March 16, 2017 - Governance Committee Meeting

Minutes

Committee Members Present

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

Others Present

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

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.

Approval of Agenda

It was moved by Mr. Helmer, seconded by Mr. Smith, that the AGENDA for the March 16, 2017 Governance Committee meeting be approved. Carried

Approval of Minutes

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

New Business

4.1 2017 BOH Self-Assessment Results (Report No. 004-17GC)

Discussion ensued about the following items:
• The process used this year, including sending out the self-assessment document to be completed digitally and the ranking of items in question 19.
• Where Board development efforts ought to be focused for the next year, and how the committee will hone in and provide direction to staff for future Board education and development sessions (e.g., regular education regarding the various programs and governing aspects, such as policy or standards, at each Board meeting).

It was moved by Mr. Peer, seconded by Mr. Helmer, that the Governance Committee:
1) Recommend that the Board of Health receive Report No. 004-17GC re: Board of Health Self-Assessment Results for information; and
2) Consider the survey results and incorporate the feedback into Board development planning for 2017.
Carried

4.2 Strategic Plan Update (Report No. 005-17GC)

Ms. Di Cesare provided a summary of the Strategic Plan Update and Balanced Scorecard, which included an update on projects that did not start in 2016 and those that will continue into 2017. Ms. Di Cesare advised that staff will endeavour to bring an update to the Committee semi-annually, instead of at year-end only. Ms. Di Cesare also noted certain recent announcements that may require some realignment of items identified on the 2017 scorecard. These challenges include the Ontario Pubic Health Standards modernization work and the potential value-for-money audit, which could impact the work currently being done.

Discussion ensued on the following item:
• The feasibility of continuing to pursue the e-agenda software in the scorecard, and the issues experienced in completing this item in 2016.

It was moved by Mr. Helmer, seconded by Mr. Smith, that the Governance Committee:
1) Receive Report No. 005-17 re: Strategic Plan Update for information; and
2) Recommend that the Board of Health approve the 2017 Middlesex-London Health Unit Balanced Scorecard.
Carried

Other Business

5.1 Policy Review Continued

Mr. Jordan Banninga, Manager, Strategic Projects, provided a summary of changes made to policies G-270, G-280, G-290, G-300, G-350, G-370, G-470, G-480 and G-490. Discussion ensued about these policy changes, and that policy G-380 will be sent back to staff for a review of the wording on declaration of conflict of interest and the possible removal of that policy’s Appendix A.

It was moved by Mr. Helmer, seconded by Mr. Smith, that the Governance Committee recommend that the Board of Health approve policies G-270, G-280, G-290, G-300, G-350, G-370, G-470, G-480 and G-490. Carried

It was moved by Mr. Smith, seconded by Mr. Helmer, that the Governance Committee forward policies G-310, G-320, G-330, G-410 and G-420 to the Finance & Facilities Committee for review and amendment. Carried

Discussion ensued on sharing the updated policy manual on the website, once finalized. The Committee agreed that it belongs in the public purview.

It was moved by Mr. Helmer, seconded by Mr. Smith, that the Governance Committee recommend that the Board of Health consider putting the Governance Policy Manual on the Health Unit’s website once finalized. Carried

Ms. Di Cesare thanked Mr. Banninga and recognized his efforts in preparing the Governance Reports for this evening’s meeting.

The Governance Committee will review the remaining policies (G-120 and G-260) at its next meeting. Any questions about these policies remaining for review should be forwarded to Mr. Banninga for clarification.

5.2 Next Meeting: Thursday, April 20, 2017

Adjournment

At 6:56 p.m., it was moved by Mr. Smith, seconded by Mr. Helmer, that the meeting be adjourned. Carried

TREVOR HUNTER
Chair

LAURA DI CESARE
Secretary-Treasurer