May 15, 2014 - Governance Committee Minutes

Committee Members Present

Mr. Al Edmondson
Mr. Marcel Meyer
Ms. Viola Poletes Montgomery
Mr. Mark Studenny (Chair)
Ms. Sandy White

Others Present

Dr. Christopher Mackie, Medical Officer of Health & CEO
Ms. Sherri Sanders, Executive Assistant to the Board of Health (Recorder)
Ms. Laura Di Cesare, Director Human Resources and Corporate Strategy (via teleconference)
Ms. Sarah Maaten, Epidemiologist
Mr. John Millson, Director Finance & Operations

Mr. Mark Studenny, Chair of the Governance Committee, called the Committee to order at 6:00 p.m.

Disclosures of Conflict(s) of Interest

Mr. Studenny inquired if there were any disclosures of conflict of interest to be declared. None were declared.

Approval of Agenda

It was moved by Ms. White, seconded by Mr. Edmondson that the AGENDA for the May 15, 2014 Governance Committee meeting be approved. Carried.

Approval of Minutes

It was moved by Ms. Poletes Montgomery, seconded by Mr. Meyer that the Minutes from the March 20, 2014 Governance Committee meeting be approved. Carried

Business Arising from the Minutes

None

New Business

5.1. 2014 Board of Health Self-Assessment Results (Report No. 02-14GC)

Ms. Sarah Maaten, Epidemiologist, assisted Committee members with their understanding of this report. Ms. Maaten explained that the responses were summarized into two categories: Overall Effectiveness and Suggestions for Future.

It was noted by Committee members that the October 27, 2014 municipal election will give the opportunity for Board member orientation.

A suggestion was also made that Board members could sign an individual agreement, similar to the Accountability Agreement. Dr. Mackie suggested that the Code of Conduct could be used; however, signing the agreement would have to be voluntary.

It was suggested that staff members could offer a 3rd party assessment of the Board of Health. Dr. Mackie agreed to discuss this suggestion with the Senior Leadership Team.

After discussion, it was moved by Ms. Poletes Montgomery, seconded by Mr. Meyer:

1. That the Governance Committee receive the findings of the March 2014 Board Self-Assessment as outlined in Report No. 02-14GC re 2014 Board of Health Self-Assessment Results, and further
2. That the Governance Committee develop a plan for continuous improvement of Board of Health effectiveness and engagement, including Board training and implementation of best practices for Board meeting processes, based on the findings of the survey and best practices.

Carried

5.2. Proposed Strategic Planning Process (Report No. 03-14GC)

Dr. Mackie assisted Committee members with their understanding of this report. Dr. Mackie reported that the Board members will be involved with the strategic planning process through the Governance Committee. Dr. Mackie suggested that staff members need to be involved to take ownership and to encourage continual evolution of the planning process. Both the Director of Human Resources & Strategic Planning and the Manager of Strategic Planning will be co-ordinating the process.

It was moved by Mr. Meyer, seconded by Ms. White that the Governance Committee endorse Report No. 03-14GC re Proposed Strategic Planning Process and make the following recommendations to the Board of Health:

1. That the proposed strategic planning process be approved as outlined in Appendix A of Report No. 03-14GC.
2. That the Middlesex-London Health Unit Strategic Plan be developed to cover a 5 year timeframe, and
3. That the terms of reference for the Governance Committee (Attached as Appendix B to Report No. 03-14GC) be updated to include responsibility for stewarding the strategic planning process.

Carried

Dr. Mackie reported that a role of the Governance Committee members will be to provide input about Board meeting processes and staff performance/assessment. This component will be built into the Governance Committee agenda forward.

Other Business

Next Meeting Thursday, September 18 at 5:00 p.m.

Adjournment

At 6:55 p.m., it was moved by Ms. Poletes Montgomery, seconded by Mr. Meyer that the meeting be adjourned. Carried

MARK STUDENNY
Chair

CHRISTOPHER MACKIE

Secretary-Treasurer