Minutes - November 10, 2022 - Governance Committee Meeting

Members Present: 

Ms. Aina DeViet (Chair)
Mr. Matt Reid
Ms. Kelly Elliott
Mr. Michael Steele

Regrets:

Ms. Tino Kasi

Others Present:

Ms. Carolynne Gabriel, Executive Assistant to the Board of Health (Recorder)
Dr. Alexander Summers, Medical Officer of Health
Ms. Emily Williams, Chief Executive Officer
Ms. Sarah Maaten, Acting Director, Office of the Medical Officer of Health
Ms. Mary Lou Albanese, Director, Environmental Health and Infectious Disease
Ms. Maureen MacCormick, Director, Healthy Living
Ms. Kendra Ramer, Manager, Privacy, Risk and Governance
Mr. Michael Kadour, Consultant

At 6:02 p.m., Chair Aina DeViet called the meeting to order.

Disclosure of Conflict of Interest

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

Approval of Agenda

It was moved by Mr. Matt Reid, seconded by Ms. Kelly Elliott, that the AGENDA for the November 10, 2022 Governance Committee meeting be approved.
Carried

Approval of Minutes

It was moved by Mr. Michael Steele, seconded by Mr. Reid, that the MINUTES of the September 15, 2022 Governance Committee meeting be approved.
Carried

Chair DeViet called upon Dr. Alexander Summers, Medical Officer of Health who introduced Ms. Sarah Maaten in her role as Acting Director, Officer of the Medical Officer of Health.

Reports and Agenda Items

2021-22 Provisional Plan Update (Report No. 13-22GC)

This report was introduced by Ms. Emily Williams, CEO who identified that the main reasons for postponing the work on the strategic plan are:
• The Province will potentially be reviewing and revising the Ontario Public Health Standards (OPHS) in 2023.
• The Health Unit does not have clarity on the direction the Province will take with regards to COVID-19 and recovery work.
• The financial situation of the Health Unit is uncertain, pending the Provincial funding announcement anticipated in early 2023.
• Many other Ontario health units are also pausing or extending their strategic plans.

Ms. Williams introduced Ms. Kendra Ramer, Manager, Privacy, Risk, and Project Management. Ms. Ramer highlighted that the report proposes conducting a current state analysis which would include consultation with the Board of Health, the Senior Leadership Team (SLT), and MLHU staff and management to update the objectives in the current Provisional Plan. The objectives in the current Provisional Plan are framed within the context and environment of its time and some objectives will need to be reframed to remain relevant. The main activity in developing the new Strategic Plan will take place in 2023, with planning and development of the 2025-2029 strategic plan to occur in 2024. The work will be led by the Program Planning and Evaluation Team with support from the Project Management Office.

It was moved by Ms. Elliott, seconded by Mr. Reid, that the Governance Committee recommend to the Board of Health to:
1) Receive Report No. 13-22GC, re: “2021-22 Provisional Plan Update” for information; and
2) Approve the extension of the 2021-22 Provisional Plan to the end of 2024 following a current state analysis with a plan to develop a 2025-2029 Strategic Plan in 2024.
Carried

MLHU Q3 2022 Risk Register (Report No. 14-22GC)

This report was introduced by Ms. Williams who introduced Ms. Ramer.

Highlights of this report included:
• The Risk Register up to the end of September (Q3) includes 16 high risks, five medium risks, and two low risks.
• Of the 16 high risks, two remain at significant residual risk: non-full-time staff joining OMERS and the return of Public Health Modernization as a result of the Provincial election.
• One technology risk was removed due to being successfully mitigated through decommissioning and removing end-of-life servers.
• Five new risks were added in Q3: two related to privacy, which have already been brought to the Board, one related to legal compliance involving a class action suit, and two categorized as financial involving non-full-time staff joining OMERS and the potential for claw back of funds from 100% funded programs.
• Two high risks transitioned from minor residual risk in Q2 to moderate residual risk in Q3: the Medical Officer of Health continuing to operate with limited back-up coverage due to the recent departing of the Acting Associate Medical Offer of Health, and the risk for turnover of municipal councilors on the Board of Health.
• The Q3 Risk Register was included in the Standard Activity Report submitted annually to the Ministry.

Chair DeViet inquired what actions can be taken to mitigate the risk of turnover on the Board of Health due to the municipal election, as significant turnover on the Board may impact its ability to move forward at the pace required to manage the COVID-19 response and financial decisions. Ms. Williams indicated that both herself and Dr. Summers are engaged in lobbying efforts to advocate for continuity on the Board of Health with the City and County.

It was moved by Mr. Steele, seconded by Ms. Elliott, that the Governance Committee recommend to the Board of Health to:
1) Receive Report No. 14-22GC, re: “MLHU Q3 2022 Risk Register” for information; and,
2) Approve the Q3 2022 Risk Register (Appendix A).
Carried

Other Business

The next meeting of the Governance Committee is to be determined. 

Adjournment

At 6:15 p.m., it was moved by Mr. Reid, seconded by Ms. Elliott, that the meeting be adjourned. 

Aina DeViet
Chair

Emily Williams
Secretary