GENERAL BOARD MEETING WEDNESDAY, MARCH 26, 2014 SONGHEES WELLNESS CENTRE 1100 ADMIRALS ROAD, ESQUIMALT, BC Directors Present: Don Hubbard, Chair Frank Carson Shelley Garside David Kruyt Hans van de Sande Robina Thomas Jean Wheeler Roger Barnsley Staff Present: Brendan Carr Catherine Mackay Taj Baidwan Kim Kerrone Joe Murphy Georgina MacDonald Catherine Claiter Larsen Toni O Keeffe Janet Shute Maia Garland, Recorder Regrets: Jim Dutton Matthew Watson 1. Call to Order & Approval of the Agenda Chair Hubbard called the meeting to order at 1:00 pm. Chief Ron Sam opened the event with a welcoming message and prayer. The Board Chair and President & CEO were presented with a book about the Songhees First Nations along with a pin from Chief Sam. Director Thomas was acknowledged as the first First Nations representative on the Board with a book and pin as well. The Board Chair and Director Thomas presented a blanket to Chief Sam on behalf of Island Health and thanked him for allowing us to hold our meeting in such a beautiful place. Chair Hubbard opened the Board meeting by acknowledging that they were holding the meeting on the Traditional Territory of the Songhees First Nation. Roundtable introductions of the Board were made. It was MOVED, SECONDED and CARRIED THAT the agenda be approved as circulated. It was MOVED, SECONDED and CARRIED THAT the Minutes of January 29, 2014 be approved as circulated. Page 1 of 5
2. Governance and HR Committee Director Carson reported that the committee met on Tuesday March 11, 2014. The committee did an annual review of the Governance Manual and updates will be made to reflect the name change from VIHA to Island Health. As well, the policy pertaining to Board meetings will be updated reflecting the Q&A period taking place at the end of every General meeting. The Board s self evaluations were reviewed by the committee for 2013. The results were very good and two identified areas have been actioned to improvement results over the next year. The committee discussed the implementation of an Individual Director Peer Evaluation form which would provide the Board Chair and individual Directors feedback on their performance. The Board will be implementing this new process. It was MOVED, SECONDED and CARRIED that the Governance & HR Committee Report be 3. Finance & Audit Committee Director Kruyt reported that the committee met on Tuesday March 11, 2014. The committee reviewed the Financial Performance Report for Period 10, which reflects a small surplus and projecting a balanced position at year end. A regular update and report was given to the committee from the Director of Internal Audit and there were no areas of concern with respect to this on going work. At each meeting the committee reviews the status of Major IM/IT Projects to ensure they are within budget, on schedule and the degree to which the projects are meeting original objectives. The committee continues to be satisfied with the action plans in place for all projects. Proposed revisions to Island Health s Fair Business Policy were reviewed and endorsed. These changes ensure alignment with the policies of Health Shared Services BC, as well as federal and provincial documents, such as the Agreement on Internal Trade. Page 2 of 5
A detailed review of Island Health s current assets and liabilities and how they are managed are reviewed on an annual basis, and there are no areas of concern at this time. Annually the committee reviews the process for approving the CEO s expenses to ensure appropriate processes are in place. No changes are required at this time and there has been full compliance with the policy and procedures. It was MOVED, SECONDED and CARRIED that the Finance & Audit Committee Report be 4. Committee of the Whole Director Garside reported that the Committee of the Whole met on Tuesday March 11, 2014. The Board received an update on Health Emergency Management BC s work plan for Island Health following the consolidation of Emergency Management to a provincial program in April 2013. The Board was pleased to see that progress continues on the development of unit and facility response plans and emergency preparedness across Island Health, as well as pandemic planning. Disaster exercises and training continues in various communities and involving a variety of sites across the Island, including health authority wide participation in the BC Shakeout exercise each October. The learnings from these exercises are very valuable and shared across Island Health to ensure that we are prepared as possible for disaster situations at any time. It was noted that Island Health s survey site visit by Accreditation Canada is scheduled for the first week of April 2014, and the Board received an update on the status of organizational preparations. In addition, the Board completed a governance tracer exercise in preparation for the Governance Survey. A report was received on IHealth. The IHealth Project has been established to develop an integrated electronic health record for each person, linking home and community care with acute care, and providing a way for technology to support wellness and preventative care for individuals. The pilot site for some of this work will be the Oceanside Health Centre in Parksville. Chair Hubbard acknowledged that this would be Director Garside s last meeting on the Board and thanked her for her contributions. It was MOVED, SECONDED and CARRIED that the Committee of the Whole Report be Page 3 of 5
5. Health Quality Committee Director van de Sande reported that the Health Quality Committee met the morning of Tuesday March 11, 2014. On March 10, 2014 the Board received an annual update from the Medicine, Emergency, Renal Services, Patient Flow and Care Transitions portfolio. The committee heard two excellent presentations the first on Renal Services, with the focus on the impact for patients with the opening of the Renal Unit at Nanaimo Regional General Hospital and the work of the Renal Services Quality Council. The second presentation focused on work underway across acute care sites and in conjunction with home and community care to improve patient flow. At each meeting, the Committee reviews issues impacting Island Health s ability to provide accessible, timely, safe and high quality healthcare services. This month the focus was on: The completion of the first year of operation for Assertive Community Treatment ACT teams, in Port Alberni and Campbell River. Early data indicates the addition of the ACT Teams has decreased acute care utilization both in patient and emergency department visits. In addition, 15 clients in Port Alberni and 7 in Campbell River have been supported in finding stable housing, and a very positive relationship has been established between the ACT Team members and the communities, in particular, with local police. Client feedback in both communities has been very positive and people are appreciative of the variety of services provided and the assurance that the team is available 7 days a week. The owner of New Horizons in Campbell River and Sunridge Place in Duncan has chosen to contract out care service at these facilities, which is permissible under the service agreement with Island Health. During the contracting out period, Continuing Health Services and Licensing staff will be working closely to monitor the quality of care through a variety of mechanisms, including increased sight visits. An update on the Oceanside Health Centre located in Parksville was received. The primary care team continues to intake new patients, with a first priority to patients that do not currently have a physician. Urgent care is seeing an average of 57 patients each day and most of these patients would otherwise have needed to go to the Nanaimo Hospital Emergency Department. The integrated care model is extremely beneficial to patients, who are reporting a much smoother and faster response because the various care providers are all co located. The Committee also received an update on the patient care model scheduled to be implemented at Royal Jubilee and Victoria General hospitals in April. Some of the learnings from Nanaimo Hospital have been incorporated into the implementation Page 4 of 5
plans for Victoria, such as having health care aides working on the units in advance of the transition date, increasing leadership involvement and workshops for front line leaders. This is an area the Executive and Board continue to monitor regularly. Several members of the Board recently attended the BC Quality & Patient Safety Board and Executive Leadership session. One of the learnings from that session was the importance of involving patients in the work we do, and intend to do more of moving forward. It was MOVED, SECONDED and CARRIED that the Health Quality Committee Report be 6. Update from President & CEO Dr. Brendan Carr acknowledged that the meeting is taking place on the Traditional Territory of the Songhees First Nation. He reviewed a number of key areas for the organization. A presentation was made on Mental Health and Substance Abuse South Island Service Enhancements. There was an update given on the First Nations Health Authority (FNHA) Partnership Accord. Care models VGH/RJH changes are coming in the next few months North Island Hospital Project Update Mobile MRI has been able to save Island Health residents over $3,000 in travel costs Telehealth has been able to save Island Health residents over $30,000 in travel costs Engagement with the local community and steps Island Health is taking 7. Q&A from the Floor There was a question and answer session from the floor, following which members of the public joined the Board and Executive at an open house. 8. Adjournment Chair Hubbard adjourned the meeting at 2:00pm. Page 5 of 5