Report No. 058-12

TO:  Chair and Members of the Board of Health
FROM:  Graham L. Pollett, MD, FRCPC, Medical Officer of Health
DATE:     2012 April 19

Board of Health Agenda Package Distribution Process

Recommendation

It is recommended that Report No. 058-12 re Board of Health Agenda Package Distribution Process be received for information.

Background

The current process for preparing and disseminating Board of Health meeting packages includes printing, collating and distributing close to 40 copies of the package to Board members, staff and media.  Further to Board Report No. 125-11 (December 2011), planning and follow-up has occurred with Board members. This Report proposes an approach to improve current processes, resulting in improved access, timeliness and reduced costs of material preparation and distribution.

Proposed Approach

The proposed approach is to use the Health Unit internet site (www.healthunit.com) for dissemination of the Board meeting packages and materials.  With some minor changes, the Health Unit website can be used as the means of access to all Board materials—both publicly available documents as well as those intended only for Board members.

As is already occurring, Board meeting agendas, minutes and reports will be posted to the website where the public and Board members are able to access them.  Rather than receiving the package via courier one week prior to the Board meeting, the package can be accessed from the website from a web browser on an internet-connected device (personal computer, tablet or Smartphone).  Additionally, Board members will be able to logon to the website in order to access confidential and other Board member content. 

Document access and distribution is anticipated as follows:

• Public Material (agenda, minutes, Board reports) will be available on www.healthunit.com (i.e. visible whether the Board member is logged on or not as well as to the general public) 1 week prior to a Board meeting
• Walk-on reports will be posted to the website as soon as they are available.
• Confidential or private material (i.e. only visible when the Board member logs on to the website):
• Confidential items (such as an in camera agenda, Board reports and minutes)
• Other Board materials (expense claim forms, special notices, etc.)
• Communication will be sent to Board members, staff and media via e-mail when content is posted.
• For Board members receiving paper packages, these will continue to be distributed as per the current processes.  Note that the website access to the documents will be available to these members as well.
• Paper copies will not be provided for Health Unit staff or media—these recipients can access the materials from the website and, if necessary, print them for themselves.
• Board members will bring their computing access device (laptop or tablet) with them to Board meetings.  Paper copy recipients will bring their paper copy with them.
• A limited number of paper copies will be available to address the possibility of forgotten packages or devices.

This report was prepared by Mr. Rick Shantz, Director, Information Technology, who will be in attendance at the April 19^th Board meeting to address any questions regarding this report.

Graham L. Pollett, MD, FRCPC

Medical Officer of Health 

This report addresses the Ontario Public Health Organizational Standards requirements 2.5, 2.10 and 4.1 at the Middlesex-London Health Unit and Policy #2-030, REPORTS TO THE BOARD OF HEALTH, as outlined in the MLHU Administration Policy Manual.