Moved: B. Fetherston Seconded: T. Scislowski No Discussion Carried

Transcription

1 WINDSOR ESSEX COMMUNITY HEALTH CENTRE (WECHC) BOARD OF DIRECTORS MEETING MINUTES Tuesday March 24, :30 P.M. to 8:00 P.M. TEEN HEALTH LOCATION 1361 OUELLETTE AVE. Windsor Teleconferencing was available upon request Teleconference dial Conf ID Present: Elaine Clark (Treasurer), Robert Fetherston, Janet Giffen (Secretary) (participated by teleconference), Kathryn Hengl (President), John Mowat (Vice President), Toni Scislowski, Tracy Urquhart Staff: Glenn Bartlett, Executive Director, Hardeep Sadra, Senior Director, Director Chronic Disease, Judy Ellis, Director Clinical Services Sandwich, Amy Palmer, Director Human Resources, Rita Taillefer, Director, Clinical Practice Teen Health, Mary Brannagan, Office Administrator, Recorder Regrets: Patrick Brown, Director Finance Quorum was achieved. Seven (7) of seven (7) members were present. There were no requests made to unstar any items therefore the starred (*) items were deemed approved or received. The Community Health Foundation of Windsor and Essex County Meeting took place from 5:30 p.m. to 5:40 p.m. to appoint G. Fenn to the Foundation Board. It was noted that in order to keep the Foundation at arm s length, moving forward, the Foundation Board members, would be responsible to recruit additional Foundation Board members themselves. K. Hengl thanked G. Fenn for his tenure on the WE CHC Board of Directors noting his great contributions and welcomed Elaine Clark as a new Board member. Call to Order and Requests for Conflict of Interests to be identified. K. Hengl called the WE CHC Board meeting to order at 5:45 p.m. and asked members to identify any conflict of interests. Three conflicts were identified and all were felt to be of no significance or relevance to these deliberations. The identified conflicts were as follows: 1) T. Scislowski identified a family members recently had dealings with the Midwifery Program of which WE CHC is the transfer payment agency. T. Scislowski will be sending a letter of thanks for the wonderful level of care her family member received. 2) K. Hengl disclosed a family member works at Hyatt Lassaline, Auditors, but was not identified as one of the members who will be working on the Windsor Essex CHC file. 3) E. Clark declared a potential conflict of interest in that a staff member at her employment (University of Windsor) works on the trust account for BANA who is a partner of WE CHC. E. Clark does not have any involvement with that account. K. Hengl asked that the Governance Committee recommendation to accept the resignation of G. Fenn be addressed first on the agenda. Recommendation: The Governance Committee recommendation to the Board was to accept G. Fenn s letter of resignation from the WE CHC Board of Directors as of March 24, Motion: A motion was made to accept the Governance Committees recommendation to the Board and accept G. Fenn s letter of resignation from the WECHC Board as of March 24, Moved: B. Fetherston Seconded: T. Scislowski No Discussion Carried Page 1 of 7

2 Accreditation Preparation: Quality & Governance Accreditation resource information sheet was distributed and explained by H. Sadra. ACTION: The Quality & Governance Accreditation resource will be ed to the Board by M. Brannagan. A. Palmer facilitated a presentation on Accessibility for Ontarians with Disabilities Act (AODA) Board Customer Service Training Guide which included a summary presentation and a quiz. The AODA document was included in the agenda package for review so members could prepare for the quiz. Client Story Video was facilitated by R. Taillefer & H. Sadra. The Client story at the May Board meeting will be from Teen Health. *Approval of the March 24, 2015 Agenda *Approval of the January 28, 2015 Board Meeting and In-Camera minutes attached President s Report: K. Hengl Board Education/Training Plan As part of the Board s commitment to professional development, the Board reviewed the ESC LHIN Leadership Council Webinar Series 2.0 June 3, 2014 webinar Governing the Patient Experience on Tuesday March 17, The Board scheduled a professional development session to prepare for Accreditation for Monday April 13, :30 p.m. to 6:30 p.m. at the Teen Health Board Room. H. Sadra will facilitate the session. The Board has also scheduled an Accreditation Retreat for September 15, 2015 Teen Health site Board Room to prepare for Accreditation. BANA Partnership Update: Nothing new to report at this time. Motion: A motion was made to approve the Presidents Report as presented. Moved: J. Mowat Seconded: T. Urquhart No Discussion Carried Executive Director s Report: G. Bartlett Q3 Dashboard & Definitions were included in the agenda package. Q4 Dashboard will be available by mid April Proposed program for June 23, 2015 AGM: The AGM will be held at the Pickwick location 7621 Tecumseh Rd. East. The theme will be Celebration. The Foundation Board will attend as a kick off for the Foundation. The draft agenda will be forthcoming. Strategic Plan January The Plan is updated quarterly and will next be updated in mid April The Leadership team reviewed the plan and updated The Board on each item. Facilities Updates: G. Bartlett Thanks to A. Palmer and P. Brown for their assistance and support they provide to Chatham CHC, the fiscal year end will close with a surplus. This is a reflection of the quality of their work. Teen Health: E Library is preparing to be launched. The website will be populated soon. Street Health: Renovations are continuing and on track. Page 2 of 7

3 Pickwick: Renovations are continuing and on track. This location will have two (2) clinic rooms for Nurse Practitioners and Physicians. WE CHC has been partnering with the Multi-Cultural Centre in transitioning clients. Sandwich Modular Office Unit (MOU): The final inspection and occupancy permits were received. At a recent in-camera City of Windsor council meeting, a motion was brought forward about WE CHC using the parking lot on Brock St. to better serve the clients. WE CHC is waiting on the results of that submission. Everything else is on track. Sandwich Stage 2 Capital Project Submission: H. Sadra contacted the Ministry of Health Capital Branch about the approval of Stage 2 and the approval to move forward with Stage 3. The Ministry reported they are waiting for LHIN endorsement of the plan from their Board. The Ministry should have these approvals within 2 weeks as the LHIN Board meets next Tuesday. Motion: A motion was made to approve the Executive Directors Report as presented. Moved: T. Urquhart Seconded: B. Fetherston No discussion Carried Committee Reports Finance Committee K. Hengl, Chair The Committee last met February 25, 2015 and will meet next April 29, The approved December 17, 2014 Meeting Minutes were included in the agenda package. Request for Proposal (RFP) process for Auditor services summary was included in the agenda package. Recommendation: The Finance Committee recommended that the Board appoint Hyatt Lassaline LLP as auditors for WE CHC for the fiscal year Motion: A motion was made that the Board appoint the firm Hyatt Lassaline LLP as the WE CHC Auditors for the fiscal year and recommends that the Membership appoint Hyatt Lassaline LLP as the WE CHC Auditors for Moved: T. Scislowski Seconded: J. Mowat Hyatt Lassaline LLP s quote was $ lower than the current audit fees. No further discussion. The motion was carried unanimously Motion: A motion was made to move from the Board meeting to a Membership meeting to vote on the appointment of the Auditor. Moved: B. Fetherston Seconded: T. Urquhart No Discussion Carried Motion: A motion was made by the Membership to appoint the firm Hyatt Lassaline LLP as WE CHC Auditors for fiscal year Motion: A motion was made to move from the Membership meeting back to the regular Board meeting. Moved: B. Fetherston Seconded: T. Urquhart No Discussion Carried Motion: A Motion to approve the transfer of investments to the Foundation during the fiscal year ended March 31, 2013 in the amount of $928, and along with a a further donation to the Foundation of $11,553.00, representing donation revenue received by WECHC during the fiscal year ended March 31, The value of these investments at year end 13/14 increased to $1,005,322,25. Within the cumulative balance, there is $197, consists of restricted donations for the purpose oif developing a digital library of medical resources (David Jaggs Library). Note: Once the March 31, 2015 year end is closed, we will bring forward a motion to donate any 2104/15 donations and fundraising revenue to the Foundation. Moved: T. Scislowski Seconded: T. Urquhart No discussion Carried Unanimously Page 3 of 7

4 Q3 Financial Reporting: J. Clark reported Q3 Variance Report Q3 Staff Report Monthly Factual Certificate January 20, 2015, February 10, 2015 & March 24, 2015 were presented Midwifery Budget Approval It is anticipated that WE CHC will have a balanced budget at year end. WECHC Program Budget Variance Report For Period: December, 2014 Annual Year to Date Program Budget Budget Actual Variance Variance Explanation CHC (Core) Physicians 2,275,736 1,706,802 1,435, ,676 Includes Wages and Benefits Nurse Practitioner-Eating Disorders 189, , ,520 15,718 Wages & Benefits- $10,551 operating - $5,167 Operating Expenses 5,506,967 4,137,725 3,760, ,935 Wages & Benefits- $77,450 operating - $230,621 Total 7,972,354 5,986,766 5,322, ,329 Diabetes Wellness 1,943,346 1,457,510 1,401,793 55,717 Wages & Benefits- $69,423 operating - $(13,706) Chronic Disease Management 1,472,390 1,104,293 1,022,775 81,518 Wages & Benefits- $69,852 operating - $11,666 Hepatitis C Virus Team 463, , ,222 19,302 Wages & Benefits- $29,646 operating - $(10,343) Ontario Diabetes Strategy 263, , ,010 (4,460) Wages & Benefits- $(4,018) - 1 month overlap in both coordinator and admin Operating - $(442) Other Program Funding MCYS - variance $(4,267) (MCYS, Maryvale, Diabetes Prevention, City of Windsor) 458, , ,701 (12,093) Maryvale - variance $8,265 Diabetes Prevention Program - variance $(156) City of Windsor - variance $(4,986) SCH Modular Facility (recurring year to year basis) 86,000 64,500 68,864 (4,364) Estimated move date Jan 16, committed $126, Summary of Surplus/Deficit at Dec 30th (excl Phys and Other Funding) Wages and Benefits - $252,904 Operating - $222,959 Formatted: Right: cm STAFF REPORT Date: March 16, 2015 To: WECHC Board of Directors From: Finance Committee Subject: Q3 Program Budget Variance Report Purpose: Information Q3 Report Core Within the LHIN Core Operating budget, Physician and Nurse Practioner s line items are restricted to the original purpose and cannot be reallocated for other purposes. As of Dec 31, 2015 physician compensation is underspent by $271,676 due to a.6 Formatted: Heading 1, Space Before: 12 pt Formatted: Heading 1, Left, Indent: Left: 0 cm, Right: 0 cm, Allow hanging punctuation Page 4 of 7

5 vacancy and benefit costs being under the budgeted rate. Physician hours are being reviewed with the intent of increasing hours to utilize surplus Core operating expenses are underspent by $376,935 as of Dec 31 st with facility and professional services accounting for the majority of this amount. A reduction in outsourcing professional services and the timing of the Teen Health and Sandwich relocations has led to these differences. Approval has been received from the LHIN to reallocate $375,000 of the surplus for capital purposes. Leadership has identified areas where the surplus can be utilized and will be acting on the plan as we near year end. Diabetes Wellness The Diabetes Wellness program currently has a surplus due to a number of employees not being at full job rate. Approval from the LHIN has been received to reallocate up to a $60,000 surplus to offset core operating expenses. Formatted: Centered, Indent: Left: 0 cm, Allow hanging punctuation Formatted: Heading 1, Left, Indent: Left: 0 cm, Allow hanging punctuation Chronic Disease Management Chronic Disease Management program has a surplus in the wages category due to a vacancy. The surplus is being utilized for the east end expansion at Pickwick Plaza. Hepatitis C Virus Team Funding for the Hep C program is on a line by line basis. A request is being made to reallocate $10,000 of the wages and benefits budget to cover the operating deficit. Other Program Funding Other Program funding has a deficit of $12,093 as the City of Windsor does not completely fund the direct costs of the Pathway to Potential program. These additional unfunded costs are funded through donations, fund raising and other non MOHLTC revenue. SCH Modular Facility Annual funding has been received to cover the additional costs in relocating the Sandwich Community Health Centre from Forster High School to the modular office units. However costs have far exceeded original estimates. Cost overruns have been incurred in engineering and architectural fees, sewer and water connections, fibre installation and other related areas. Total cost overrun is expected to be $130,000. Surplus operating funds will be utilized to cover these additional costs. Formatted: Heading 1 Formatted: Heading 1, Right: 0 cm Formatted: Heading 1 Formatted: Heading 1, Right: 0 cm Motion: A motion was made to accept Finance reports as presented. Moved: J. Mowat Seconded: E. Clark No Discussion Carried Page 5 of 7

6 Governance Committee B. Fetherston, Chair The Committee last met February 25, 2015 and will meet next April 29, The approved December 17, 2014 Meeting Minutes were included in the agenda package. Board Recruitment Update: B. Fetherston reported that the Governance Committee had become aware of a potential new Board member with healthcare background. G. Bartlett had the opportunity to meet with the candidate and recommended her appointment. ACTION: The Governance Committee will schedule a meeting with the candidate next week, make their recommendation to the Board by and call for an electronic vote to fill this last vacant position. On March 11, 2015 M. Brannagan ed the Board on behalf of the Governance Committee, and reported that the Governance Committee had interviewed a potential Board candidate to fill a vacant Director/Treasurer position. This vacancy was created by the resignation of G. Fenn. The Governance Committee then recommended that Ms. Elaine Clarke be appointed to the Director/Treasurer position and requested that the Board participate in an electronic vote by . This electronic vote was completed on March 16, 2015 and the Board voted unanimously seven (7) votes yes zero (0) votes against to elect Ms. Clark to the Board as a Director and Treasurer. Subsequently Ms. Clark was invited to attend the March 24, 2015 Board Meeting. Motion: A motion was made to approve the Governance Committee s report as presented. Moved: T. Scislowski Seconded: J. Mowat No discussion Carried Quality Utilization and Risk Committee J. Giffen, Chair The Committee last met February 17, 2015 and will meet next April 21, 2015 Approved January 13, 2015 Meeting Minutes were included in the agenda package. Q3 Health and Safety and Incidence Reports Update were included in the agenda package. Motion: A motion was made to accept the QUR report as presented. Moved: T. Urquhart Seconded: B. Fetherston No Discussion Carried Volunteer appreciation week will be held April The WE CHC Board will receive a gift card in recognition of their contributions and commitment to WE CHC. In Camera to discuss HR/Personnel matters was not required. Motion: A motion was made to adjourn the meeting at 7:05 p.m. by T. Urquhart The next Board meetings will be held: Monday April 13, 2015: Accreditation Preparation: 5:30 p.m. to 6:30 p.m. Teen Health site Board Room Tuesday May 26, 2015: Regular Board meeting: 5:30 p.m. 8:00 p.m. Teen Health site Board Room Tuesday June 23, 2015: Annual General Meeting: Time to be determined 7621 Tecumseh Rd. East Pickwick Place location Please RSVP your attendance to Mary Brannagan at mbrannagan@wechc.org or Ext 246. ACTION LIST Page 6 of 7

7 Action Agent Date of completion Complete Ministry change of address notification form for the Foundation K. Hengl S. Warwaruk M. Brannagan March 2015 Board Training: The Accessibility for Ontarians with Disabilities Act (AODA) training A. Palmer will the Board information about the AODA in preparation for a quiz at the March 24, 2015 Board meeting. The Board This has been completed Board Training: The Board will hold an Accreditation Preparation meeting April 13,2015 Board Training: A Board Retreat will be held on Tuesday September 15, 2015 to prepare for Accreditation. Board Training : The Board will meet Tuesday March 17, 2015 to view the ESC LHIN Leadership Council Webinar Series 2.0 June 3, 2014 webinar Governing the Patient Experience webinar ( April 13, 2015 Sept. 15, 2015 This has been completed Respectfully submitted by Mary Brannagan Approved May 27, 2015 Page 7 of 7