Board of Directors Meeting / Réunion du conseil d administration September 16 septembre 2015 221 rue Nelson Street Board Room / Salle du conseil Approved Minutes / Procès-verbal adopté PRESENT: ABSENT WITH REGRETS: STAFF GUESTS: MINUTES: Anthony Pizarro Board President, Lynn Marchildon Board Secretary, Ross Taylor Vice- President for Internal Issues, Lisa Gorman, Brian Legris, Karen McMullen, Aynsley Morris, Marguerite Nadeau, Sarah Stirling Moffet, Filip Szadurski, Louise Sweatman, Bob Walsh, Kenneth Workun Board Directors Dana Mersich, Francis Reardon, Edward Speicher Board Directors David Gibson Executive Director Rob Boyd Director of Oasis Program Patricia Eakins Director of Finance Allison Lampi Director of Planning and Evaluation Robin McAndrew Director of Addictions and Mental Health Services, and Director of Client Access Team Brook Dodds Staff Rep Cristina Coiciu Executive Assistant 1. Initial Items / Points de début 1.1 Declaration of Conflict / Déclaration de conflit d intérêt No conflict was declared. / On ne déclare aucun conflit. 1.2 Approval of Agenda / Adoption de l ordre du jour The following amendments were proposed: - add item 5.3 Board Member Resignation; - remove word preliminary under item 5.1 First Quarter Preliminary Financial Results. It was moved by Ross T. and seconded by Bob W. to approve the agenda, as amended. / Ross T., appuyé par Bob W., propose d approuver l ordre du jour, tel que modifiée. 1.3 Approval of Minutes of the Board Meeting on August 19, 2015 / Adoption du procès-verbal de la réunion du conseil du 19 août 2015 Given that item 3.1 Board Vacancies Follow-up was discussed in-camera, the mover and seconder of the motion were not recorded in the minutes. Following some discussion, the names came forward, and the minutes were amended. Page 1
It was moved by Brian L. and seconded by Louise S. to approve the minutes of the meeting on August 19, 2015, as amended. / Brian L., appuyé par Louise S., propose d approuver le procès-verbal de la réunion du conseil du 19 août 2015, tel que modifié. 2. Senior Management Team Introductions / Présentation de l équipe de gestion The Director of Oasis Program, the Director of Addictions and Mental Health Services and Client Access Team, the Director of Finance, and the Director of Planning and Evaluation offered a brief overview of their programs and responsibilities, and answered questions posed by the Board members. 3. Executive Director s Report / Rapport du directeur général The Executive Director presented highlights of the Centre s activity over the past month. 4. Business Arising / Suivi de la réunion précédente 4.1 Board Committees Membership / La composition des comités du conseil d administration Board members joined the Board Committees as follows: 1. Internal Issues Committee: Ross Taylor Chair Brian Legris Karen McMullen 2. External Issues Committee: Dana Mersich Chair Lisa Gorman Aynsley Morris Francis Reardon Filip Szadurski 3. Finance and Development Committee: Chair VACANT Marguerite Nadeau Louise Sweatman Bob Walsh Kenneth Workun 4. French Language Services Committee: Brian Legris Chair Marguerite Nadeau Francis Reardon 5. Nominations and Governance Committee Lynn Marchildon Chair Lisa Gorman Brian Legris Karen McMullen Ross Taylor 6. Quality and Performance Committee Ross Taylor Chair Lynn Marchildon Page 2
Dana Mersich Edward Speicher Sarah S.M. indicated that she would discuss further with the Board President which committee she should join. 4.2 FY2015-2016 Revised Operating Budget BRF15-057-M/B / Budget de fonctionnement révisé pour 2015-2016 On behalf of the Finance and Development Committee, Bob W. presented highlights of the revised operating budget, given funding changes since the Board approved the FY2015-2016 Operating Plan and Budget on May 20, 2015. He proposed that the Board approve the revised budget, as developed and recommended by the Management Team. It was moved by Bob W. and seconded by Ross T. to approve the revised operating budget for 2015-2016. / Bob W., appuyé par Ross T., propose d approuver le budget de fonctionnement révisé pour 2015-2016. 4.3 Annual Board Retreat Next Steps / Planification du retraite annuel du conseil des étapes suivantes The Board Secretary thanked those who volunteered to join the planning group, and mentioned that a first meeting would be set up in the following week. She explained that some of the objectives of the retreat were: - to get together, to know each other, to have fun; - look at some strategic objectives; do an environmental scan; a SWOT analysis; work through the Board structure review - have a learning experience; bring a guest speaker. The Board Secretary invited Board members to think of other ideas or specific things that the Board would like to do, and send them by e-mail to her or to any other member of the planning group. Some suggestions were: - do some task oriented things, fun team building; - take some topics from the Board Survey and discuss at the retreat. 4.4 Board Survey Results Next Steps / Questionnaire d autoévaluation du conseil d administration des étapes suivantes The Board Secretary asked the Board members what would be the most beneficial way to receive the learning piece, e.g. presentations or special evenings; what other learning tools to use. She indicated that the Nominations and Governance Committee will set a learning plan. Other suggestion was that maybe after some presentations the Board can take some time to discuss what struck them etc.; keep the discussion going on what the challenges and pressures are etc.. 4.5 Board Structure Review Follow-up / Révision de la structure du conseil d administration The Board Secretary proposed to work more on this issue and not bring it at the retreat without proper preparation. She indicated that any decisions on the Board structure would have to wait until the AGM next June to be voted by the membership, thus allowing more time for discussions. Other suggestions were that perhaps it was better not to lose the momentum and continue the discussion from the last meeting at the retreat; to give more thought and spend more time on the problem definition; it would have an educational value as well. The Board Secretary mentioned that the Board Retreat Planning Group was meeting the following week, and she would bring these suggestions up for more discussion. Page 3
4.6 Appointment of AOHC Board Liaison / Nomination de l agente de liaison avec le conseil d administration du l ACSO The Board President provided highlights from the description of the role of the AOHC Board Liaison (issued by AOHC), and asked if there was anyone interested. The Vice-President for External Issues expressed her interest and offered to volunteer for this position It was moved by Lisa G. and seconded by Filip S. to appoint Dana Mersich as the AOHC Board Liaison. / Lisa G., appuyée par Filip S., propose de nominer Dana Mersich l agente de liaison avec le conseil d administration de l ACSO. 5. New Business / Des points nouveaux 5.1 FY2015-2016 First Quarter Financial Results BRF15-059-B / Le rapport financier du 1 er trimestre On behalf of the Finance and Development Committee, Bob W. presented highlights of the financial Statement of Operations report for the quarter ended June 30, 2015, and the Statement of Financial Position as at the same date. The Director of Finance also provided some clarifications on the surplus/deficit. It was moved by Bob W. and seconded by Louise S. that the Board accept the unaudited financial report for the first quarter ended June 30, 2015, as presented. / Bob W., appuyé par Louise S., propose d accepter le rapport financier du 1 er trimestre non-vérifié, tel que présenté. 5.2 Membership Applications / Demandes d adhésion The Board Secretary presented for approval the membership applications of the following: - Réjean Charbonneau - Anthony Pizarro - Robert Walsh It was moved by Lynn M. and seconded by Karen M. to approve the membership applications, as recommended. / Lynn M., appuyé par Karen M., propose d approuver les demandes d adhésion, tel que présentées. 5.3 Board Member Resignation / Démission du membre du conseil d administration The Board President announced that he received the resignation of Louise Sweatman from the Board, given personal reasons. He thanked her for her contribution to the work of the Board, particularly for stepping in for a few months as Treasurer after the position was left vacant in May 2015. It was moved by Filip S. and seconded by Ken W. to accept the resignation of Louise Sweatman, with regrets. / Filip S., appuyé par Ken W., propose d accepter avec des regrets la démission de Louise Sweatman. Page 4
6. Information Items / Points d information 6.1 CCA Standards Annual Review and Submission BRF15-061-B / Révision annuelle des normes et soumission au CCA The Executive Director informed the Board about the status and results of the SHCHC Annual CCA Quality Update. He indicated that the areas for improvement highlighted in the review would be incorporated into Management Team s operating plan for follow up and monitoring. 6.2 HOOPP Part-Time Enrollment Changes BRF15-060-M / Des changements à l inscription au HOOPP pour les employés à temps partiel The Executive Director reported that, effective October 1, 2015, all part-time and non-full-time employees will have the option to join the plan immediately. The announcement was released in June 2015 by HOOPP s Board of Trustees. There will be some financial implications, but the extent to which these costs are incurred will be based on the number of newly eligible employees who join HOOPP and their associated earnings. 6.3 AOHC Board-to-Board Report / Rapport du conseil d administration de l ACSO The Board President encouraged Board members to read the report, which was circulated by e-mail. 6.4 Board Committees Updates / Mise-à-jour sur l activité des comités du conseil There were no major committee reports at this time. Adjournment: 8:00 p.m. Page 5