July 21, 2016 - Governance Committee Minutes

Committee Members Present

Mr. Trevor Hunter (Chair)
Mr. Jesse Helmer
Mr. Kurtis Smith

Others Present:

Mr. Ian Peer
Ms. Joanne Vanderheyden
Dr. Christopher Mackie, Medical Officer of Health & CEO
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 6:00 p.m.

1. Disclosures Of Conflict(S) Of Interest

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

2. Approval Of Agenda

It was moved by Mr. Helmer, seconded by Mr. Hunter that the AGENDA for the July 21, 2016 Governance Committee meeting be approved.
Carried

3. Approval Of Minutes

It was moved by Mr. Helmer, seconded by Mr. Hunter that the MINUTES from the April 21, 2016 Governance Committee meeting be approved.
Carried

4. New Business

4.1 Board of Health Development Session (Report No. 013-16GC)

Discussion ensued about risk mitigation, the importance of developing Board member skills and scheduling a date for the development session. Staff will poll Board members to find a date that works best for the majority.

Mr. Smith arrived at 6:04 pm.

It was moved by Mr. Smith, seconded by Mr. Helmer that the the Governance Committee:

1. Receive Report No. 013-16GC re: Board of Health Development Session for information; and
2. Recommend that the Board of Health approve the scheduling of a Board development session in the Fall.

Carried

4.2 2015-2020 Strategic Plan Update (Report No. 014-16GC)

Chair Hunter summarized the addition of a strategic objective that was made in the Strategic Plan, for Program Excellence. Discussion ensued around the importance of adding this strategic objective.

It was moved by Mr. Helmer seconded by Mr. Smith that that the Governance Committee:

1. Recommend that the Board of Health approve the addition of a strategic objective for Program Excellence; and
2. Receive Report No. 014-16GC 2015-2020 Strategic Plan Update.

Carried

4.3 Nomination and Appointment Process Update (Report No. 015-16GC)

Chair Hunter introduced and provided some context to this report and why the diversity survey was developed.

Discussion ensued about the following items:

• The structure of questions on the survey and a request to add an open-ended text box at the end.
• The urgency in filling vacant positions to ensure full Board and sub-committee complement.
• How survey questions will be analyzed and weighted in order to fill vacant positions.
• The importance of ensuring vacancies are broadcast to a wide audience and pool of candidates.
• Discussion highlights the need for an open text box at the end of the survey.

It was moved by Mr. Helmer, seconded by Mr. Smith that the the Governance Committee:

1. Recommend that the Board of Health request that Board Members complete the updated diversity survey, attached as Appendix A;
2. Recommend that the Board of Health approve the forwarding of the anonymized results of the survey to the Ministry of Health and Long-Term Care for their consideration during the public appointments process and to other appointing bodies as appropriate; and
3. Recommend that the Board of Health provide direction to staff regarding the promotion of Board of Health position opportunities.

Carried

Chair Hunter flagged the current membership complement for discussion. Since the Board of Health is currently not functioning at capacity, the Governance Committee is missing a Provincial representative. The Committee agreed to appoint a Provincial representative on an interim basis. This request will be brought forward for discussion at the Board of Health meeting during the verbal update.

4.4 Review of 2016 Governance Meeting Dates (Report No. 016-16GC)

Chair Hunter suggested the Governance Committee meet at a different date or time to provide additional time to review reports when making recommendation to the Board of Health.

Discussion ensued about changing the date and time, creating a template to summarize Governance Committee motions and starting the meeting earlier.

Dr. Mackie advised that Committee meetings are set at the beginning of the year and additional meetings are at the call of the Chair. The next Governance Committee meeting identified by staff would be in November, since the October meeting would likely be replaced with the Board of Health development session.

It was moved by Mr. Helmer seconded by Mr. Smith that the the Governance Committee:

1. Receive Report No. 016-16GC; and
2. Set Governance Committee meeting time to 5:30 p.m., going forward.

Carried

5. Other Business

The next Governance Committee meeting is scheduled for Thursday November 17 at 5:30 p.m.

Mr. Smith flagged the membership complement and Dr. Mackie advised that quorum is 50 percent of the membership plus 1.

6. Adjournment

At 6:51 p.m. it was moved by Mr. Smith, seconded by Mr. Helmer that the meeting be adjourned.
Carried

TREVOR HUNTER
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer