DRAFT Minutes - March 21, 2019 Governance Committee Meeting

Committee Members Present:

Ms. Aina DeViet (Chair)
Ms. Maureen Cassidy
Ms. Trish Fulton
Mr. Ian Peer
Ms. Elizabeth Peloza

Others Present:

Mr. John Brennan (Board member)
Mr. Matt Reid (Board member)
Dr. Christopher Mackie, Secretary-Treasurer
Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications Coordinator (Recorder)
Mr. Jordan Banninga, Manager, Program, Planning and Evaluation
Mr. Joe Belancic, Manager, Procurement and Operations
Ms. Cynthia Bos, HR Manager
Ms. Laura Di Cesare, Director, Healthy Organization
Ms. Kendra Ramer, Manager, Strategic Projects
Ms. Nicole Gauthier, Manager, Privacy, Risk and Governance

Election of the Chair, Governance Committee

At 6:00 p.m., Dr. Mackie called the meeting to order and opened the floor to nominations for Chair of the Governance Committee for 2019.

It was moved by Mr. Peer seconded by Ms. Cassidy, that Ms. DeViet be nominated for Chair of the Governance Committee for 2019. Carried
Ms. DeViet accepted the nomination.

Dr. Mackie invited further nominations three more times. None were forthcoming.

Therefore, it was moved by Mr. Peer, seconded by Ms. Cassidy, that Ms. DeViet be acclaimed as Chair of the Governance Committee for 2019. Carried

Disclosure of Conflict(s) of Interest

Chair Reid inquired if there were any disclosures of conflicts of interest. None were declared.

Approval of Agenda

It was moved by Ms. Cassidy, seconded by Ms. Peloza, that the AGENDA for the March 21, 2019 Governance Committee meeting be approved. Carried

Approval of Minutes

It was moved by Ms. Cassidy, seconded by Mr. Peer, that the MINUTES of the November 15, 2018 Governance Committee meeting be approved. Carried

New Business

Q1 2019 Activity Report – Strategic Projects (Report No. 001-19GC)

Dr. Mackie introduced and provided context to this report.

Discussion ensued about the following items:
• Projects behind schedule and reasons for the delay.
• The relocation project; how it has been received by staff and if it has impacted work in other areas.
• The issues and risks identified thought the Project Management Office and how it exists in relation to other frameworks at MLHU such as the Planning and Evaluation Framework.

It was moved by Ms. Peloza, seconded by Mr. Peer, that the Governance Committee recommend that the Board of Health receive Report No. 001-19GC re: “Q1 2019 Activity Report – Strategic Projects” for information. Carried

2017 Year-end Performance on Accountability Indicators (Report No. 002-19GC)

Dr. Mackie introduced and provided context to this report.

Discussion ensued about the following items:
• The vaccination rates among school-aged children (grade 7 or 8) and the potential stigma associated with Hepatitis B and HPV vaccines for this population group.
• Clarification of reporting requirements associated with the Immunization of School Pupils Act indicator.
• How Cannabis retail will be monitored and enforced after April 1, 2019.
• The strict requirements placed on Cannabis vendors.

It was moved by Ms. Cassidy, seconded by Ms. Peloza, that the Governance Committee receive Report No. 002-19GC re: “2017 Year-end Performance on Accountability Indicators” for information. Carried

Governance Policy Review and Development (Report No. 003-19GC)

Dr. Mackie thanked and recognized Ms. Gauthier for her work in modernizing the policies before the Committee this evening.

Discussion ensued about the following items:
• The summary of changes to policies outlined within Appendix A and Appendix B.
• The timeline for the policy review cycle, which is currently set at every two years, based on the Ontario Public Health Standards.
• That staff are currently working to streamline the review schedule to have a more calibrated approach to policy review going forward.

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

1) Receive Report No. 003-19GC for information;
2) Recommend that the Board of Health approve the governance by-laws and policies appended to this report; and
3) Recommend that the Board of Health approve development of the new governance policies outlined within this report.
Carried

Governance Committee Reporting Calendar (Report No. 004-19GC)

It was moved by Ms. Fulton, seconded by Ms. Cassidy, that the Governance Committee:
1) Receive Report No. 004-19GC re: “Governance Committee Reporting Calendar” for information; and
2) Recommend that the Board of Health approve the 2019 Governance Committee Reporting Calendar.
Carried

2019 Board Development (Report No. 005-19GC)

Ms. Fulton noted the timeline for this development activity and inquired about polling members for a date that will work for both the Board and the facilitator.

It was moved by Ms. Fulton, seconded by Mr. Peer, that the Governance Committee:
1) Receive Report No. 005-19GC re: “2019 Board Development” for information; and
2) Recommend that the Board of Health approve the “Leading Through Transition/Change Management” session delivered by Your Latitude as a 2019 Board development opportunity.
Carried

Board of Health Self-Assessment (Report No. 006-19GC)

It was moved by Ms. Peloza, seconded by Mr. Peer, that the Governance Committee:
1) Receive Report No. 006-19GC re: “Board of Health Self-Assessment” for information;
2) Recommend that the Board of Health approve the Board of Health Self-Assessment Tool appended to this report; and
3) Approve initiation of the Board of Health self-assessment process for 2019.
Carried

Other Business

Next meeting: June 20, 2019.

Confidential

At 6:32 p.m. it was moved by Ms. Fulton, seconded by Ms. Peloza that the Governance Committee move in-camera to consider matters regarding identifiable individuals. Carried

Mr. Banninga, Ms. Gauthier, Mr. Belancic and Ms. Ramer left the meeting at 6:32 p.m.

At 6:46 p.m., it was moved by Ms. Peloza, seconded by Ms. Cassidy that the Governance Committee rise and return to public session. Carried

At 6:46 p.m., the Governance Committee returned to public session.

Adjournment

At 6:46 p.m., it was moved by Mr. Peer, seconded by Ms. Fulton, that the meeting be adjourned. Carried

______________________________________________________________________________________________________

AINA DEVIET
COMMITTEE Chair

CHRISTOPHER MACKIE
Secretary-Treasurer