Minutes - June 17, 2021 Governance Committee Meeting

Members Present:

Mr. Bob Parker (Chair)
Ms. Aina DeViet
Ms. Maureen Cassidy
Mr. Mike Steele

Regrets:

Ms. Arielle Kayabaga

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer
Ms. Carolynne Gabriel, Executive Assistant to the Board of Health and Communications Coordinator (Recorder)
Ms. Stephanie Egelton, Senior Executive Assistant to the Medical Officer of Health / Associate Medical Officer of Health
Ms. Emily Williams, Director, Healthy Organization/Interim CEO
Ms. Kendra Ramer, Manager, Strategic Projects
Ms. Cynthia Bos, Manager, Human Resources
Ms. Lilka Young, Human Resources Coordinator, Health and Safety
Ms. Kelly Elliott, Board of Health Member

Chair Bob Parker called the meeting to order at 5:34 p.m.

Disclosure of Conflict of Interest

Chair Parker inquired if there were disclosures of conflicts of interest to be declared. None were declared.

Approval of Agenda

It was moved by Ms. Aina DeViet, seconded by Mr. Mike Steele, that the AGENDA for the June 17, 2021 Governance Committee meeting be approved.
Carried

Approval of Minutes

It was moved by Ms. Maureen Cassidy, seconded by Mr. Steele, that the MINUTES of the April 15, 2021 Governance Committee meeting be approved.
Carried

New Business

2021-22 Provisional Strategic Plan Status Update (Report No. 11-21GC)

Dr. Christopher Mackie, Medical Officer of Health introduced the report with further comments by Ms. Kendra Ramer, Manager, Strategic Projects. Discussion of this report included the following:
• Since the Provisional Strategic Plan was originally presented to the Board of Health the availability of vaccine supply is anticipated to increase, changing the focus of the Health Unit’s work for the next couple of weeks which could cause delays in the achievement of the Plan’s objectives due to its shorter time period than the usual five-year plan.
• At the time this report was written all objectives were proceeding as planned and the intention is to resume work for the goals in Phase 1 and Phase 2 of the Plan after the next several weeks.
• Accountability was allocated among the Senior Leadership Team for each goal in the Plan.
• Overcoming vaccine hesitancy is part of the Provisional Strategic Plan. Vaccine hesitancy is being reported at 10-20% so the Health Unit is confident it will exceed the 80% target for vaccine coverage. The lowest vaccine rate is among the younger population and multiple interventions are being employed to reach this target audience, including a promotional video by an Olympic gold medalist and pop-up clinics in schools.
• The goals of the Provisional Strategic Plan are very appropriate to the current needs in the community and elsewhere.

It was moved by Mr. Steele, seconded by Ms. Cassidy, that the Governance Committee recommend to the Board of Health to receive Report No. 11-21GC re: “2021-22 Provisional Plan Status Update” for information.
Carried

It was moved by Ms. Cassidy, seconded by Mr. Steele, that the Governance Committee recommend to the Board of Health to amend the 2021-22 Provisional Strategic Plan to include language stating that the Board of Health recognizes the need to amend the Plan to recognize the shift of the Middlesex-London Health Unit’s focus to the vaccination efforts against COVID-19.
Carried.

Governance By-Law and Policy Review (Report No. 12-21GC)

Ms. Emily Williams, Director, Healthy Organization/CEO (Interim) introduced the report, highlighting:

• Five policies were included for review by the Board of Health
• Eight policies are overdue for review but will be addressed next month and progress will be back on track for the end of 2021
• One policy has significant changes due to the implementation of Policy Manager software

It was moved by Mr. Steele, seconded by Ms. DeViet, that the Governance Committee recommend to the Board of Health to approve policy G-000 Bylaws, Policy and Procedures.
Carried

It was moved by Mr. Steele, seconded by Ms. Cassidy, that the Governance Committee recommend to the Board of Health to approve policy G-010 Strategic Planning.
Carried

It was moved by Ms. Cassidy, seconded by Mr. Steele, that the Governance Committee recommend to the Board of Health to approve policy G-160 Jordan’s Principle.
Carried

There was discussion regarding policy G-360 Resignation and Removal of Board Members, including:
• The process is unclear for determining if an investigation is required when a motion is brought forward to remove a board member.
• It was proposed to have two motions for removing a board member: one which states there is to be no investigation, and one which states there will be an investigation.
• It is unclear what is required to meet the definition of “just cause” as laid out in the policy.
• Changing the language stating that a person who is being investigated cannot vote or attend meetings to “banned from meetings” to simplify the language; however, a person who is being investigated can attend the meeting, if invited, in order to present a rebuttal.
• Sixty days to submit a rebuttal is too long and a time limitation should be imposed on any investigations so as to not exclude a member from attending meetings for an unreasonable amount of time.
• Change wording from “Chair shall bring a motion” to “Chair should ask for a motion.”

It was moved by Mr. Steele, seconded by Ms. DeViet, that the Governance Committee recommend to the Board of Health to refer policy G-360 back to staff of the Middlesex-London Health Unit.
Carried

It was moved by Mr. Steele, seconded by Ms. DeViet, that the Governance Committee recommend to the Board of Health to approve policy G-400 Political Activities with amendments.
Carried

2021 Board of Health Self-Assessment Results (Report No. 13-21GC)

Ms. Williams introduced the report and thanked the Board of Health members for a 90% response rate to the survey. Ms. Ramer outlined details from the report. Discussion on the report included the following:
• There is an interest in seeing confidential reports prior to meetings while maintaining privacy. A follow-up discussion can be scheduled to consider potential options.
• Some of the questions on topics like “communicating to stakeholders about financial management or HR” or “engaging with stakeholders” could be areas for growth opportunities as some Board Members might be unaware of how stakeholders are being engaged.
• Some of the questions are on topics over which the Board Members have little control, for example recruiting new Board Members. It was proposed to either remove that question for next year or to amend to outline the limits and what steps Board Members can take.

It was moved by Ms. DeViet, seconded by Ms. Cassidy, that the Governance Committee recommend to the Board of Heath to receive Report No. 13-21GC re: “2021 Board of Health Self-Assessment Results” for information.
Carried

2020 Occupational Health and Safety Report (Report No. 14-21GC)

Ms. Williams introduced Ms. Lilka Young, Human Resources Coordinator, Health and Safety who introduced the report. Discussion about the report included:
• The number of reported incidents and injuries remains the same as 2019 and the number of claims to WSIB decreased from eight, to three, possibly due to the shift to working from home.
• There was a large increase in the number of workplace violence incidences; however, no injuries were sustained and there was no worker-to-worker violence. Potential contributing factors to the number of incidents include being in the downtown core, which is more heavily population, and the pandemic, which has resulted in complaints about COVID-19 public health measures.
• There was one critical injury investigation which resulted in no orders being issued by the Ministry.
• The COVID-19 pandemic and response has been an opportunity to integrate health and safety into more processes within the Health Unit.

It was moved by Ms. Cassidy, seconded by Mr. Steele, that the Governance Committee recommend to the Board of Health to receive Report No. 14-21 re: “2020 Occupational Health and Safety Report” for information.
Carried

Other Business

The next meeting of the Governance Committee is Thursday, September 16, 2021 at 6 p.m.

Confidential

At 6:46 p.m., it was moved by Ms. Cassidy, seconded by Ms. DeViet, that the Governance Committee will move in-camera to consider matters regarding labour relations or employee negotiations and personal matters about identifiable individuals, including municipal or local board employees.
Carried

At 7:01 p.m., it was moved by Ms. Cassidy, seconded by Ms. DeViet, that the Governance Committee rise and return to public session from closed session.
Carried

Adjournment

At 7:01 p.m., it was moved by Ms. Cassidy, seconded by Mr. Steele, that the meeting be adjourned.
Carried

Robert Parker
Chair

Christopher Mackie
Secretary-Treasurer