Minutes - February 27, 2020 Governance Committee Meeting

Committee Members Present:

Ms. Aina DeViet (Committee Chair)
Ms. Maureen Cassidy
Mr. Ian Peer
Mr. Bob Parker

Regrets:

Ms. Arielle Kayabaga

Others Present:

Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications Coordinator (Recorder)
Dr. Chris Mackie, Medical Officer of Health/CEO
Dr. Alex Summers, Associate Medical Officer of Health
Mr. Brian Glasspoole, Manager, Finance
Ms. Nicole Gauthier, Manager, Privacy, Risk and Governance
Ms. Kendra Ramer, Manager, Strategic Projects
Ms. Cynthia Bos, Manager, Human Resources
Ms. Heather Lokko, Director, Healthy Start

Dr. Mackie called the meeting to order at 6:02 p.m.

Election of Chair, Governance Committee

Dr. Mackie invited nominations for Chair of the Governance Committee for 2020.

Ms. Cassidy nominated Ms. DeViet. Ms. DeViet accepted the nomination.

Dr. Mackie invited nominations three more times. None were heard.

It was moved by Ms. Cassidy, seconded by Mr. Parker, that Ms. Aina DeViet be named Chair of the Governance Committee for 2020 by acclaimed vote. Carried

Disclosure of Conflict(s) of Interest

Chair DeViet inquired if there were any disclosures of conflicts of interest. None were declared.

Approval of Agenda

It was moved by Mr. Peer, seconded by Ms. Cassidy, that the AGENDA for the February 27, 2020 Governance Committee meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Peer, seconded by Ms. Cassidy, that the MINUTES of the November 21, 2019 Governance Committee meeting be approved. Carried

New Business

Q4 2019 Activity Report – Strategic Plan Update (Report No. 001-20GC)

Dr. Mackie introduced the report. Ms. Ramer answered questions.

Committee members commended Health Unit staff for keeping projects on track in the midst of a very busy time of year, and for their efforts during MLHU’s move to Citi Plaza.

It was moved by Mr. Peer, seconded by Ms. Cassidy, that the Governance Committee receive Report No. 001-20GC re: “Q4 2019 Activity Report – Strategic Plan Update” for information. Carried

Terms of Reference and Reporting Calendar (Report No. 002-20GC)

Dr. Mackie introduced the report and noted that the Finance & Facilities Committee Terms of Reference would be coming forward later this evening as part of the FFC meeting update.

It was moved by Ms. Cassidy, seconded by Mr. Peer, that the Governance Committee:
1) Receive Report No. 002-20GC re: “Governance Committee Terms of Reference and Reporting Calendar”;
2) Recommend that the Board of Health approve the Governance Committee Terms of Reference (Appendix A); and
3) Recommend that the Board of Health approve the 2020 Governance Committee Reporting Calendar (Appendix B).
Carried
Governance By-Law and Policy Review (Report No. 003-20GC)

Dr. Mackie directed members’ attentions to Appendix A, which details the recommended changes to the four policies before the committee this evening.

Dr. Mackie thanked Ms. Gauthier for her tremendous work and effort in reviewing the Governance Policies and providing a summary of the changes proposed.

The following by-laws/policies (see Appendix B) were reviewed by the Governance Committee:
• G-030 MOH/CEO Position Description
• G-290 Standing and Ad Hoc Committees
• G-380 Conflicts of Interest and Declaration
• G-B30 By-law No. 3 – Proceedings of the Board of Health

It was moved by Mr. Peer, seconded by Ms. Cassidy, that the Governance Committee:
1) Receive Report No. 003-20GC re: “Governance By-Law and Policy Review” for information; and
2) Approve the governance by-laws and policies as appended to this report.
Carried
Board of Health Self-Assessment (Report No. 004-20GC)

Dr. Mackie introduced the report. He added that Health Unit staff members value the Board’s input through the self-assessment process, and appreciate detailed feedback to help them continue to move work forward. Therefore, they are hopeful for a good rate of participation on this year’s survey.

Discussion ensued on the following items:
• The self-assessment process, and the types of questions that will be included.
• That the self-assessment will again be shared electronically this year.

It was moved by Mr. Parker, seconded by Mr. Peer, that the Governance Committee:
1) Receive Report No. 004-20GC re: “Board of Health Self-Assessment”; and
2) Recommend that the Board of Health approve the Board of Health Self-Assessment Tool appended to this report and approve initiation of the Board of Health self-assessment process for 2020.
Carried

Annual Privacy Program Update (Report No. 005-20GC)

Dr. Mackie introduced the report and provided context. He directed questions to Ms. Gauthier.

Discussion ensued on the following items:
• That MLHU does not experience many privacy breaches relative to the high number of contacts to which staff have access.
• That the report was commendably thorough.

It was moved by Ms. Cassidy, seconded by Mr. Parker, that the Governance Committee receive Report No. 005-20GC re: “Annual Privacy Program Update” for information. Carried

Other Business

The next meeting of the Governance Committee will be on Thursday, June 18, 2020, at 6:00 p.m.

Ms. DeViet noted that she will not be able to attend the next meeting.

Dr. Mackie provided an update on the strategic planning process, which staff will begin thinking about in the coming months, and discussed some early ideas around framework. This information will come as an update to the Governance Committee meeting at the June meeting.

Adjournment

At 6:18 p.m., it was moved by Ms. Cassidy, seconded by Mr. Parker, that the meeting be adjourned. Carried

______________________________________________________________________________________________________

AINA DEVIET
Committee Chair

CHRISTOPHER MACKIE
Secretary-Treasurer