BOARD OF DIRECTORS MEETING
Date: Wednesday, December 9, 2015 Time: 5:00 pm (EST)
Location: NW CCAC Boulevard Room Thunder Bay
Chair: Secretary: Recording Secretary:
Brad Coslett Tuija Puiras, Chief Executive Officer Betty Anne Grey
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4:30 pm Light Dinner
5:00 pm 1.0 Call to Order
B. Coslett X
5:00 – 5:05 2.0 Approval of Agenda (including
Consent Agenda)
B. Coslett X
3.0 Declaration of Conflict of Interest B. Coslett
X
5:05-5:15
4.0 Education/Generative Discussion
4.1 AODA and Health and Safety
Update
K. Lawson
X
5:15 – 6:30 4.2 Board Governance Education
M. Mikulasik -
Weilers
X
6:30 4.3 Accreditation Update
J. Wintermans X
6:35 4.4 Client and Family Experience
T. Puiras X
5.0 Approval of Previous Minutes
5.1 Board of Directors Meeting of
November 11, 2015
B. Coslett
M
6:40
6.0
New Business
6.1 2015/16 Revised Budget
A. Bishop/
C. Houle
M
VISION STATEMENT
Outstanding Care –
Every Person, Every Day
North West Community Care Access Centre Agenda Board of Directors meeting: December 9, 2015
Page 2
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6.2 2016/17 Funding and
Community Accountability
Planning Budget
A. Bishop/
C. Houle
M
6.3 Election of Board Member
J. Restall M
7:15 – 7:45
In Camera Session
Chair
M
7:45
7.0
Business Arising
7.1 Nomination for Vice-Chair
Position
B. Coslett
X
7:50 8.0 CONSENT AGENDA (any Board member may request that an item be removed
from this consent agenda and be moved to the regular agenda)
8.1 Finance Committee Report
7.1.1 Report of the Chair
8.2 Governance Committee Report
7.2.1 No Report
8.3 Client Services & Quality Committee Report
7.3.1 No Report
8.4 Risk Management Committee
8.4.1 Report of the Chair
8.5 Audit Committee
8.5.1 No Report
7:50 9.0 Consent Agenda Items for Discussion
Recommendations from Finance
Committee
A. Bishop M
9.1 2015/16 Revised Budget
That the Finance Committee recommends to the Board of Directors of the North
West Community Care Access Centre that the 2015-2016 Revised Budget be
accepted as presented.
9.2 2016/17 Funding and Community Accountability Planning Budget
That the Finance Committee recommends to the Board of Directors of the North
West Community Care Access Centre that the 2016/17 Funding and Community
Accountability Planning Budget be accepted as presented.
North West Community Care Access Centre Agenda Board of Directors meeting: December 9, 2015
Page 3
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9.3 The Finance Committee recommends to the Board of Directors of the North
West Community Care Access Centre that the Reallocation of LHIN Funding from
Global Allocation to HBAM Allocation and Correction of M-SAA Schedules(#7) be
accepted
8:00 10.0 Provide for Excellent Management
10.1 Report of the Chief Executive
Officer
T. Puiras
M
8:15 11.0 Report of the Chair
B. Coslett X
8:25 12.0 Standing Agenda Items
12.1 Review of 2015/16 Board Work
Plan
Chair
X
12.2 Review of Board Strategic
Work Plan
Chair X
13.0 For Information
Since the previous Board of Directors Meeting, the following items were posted to
the Board Portal for information:
OACCAC Update – November 6, 2015
Memo regarding Syrian Refugee Crisis
OACCAC Update – November 13, 2015
OACCAC Update – November 20, 2015
15 11 23 Teleconference with Minister – Summary Note
OACCAC Update – November 27, 2015
Auditor General Communications Materials
Correspondence from Minister Dr. Eric Hoskins
OACCAC Update – December 4, 2015
14.0 Ensure Board Effectiveness
14.1 Evaluation of Board Meeting:
November 11, 2015
B. Coslett
X
14.2 Evaluation form for Board
Meeting: December 9, 2015 (to
be distributed at the meeting)
B. Coslett X
8:30 15.0 Adjournment B. Coslett M Next Meeting:
Wednesday, January 13, 2015
4:30 pm EST
NW CCAC Boulevard Room
Regrets to: Betty Anne Grey
807-346-2731 or [email protected]
BOARD OF DIRECTORS MEETING MINUTES
Wednesday, November 11, 2015 PRESENT: ADMINISTRATION: Brad Coslett, Chair Tuija Puiras, Chief Executive Officer
Jim Restall Betty Anne Grey, Recording Secretary Andrew Bishop
Terry Bortolin t/c
Victor Chapais Cindy Jarvela
Shelby Poletti Leola Penagin
REGRETS: Sandra Leonetti
Eric Long Elaine Scott Powell (LOA)
GUEST: Catherine Brown, CEO, OACCAC (videoconference)
Description
1.0 Call to Order
The meeting was called to order at 5:05 pm by the chair, B. Coslett.
2.0 Approval of Agenda (Including Consent Agenda)
The order of the agenda was revised so that C. Brown, CEO, OACCAC was able to attend the Board In-Camera meeting.
Moved by: C. Jarvela Seconded by: J. Restall
THAT the agenda for the meeting of the Board of Directors of the North West Community Care Access Centre for Wednesday, November 11, 2015 be approved.
Carried
3.0 Declaration of Conflict of Interest
None declared.
North West Community Care Access Centre Board of Directors Meeting November 11, 2015
Page 2
4.0 Education/Generative Discussion
4.1 OACCAC Update, C. Brown, CEO, OACCAC B. Coslett introduced C. Brown, CEO of the OACCAC.
C. Brown provided an overview of the OACCAC Strategic Direction Statements for 2014-
2017 as follows: 1) Champion home and community care in an integrated system
o Inform and influence home and community care transformation and funding
directions o Work to effectively and positively position the CCACs in the short term and
longer term health care environment o Increase general awareness of the role and value of CCACs
2) Support excellence in patient care
o Implement innovation solutions that advance care coordination and care delivery
o Deliver system enabled business process efficiencies with quantifiable ROI o Improve patient system navigation across the continuum of care
3) Optimize value for money o Deliver high quality technology features as prioritized by our Members o Define and execute strategies that streamline and improve OACCAC Shared
Services o Increasing economies and continuous improvement of service levels.
C. Brown gave an overview on the member’s fee strategy. She noted that member fees have not changed over the last nine year and this approach is not sustainable. The
OACCAC Board is considering equalized payments over three years. The NW CCAC would be looking at an additional $23,000 annually. She noted that the OACCAC has not
finalized the approach and there will be a more formal presentation. The Board was allotted time for questions and discussion.
In Camera Session
Moved by: J. Restall Seconded by: V. Chapais
THAT the Board move to an in-camera meeting.
Carried
Moved by: J. Restall Seconded by: C. Jarvela
THAT the Board of Directors move out of the In Camera meeting at 6:35 pm
Carried
The regular Board of Directors meeting resumed at 6:35 pm.
North West Community Care Access Centre Board of Directors Meeting November 11, 2015
Page 3
4.2 Risk Register – Dashboard
T. Puiras provided an overview of the risk dashboard. She reviewed each risk with the Board. The dashboard will be further reviewed by the Risk Committee in November and brought back to the Board. Board members were asked to consider the Board’s strategic
priorities when looking at the risk dashboard.
4.3 Client and Family Experience The Board viewed the Palliative COPD/CHF Program (PCCP) – Dr. Miller video.
5.0 Approval of Previous Minutes
5.1 Minutes of the Board of Directors meeting of October 14, 2015 Moved by: A. Bishop
Seconded by: T. Bortolin
THAT the minutes of the meeting of the Board of Directors of the North West Community Care Access Centre of October 14, 2015 be approved.
Carried
6.0 Business Arising from the Minutes
None arising. 7.0 Consent Agenda
The Following items were included in the Consent Agenda:
There were no committee reports
8.0 Business Arising out of the Consent Agenda
None arising.
9.0 Provide for Excellent Management
9.1 Report of the Chief Executive Officer
T. Puiras noted that the report of the Chief Executive Officer was circulated in the Board members meeting package.
T. Puiras provided an overview of the 2015/16 Quarter 2 M-SAA.
MOTION NO. 388-2015 Moved by: J. Restall
Seconded by: S. Poletti
North West Community Care Access Centre Board of Directors Meeting November 11, 2015
Page 4
THAT the Board of Directors of the North West Community Care Access Centre accepts
the report of the Chief Executive Officer. Carried
10.0 Report of the Chair
B. Coslett noted that there is a NW LHIN G2G session scheduled for January 25, 2016 from 10:00 am to noon via videoconference. Information regarding the session was
circulated to Board members in their meeting package. B. Coslett asked that Board members notify B. Grey if they are interested in attending the session.
B. Coslett noted that both he and T. Puiras attended the Thunder Bay Regional Health Sciences Centre Board in-camera meeting November 4, 2015 regarding the Hogarth
Riverview Manor expansion.
11.0 Standing Agenda Items 11.1 Review of 2015/16 Board Work Plan
The Board reviewed the 2015/16 Board work plan. Board Governance Education Session will be added to the work plan once a date is determined.
11.2 Review of Board Strategic Work Plan The Board reviewed the Board strategic work plan. The work plan will be updated and
brought back to the Board for review. 12.0 New Business
12.1 Nomination for Vice-Chair Position
This item was deferred to the December Board meeting. 13.0 For Information
Since the previous Board of Directors Meeting, the following items were posted to the Board Portal for information:
OACCAC Update – October 9, 2015
OACCAC Update – October 16, 2015
Statement from Minister Hoskins Regarding Input into Primary Care Reform
OACCAC Update – October 23, 2015
OACCAC Update – October 30, 2015
NWCCAC Celebrating Success Newsletter
OACCAC Update – November 6, 2015
B. Coslett asked that Board members review the information circulated to them
throughout the month.
14.0 Ensure Board Effectiveness
14.1 Evaluation of Board meeting: October 14, 2015
North West Community Care Access Centre Board of Directors Meeting November 11, 2015
Page 5
B. Coslett noted that he was not present at the October Board meeting. He noted that the
meeting evaluation responses were good. 14.2 Evaluation form for Board meeting: November 11, 2015
Board members were requested to complete the evaluation form prior to leaving the
meeting and to submit it to the recording secretary. 15.0 Adjournment
On a motion by V. Chapais, seconded by A. Bishop the meeting adjourned at 7:35 pm.
Next Meeting:
Wednesday, December 9, 2015 5:00 pm EST
NW CCAC Boulevard Room, Thunder Bay
Brad Coslett, Chair Tuija Puiras, Chief Executive Officer
Betty Anne Grey, Recording Secretary
Item 7.1.1
REPORT OF THE CHAIR OF THE FINANCE COMMITTEE
TO THE
BOARD OF DIRECTORS MEETING, DECEMBER 9, 2015
The Finance Committee met on December 2, 2015.
The Board Portal contains the following financial statements as at September 30, 2015 and October 31, 2015 which included:
Balance Sheet
Consolidated Profit and Loss Consolidated Profit and Loss by Program
Year to Date Summary of Variances Income Statement
Monthly Prior Year Comparison Summary of Service Volumes Summary of Board Expenses
All statements were reviewed and discussed by the Committee. Highlights from these
statements include: September & October 2015/16 Month End Results
• The NWLHIN has now confirmed the overcapacity funding of $3,800,000, $1,000,000 of
one time funding and $200,000 of NICE funding. This revenue is recorded in the statements with the funding letters pending.
• September deficit of $9,714 – Year-To-Date deficit of $426,797. (Sept 2014/15 YTD surplus of $725,427)
• October deficit of $243,024 – Year-To-Date deficit of $669,821. (Oct 2014/15 YTD surplus of $258,799)
• The October Year-To-Date deficit is driven by Purchased Services where the October deficit is $689,183 and October Year-To-Date Purchased Services deficit is $3,722,349
• October Year-To-Date Board expenditures of $45,904. The Board is currently projected to have a small surplus at year end.
• October Year-To-Date total clients served is 953 (8%) higher than last fiscal – steady compared to previous months
• October Year-To-Date % spent on administration is 8.82% vs. 9.35% last fiscal 2015/16 Financial Forecast & Phase II Cost Containment • The original 2015/16 forecast indicated a deficit of approximately $6,400,000 • We have received confirmation of one-time funding and have also implemented phase I of cost containment.
Item 7.1.1
• In an abundance of caution the Finance Committee has endorsed Management’s Phase II cost containment/waitlist plan that could be implemented if required, in order to balance the budget. The plan is being brought forward for Board approval.
2015/16 Revised Budget and 2016/17 Community Accountability Planning Submission (CAPS) Budget The 2015/16 Revised Budget and 2016/17 CAPS budget was endorsed by the Finance Committee at the December meeting. The budgets will also be presented at the December Board meeting for approval. The 15/16 revised budget reflects the changes in funding and forecasted expenses in 15/16 now that NWCCAC funding has been confirmed. The 16/17 CAPS budget shows a reduction of 11% in revenue and expenses over 15/16. The CAPS budget will be used to initiate service planning discussions for NWCCAC and the NWLHIN/MOHLTC. It is not the operating budget for 16/17. HBAM Update
The NWCCAC received an exemption from HBAM in 2015/16. A face to face meeting with representatives of the Ministry, NWLHIN and NWCCAC occurred in late November to
discuss the business case for ongoing exemption from HBAM. Further discussions will occur with the NWLHIN and Ministry regarding HBAM.
Other Updates
The committee reviewed policy IV-4 Asset Protection and agreed that the annual review of this policy would be conducted by the Risk Committee.
The committee reviewed IV-7 Borrowing Policy. The following was added as the last
paragraph of the policy “Use of the NWCCAC line of credit will be reported quarterly.
Such report will include a minimum of the maximum amount of line of credit used, the
number of days the line of credit is used and the total interest charges incurred.”
A funding letter amending the Multi-Sectoral Accountability Agreement (M-SAA) was
reviewed and recommended by the Finance Committee to the Board for approval.
Pay equity was identified as an emerging risk
Respectfully submitted,
Andrew Bishop, Chair Finance Committee
Item 8.4
REPORT OF THE CHAIR OF THE RISK MANAGEMENT COMMITTEE
TO THE
BOARD OF DIRECTORS MEETING DECEMBER 9, 2015
The Risk Management Committee met on November 18, 2015
The committee agreed that A. Bishop continue as Acting Chair of the Risk
Committee and to defer the selection of Chair until after the Risk Committee Orientation meeting.
The Risk Committee Orientation meeting has been confirmed for January 18, 2015. All Board members have been invited to attend.
Board policy III-8 Privacy and Security of Information has been
assigned to the Client Services and Quality Committee for annual review.
The committee reviewed the dashboard and identified that Board/Staff
Relationship should be added to the dashboard. The committee discussed the need for the Board to develop its own risk
register that focuses on Board risks or whether they are included in the general risk register.
The committee identified Board vacancies, timing of Board member training and compliance with Board policies and procedures as an emerging risk to
the Board. The committee reviewed the 2015/16 work plan. R. Stinchcombe noted that
Board turnover is a Governance committee issue.
Respectfully submitted,
Brad Coslett, Chair Risk Management Committee
Item 10.1
REPORT OF THE CHIEF EXECUTIVE OFFICER
December 09, 2015
This report covers the period of November 12, 2015 to December 09, 2015
The following items are provided for the information of the Board. These are not for
decision or monitoring, but simply to keep you informed. Non-compliance or anticipated non-compliance with any policy
N/A
Anticipated media coverage
The Annual Report of the OAGO was released on December2, 2015. We have not received any media requests but there was an article about the CCAC findings in general in the
local paper. The Health Minister’s comments at the Health Achieve continue to generate speculation
among the media regarding the future of homecare in Ontario. Minister Hoskins sent the attached letter to all CCACs in order to clarify his comments and to convey his
appreciation of the work that staff in the CCACs do. Changes in executive personnel
N/A
Actual or pending lawsuits
N/A
Publicly visible or otherwise material internal changes I have been invited to present, on behalf of the North West CCAC, at the Integrated
Planning for Community Hubs Regional Session, organized by the Ministry of Municipal Affairs and Housing on December 18, 2015. The purpose of the Forum is to discuss how
the Province, municipalities and community partners can better integrate the planning and delivery of services through community hubs.
Report of the Chief Executive Officer
December 9, 2015 Page 2
Publicly visible or otherwise material external changes
All CCACs are working collaboratively on the Minister’s 10 point plan. Working groups have been established by the Ministry with representation by CCACs and LHINs. The main themes for now have been Levels of Care and Self Directed Care. There are also efforts to
coordinate other Policy work, such as the Community Support Services providing PSW, with the Ten Point Plan.
The OACCAC has created a work plan to address areas identified by the CCAC audits. Working groups are being established for the various areas.
Reports:
No reports
Attachments:
December 1, 2015 Letter from Minister of Health and Long term Care to Board
Chairs and Chief Executive Officer, Community Care Access Centres
Respectfully submitted,
Tuija Puiras Chief Executive Officer
Revised: December 2015
DRAFT Annual Work Plan – September 2015 to June 2016
Board of Directors and Committees
Month Board of Directors Governance
Committee
Finance Committee Risk Committee Client Services &
Quality Committee
Human Resources
Committee
September 2015 September 16, 2015
Education/Generative
Discussion
Board Orientation
- Governance
Review of policies
and forms
complete
Client and Family
Experience – Angie’s
Story and Margaret’s
Story - complete
Establish Board Work
Plan ongoing
Establish Priorities for
year ongoing
Review Board Strategic
Goals – Work Plan
(activities &
accountabilities)
ongoing
Policy Review:
Part I: Establish Strategic
Direction
(I-1 to I-5) AND
Part VI: Build
Relationships (VI-1 to
No Meeting Scheduled
September 30, 2015
Terms of Reference for
Review and Approval-
complete
Review of Financial
Statements complete
Establish Committee
work plan ongoing
Annual Review of
Committee Meeting
Materials complete
Policy Review:
Part IV: Ensure
Financial Viability
(IV-1 to IV-9)
Policy IV-4 and IV-7
deferred
AUDIT COMMITTEE
Terms of Reference for
Review and Approval-
deferred
September 28, 2015
Terms of Reference for
Review and Approval
complete
Establish Committee
work plan ongoing
Policy Review:
Part III: Ensure
Program Quality and
Effectiveness
(III-3 and III-8)
complete
Boards risk framework
– Review of Extreme
Risks complete
September 14, 2015
Terms of Reference for
Review and Approval -
deferred
Client and Family
Experience –
eComments ongoing
Quality Improvement
Plan – Review
Establish Committee
work plan ongoing
Improvement Targets
and Initiatives (graphs)
complete
Client Satisfaction
Survey (Annual)
complete
Update on First Nations
current status analysis
complete
Accreditation Update
complete
Policy Review:
Part III: Ensure
Program Quality and
September 18, 2015
Terms of Reference for
Review and Approval-
deferred
Establish Committee
work plan
Review of 2015/16
CEO Organizational-
Operational Plan
CEO Succession Plan
memo to Board Chair
Policy Review:
Part II: Provide for
Excellent Management
(II-1 to II-10) -
deferred
Item 12.1
Revised: December 2015
Month Board of Directors Governance
Committee
Finance Committee Risk Committee Client Services &
Quality Committee
Human Resources
Committee
VI-5) complete Effectiveness
(III-1, III-2, III-4 to
III-7)complete
Policy III-1 and III-
7 - deferred
October 2015 October 14, 2015
Education/Generative
Discussion
Accreditation Update - J.
Wintermans ongoing
MOHLTC Ten Point Plan
Review complete
Review 2015-16 Board
Work Plan ongoing
Review Board Strategic
Goals – Work Plan
(activities &
accountabilities)
ongoing
Request committee’s to
submit draft workplans to
Governance committee
complete
October 7, 2015
Terms of Reference for
Review and Approval-
complete
Establish Committee
work plan complete
Accreditation Review –
J. Wintermans
complete
Board Education –
Review complete
Policy Review:
Part V: Ensure Board
Effectiveness
1. Governance Policy
Framework (V-A-1 to
V-A-6) complete
October 28, 2015
cancelled
Review of Financial
Statements deferred
2016/17 Funding and
Community
Accountability Planning
Submission (CAPS) –
Update deferred
Waitlist Strategies
deferred
Quarterly Review of
Borrowing deferred
Policy Review:
Part IV: Ensure
Financial Viability
Policy IV-4 and IV-7
deferred
AUDIT COMMITTEE
MEETING - cancelled
Terms of Reference for
Review and Approval
deferred
No Scheduled Meeting
No Meeting Scheduled
No Meeting Scheduled
November 2015 November 11, 2015
Education/Generative
No Meeting Scheduled
November 25, 2015
Rescheduled to
December 2, 2015
November 18, 2015
Risk Management
No Meeting Scheduled No Meeting Scheduled
Revised: December 2015
Month Board of Directors Governance
Committee
Finance Committee Risk Committee Client Services &
Quality Committee
Human Resources
Committee
Discussion
OACCAC Update -
Catherine Brown, CEO,
OACCAC complete
Review Board Strategic
Goals
(activities &
accountabilities)
ongoing
Board Risk Register –
Review complete
Client and Family
Experience – Dr. Miller
PCCP Video - complete
November 26, 2015
Board Governance
Education Session
Steering Committee
quarterly report
(dashboard) ongoing
Review of Committee
work plan ongoing
December 2015 December 9, 2015
Education/Generative
Discussion
Board Governance
Education Session –
Weilers
AODA and Health and
Safety presentation – K.
A. Lawson
Accreditation Update (link
to survey)- J.
Wintermans deferred
Client and Family
No Meeting Scheduled
December 2, 2015
Review of Financial
Statements -
complete
2015/16 Revised
Budget presentation -
complete
2016/17 Funding and
Community
Accountability Planning
Budget presentation -
complete
Cost Containment
Updates (Phase 1 & 2)
No Meeting Scheduled
December 15, 2015
Client and Family
Experience
Improvement Targets
and Initiative
Event Tracking
Management System
(ETMS)
Terms of Reference for
Review and Approval
Policy Review:
Part III: Ensure
Program Quality and
December 7, 2015
Terms of Reference for
Review and Approval -
deferred
Policy Review:
Part II: Provide for
Excellent Management
(II-1 to II-10)
Policies II-2, II-3, II-6,
II-8, II-9,
II-10 - deferred
Discussion re: Labour
Negotiations
Revised: December 2015
Month Board of Directors Governance
Committee
Finance Committee Risk Committee Client Services &
Quality Committee
Human Resources
Committee
Experience – Community
Health Portal
2015/16 Revised Budget
presentation
2016/17 Funding and
Community
Accountability Planning
Budget presentation
complete
Quarterly Review of
Borrowing - complete
Policy Review:
Part IV: Ensure
Financial Viability
Policy IV-4 and IV-7
- complete
Review Committee
work plan - deferred
AUDIT COMMITTEE
MEETING
Terms of Reference for
Review and Approval -
deferred
Effectiveness
(III-1 and III-7, III-
8)
QIP Progress Update
2014/15 – Committee
Feedback
Risk Management
report to CSQ
Update on First Nations
Current State Analysis
Accreditation Update –
J. Wintermans
Review/update
2015/16 CEO
Organizational-
Operational Plan –
Stretch Goals
Review Committee
work plan
January 2016 January 13, 2016
Education/Generative
Discussion
Review Board Strategic
Goals – Work Plan
(activities &
accountabilities)
Accreditation Update - J.
Wintermans Accreditation
Update (link to survey)-
J. Wintermans
Presentation re Client
January 19, 2016
Policy Review:
Part V: Ensure Board
Effectiveness
Governance Policy
Framework (V-A-7 to
V-A-12)
Review of committees
submitted workplans
Board Recruitment
Attendance Audit
Review Board Strategic
January 27, 2016
Review of Financial
Statements
Quarterly Review of
Borrowing
AUDIT COMMITTEE
MEETING
Terms of Reference for
Review and Approval -
January 18, 2016
Risk Committee
Orientation – All Board
members invited
No Meeting Scheduled
January 11, 2016
Terms of Reference for
Review and Approval
Policy Review:
Part II: Provide for
Excellent Management
( II-2, II-3, II-6, II-8,
II-9, II-10)
CEO Interim
Performance Review
- CEO Stretch
Goals
Work Plan Review
Revised: December 2015
Month Board of Directors Governance
Committee
Finance Committee Risk Committee Client Services &
Quality Committee
Human Resources
Committee
Scenario – M. Allain,
Bioethicist
Goals
(activities &
accountabilities)
Accreditation Review
February 2016 February 10, 2016
Education/Generative
Discussion
Health Links Presentation
– P. Donylyk
Accreditation Update - J.
Wintermans
No Meeting Scheduled February 24, 2016
Review of Financial
Statements
AUDIT COMMITTEE
MEETING
Audit Planning (invite
auditors to meeting)
February 17, 2016
Risk appetite and
tolerance – Annual
review and
recommendation to
Board
Risk Management
Steering Committee
Quarterly Report
Review Committee
Work Plan
No Meeting Scheduled
No Meeting Scheduled
March 2016 March 9, 2016
Email Board Commitment
Form and Self-
Assessment form to
Board (for completion
prior to meeting)
Education/Generative
Discussion
Quality Improvement
Plan (QIP) review and
approval
Accreditation Update –
J. Wintermans
Culturally Safe Care
March 15, 2016
Policy Review:
AGM Planning- Confirm
Date
Board Recruitment –
Assess needs
OACCAC Conference
Attendance -
Discussion
Policy Review:
Part V: Ensure Board
Effectiveness
Governance Process
(V-B-1 to V-B-7)
March 30, 2016
Review of Financial
Statements
Review of Board
Budget
No Scheduled Meeting
March 1, 2016
Client and Family
Experience
Improvement Targets
and Initiatives (graphs)
Client Satisfaction
Survey (6 months)
Review and
recommend Draft QIP
for 2015/16
Risk Management
report to CSQ
March 7, 2016
CEO Annual
Performance Evaluation
– template approval
Overall Human
Resources Trends –
Where the NWCCAC is
as an Employer
Revised: December 2015
Month Board of Directors Governance
Committee
Finance Committee Risk Committee Client Services &
Quality Committee
Human Resources
Committee
Training Session – Meno
Ya Win
Accreditation Review
Update on First Nations
Current State Analysis
Accreditation Update
April 2016 April 13, 2016
Education/Generative
Discussion
No Meeting Scheduled April 27, 2016
Review of Financial
Statements
Quarterly Review of
Borrowing
M-SAA Review
April 16, 2016
Risk Management
Steering Committee
quarterly report
Annual Review of
Extreme Risks
Review adequacy of
NWCCAC Insurance
Protection
Review liability
protection for Directors
and Officers
Review of Committee
workplan
No Meeting Scheduled No Meeting Scheduled
May 2016 May 11, 2016
Education/Generative
Discussion
May 3, 2016
Board evaluation
- Review evaluation
responses
- Attendance audit
- Self-evaluation
(outstanding issues)
- Future commitment
Accreditation – Review
Resource Collection
Tool
May 25, 2016
Review of Financial
Statements
AUDIT COMMITTEE
MEETING
Draft Audited
Financial Statements
– review and approve
(external auditors to
present)
No Meeting Scheduled
No Meeting Scheduled May 9, 2016
CEO Annual
Performance Evaluation
Final Review of
2015/16 CEO
Organizational-
Operational Plan
CEO Compensation –
Review and
Recommendations
Revised: December 2015
Month Board of Directors Governance
Committee
Finance Committee Risk Committee Client Services &
Quality Committee
Human Resources
Committee
Review and adoption of
Board effectiveness
tool
Review committee
work plans
Recommend OACCAC
Conference Attendance
Update Skills Matrix
Reassess Recruitment
Needs and Strategy for
recommendation to
Board
Recommendations to
the Board re filling
Board Vacancies (For
June in camera Board
meeting)
Policy Review:
Part V: Ensure Board
Effectiveness
Governance Process
(V-B-8 to V-B-14)
Review of 2016/17
CEO Organizational-
Operational Plan (defer
to September)
June 2016 June 8, 2016
In-Camera
Slate of Officers and
Nominations
Community
Accountability Planning
Submission (CAPS) –
Approval
Education/Generative
June 1, 2016
Board and Committee
evaluation
- Review evaluation
responses
Review Slate of
Officers and
Nominations
Board Committee
June 22, 2016
Review of Financial
Statements
Review LHIN one-time
funding
Quarterly Review of
Borrowing – add to
September 2016 for
review of Q1 ending
No Meeting Scheduled
June 14, 2016
Client and Family
Experience
Improvement Targets
and Initiative
ETMS
Risk Management
report to CSQ
No Meeting Scheduled
Revised: December 2015
Month Board of Directors Governance
Committee
Finance Committee Risk Committee Client Services &
Quality Committee
Human Resources
Committee
Discussion
Review Board Strategic
Goals – Work Plan
(activities &
accountabilities)
AGM – June 23, 2016
Membership
Review AGM Agenda
2015-16 Board &
Committee Meeting
Calendar
June 30
Update on First Nations
Current State Analysis
Accreditation Update
September 2016
Quarterly Review of
Borrowing – add to
September 2016 for
review of Q1 ending
June 30
September 2016
Remove Policy III-8
from Risk Committee
annual policy review
September 2016
Add Policy III-8 to
CS&Q annual policy
review
Item 14.1
Number attending: Number Responding:
Board Meeting Evaluation Form
November 11, 2015
Please complete the following questionnaire by rating each category and adding your comments and suggestions. Thank you – your input will assist in making Board meetings more productive and enjoyable.
RATING
Excellent Good Fair Poor
The Board information package provided the right information and was received in a timely manner.
6.1
The meeting was scheduled at a convenient time and location
6.4
The majority of Board members were in attendance
4.5
The agenda was appropriate. Topics were relevant to the mission and goals of our organization. Items were clearly identified as for information, discussion or decision.
6.1
Time was used effectively. Discussions were focused.
6.0
The meeting structure and leadership encouraged the right amount of participation.
6.1
Appropriate information/evidence was available to support the Board in making informed decisions.
6.3
All recommendations and decisions made by the Board are documented and monitored to ensure implementation.
6.6
Board Members conduct was business-like, cordial, results-oriented and respectful of diversity.
6.9
Comments Strengths of this meeting:
Good discussion with C. Brown Very informative in-camera meeting Open discussion on future Video of clients are very helpful Very informative presentation/discussion with C. Brown Information session with OACCAC was good
Suggestions for improvements this board should consider making to the way it governs:
None
Request for information and/or education: Upcoming opportunities for Board education are very positive