Board of Directors Meeting Minutes

Transcription

1 Board of Directors Meeting Minutes DATE: Wednesday, June 26, 2013 TIME: 11:00 a.m. PLACE: 356 Oxford St. W., London CHAIR: RECORDER: MEMBERS: Linda Ballantyne, Board Secretary Cate Patchett, Corporate Liaison Sandra Coleman, Chief Executive Officer Glen Elliott, Board Member Brian Hadley, Board Member Evelyn Harris-Williams, Past Board Chair Dr. Claude Lanfranconi, Board Treasurer Don Keillor, Board Member Bonnie Monteith, Board Member Jean Peacock, Board Member Andy Werner, Board Member [Videoconference] GUESTS: REGRETS: Nancy Dool-Kontio, Sr. Director, Strategic Planning & Integration Hilary Halliday, Sr. Director, Corporate Services & CFO Donna Ladouceur, Sr. Director, Client Services Lois Beamish Taylor, Sr. Director, Performance Management & Accountability Jacquie Mockler, Sr. Director, Human Resources & Organizational Development Mary Lapaine, Board Chair 1. Call to Order 1.1 Opening and Welcome L. Ballantyne opened the meeting at 11:00 a.m. and welcomed everyone.

2 South West CCAC Board of Directors Meeting June 26, 2013 Page 2 Declaration of Conflict of Interest According to Bylaw No. 2, Articles and Policy V-A-3, based on today s Meeting Agenda and the information in the agenda package received by the Board, there were no conflicts of interest declared. 2. Approval of Agendas 2.1 Approval of Consent Agenda The Consent Agenda of the June 26/13 meeting was approved on MOTION by B. Monteith and SECONDED by A. Werner. 2013/ Approval of Agenda The Agenda of the June 26/13 meeting was approved on MOTION by B. Hadley and SECONDED by E. Harris-Williams In Camera Session 2013/14-16 It was MOVED by B. Hadley and SECONDED by A. Werner that the Board move into an In Camera session. 2013/14-17 It was MOVED by B. Hadley and SECONDED by B. Monteith that the Board move out of its In Camera session, noting acceptance of reports for Items #3 # / Ensure Board Effectiveness 6.1 Report From Governance Committee Nominations for Election and Re-election of Board Members As recommended by the Governance Committee having used the Guidelines for the Selection of Directors Policy V-A-5, it was MOVED by D. Keillor and SECONDED by C. Lanfranconi that the Board approve the following slate of nominees for re-election for a one-year term re-newal at the Annual Meeting on June 26/13: 2013/14-23

3 South West CCAC Board of Directors Meeting June 26, 2013 Page 3 Glen Elliott Don Keillor Mary Lapaine Jean Peacock Brian Hadley Linda Ballantyne Evelyn Harris-Williams Claude Lanfranconi It was noted that in peer evaluation surveys, Board Members rated the performance of all the above Board Member peers indicating no concerns in supporting further one year term renewals. As recommended by the Governance Committee, having conducted a thorough nomination process for new members, it was MOVED by D. Keillor and SECONDED by C. Lanfranconi that the Board approve the following three candidates for election for three year terms at the June 26/13 Annual Meeting: 2013/14-24 Tim Cronsberry Dr. Carol McWilliam Ferne Woolcott It was noted that if elected by the Members, an orientation session will occur over the summer leading up to the September 18/13 Board meeting at which time it is anticipated the three new Directors will fully participate as Members of the Board Board Evaluation Outcome and Goals D. Keillor reported that the Committee reviewed the outcome of the Board evaluation survey whereby results indicate the Board is functioning well in all of the following four criteria categories and there is nothing significant to note or act upon: Board Role and Responsibility Board Composition and Quality Board Structure and Processes Board Efficiency and Performance in Adhering to the Team Charter

4 South West CCAC Board of Directors Meeting June 26, 2013 Page 4 In terms of setting a goal for the Board itself for the next year to improve its excellence, D. Keillor advised that, based on responses from the survey as to the effectiveness of Generative Governance in improving the Board s performance, the Committee will lead the Board in further developing its Generative Governance Mode using strategies from Dr. Cathy Trower s book, The Practitioner s Guide to Governance as Leadership Building High-Performing Nonprofit Boards Recommended Slate of Officers for Election Having implementing a process for the election of Board Officers, as recommended by the Governance Committee, it was MOVED by D. Keillor SECONDED by G. Elliott that the Board approve the following Slate of Officers to be acclaimed at the June 26/13 Board Meeting following the Annual Meeting: 2013/14-25 For the position of Chair: For the position of Vice Chair: For the position of Treasurer: For the position of Secretary: For the position of Past Chair: Mary Lapaine Linda Ballantyne Claude Lanfranconi Brian Hadley Evelyn Harris-Williams as entitled Committee Evaluation Process and Tool D. Keillor announced that the Committee will conduct the annual review of all Board Committees in July using the proposed survey tool with each Committee s specific terms of reference listed in question 3(c). A report will be made to the Board in September of any recommended actions, along with a recommendation for Committee membership including the assigning of new Members to the most appropriate committees according to skills and expertise.

5 South West CCAC Board of Directors Meeting June 26, 2013 Page 5 7. Ensure Program Quality and Effectiveness 7.1 Report From Quality of Care Committee /13 Performance Measurement Year-end Results Further to the preliminary results of the performance indicators as set by the Board for 2012/13 and a variance analysis reported by S. Coleman as part of the CEO Year in Review report received by the Board at the May 8/13 Board Meeting, B. Hadley referred to the final results as received for information. It was noted there were no changes from the May presentation - all targets were achieved except for priority time lines for service initiation of very high referrals for Nursing, Personal Support, and Therapies, which were all slightly lower than targeted for reasons previously shared with the Board /13 Annual Events Report The Board received for information the Annual Events Report for 2012/13 as presented to enhance the Board s quality oversight and understanding of quality and patient safety. B. Hadley pointed out that the higher number of risk events in 2012/13 may be reflective of the higher complexity and acuity of the patients being served, i.e. those with the greatest need. B. Hadley advised this is the second fiscal year of reporting based on the provincial Event Management Framework thus enabling a year-over-year comparison /14 Performance Measurement Recommendation In addition to the Board s requirement for the Executive Committee to establish an annual performance plan to guide the work of the CEO for the particular year, the Quality of Care Committee is responsible to recommend to the Board appropriate indicators that enable the Board to measure and monitor the care provided by the CCAC. As proposed by the Quality of Care Committee, B. Hadley and G. Milak reviewed a draft 2013/14 Performance Measurement Framework for the Board s consideration for approval. As recommended by the Quality of Care Committee, it was MOVED by D. Keillor and SECONDED by C. Lanfranconi that the Board approve the 2013/14 Performance Measurement Framework as presented with the following eleven key indicators/targets that align with the CCAC s Strategic Directions and Goals: 2013/14-26

6 South West CCAC Board of Directors Meeting June 26, 2013 Page 6 STRATEGIC DIRECTION/ GOAL 1.0 Provide Safe, Effective, High Quality Client-Driven Care 1.1 We deliver high quality care: help me. 1.2 We deliver safe care: keep me safe. 1.3 We engage clients and caregivers: be nice to me. STRATEGIC DIRECTION/ GOAL 2.0 Work Well With Partners 2.1 We effectively connect patients with appropriate supports. 2.2 We respond to our partners needs. 2.3 Partnerships result in integrated patient solutions, furthering the Integrated Health Services Plan in the South West. 3.0 Be a Great Place to Work 3.1 Employees are satisfied and engaged. 3.2 We support a healthy and safe work place. 4.0 Use Resources Wisely 4.1 We ensure value for money, using the principles of economy, efficiency, and effectiveness to achieve our goals. 4.2 We are increasing productivity through innovation and technology. TARGET/ INDICATOR 78% of all wound care patients receiving wound care leading practice 1.0 Adverse Events per 1,000 patients 90% Overall Patient Satisfaction TARGET/ INDICATOR % First visit within 5 days of hospital discharge: a) >90% Nursing b) >90% Personal Support Home First impact (TBD) % or # of hospital days saved once funding confirmed >80% Primary Care Group Practices with established Care Coordinators >60% of staff overall satisfied with the organization >85% of staff reporting that our organization promotes a healthy and safe working environment through the provision of standards, training, and wellness offerings 1% Surplus (TBD) % of Purchased Services budget spent on chronic/complex patients

7 South West CCAC Board of Directors Meeting June 26, 2013 Page 7 Further, the use of the word client in the 2013/14 PMF was revised to patient to align with the recommendations for changes in language for CCACs from the provincial Policy and Advocacy Committee Draft 2012/13 Annual Report to the Community As recommended by the Quality of Care Committee it was MOVED by B. Hadley and SECONDED by B. Monteith that the Board approve the draft 2012/13 Annual Report to the Community as presented, subject to minor edits to refine the document. When finalized, B. Hadley advised it will be widely distributed electronically to stakeholders and a number of printed copies will be available at each office location. 2013/14-27 The following reports for other 2012/13 annual reporting requirements were reviewed by the Committee and received by the Board for information including Procurement, Consultants Compliance with Broader Public Sector Accountability Act, and Privacy and Security of Information. 7.2 Patient Quality of Care Story In its role to ensure quality care, the Board received an account of a quality of care patient story. The Board heard what happened, what was learned from it, what can be improved from the experience, what is being done about any safety or quality issues arising, and what can be celebrated from it. The Board had an opportunity for discussion as to how a culture of quality and patient safety within the CCAC can be led, supported and sustained by the Board. 8. Ensure Financial Viability 8.1 Monthly Financial Report for the Period Ending May 31/13 The Board received for information the Monthly Financial Report for the period ending May 31/12 whereby H. Halliday provided a high level summary of the financial position for the period noting a continued increase in purchased services volume, specifically in the Chronic, Complex and Short Stay volumes.

8 South West CCAC Board of Directors Meeting June 26, 2013 Page Report From the Finance Committee of the Whole Further to the Board s discussion at the previously held meeting of the Finance Committee of the Whole, it was MOVED by B. Hadley and SECONDED by A. Werner that the Board approve the implementation of the opportunities identified for additional 2013/14 investment in alignment with the South West LHIN s Integrated Health Services Plan, the South West CCAC s Performance Measurement Framework, and advancing the Population-Based Approach, as received by the Finance Committee of the Whole for the Senior Team to finalize with the LHIN as additional funding is announced. 9. Build Relationships 9.1 Annual Strategic Communications Plan for 2013/14 S. Coleman presented the Annual Strategic Communications Plan for 2013/14 whereby it was MOVED by C. Lanfranconi and SECONDED by B. Hadley that the Board approve the Plan as presented which is focused on achieving the CCAC s four strategic goals and is supportive of the CCAC s priorities for this year which are in alignment with the LHIN s Integrated Health Services Plan. 2013/ / Report on Attendance at OACCAC 2013 AGM/Conference Board Members briefly discussed their attendance at the annual OACCAC AGM and Conference from June and expressed appreciation at the opportunity to participate. 10. Adjournment and Next Meeting The meeting was adjourned at 1:45 p.m. Next meeting: Wednesday, June 26, 2013, 2:15 p.m. 356 Oxford St. W., London To Elect Officers Following the Annual Meeting Meeting Feedback - The Board was reminded to complete the online meeting evaluation survey. Original Signed By Mary Lapaine CONFIRMED: CHAIR