January 19, 2017 - Governance Committee Meeting

Minutes

Committee Members Present

Mr. Trevor Hunter (Chair)
Mr. Ian Peer
Mr. Kurtis Smith

Regrets: Mr. Jesse Helmer

Others Present

Mr. Marcel Meyer, Board of Health member
Ms. Elizabeth Milne, Executive Assistant to the Board of Health & Communications (Recorder)
Mr. Jordan Banninga, Manager, Strategic Projects
Ms. Laura Di Cesare, Director, Corporate Services

Chair Hunter called the meeting to order at 5:00 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.

Approval of Agenda

It was moved by Mr. Peer, seconded by Mr. Smith that the AGENDA for the January 19, 2017 Governance Committee meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Smith, seconded by Mr. Peer that the MINUTES from the December 8, 2016 Governance Committee meeting be approved. Carried

New Business

4.1 2017 Governance Committee Reporting Calendar and Meeting Dates (Report No. 001-17GC)

Chair Hunter flagged the initiation of the MOH/CEO Performance Appraisal, which will be completed in Q2 for 2017.

Chair Hunter flagged the March meeting and advised that it will be determined pending approval of the Board of Health meeting schedule for 2017.

It was moved by Mr. Peer, seconded by Mr. Smith, that the Governance Committee:
1) Receive Report 001-17GC re: 2017 Governance Committee Reporting Calendar; and
2) Approve the 2017 Governance Committee Reporting Calendar and Meeting Dates (Appendix A).
Carried

4.2 2017 Board of Health Self- Assessment (Report No. 002-17GC)

Chair Hunter introduced and provided context for the report.

Discussion ensued around members’ ability to complete the survey electronically, or complete it on paper before leaving the meeting; the ability to self-rank items in Question 9; and how the questions and categories were developed (based on the Ontario Public Health Standards).

Mr. Meyer arrived at 5:07 p.m.

It was moved by Mr. Smith, seconded by Mr. Peer, that the Governance Committee:
1) Receive Report No. 002-17GC re: 2017 Board of Health Self-Assessment;
2) Approve the Board of Health Self-Assessment Tool (Appendix A); and
3) Initiate the Board of Health Self-Evaluation Process for 2017.
Carried

4.3 2017 Board of Health Orientation (Report No. 003-17GC)

Mr. Hunter introduced and provided context for the report, and Ms. Di Cesare advised that the tentative orientation date is set for February 7, from 11:30 a.m. to 2:30 p.m. Orientation will be open to all BOH members.

Discussion ensued around the following items:
• Having staff provide a summary and update on their team’s programs and services, including any legislated components.
• Having a fifteen-minute Board information update at each meeting to review all services, since there is so much material. This could include summarizing information from the Program and Budget Templates.
• Holding quarterly updates. We already do quarterly town halls, so this info could be put together and provided to the Board.
• Staff will look into these ideas and present the committee with options and ideas for updating the Board on staff programs and services.

It was moved by Mr. Peer, seconded by Mr. Smith, that the Governance Committee receive Report No. 003-17GC re: “2017 Board of Health Orientation” for information. Carried

Other Business

5.1 Policy Review Continued

Chair Hunter provided a summary of where policy review last left off. A discussion followed on policies G-270, G-280, G-290, G-300, G-350, G-370, G-380, G-470, G-480 and G-490. It was clarified that no policies would be brought to the Board for review or approval tonight. Staff will review the Committee’s discussion and recommended changes, and will send the Committee an updated draft prior to going to the Board for approval.

Further discussion ensued about the following items:
• Further review of the minimum attendance for meetings (outlined in Appendix A of G-270) and clarification of the role of the Executive Committee (Appendix B).
• Clarification of the difference between being absent from a meeting versus sending regrets. Staff will review the process and wording of other, similar policies (such as the City of London’s) and will also consider this with regard to the Code of Conduct.
• Clarification of the Governance Committee’s role in assessing the needs of the Board; communicating those needs both to appointing bodies and to potential Board members.
• Clarification of the Reporting Calendar, current practices and plans for Board Orientation and current practices.
• Revision to the Appendix: Items D and E should be check boxes, merely a continuation of the list.
• The responsibility to declare conflicts of interest, both annually and at every meeting of the Board of Health and its Standing Committees.
• Identification and inclusion of the Board Chair in Policy G-480.
• Consideration of the wording of walk-on reports outlined in policy G-490.

Mr. Banninga clarified that from the staff perspective, all staff who work in areas corresponding to any updated policies will be consulted as the new policies are approved.

Ms. Di Cesare advised that staff will try to update and revise policies based on this evening’s discussion as soon as possible, and will distribute the updated policies to the Committee in advance of the next meeting.

5.2 Next Meeting

Next meeting to be determined pending approval of the Board of Health meeting schedule.

Adjournment

At 6:17 p.m. it was moved by Mr. Smith seconded by Mr. Peer that the meeting be adjourned. Carried

TREVOR HUNTER
Chair

LAURA DI CESARE
Secretary-Treasurer