June 15, 2017 - Governance Committee

Meeting Minutes

Committee Members Present

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

Others Present

Ms. Joanne Vanderheyden, Board member
Mr. Marcel Meyer, 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 & Occupational Health & Safety
Ms. Laura Di Cesare, Director, Corporate Services
Mr. John Millson, Associate Director, Finance

Chair Hunter called the meeting to order at 6:01 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. Helmer, that the AGENDA for the June 15, 2017 Governance Committee meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Helmer, seconded by Mr. Peer, that the MINUTES of the April 20, 2017 Governance Committee meeting be approved. Carried

New Business

Mr. Meyer arrived at 6:03 p.m.

4.1 Policy Review (Continued)

Mr. Jordan Banninga, Manager, Strategic Projects introduced the policies and Ms. Vanessa Bell reviewed the changes to policy G-100 regarding confidential information.

Mr. Smith arrived at 6:04 p.m.

Mr. Helmer thanked Ms. Bell for her summary of the revisions to policy G-100.

Mr. Banninga reviewed and provided a summary of changes made to the policies from the feedback and comments provided by the Finance & Facilities Committee (G-180, G-190, G-210, G-240, G-250, G-260, G-310, G-320, G-330, G-420).

Discussion ensued about the following items:
• Renaming the title of policy G-210 (Investing) and continuing consultation with the City and County regarding this policy.
o The notion of investing and the framework in which the Health Unit is able to invest.

• Approving policy G-250, pending the following changes:
o Update second paragraph to no longer reference the old policy.
o Update language around intent; update should not to “shall not”, making the use of “shall not” consistently throughout the policy.
o Update Appendix A – sick leave reserve fund.

• Clarification in policy G-260 of who the Board of Health is accountable to.

• Clarification of funds versus gifts in policy G-330 and who these gifts or honorariums should be reported to.
o Update language. Change honorarium to “Honoraria” throughout the policy.

• Clarification of policy G-420 as to when a rental car is to be used within a certain mileage limit, and the pre-approval required based on a case by case basis. The cost effectiveness of this requirement.

• Clarification of the use of MLHU versus “the health unit”.
o Apply consist use of MLHU to policies and board reports across the organization.

It was moved by Mr. Helmer, seconded by Ms. Cassidy, that the Governance Committee recommend that the Board of Health approve G-100, G-180, G-190, G-210, G-240, G-250, G-260, G-310, G-320, G-330, G-420, pending final wording changes made by staff. Carried

Next Meeting: Thursday, September 21, 2017

Adjournment

At 6:42 p.m. it was moved by Mr. Smith, seconded by Ms. Cassidy, that the meeting be adjourned. Carried

TREVOR HUNTER
Chair

LAURA DI CESARE
Secretary-Treasurer