance and Audit Committee recommended approval of the financial statements. 4.2.2 2014/15 Hospital Annual Planning Submission (Appendix D) Ms Mercier reported that the hospital is required to submit the 2014/15 Hospital Annual Planning Submission (HAPS) by February 14, 2014. She outlined the budget planning assumptions for 2014/15 that were reviewed by the Finance and Audit Committee at the October 2013 meeting. The Finance and Audit Committee recommended approval in principle of management s assumptions for the 2014/15 HAPS submission. 4.2.3 Sysco Food Services of Central Ontario Contract for Prime Vendor Food Distribution Services (Appendix E) Ms Mercier noted that UHN has contracts with several food manufacturers who service the healthcare industry through a third party distributor. For UHN, this distribution service is currently provided by Sysco Food Services of Central Ontario (Sysco). The current contract with Sysco expires on March 31, 2004. In the fall of 2012 a working group developed the specifications for a Request for Proposal (RFP). Following an open competitive process, Sysco was awarded the contract as the Primary Vendor for Food Distribution Services at UHN. The proposed contract includes a new robust performance management system with established service levels, performance targets and preventative measures that will be tracked and monitored on a quarterly basis. The Finance and Audit Committee recommended approval of the contract with Sysco Food Services of Central Ontario as the Prime Vendor for Food Distribution at a total cost of $36,271,590 over the 10 year term. 4.2.4 Atrium on Bay Lease (Appendix F) Ms Mercier reported that UHN currently leases 41,557 sq. ft. for Shared Information Management Services (SIMS) in the Atrium on Bay (AOB) building at 20 Dundas Street West. SIMS staff occupies the space for supporting UHN, SIMS partners and externally funded Information Management/Information Technology (IM/IT initiatives. The current lease term for the AOB leased premises expires on April 30, 2017 and UHN has an option to extend the lease for one additional term of 5 years. The landlord has offered UHN the - 3 -
opportunity to lock in the 5 year extension now at a rate which is below the expected market rate at the end of the current lease term. Ms Mercier reviewed the financial impact of the lease amendment. The Finance and Audit Committee recommended approval to extend the lease at the Atrium of Bay for 5 years, from May 1, 2017 to April 30, 2022, at a cost of $6.2M, increasing the total value of the lease since inception to $17.6M. 4.2.5 Med-West Lease Renewal (Appendix G) Ms Mercier reported that UHN currently leases approximately 38,590 sq. ft. for administrative and clinical purposes in the Med-West Building at 750 Dundas Street West, Toronto. The space is leased for a 5-year term which expires on March 31, 2014. Ms Mercier stated that management recommended the renewal of the lease for an additional 7 years, and securing an additional 2,054 sq. ft. of space on the third floor. The Finance and Audit Committee recommended the approval of the signing of the Med-West 7-year lease renewal and amending agreement at 750 Dundas Street West, with two 5-year options to extend, increasing the total value of the lease since its inception to $13.4M. 5.0 Medical Advisory Committee, Minutes of Meeting Pre-circulated for members information were the Minutes of the Medical Advisory Committee meeting held on January 9, 2014. (Appendix H) In Dr. Habal s absence, Dr. Michael Gardam provided a brief overview of the Medical Advisory Committee meeting held on January 9, 2014. 5.1 Medical Staff Appointments (Appendix I) Pre-circulated for members information were the Medical Staff Appointments presented to the MAC meetings. 5.2 St. Michael s Hospital Research Ethics Board Qualification Dr. Gardam reported at the February 6, 2014 Medical Advisory Committee meeting, the approval of St. Michael s Hospital Research Ethics Board qualification was discussed and approved. He noted that the Research Committee of the Board has also approved this motion. Upon motion duly made by Mr. G. Beattie, seconded by Mr. K. Rotman and carried, the Board approved sections 4.1, 4,2.1, 4.2.2, 4.2.3, 4.2.4, 4.2.5, 5.0, 5.1,and 5.2 as noted above. - 4 -
6.0 CEO Report (Appendix J) Precirculated for members information was the February 2014 CEO Report. Dr. R. Bell announced the appointment of Dr. John Reid, the new Director of UHN s Technology Development & Commercialization (TDC) Office. He reminded the Board members that the Annual Board Retreat will be held on April 16 th at the Toronto Region Board of Trade. Dr. Bell briefly reviewed the February CEO Report and welcomed questions from Board members. 7.0 Board Business 7.1 Strategic Planning Update Lab Medicine Program (Appendix K) Dr. Asa noted that the Laboratory Medicine Program (LMP) provides academic, clinical and research leadership in Clinical Biochemistry, Hematology, Microbiology and Anatomical Pathology. The LMP is the largest hospital laboratory in Canada and one of the largest academic labs in the world. Dr. Asa highlighted the Story of the Year concerning a pathologist and the patient. A UHN patient contacted the Pathology Department in order to meet and talk to the person who issued the pathology report on her case. Dr. Danny Ghazarian, a subspecialty dermatopathologist stated that he makes himself available to the patient if they have questions as we have a responsibility to offer advice and education about our reports. Dr. Sylvia Asa presented the following Strategic Priorities for the Lab Medicine Program (LMP) and provided an update on the current situation and future plans within each priority: Strengthen presence regionally, provincially and globally Leverage early adopter advantage Establish Best Practice Enhance Diagnostic Informatics and Communications In conclusion, Dr. Asa stressed the importance of ensuring a greater understanding of the value proposition of LMP to clinical colleagues and stakeholders and to increase the integration of LMP with other clinical programs, research and education. In addition, the LMP must develop alternate funding sources/models to implement new science and technology. In further discussion the Board concurred that providing genomic sequencing of cancer specimens for specimens referred from outside Canada should be evaluated as an alternate funding source. 7.2 Lean @ UHN (Appendix L) Ms Kathy Sabo, Senior Clinical Vice President introduced Ms Brenda Kenefick, Senior Project Manager-Process Improvement to speak on Lean @ UHN. - 5 -
Ms Kenefick stated that Lean focuses on the patient and improves safety, quality, efficiency, care delivery, service and Lean aligns with UHN s strategy. The core principles for Lean include: Focus on patients (not the hospital or staff) and design care around them Identify value for the patient and get rid of everything else Minimize time to treatment and through its course Ms Kenefick provided an outline of the Lean projects that have been done at UHN from 2006 to date and described the four strategic directions. She noted that Lean projects show immediate results, encourage engagement and provide learning opportunities. Ms Kenefick presented the 2014/2016 key strategies, the target investment and current human resources of the team and proposed an alternate option, describing the advantages and disadvantages. 8.0 Date of Next Meeting The Board of Trustees will meet next on Wednesday April 16, 2014 at the Annual Board Retreat at the Toronto Region Board of Trade, First Canadian Place, 77 Adelaide St. W. 9.0 Adjournment There being no further business, the meeting was adjourned. John Mulvihill, Chair - 6 -