DRAFT Minutes - June 20, 2019 Governance Committee Meeting

Committee Members Present:

Ms. Trish Fulton
Mr. Ian Peer
Ms. Elizabeth Peloza

Regrets:

Ms. Aina DeViet (Chair)
Ms. Maureen Cassidy

Others Present:

Mr. Matt Reid (Board member)
Dr. Christopher Mackie, Secretary-Treasurer
Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications Coordinator (Recorder)
Ms. Laura Di Cesare, Director, Healthy Organization
Mr. Jordan Banninga, Manager, PPE
Mr. Joe Belancic, Manager, Procurement and Operations
Mr. Jeff Cameron, Stronghold Services
Ms. Kendra Ramer, Manager, Strategic Projects
Ms. Nicole Gauthier, Manager, Privacy, Risk and Governance
Ms. Lilka Young, Health and Safety Coordinator
Ms. Cynthia Bos, Manager, Human Resources

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

Disclosure of Conflict(s) of Interest

Chair Fulton inquired if there were any disclosures of conflicts of interest to be declared.

Approval of Agenda

It was moved by Mr. Peer, seconded by Ms. Peloza, that the AGENDA for the June 20, 2019 Governance Committee meeting be approved.

Carried

Approval of Minutes

It was moved by Ms. Peloza, seconded by Mr. Peer, that the MINUTES of the March 21, 2019 Governance Committee meeting be approved.

Carried

New Business

Annual Privacy Program Update (Report No. 008-19GC)

Discussion ensued about the following items:

• The very few breaches listed in the privacy report, which is excellent for such a large organization.
• Breaches where paper records were lost, and what occurred in this circumstance.

Ms. Gauthier answered questions pertaining to the privacy breach where paper records were lost.

It was moved by Ms. Peloza, seconded by Mr. Peer, that the Governance Committee receive Report No. 008-19GC re: “Annual Privacy Program Update” for information.

Carried

Joint Occupational Health & Safety Annual Report – June 2019 (Report No. 009-19GC)

Ms. Young answered questions pertaining to this report.

Discussion ensued about the following items:

• The comparative data contained in the report, attached as Appendix A.
• Workplace domestic violence incidents, and how it is defined in the workplace.
• Slips, trips falls and contact incidents; where the incidents are occurring, and if there is an expectation that these incidents might decrease in the new location.
• The definition of non-employee incidents.

It was moved by Ms. Peloza, seconded by Mr. Peer that the Governance Committee receive Report No. 009-19 re: “Joint Occupational Health and Safety Annual Report – June 2019” for information.

Carried

Q2 2019 Activity Report - Strategic Projects (Report No. 010-19GC)

Dr. Mackie introduced this report and noted that with the public health restructuring proposed for next April, it will limit how far staff can take the strategic planning process this year.

Discussion ensued about the following items:

• The wrap-up of current strategic plans, before restructuring, and what the close out of the strategic planning process might look like.
• Projects that have been put on hold due to proposed restructuring.
• That projects in the strategic plan are scalable, so could be linked with other health units should regionalization go forward.
• That MLHU is in a position to help lead the roll-out of some larger-scale projects, which are built into the strategic plan, (such as Electonic Client Record), should these projects go forward through the strategic plan.

It was moved by Ms. Peloza, seconded by Mr. Peer, that the Governance Committee receive Report No. 010-19GC re: “Q2 2019 Activity Report – Strategic Projects” for information.

Carried

Mr. Banninga arrived at 6:18 p.m.

Governance Policy Review and Development (Report No. 011-19GC)

It was moved by Mr. Peer, seconded by Ms. Peloza, that the Governance Committee:

1. Receive Report No. 011-19GC re: “Governance Policy Review and Development” for information; and
2. Recommend that the Board of Health approve the governance by-laws and policies appended to this report.

Carried

2019 Board of Health Self-Assessment Results (Report No. 012-19GC)

Ms. Gauthier answered questions and commented on the 90% response rate for the Board of Health Assessment survey, noting that it was clear that members of the Board made every effort to contribute meaningful feedback based on their experience and tenure with the Board.

Mr. Reid arrived at 6:20 p.m.

Discussion ensued about next steps in the assessment process to support the Board’s effectiveness in the months ahead, navigating system transformation as plans to restructure move forward.

It was moved by Ms. Peloza, seconded by Mr. Peer, that the Governance Committee receive Report No. 012-19GC re: “2019 Board of Health Self-Assessment Results” for information.

Carried

2018 Medical Officer of Health and Chief Executive Officer Performance Appraisal (Report No. 013-19GC)

Chair Fulton introduced this report and reviewed the report’s request to form a sub-committee for the Medical Officer of Health/CEO Performance Appraisal process. Chair Fulton noted that the composition of the sub-committee is open to both the Governance Committee and the Board of Health. Chair Fulton also noted that the preference would be to strike a sub-committee of five members, and work forward from that point.

Chair Fulton noted that Aina De Viet would be pleased to put her name forward to be a member of the sub-committee.

Discussion ensued about the composure of the MOH PA sub-committee, and members discussed their interest sitting on the sub-committee.

The Medical Officer of Health/CEO sub-committee shall consist of:

1. Ms. Aina De Viet (Governance Committee Chair, County representative)
2. Ms. Trish Fulton (Board Chair, Provincial representative)
3. Mr. Ian Peer (Provincial representative)
4. Ms. Maureen Cassidy (Vice Chair, City representative)
5. Mr. Matt Reid (City representative)

It was moved by Ms. Peloza, seconded by Mr. Peer, that the Governance Committee:

1. Receive Report 013-19GC; and
2. Form a sub-committee to initiate the performance appraisal process for the Medical Officer of Health and Chief Executive Officer.

Carried

Other Business

Next meeting: September 19, 2019

Confidential

It was moved by Mr. Peer, seconded by seconded by Ms. Peloza that the Governance Committee approve the confidential March 21, 2019 Governance Committee meeting minutes.

Carried

Adjournment

At 6:30 p.m., it was moved by Mr. Peer, seconded by Ms. Peloza, that the meeting be adjourned.

Carried

TRISH FULTON
Board Chair

CHRISTOPHER MACKIE
Secretary-Treasurer