BOARD OF DIRECTORS OPEN MEETING Item 3.0 MINUTES LOCATION: Providence Boardroom TIME/DATE: September 12, 2017 at 6:00 p.m. ATTENDEES: REGRETS: Governance Advisor: Minutes Recorded By: Brian Devlin - Chair, David Berg, Tony Button, Jennifer Fisher, Dr. Chris Frank, Dr. Felicia Iftene, Sr. Sheila Langton, Marc LeBlanc, Peter Merkley, Michelle Podhy, Dr. Richard Reznick (arrived 6:10 p.m.), Cathy Szabo, Josée Thériault, Mary-Alice Thompson, Dr. David Walker, Patrick Whalen-Browne, Jay Wirsig Brent McIntyre, Maurio Ruffolo Chandra Davies Lindsay Thompson, Administrative Assistant 1.0 Call to Order/Opening Reflection The Open Business Meeting called to order at 6:04 p.m. 1.1 Mission Moments Martha Morton and Ellen Gervais, former Board members, sent thank you cards which were shared with the Board. On Saturday, September 9, Providence Care and Voices, Opportunities & Choices Employment Club (VOCEC) were two of over 40 mental health partners invited to the Governor General s Masquerade for Mental Health. The event was one of acceptance, learning and solidarity. 1.2 Quorum Elected voting membership quorum was declared (13/15). 1.3 Adoption of the Agenda It was moved by Josée Theriault, seconded by Jennifer Fisher: Open Meeting Agenda as presented. MOTION Carried. 1.4 Declaration of Conflicts Patrick Whalen-Browne acknowledged a friendship with Dr. James Biagi, regarding the Physician Privileges. No conflicts declared. 1.5 Announcements No announcements. 1.6 Attendance Record The Attendance Record is provided for information. 2.0 Approval of Minutes dated June 20, 2017 It was moved by Brian Devlin, seconded by Dr. David Walker: 3.0 Business Arising from the Minutes dated June 20, 2017 No Business. THAT the Providence Care Board of Directors approve the Open Business Meeting Minutes dated June 20, 2017 as presented. MOTION 1922-092017 Carried. 4.0 UHKF Annual Orientation D. Cumming, President & CEO, conducted an orientation to University Hospitals Kingston Foundation (UHKF). 5.0 Visionary/Generative Discussion 5.1 CHSO Sponsorship Role & Accountability Evaluation Catholic Health Sponsors of Ontario (CHSO) have developed a survey to receive feedback from primary stakeholders on the following themes: Clarity of CHSO expectations, CHSO/organization relationship, and CHSO products/tools. By consensus the Board agreed to move to its In Camera Meeting at 6:47 p.m. The Board returned to its Open Meeting at 8:32 p.m. The Board Chair, President & CEO, and CHSO Designate will jointly complete the survey questionnaire on September 20, 2017.
Minutes dated September 12, 2017 Page 2 CHSO Sponsorship Role & Accountability Evaluation (Continued) Q1 - In your experience, does CHSO provide clear expectations concerning organizational performance, and do you receive support from the sponsor appropriate support for understanding and furthering the Ministry of Catholic Healthcare? The Board agreed that CHSO provides clear expectations concerning organizational performance and that Providence Care s Mission, Vision, and Values are also shared by CHSO. There are many tools provided by CHSO and available to the Board to support and further understand the Ministry of Catholic Healthcare. The Board also agreed that CHSO s attendance at its education sessions twice per year are very helpful. How would you describe the relationship between CHSO and your organization, and where could there be improvement? Improvement could be made in terms of helping people understand what is different about Catholic Healthcare: There is still a lot of confusion in the community about how Catholic Healthcare plays a role in our community. How helpful are CHSO tools and programs to your organization? CHSO s CEO and Board Chair are very valuable to the organization and responsive to any needs Providence Care may have. CHSO s website has many tools and documents available that Board Members may not be aware of. The CHSO Designate will begin putting the CHSO website link in his report to the Board. 6.0 CHSO Report No report. CHSO was discussed under item 5.1. 7.0 CEO Report The CEO provided a verbal update. Highlights include: Providence Care continues to work closely with Kingston Health Sciences Centre (KHSC) on the Integrated Research Institute. There have been continued parking challenges at Providence Care Hospital. Staff, patients, clients, visitors, and their families have been patient while final parking lot configurations occur. Work continues with the Sisters of Providence of St. Vincent de Paul regarding Providence Village. Shelagh Nowlan, Vice President, Long Term Care, remains on sick leave and there is an interim staff member in the position. 8.0 Chair s Report CHSO will be hosting a meeting in November at Providence Care Hospital. More details will follow. 8.1 Delegation to the SE LHIN Board of Directors The delegation to the South East Local Health Integration Network (SE LHIN) is scheduled for October 30, 2017. Board members are welcome to attend. 8.2 Board Retreat The Board Retreat s focus is to review and renew Providence Care s mission statement and look for ways to deliver the Catholic mission and identity in the Kingston area. 9.0 Policy Review No Business. Annual Board Retreat: Friday, November 10, 2017 Location: Providence Care Hospital. 10.0 Other Business No Other Business.
Minutes dated September 12, 2017 Page 3 11.0 Consent Agenda Consent Agenda as presented. MOTION 1923-092017 Carried. 11.1 Governance Committee Report THAT the Providence Care Board of Directors is in compliance with Policy G-2g.2, Governance Committee Terms of Reference. MOTION 1924-092017 Carried. THAT the Providence Care Board of Directors is in compliance with Policy G-2i, Investment in Governance. MOTION 1925-092017 Carried. THAT the Providence Care Board of Directors approve the 2016-2021 Board Work Plan, as amended. MOTION Carried. 11.2 PAQ Committee Report Monitoring Report for Policy EL-2f, Financial Condition, as providing reasonable interpretation and evidence of compliance. MOTION 1927-092017 Carried. Monitoring Report for Policy G-2j, Charge to the Chair of the MAC, as providing reasonable interpretation and evidence of compliance. MOTION 1928-092017 Carried.
Minutes dated September 12, 2017 Page 4 THAT the Performance Assurance and Quality Committee recommend that the Providence Care Board of Directors is in compliance with Policy G-2g.6, Performance Assurance & Quality Terms of Reference. MOTION 1929-092017 Carried. 12.0 Required Approvals, Consent Agenda Required Approvals Consent Agenda, as presented. MOTION 1930-092017 Carried. 12.1 Physician Privileges THAT the Providence Care Board of Directors approve the six month appointment of the following Interim Department Head in accordance with Article 5.6 (a) of the Professional Staff Bylaw (2013) and Schedule A Appendix #1 of the Queens/Providence Care Affiliation Agreement: Dr. James Biagi, Department of Oncology for the period of July 01, 2017 to December 31, 2017. MOTION 1931-092017 Carried. registered Queen s University Post Graduate Medical Education Residents and Clinical Fellows to the Professional Staff of Providence Care Hospital for the period of 2017 July 01 to 2018 June 30. MOTION 1932-092017 Carried. appointments of Dr. Christopher Haley and Dr. Gregory Klar, Department of Anesthesiology and Perioperative Medicine to the Professional Staff of Providence Care Hospital in the TERM STAFF category for the period of 2017 July 21 to 2018 December 31. MOTION 1933-092017 Carried. appointment of Dr. Sarah Madison, Department of Diagnostic Radiology to the Professional Staff of Providence Care Hospital in the TERM STAFF category for the period of 2017 July 31 to 2018 May 31. MOTION 1934-092017 Carried.
Minutes dated September 12, 2017 Page 5 appointment of Dr. Katherine Santos, Department of Family Medicine, Division of Complex Care to the Professional Staff of Providence Care Hospital in the TERM STAFF category for the period of 2017 June 29 to 2018 June 30. MOTION 1935-092017 Carried. appointments of Dr. Aveksha Ellaurie and Dr. Alison Flanagan, Department of Medicine, Division of Palliative Care to the Professional Staff of Providence Care Hospital in the TERM STAFF category for the period of 2017 August 01 to 2018 November 30. MOTION 1936-092017 Carried. appointment of Dr. James Biagi, Department of Oncology to the Professional Staff of Providence Care Hospital in the TERM STAFF category for the period of 2017 June 29 to 2018 June 30. MOTION 1937-092017 Carried. appointment of Locum Tenens Physician Dr. Shuo (Alex) Xiang, Department of Psychiatry, Division of Forensic Psychiatry to the Professional Staff of Providence Care Hospital in the TERM STAFF category for a period of up to six months from 2017 August 08 to 2018 February 08. MOTION 1938-092017 Carried. That the Providence Care Board of Directors approves the Reappointment of Dr. David Pichora, Department of Surgery to the Professional Staff of Providence Care Hospital in the TERM STAFF category for the period of 2017 November 01 to 2018 October 31. 13.0 Meeting Reflections & Suggestions ETHICAL CONSIDERATION: Discussions were in line with our Mission, Vision, and Values. Conversations were respectful and Board Members listened actively. The Missioning Service was a great start to the meeting. MOTION 1939-092017 Carried.
Minutes dated September 12, 2017 Page 6 POLICY GOVERNANCE CONSIDERATION: Policy Governance was strong throughout the meeting. 14.0 Date of Next Meeting The next Board meeting is October 24, 2017 and will include a Board photo. Meeting Location: Providence Manor site. 15.0 Adjournment There being no further business, the Chair declared the meeting terminated at 9:05 p.m. Signed: Dated: October 24, 2017 Brian Devlin, Chair