Minutes - May 22, 2025 - Performance Appraisal Committee Meeting

Thursday, May 22, 2025 at 5:30 p.m.
MLHU Board Room – CitiPlaza
110-355 Wellington Street
London, ON N6A 3N7

Members Present: 

Matthew Newton-Reid (Committee Chair Appoint)
Michelle Smibert
Michael Steele
Emily Williams, Chief Executive Officer (ex-officio) (Secretary and Treasurer)

Regrets:

Selomon Menghsha
Dr. Alexander Summers, Medical Officer of Health (ex-officio)

Others Present:

Stephanie Egelton, Clerk to the Board of Health (recorder)
Board Member Aina DeViet

At 5:33 p.m., Secretary and Treasurer Emily Williams called the meeting to order.

Meeting Procedures

Election of 2025 Performance Appraisal Committee Chair

Secretary and Treasurer Emily Williams opened the floor to nominations for Chair of the Performance Appraisal Committee for 2025.

It was moved by M. Smibert, seconded by M. Steele, that Matthew (Matt) Newton-Reid be nominated for Chair of the Performance Appraisal Committee for 2025.
Carried

M. Newton-Reid accepted the nomination.

E. Williams called three times for further nominations. None were forthcoming.

It was moved by M. Smibert, seconded by M. Steele, that Matthew (Matt) Newton-Reid be acclaimed as Chair of the Performance Appraisal Committee for 2025.
Carried

Disclosure of Pecuniary Interest

Chair Newton-Reid inquired if there were any disclosures of conflicts of interest.

Emily Williams, Chief Executive Officer declared a conflict of interest for the entire nature of the meeting in her capacity as Chief Executive Officer due to the purpose of the meeting being about her performance appraisal for 2025. E. Williams noted she would remain an observer and not provide comment unless requested specifically by the Committee. E. Williams acknowledged that as Secretary of the Board, she opened the meeting for election.

Approval of Agenda

It was moved by M. Smibert, seconded by M. Steele, that the AGENDA for the May 22, 2025 Performance Appraisal Committee meeting be approved.
Carried

Approval of Minutes

It was moved by M. Steele, seconded by M. Smibert, that the MINUTES of the November 28, 2024 Performance Appraisal Committee meeting be approved.
Carried

New Business

2025 Performance Appraisal Committee Terms of Reference (Report No. 01-25PAC)

Stephanie Egelton, Clerk to the Board of Health introduced the 2025 Performance Appraisal Committee Terms of Reference. S. Egelton noted that there was one (1) minor amendment proposed, which was to change the staff support title of “Executive Assistant” to “Clerk” to reflect the Board of Health’s decision in April 2025 to appoint a Clerk to the Board.

There were no questions or discussion.

It was moved by M. Steele, seconded by M. Smibert, that the Performance Appraisal Committee recommend to the Board of Health to:
1) Receive Report No. 01-25PAC re: “2025 Performance Appraisal Committee Terms of Reference” for information; and
2) Approve the 2025 Performance Appraisal Committee Terms of Reference.
Carried

2025 Medical Officer of Health and Chief Executive Officer Performance Appraisals Procedures (Report No. 02-25PAC)

S. Egelton introduced the 2025 Medical Officer of Health and Chief Executive Officer Performance Appraisals Procedures to the Performance Appraisal Committee for their consideration. S. Egelton noted that there would are no proposed changes to the process this year and adding that the 360-evaluation survey would be conducted by internal parties for 2025 (alternating external parties and internal parties each year).

There were no questions or discussion.

It was moved by M. Smibert, seconded by M. Steele, that the Performance Appraisal Committee recommend to the Board of Health to:
1) Receive Report No. 02-25PAC re: “2025 Medical Officer of Health and Chief Executive Officer Performance Appraisals Procedures” for information;
2) Approve the performance appraisal process, supporting documents, and timelines (Appendix A); and
3) Direct the Clerk on behalf of the Performance Appraisal Committee (through the Board of Health) to action the activities outlined in the MOH and CEO Performance Appraisals Checklist for 2025.
Carried

Other Business

S. Egelton noted that at the Committee Chair’s call, the next meeting of the Performance Appraisal Committee would need to be established. It was suggested for the next meeting to be preceding the regularly scheduled Committee and Board of Health meetings on Thursday, July 24 to meet timelines of the Performance Appraisal Committee.

The next meeting of the Performance Appraisal Committee is Thursday, July 24 at 5:30 p.m.

Adjournment

At 5:38 p.m., it was moved by M. Smibert, seconded by M. Steele, that the meeting be adjourned.
Carried

MATTHEW NEWTON-REID
Committee Chair

STEPHANIE EGELTON
Clerk

EMILY WILLIAMS
Secretary