Minutes. Board of Directors Meeting Toronto Central Local Health Integration Network. Wednesday, June 24, 2015, 4:00 7:00 p.m.

Transcription

1 Minutes Board of Directors Meeting Toronto Central Local Health Integration Network Wednesday, June 24, 2015, 4:00 7:00 p.m. Boardroom, Toronto Central LHIN 425 Bloor Street East, Suite 201, Toronto, Ontario Directors Present Angela Ferrante (Chair) by phone Cynthia Pay Maurice Hudon Yasmin Meralli Felix Wu by phone John Fraser (Meeting Chair) Christopher Hoffmann Director Regrets: Carol Perry Staff Present Camille Orridge, Chief Executive Officer Vania Sakelaris, Senior Director, Health System Integration, Design and Development Raj Krishnapillai, Senior Director, Finance, Corporate and Shared Services Kevin Robinson, IT Director, LHIN Shared Services Office Heidi Hay, Senior Director, LHINC Bill Manson, Senior Director, Performance Management Nello Del Rizzo, Senior Consultant, Performance Management Sophia Ikura, Senior Director, Community Engagement and Corporate Affairs Alvin Cheng, Interim Senior Director, Performance Measurement and Information Management Sue Robertson, Recorder Staff Regrets: None Notice of the meeting having been properly given to each Board member and eight (8) Board members being present at the meeting, the Chair declared the meeting duly constituted for the transaction of business. 1. Call to Order The Chair called the meeting to order at 4:00 p.m. John Fraser, meeting Chair addressed the Board and guests to recognize and thank Camille Orridge, CEO upon her upcoming retirement. On behalf of the Board and LHIN staff, Mr. Fraser thanked Camille for her dedication and work over the last five years. 2. Welcome and Guide to Open Meetings of the Toronto Central Local Health Integration Network The Chair welcomed the public to the open Board of Directors meeting. Page 1 of 7

2 The Chair invited the Board members and members of the Senior Management Team to introduce themselves. The Chair outlined the process for stakeholders and community members to request a presentation to the board during regular meetings. 3. Approval of Agenda The Chair invited comments from the Board regarding the meeting agenda. The Chair noted that agenda item #9 will be moved to a future Board meeting agenda. A capital project endorsement will be added to the agenda under other business. UPON duly made, and unanimously carried, the Toronto Central LHIN Board approved the Agenda of the June 24, 2015 Board of Directors meeting as tabled. 4. Declaration(s) of Conflict(s) No declaration(s) of conflict(s) were made. 5. Approval of Service Accountability Agreements Long-Term Care Service Accountability Agreements (L-SAA) Approval to Delegate Consultation and Negotiation of L-SAA Template for The Chair referred members to the detailed briefing note in the meeting materials that contains information on the approval to delegate the consultation and negotiation of the L-SAA template for The Chair noted that the delegation of this work is in keeping with the PAN- LHIN principles when representation is sought on behalf of all LHINs. The Board received a copy of the principles in the meeting materials. No questions or issues were raised and the following motion as passed: The Toronto Central LHIN Board of Directors hereby authorizes an LSAA Negotiating Team with representation from 3 LHIN CEOs (Central East, Hamilton Niagara Haldimand Brant and Waterloo Wellington LHINs) to act on behalf of the Toronto Central LHIN to coordinate and manage the consultation and negotiation process for the LSAA. Inter-LHIN Service Accountability Template and Schedules The CEO noted that each LHIN is part of a province-wide network of LHINs established under the Local Health System Integration Act, The LHINs Memorandum of Understanding with the Ministry of Health and Long-Term Care stipulates agreement that the LHINs will have a shared services agreement with the other LHINs. Under the Act, each LHIN has entered into an Page 2 of 7

3 Accountability Agreement with the Minister in respect of the local health system that includes performance obligations and expectations for the effective use of public funds. In mid-july 2014, a Shared Services Work Group was established, with representation from the LHIN CEOS and LHIN Legal Services, with the mandate to draft a permanent Accountability Agreement that would replace the Memorandum of Understanding related to PAN LHIN services. This Agreement supports and accepts that centralizing sourcing and sharing of services without undue disadvantage to any one LHIN. In this context, the LHINs agree that for services that are centrally sourced and shared, each LHIN will provide funding to the LHIN that provides that service on the terms and conditions set out in this Agreement to enable its proper delivery, procurement and/or management on behalf of all the LHINs. The LHINs also agree that in the spirit of efficient and effective use of LHIN resources, different LHINs, if selected, may act as the provider for centrally sourced and shared services. In response to a question raised, the CEO confirmed that LHINs equally share the costs for the services. No further questions were raised and the Board passed the following motion: : That the Board of Directors hereby approves the Inter-LHIN Service Accountability Template and Schedules. 6. TC LHIN Communications and Stakeholder Engagement Plan The CEO introduced the topic noting that as a framework for supporting the activities of the Toronto Central LHIN and new Strategic Plan, the Communications Plan will guide communication priorities, processes, and initiatives. The Communications Plan also showcases the TC LHIN s role in steering health system change for patients. With a mission to transform the system to achieve better health outcomes for people now and in the future, the strategic communications plan is essential to advancing this mission and effectively engaging with diverse groups internal and external stakeholders. In response to a question raised, the CEO clarified that website usage would be reported on in the annual report. Sophia Ikura, Senior Director, noted that many elements of the Plan are a roll out of the new Strategic Plan. Some activities will take place in the fall. New activities will be populated with the incoming CEO. 7. Approval of TC LHIN Annual Business Plan The CEO noted that on an annual basis, each Local Health Integration Network (LHIN) develops an Annual Business Plan, which outlines how they will implement the health care strategies and objectives for their communities. The Annual Business Plan is a Ministry of Health and Long-Term Care (Ministry) template. Each LHIN is required to finalize their Annual Business Plan, including approval by the Ministry of Health and Long-Term Care (Ministry), Page 3 of 7

4 within 120 days of the budget announcement as outlined in the Ministry-LHIN Performance Agreement. Toronto Central LHIN had previously submitted a draft Annual Business Plan to both the Board of Directors and the Ministry for review and feedback. Feedback received from both parties has been incorporated into the final draft report. Minor amendments to the Plan were tabled. The Board passed the following motion: : That the Board of Directors hereby approves the TC LHIN s 2015/16 Annual Business Plan for submission to the Ministry of Health and Long-Term Care. 8. TC LHIN Annual Report The CEO noted that each LHIN is required to submit their Annual Report to the Ministry of Health and Long-Term Care (MOHLTC) at the end of June as outlined in the Ministry-LHIN Performance Agreement (MLPA). The Annual Report is developed using a Ministry template and it will be professionally designed after Board approval. The Ministry determines the timing for the report to be tabled in the Legislature and then released publicly. The Board provided their comments on the Annual Report and the following motion was passed: : That the Board of Directors hereby approves the TC LHIN s 2014/15 Annual Report for submission to the Ministry of Health and Long-Term Care. 9. Approval of April 29, 2015 Minutes The Chair requested comments on the minutes. No amendments were tabled. A question was raised related to the voluntary integration of St. Michael s Hospital and UHN Men s Withdrawal Management Services related to capturing data to track where the patients are coming from. The CEO confirmed that this data will be collected and reported on in post integration reports. The following resolution was passed: UPON duly made, and unanimously carried, the Toronto Central LHIN Board of Directors approves the Minutes of the Board of Directors meeting held on April 29, 2015 as circulated. 10. Consent Agenda CEO Year-end and Interim Reports The Board received the CEO year-end and interim (Q1 2015) reports in the meeting materials. Further to the Q1 report, the CEO acknowledged PACE Independent Living Executive Director, Joanne Wilson and the PACE staff for their efforts to assume the services to Clarendon clients Page 4 of 7

5 and the tremendous amount of work that has been undertaken to ensure that as little disruption as possible for all concerned during the transition. The Board also received an update on the emergency management preparations for the Pan- Am Games. The CEO confirmed that all of the requirements have been met. 11. Finance and Audit Committee Report John Fraser, Chair of the Finance and Audit Committee referred members to the Committee s report in the meeting materials and noted that there were three items being tabled for Board approval. Approval Audited Financial Statements March 31, 2015 No issues or concerns were raised regarding the audited financial statements. That the Board of Directors approves the Toronto Central LHINs 2014/15 audited financial statements. Appointment of Auditors The Chair noted that each year the Board of Directors is required to approve the Finance and Audit Committee s recommendation to approve the appointment of the auditors. To that end, John Fraser reviewed the fees for the audit next year. No issues or concerns were raised and the following motion was passed: That the Board of Directors approves the appointment of Deloitte Inc. for the fiscal year ending March 31, Q4 Report on 2014/15 Work Plan The Board received the 2014/15 Q4 report on the work plan in the meeting materials for information. In response to a question raised, Bill Manson, Senior Director clarified that forensic mental health refers to clients that are ordered by the court system into care at the Centre for Addictions and Mental Health (CAMH). These individuals would not be in the regular prison system and not capable of standing trial. Q4 Board Scorecard The Board received the Q4 board scorecard in the meeting materials. Management was asked to include explanations on metrics that are red (not meeting target). Q4 System Impact Report The Q4 system impact report was included with the meeting materials. Page 5 of 7

6 Compliance Report The year-end operational and compliance report for the TC LHIN was provided to the Board. The CEO noted that the LHINs are not in compliance related to insurance services. This continues to be worked on and it is anticipated that a recommendation will be brought to the Board in the fall. In response to a question raised, the CEO confirmed that the Toronto Central LHIN is in compliance with current Accessibility for Ontarians with Disabilities Act (AODA) requirements. Procurement Updates The Chair noted that a Request for Proposal will be provided to the Finance and Audit Committee after the Supply Chain Leadership Council has approved the contract amount. The Board received a copy of the business case for employee group benefits for information. Cyber Security Further to the request of the Finance and Audit Committee, a cyber-security assessment was completed and the LHIN s IT provider also provided a detailed report on control system cyber security. Raj Krishnapillai, Senior Director, noted that the recommendations in the assessments will be reported on annually. Lease The Chair noted that management has negotiated a draft lease for the office space at 425 Bloor Street East. While LHIN Legal Services reviews the draft lease, the Board was asked to delegate the Board Chair or Vice Chair to sign the new lease as it will be ready before the next Board meeting. The lease details will be reported to the next Finance and Audit Committee meeting. No issues or concerns were raised and the following motion as passed: That the Board of Directors hereby delegates the Board Chair or Vice Chair to sign the new lease. 12. Other Business Sinai Health System Phase 3a Functional Program Submission The Chair referred members to the handout provided at the meeting regarding the Sinai Health System s capital project Phase 3a Functional Program Submission. The Chair noted that as part of the hospital s long term development plan, the Board is required to endorse the programs and services element of the next phase of the redevelopment work (Phase 3a). The Chair noted that the Board is not approving or accountable for the funding aspects of the capital project. The Board was provided with a capital process overview at the meeting and it was suggested that in future, management provide a template similar to that used for integration briefing notes. Motion Page 6 of 7

7 The Board of Directors hereby accepts that management has completed the required due diligence related to this phase of Sinai Health System s capital project and supports TC LHINs endorsement to the Ministry of Health and Long-Term Care to advance the project to the next phase. 13. Next Board Meeting The next regularly scheduled Board of Directors meeting will be held on September 30, 2015, from 4:00-7:00 p.m. in the Toronto Central LHIN Boardroom. UPON duly made, and unanimously carried, the Toronto Central Local Health Integration Network Board of Directors meeting was moved into a closed session pursuant to s.9(5) of the Local Health Systems Integration Act, 2006 to: - Consider financial and other matters concerning personal or public interest and personnel matters. and that Board Members, along with Camille Orridge and Sue Robertson join the Board in the closed session. 14. Termination The Board meeting was terminated by the Chair at 7:00 p.m. John Fraser, Meeting Chair Page 7 of 7