April 20, 2017 - Governance Committee Meeting

Minutes

Committee Members Present

Mr. Trevor Hunter (Chair)
Mr. Ian Peer
Mr. Kurtis Smith
Mr. Jesse Helmer
Ms. Maureen Cassidy

Others Present

Mr. Michael Clarke, Board member
Mr. Marcel Meyer, Board member
Ms. Joanne Vanderheyden, Board member
Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications (Recorder)
Mr. Jordan Banninga, Manager, Strategic Projects
Ms. Vanessa Bell, Manager, Privacy and Occupational Health & Safety
Ms. Laura Di Cesare, Director, Corporate Services
Mr. Dan Flaherty, Communications Manager

Chair Hunter called the meeting to order at 6:02 p.m.

Disclosure of Conflict(s) of Interest

Chair Hunter inquired if there were any disclosures of conflict of interest to be declared. None were declared.

Mr. Clarke declared that he has a social relationship to Dr. Christopher Mackie, and advised the committee that it was being declared due to the nature of the agenda items re: 2016 Medical Officer of Health / CEO Performance Appraisal.

The Committee thanked Mr. Clarke for his declaration and Ms. Di Cesare advised that Mr. Clarke not join the Medical Officer of Health Performance Appraisal sub-committee for this reason, and remain cognisant of this declaration in future matters going forward.

Approval of Agenda

Chair Hunter made note of some minor amendments to the Agenda which included:
• Item 4.2; a walk-on report (Request for Participation: Diversity Census Report No. 007-17GC)
• Item 4.3; a verbal update regarding a Board of Health candidate information meeting that the Governance Committee Chair, the Board of Health Chair and Ms. Di Cesare attended on April 3, 2017.

It was moved by Ms. Cassidy, seconded by Mr. Peer, that the AGENDA for the April 20, 2017 Governance Committee meeting be approved as amended. Carried

Approval of Minutes

It was moved by Mr. Smith, seconded by Mr. Peer, that the MINUTES of the March 16, 2017 Governance Committee meeting be approved. Carried

New Business

Mr. Meyer arrived at 6:06 p.m.

Medical Officer of Health / CEO Performance Appraisal (Report No. 006-17GC)

Chair Hunter introduced and provided context to this report, outlining the recommendations and clarifying the composition of the sub-committee.

Ms. Di Cesare clarified that the Chair of the Board and the former Chair have been involved in the past.

Chair Hunter noted the completion date for the Performance Appraisal would be later than last time due to Dr. Mackie’s currently leave.

It was moved by Mr. Helmer, seconded by Ms. Cassidy that the Governance Committee:
1) Receive Report No. 006-17GC; and
2) Form a sub-committee to initiate the performance appraisal process for the Medical Officer of Health and Chief Executive Officer.
Carried

The Medical Officer of Health / CEO Performance Appraisal sub-committee shall consist of:
Mr. Jesse Helmer, Mr. Trevor Hunter, Mr. Ian Peer and Mr. Marcel Meyer.

Request for Participation: Diversity Census (Report No. 007-17GC)

Mr. Banninga introduced and provided context to this walk-on report, highlighting that timelines are tight for the response period as data collection is to be completed by the end of May. All data gathering and reporting is confidential and anonymous.

Ms. Cassidy provided further context to this report and the request by the City of London to complete the census since she sits on the committee that initiated the census. The goal is to increase the participation of women and women of diverse backgrounds in municipal governance and on boards and commissions. The data collected will help to identify barriers that may prevent women and in particular women from diverse backgrounds from getting involved in boards and commissions.

Mr. Banninga advised of the two methods available to complete the survey: completing it on the paper copy and submitting to Elizabeth Milne by the end of the meeting, or completing the consent form to have a link sent from the City of London to complete the survey digitally.

It was moved by Mr. Peer, seconded by Ms. Cassidy, that the Governance Committee:
1) Receive Report 007-17GC for information; and
2) Recommends that Board of Health approve the circulation of the Diversity Census to Board of Health Members for completion.
Carried

Verbal update re: Board of Health Candidate Meeting

Chair Hunter advised the Committee that on April 3, 2017, himself, Mr. Helmer and Ms. Di Cesare met with a candidate interested in applying to be a member of the Board of Health to provide information and discuss the application process for the Board of Health.

Other Business

Policy Review (Continued)

Chair Hunter made note of the policies that will be forwarded to the Finance and Facilities Committee for review and consideration. These will include policies: G-180, G-190, G-210, G-240, G-250. The policies for the Governance Committee’s consideration this evening will be: G-100, G-120 and G-260.

Policy G-100

Ms. Bell provided context to policy G-100, which articulates accountability to the board of health with respect to the health unit’s roles and responsibilities regarding privacy and business confidential information, including how it relates to the Board of Health. Ms. Bell made note of the openness and accountability measures that the Board of Health should be aware of, clarified that the Medical Officer of Health is the designated health information custodian and drew attention to the addition of an annual Confidentiality Attestation for Board of Health members.

Ms. Vanderheyden arrived at 6:20 p.m.

Discussion ensued about the following items related to Policy G-100:
• Highlighting the new elements included in the policy that weren’t previously part of the policy when it sat at the administration level.
• How requests from legal entities are handled.
• The broad definition of “confidential information” and a request to make the language more specific.

Mr. Flaherty arrived at 6:32 p.m.

Policy G-120

Mr. Banninga reviewed and provided a detailed overview of this new policy, outlining its framework which came from the Ontario Public Sector risk management framework, and its aim, which is to establish the responsibility of authorities to carry out risk management activities at the health unit.

Policy G-260

Mr. Banninga provided a brief summary of this policy, which outlines the Board of Health Accountability in Governance Structure.

Discussion ensued about the following items:
• The reporting and accountability of the Board of Health to the Health Unit and a wording change to reflect that the Board is not accountable to the Health Unit but rather responsible for. Staff will review wording and bring this back to the Committee.
• The use of this policy, as it is based on the philosophy of Mr. Graham Scott’s Risk Management presentation.
• The additional revisions required for this policy, which include adding more specifics around governance principles and revising the Board of Health accountability statement.

The Committee will refer G-100 and G-260 back to staff for further revision and wording changes and recommend that the Board of Health approve policy G-120.

Mr. Hunter noted that policies G-180, G-190, G-210, G-240, G-250 will be forwarded to the Finance & Facilities Committee (FFC) for review. The committee had no comments on these policies being sent to FFC.

It was moved by Ms. Cassidy, seconded by Mr. Helmer that the Governance Committee recommend that the Board of Health approve policy G-120. Carried

Next Meeting: Thursday, June 15, 2017

Adjournment

At 6:53 p.m. it was moved by Ms. Cassidy, seconded by Mr. Helmer, that the meeting be adjourned. Carried

TREVOR HUNTER
Chair

LAURA DI CESARE
Secretary-Treasurer