HEADWATERS HEALTH CARE CENTRE BOARD OF DIRECTORS February 23, 2010 Present: Regrets: Guests: Margot Hornseth, Chair Kathy Armstrong Cholly Boland Jim Eckler Peter Harris Angela Hughes Terry Irwin Louise Kindree Bonnie Ledson Don Lytle Hon. John McDermid Dr. Jeff McKinnon Dr. Ron Murphy Dr. Alex Riddell Bill Roy Don Smith Steve Desrocher, Elizabeth Hull Dr. Nicola Mercer, Medical Officer of Health, Wellington-Dufferin-Guelph Public Health Unit Jennifer Miller, Director of Human Resources In Attendance: Joan Burdette, Ann Cain, Donna Hyatt, Bruce Irwin, Liz Ruegg, Cindy Sabo 1. CALL TO ORDER The meeting was called to order at 7:20 p.m. Dr. Alex Riddell was welcomed as the newest member of the Board. Dr. Riddell has assumed the role of President of the Medical Staff to June 30, 2010, following the resignation of Dr. David Josephson. 2. DECLARATION OF CONFLICT OF INTEREST No conflict of interest was declared. 3. EDUCATION The board education portion of the meeting was provided by Dr. Nicola Mercer from the Wellington-Dufferin-Guelph Public Health Unit.
Board of Directors Page 2 4. ADDITIONS TO THE AGENDA No additions to the agenda were noted. 5. APPROVAL OF MINUTES It was moved by Angella Hughes, seconded by Kathy Armstrong, [10-06] that the minutes of the regular meeting held January 19, 2010, be approved, as presented. CARRIED It was moved by Louise Kindree, seconded by Don Lytle, [10-07] that the minutes of the in-camera meeting held January 19, 2010, be approved, as presented. CARRIED 6. BUSINESS ARISING No business arising was brought forth. 7. REPORTS 7.1 Finance Committee Shelburne Ambulance Base The Board of Directors moved in-camera at 7:50 p.m. to discuss this item. All staff remained I.T. Negotiations As members are aware, the hospital s information systems partner, Royal Victoria Hospital, will no longer act as a data host. Collectively, Headwaters Health Care Centre, Georgian Bay General Hospital, Collingwood General Hospital and Royal Victoria Hospital issued a Request for Proposal for the hosting of the Meditech data centre. Perot Systems has been identified as the preferred vendor. The first step for each hospital is to enter into a Memorandum of Understanding (MOU) with Perot. The MOU describes the process by which the hospitals agree to negotiate the service agreement. Two options with cost breakdowns were reviewed. It was agreed that Option Two would be preferred as in addition to hosting the Meditech data centre, a disaster recovery plan and test ring would be included at a reasonable incremental cost. It was moved by Angella Hughes, seconded by John McDermid, [10-09] that the Board of Directors authorize Headwaters Health Care Centre to enter into a Memorandum of Understanding with Perot Systems to negotiate an IT Service Level Agreement that includes a Disaster Recovery Plan and Test Ring. CARRIED
Board of Directors Page 3 Financial Statements The operating statements were reviewed and discussed. It was moved by Peter Harris, seconded by Louise Kindree, [10-10] that the Financial Operating Statements for the period ending January 31, 2010, depicting an year-to-date operating deficit of $215,371, be approved, as presented. CARRIED 7.2 Governance and Nominating Committee The minutes of the February 18, 2010 meeting were reviewed. Several scenarios with respect to committee structure were discussed and were forwarded to the Board for their input. A suggestion has been made that the Executive Committee assume the responsibilities of the Compensation Committee (performance evaluation and compensation). It was also suggested that the Finance Committee re-assume the functions of the Audit Committee. Opposition to the dissolution of the Audit Committee was expressed. Audit is an oversight committee whereas finance is an operational committee. In the past, it has stressed to non-profit organizations to keep these two functions separate. The suggestion has been discussed with Deloitte Touche. It was noted that the Audit Committee does need to review the committee s terms of reference. Members were encouraged to review the section on committee structure contained in the OHA Guide to Good Governance. It was suggested that the Governance and Nominating Committee meet with the Committee Chairs to get their perspectives on the matter. One further matter discussed was the importance of remaining true to the meeting schedule for the year once it has been set out. 7.3 Chief of Staff The Medical Advisory Committee met on February 17, 2010. Several new members were welcomed: Dr. Alex Riddell as President of the Medical Staff to June 30, 2010 - replacing Dr. David Josephson who resigned in February Dr. Jude Umeh as the member-at-large Dr. Paul Martin-Smith as Chief of Medicine.
Board of Directors Page 4 It was moved Dr. Jeff McKinnon, seconded by Dr. Ron Murphy, [10-11] that Dr. Paul Martin-Smith be appointed as the Chief of Medicine for the period ending June 30, 2010. CARRIED Arrangements are being made for Josh Liswood of Miller Thomson LLP to meet with the general medical staff to review proposed changes to the medical staff portion of the operating bylaws. Credentials It was moved by Dr. Jeff McKinnon, seconded by Louise Kindree, [10-12] that the application of Dr. James McInnis for Locum Tenens Staff Privileges in the Department of Emergency Medicine, with privileges as delineated until April 24, 2010, be approved. CARRIED It was moved by Dr. Jeff McKinnon, seconded by Louise Kindree, [10-13] that the application of Dr. Priya Akula for Associate Staff Privileges in the Department of Family Practice, with privileges as delineated until June 30, 2011, be approved. CARRIED Midwifery Program Recent meetings with respect to the midwifery program have proven successful in that the introduction of midwives at the hospital will begin May 1, 2010 pending the successful implementation of appropriate policies and procedures. The hospital remains committed to recruitment of a fourth obstetrician/gynecologist. In the interim, the hospital will finance one-in-four call for locum tenens coverage on weekends. It was moved by Dr. Jeff McKinnon, seconded by Peter Harris, [10-14] that the application of Linda Stahl, Registered Midwife, and Stephanie McDonnell, Registered Midwife, for Associate Staff Privileges in the Department of Obstetrics, with privileges as delineated for the period May 1, 2010 until June 30, 2011, be approved. CARRIED 7.4 Foundation A written report was pre-circulated for information. Both the foundation and hospital were saddened by the recent passing of foundation board member and hospital supporter, Diane Hepple.
Board of Directors Page 5 7.5 President and CEO CEO and Board Chair met with representatives from the Premier s office to discuss the proposed ambulatory care project. No capital decisions will be made until the provincial budget is handed down. CEO and Louise Kindree attended the OHA Membership Forum on February 19 th which focused on strategic planning. CEO has attended two meetings of the LHIN sponsored Shelburne Community Task Force and Bolton and Area Working Group. A consultant will be working during the month of March to identify unmet needs in the community. A plan will be drafted in April followed by a series of public meetings. The final recommendation will be announced in June. Preliminary discussions have taken place regard the relocation of the diagnostic imaging unit from the Shelburne site to the Mel Lloyd Centre. Mel Lloyd Family Health Team has recruited two new family physicians. A press release was recently issued with respect to the breast feeding clinic which has been located at the hospital for a number of years and is now being relocated into the community to provide easier access to new moms. The hospital s workplace safety NEER rating has decreased in the past 18 months from 4.0 to 2.4, due in part to an overall change in culture (training, education, safety walkabouts, hazard awareness). It is hoped this trend will continue throughout the summer and a lower surcharge will be realized. The Shelburne diagnostic imaging unit, which is open each afternoon, five days per week, is often underutilized. A marketing campaign will be carried out in the Orangeville, Shelburne and Dundalk newspapers to promote the service. The Health and Wellness Committee is promoting the eight-week fitness challenge. Sixty-eight staff members are involved, with each person matched with a buddy for encouragement and support. There will be wait time funding decreases from the government for cataracts (308 to 306) and CT scans (420 to 390) this will amount to a $17,000 loss of revenue for the hospital. On the other hand, Headwaters is #1 in the province for CT scans (seen within ten days) and 11 th for cataracts (57 days versus 182). The accounts receivable department has moved to the rehab area. Security will be moving into the previous accounts area which will afford quite a bit more visibility for security staff. Maternal child patients are now being registered through switchboard rather than at the ER registration. A meeting was held with the new Chief of Obstetrics at William Osler Health System to discuss opportunities to increase the market share at Headwaters. Approximately, 40% of moms are leaving the Central West LHIN to deliver their babies elsewhere. Discussions are underway with oncologists from William Osler Health System to provide support at Headwaters one half day a week. The hospital s oncology relationship with Peel Region (at Credit Valley) has been deteriorating for some time now. Talks are also underway with William Osler with respect to nephrology support for our dialysis unit. Again, this would be a move away from Credit Valley.
Board of Directors Page 6 John McDermid reported on the OHA conference he attended February 18 th on the Freedom of Information Act. Margot Hornseth remarked on her presentation at a recent OHA governance conference with respect to relationships between hospitals and foundations. Margot shared the Memorandum of Understanding between the Headwaters Foundation and Hospital. Several positive comments were received. Headwaters is very fortunate for the great relationship that the hospital and foundation share. 8. FUTURE AGENDA ITEMS Members were reminded to forward agenda items to administration. 9. DATE OF NEXT MEETING The Board will meet on Tuesday, March 23, 2010. 10. ADJOURNMENT There being no further business, the meeting adjourned at 9:50 p.m. Margot Hornseth, Chair Angella Hughes, Secretary