Headwaters Health Care Centre Board of Directors November 28, 2017

Transcription

1 Headwaters Health Care Centre Board of Directors November 28, 2017 ATTENDANCE REGISTER P = Present R = Regrets A= Absent t/c = teleconference Committee Member Sept. 26/17 Oct. 24/17 Nov. 28/17 Jan. 39/17 Feb. 27/17 Louise Kindree, Chair P P P Krista Collinson, Vice P P P Simon Atkins P P P Kirk Brannon P P P Nathan Hyde A R R Sandy Kang-Gill P P P Lori Ker P P P Greg Pope P P P Dave Straughan P R P Ken Topping P P P John Wilson P R P Carolyn Young R P P Stacey Daub P P P Peter Varga P P P Dr. Peter Cino P P P Dr. Paul Scotton P A P Dr. Michael Stefanos A A P Staff Present: Joan Burdette, Donna Hyatt, Marko Oczak, Monique Porlier Mar. 27/17 May 29/17 June 19/17 # of Mtgs Guests Present: Dr. Grace Wang (Chief of Surgery, Headwaters), Dr. Rita French (ER Physician, Headwaters), Dr. Varun Kapila, (Vascular Surgeon, William Osler Health System), Dave Pearson (Director of Sub Regional Planning for Dufferin & Bolton Caledon, Central West LHIN), Mary Wheelwright (Director of Health System Integration, Headwaters), Janice Peters (Community Member) 1.0 PATIENT STORY Physicians from Headwaters Health Care Centre and William Osler Health System attended the meeting to share a very unique patient story focused on patient care, quality and team work. The story served as a reminder of the everyday heroes who serve in our community and the importance of having clinical teams and partnerships to be able to manage the unimaginable. The Board recognized the valiant effort and team work by presenting a Fire Starter Award to all involved. 2.0 BOARD EDUCATION Dave Pearson, Director of Sub Regional Planning for Dufferin & Bolton Caledon, provided an overview of the sub region planning work being advanced by the Central West LHIN, with a specific focus on the emerging priorities. LHIN sub regions are the local planning regions that will serve as the focal point for improved health system planning, performance improvement, and service integration. Mary Wheelwright, Director of Health System Integration at Headwaters provided insight to her experience with the planning, including opportunities, risks and challenges.

2 Board of Directors Page PRELIMINARY ITEMS 3.1 Call to Order The meeting was called to order at 6:40 pm. 3.2 Disclosure of Conflict of Interest The standing conflict of interest declared by Greg Pope regarding hospital banking services was noted. 3.3 Approval of Agenda It was moved by Greg Pope, seconded by Carolyn Young, that the agenda be approved as presented. CARRIED 3.4 Chair s Remarks The Board Chair noted that Gord Tomkin resigned from the Board of Directors effective November 20, 2017 leaving the position of Treasurer vacant. Greg Pope indicated his willingness to assume the role of Treasurer and Chair of the Finance & Audit Committee. It was moved by Krista Collinson, seconded by Carolyn Young, that the Board of Directors appoint Greg Pope as Treasurer and Chair of the Finance & Audit Committee effective immediately. CARRIED 3.5 Board Action Log and Work Plan All major board activity is on track. The Executive Compensation Communication Plan will be presented during the in-camera portion. Peter Varga responded to the query stemming from the October meeting with respect to local support for mental health patients. 4.0 COMMITTEE, FOUNDATION & HOSPITAL REPORTS 4.1 Finance & Audit Committee Greg Pope provided an overview of the November meeting, highlighting the following: (1) Financial Statements The financial statements for the period ending September 30, 2017 show a deficit of $143,000 with a year-end deficit forecast of $170,000. It was moved by Greg Pope, seconded by Dave Straughan, that the Board of Directors approve the Financial Statements for the period ending September 30, CARRIED (2) Audit Service Plan Representatives from Deloitte presented the Audit Service Plan. The preliminary materiality level of $1.7million represents 2.5% of total hospital revenue. The audit fee of $45,000 remains consistent with the Board approved proposal submitted by Deloitte in 2016 during the Audit Service RFP process. It was moved by Greg Pope, seconded by Carolyn Young, that the Board of Directors approve the Audit Service Plan 2018, as presented. CARRIED

3 Board of Directors Page 3 (3) Schedule of Authorities The Schedule of Authorities policy, previously approved by the Board in February 2017, has been updated with input from Shared Services West to incorporate new language and requirements to align with the Canada Free Trade Agreement and other trade agreements. It was moved by Greg Pope, seconded by John Wilson, that the Board of Directors approve the revised Schedule of Authorities policy, as presented. CARRIED (4) Landscape and Winter Maintenance Contract The purchasing control policy requires that expenditures over the term of the contract, including all renewal periods, which exceed $1 million must be approved by the Board of Directors. In conjunction with Shared Services West, Headwaters entered into a RFP process for landscaping and winter maintenance. The contract was awarded to Peel Landscaping Ltd. It was moved by Greg Pope, seconded by Ken Topping, that the Board of Directors approve the Landscaping and Winter Maintenance contract with Peel Landscaping Ltd., effective November 1, 2017 for a period of 7 years (including 4 optional annual extensions) for a total commitment over the term of $1,463, CARRIED 4.2 Governance Committee Lori Ker provided an overview of the November 9 th meeting highlighting the Governance Action Plan update, and updates/revisions to the Board Committee terms of reference and the Quality work plan. It was moved by Lori Ker, seconded by Ken Topping, that the Board of Directors approve the Board Committee Terms of Reference, and the Quality Committee Work Plan. CARRIED 4.3 Quality Committee Krista Collinson reported on the November 16 th meeting highlighting the Emergency Department and Patient Experience Presentations. 4.4 Foundation Revenue generated April 1 st October 31 st netted $1,771, with grants to the hospital in fiscal 2018 amounting to $2,123,963,69. The annual Angel mailing has been circulated to 18,000 homes with a target goal of $130,000. The Foundation have used the angel as a means of cross branding (eg. electronic signage, local media, Christmas display at KC Gardens). The theme of the May 5 th gala will be Headwaters Goes Hollywood. 4.5 Medical Advisory Committee Interim Chief of Staff, Dr. Peter Cino, provided an update on the tasks he worked on during his tenure. The Medical Advisory Committee approved new Delineation of Privileges forms. These forms are used when credentialing new physicians, dentists, and midwives. Delineations are redistributed each year to each medical staff member for updating at reapplication time.

4 Board of Directors Page CEO Update The second quarter CEO report included the Board Dashboard for the Q2 and year-to-date reporting period. The risk registry includes the addition of facilities management and payroll. An updated stakeholder engagement listing was provided. Stacey Daub spoke to her recent visit with honourary medical staff Dr. David Scott. The CEO with Dr. Brendan Car, newly appointed CEO at William Osler Health System. Regular calls/meetings will be regularly scheduled in CEOs agree to facilitate the development of the clinical partnerships between the two organizations. The Central West LHIN invited the CEO to speak that the LHIN s December Board of Directors meeting. Hospital board members are invited to attend if they wish. The feedback from the generative discussion related to strategic planning held at the October board meeting was incorporated into a draft approach circulated to the board members. Communications and Stakeholder Engagement Partner, Jennifer Hamilton, will build the stakeholder engagement side of the plan. The staff and physician pulse survey has been held over until January CONSENT AGENDA The consent agenda items were precirculated for review. It was moved by Lori Ker, seconded by Krista Collinson, that the Board of Directors approve the consent agenda items. CARRIED Board of Directors that the Board of Directors minutes from the October 24, 2017 be approved. Finance & Audit that the Finance & Audit Committee minutes from November 20, 2017 be received. Governance that the Governance Committee minutes from November 9, 2017 be received. that the Board Education and Development Framework be adopted for use by the Governance Committee. that the Board Engagement Survey (mid-term check point) be adopted for use by the Governance Committee. Quality that the Quality Committee minutes from November 16, 2017 be received. that the Q2 Quality Dashboard be received, as presented.

5 Board of Directors Page INFORMATION ITEMS The OHA Chair s Report update, the In the Hills article featuring board member John Wilson, and the KPMG article Plotting the course ten crucial conversations about system change co-authored by Stacey Daub, were provided for information. 7.0 IN-CAMERA The Board of Directors moved in-camera at 6:20 pm. Louise Kindree, Board Chair Stacey Daub, Secretary

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