COLLEGE OF DIETITIANS OF BRITISH COLUMBIA Meeting of the Board of Directors Friday, 9:05 am to 4:15 pm CDBC office: Suite 409, 1367 W Broadway, Vancouver, BC V6H 4A7 MINUTES Present: Staff: Guest: Diana Stephenson (Chair), Cassandra Hamilton (Vice-chair), Maria Dedegikas, Adrian Kershaw, Heather Lovelace, Monica Liefhebber, Jackie Parsons and Delara Saran (until 11:30 am) Fern Hubbard, Registrar, Mélanie Journoud, Deputy Registrar and Jeannie Poon, Practice Advisor Laurie Donnelly (past Board member, until 2:30 pm), Al Botteselle and Stephanie Nichol, Accountants (9:30 to 10:30 am) Item # Agenda Item Discussion/ Decision 1. Call to Order/ Remarks of Chair Diana Stephenson, Chair, called the meeting to order at 9:05 am. Diana welcomed everyone to the first meeting of the fiscal year and thanked Maria, Fern and the staff for conducting a successful Annual General Meeting on June 6, 2013. Fern presented the certificates to all 2013 appointed/elected Board members. 1.1 Agreement on Agenda Diana suggested a few changes in the agenda order. The agenda was adopted by consensus as circulated. 1.2 Minutes of February 22 Circulated for information. and April 4, 2013 1.3 Email ballots Circulated for information. 2. Registrar s Report 2.1 Staff Report The Registrar reported on items and activities of interest to the Board and answered questions. Included for information was a roundtable report from Alliance meetings held April 11-12 in Vancouver. Fern announced she will present the CDBC Jurisprudence Guide and Examination with Terry Ogle, President at Claymore Inc., at the Canadian Association of Continuing Health Education (CACHE) Conference on June 11 in Vancouver. Fern highlighted professional development opportunities attended by CDBC staff. Board members made a few suggestions on the reporting format. Fern also reported on issues noted during the May Canadian Dietetic Registration Exam (CDRE). Board members showed interest with the promotion of self-directed internships in Ontario. A Board member enquired about the possibility of following Ontario s model for Quality Assurance, which requires 500 hours of practice over 3 years. Fern explained the BC Government had declined adding this new requirement to the CDBC bylaws when requested in the past but is leaving practice hours in bylaws of professions that already required them. Fern also answered a question about the Ontario Human Rights Commission s policy which states that mandatory requirement for a Canadian practicum for applicants is discriminatory unless there is a bona fide need based on the individual. It was noted the CDBC bylaws already apply an individual assessment approach that refers to the principle of substantial equivalence. 2.2 Strategic Plan Status Report: Feb 13 to June 1, 2013 3. Board Training Diana asked Board members about the next strategic planning session. Adrian recommended the current 3- year-rolling strategic plan concept, with a realistic number of initiatives to focus on, and regular review of the plan every 12-18 months. Board members agreed to schedule a 1 ½ to 2-hour discussion at the Fall meeting to set a new 3-year rolling strategic plan and a one-hour review annually.
3.1 Audited Financial Statements Al Botteselle, (Board Education Session) 3.2 Financial Report: 4 th Quarter (to March 31, 2013) 3.3 Annual Refresher on Board Governance 4. Decision 4.1 Registrar s Performance Review Follow-up: Goals 2013/14 (In Camera) 4.2 Minutes of February 22, 2013 In Camera meeting (In Camera) Page 2 of 5 Fern introduced Al Botteselle, partner, and Stephanie Nichol, associate, from Galloway Botteselle & Company, the College s accounting firm since inception in 2004. Al presented an education session on Audit Engagement, addressing the structure of the Audited Financial Statement and the audit process, and answered questions from Board members. Board members recommended this topic be presented every 2-3 years as a review and suggested an education topic on Budgeting be included with the February budget approval session. It was also decided that Board members meet via web-conference annually to review and approve the audited financial statements prior to the Annual General Meeting. Fern was asked to discuss with legal counsel if the $1 million restricted fund is still an appropriate amount of reserve should a discipline hearing arise, knowing that additional Restricted Activities (with increased risk to the public) are pending. The Board resolves to approve the 2012/13 Audited Financial Statement to March 31, 2013 as prepared by Galloway Botteselle & Company. Carried. A copy of the Audited Financial Statement is included in the Annual Report (CDBC bylaw s. 29(3)) and will be sent to the Minister of Health prior to July 31, 2013 (HPA s.18). Circulated for information. A discussion on possible fee increase was deferred to the fall. Fern facilitated a review of items in the CDBC Board Governance Manual and the location of items on the CDBC website. Board members signed the Code of Conduct declaration, an annual requirement, and submitted them for filing. Board members made suggestions on governance, including new tabs/sections for CDBC policies on the website, the addition of the auditor s role on the CDBC organizational structure, creating a Terms of Reference policy for the Board Governance/Personnel Sub-committee and renaming this group to Personnel Working Group. It was also noted that Board meetings are being extended one hour to accommodate training, as suggested at the last meeting. In accordance with CDBC bylaw 11(5)(c), the Board met In Camera to discuss a personnel matter. The Chair circulated copies of the Registrar s 2013/14 Goals. The Board resolves to approve the Registrar s Goals for 2013-2014 as circulated. Carried. It was noted that the Registrar would select appropriate Activities to meet the goals and that goal attainment would be reviewed in February 2014 as part of the Registrar s annual performance evaluation. In accordance with CDBC bylaw 11(5)(c), the Board will meet In Camera to discuss a Board matter. The Board resolves to approve the Minutes of February 22, 2013 In Camera meeting as circulated. Carried. 4.3 Board Policies In accordance with good Board governance, policies are reviewed as needed and/or at regular time intervals. 4.3.1 Bd-01: Banking (previously Signing Officers ) Approval of Board policy Bd-01: Banking (previously Signing Officers) was deferred. The Board recommended revising the requirement for signatures and the feasibility of electronic signatures. Once revised, the policy will be re-circulated via email ballot for approval. 4.3.2 Bd-02: Travel Expenses The Board resolves to re-approve Board policy Bd-02: Travel Expenses, as amended. Carried.
4.3.3 Bd-10: Committee Appointments Page 3 of 5 Approval of Board policy Bd-10: Committee Appointments was deferred. The Board recommended revising the interviewing process for appointment. Once revised, the policy will be re-circulated via email ballot for approval. 4.3.4 Bd-15: Finances Approval of Board policy Bd-15: Finances was deferred. The Board recommended revising the audited financial statements approval process and reconciling parts of the policy with policy Bd-01: Banking. Once revised, the policy will be re-circulated via email ballot for approval. 4.3.5 Bd-25 to Bd-29: Committee Terms of Reference 4.4 Quality Assurance Committee Policies and Guidelines 4.4.1 Qac-02: Continuing Competence Requirement for Reinstatement 4.4.2 Qac-05: Professional Practice 4.4.3 Qac-09: Marketing, Sales and Conflicts of Interest (new) 4.5 Registration Committee Policies 4.5.1 Rc-11: Good Character (new) 4.6 Appointment of Auditor for 2013/14 Fiscal Year 5. Discussion/Direction 5.1 Annual General Meeting Feedback The Board resolves to re-approve Board policies Bd-25 to Bd-29: Terms of Reference, as circulated. Carried. On the Quality Assurance Committee s recommendation, the Board resolves to re- approve policy Qac-02: Continuing Competence Requirement for Reinstatement, as circulated. Carried. On the Quality Assurance Committee s recommendation, the Board resolves to re-approve policy Qac-05: Professional Practice, as circulated. Carried. Mélanie and Adrian provided a history of new policy Qac-09: Marketing, Sales and Conflicts of Interest and an overview of the Committee s discussions. The Board recommended revising the definition of client and specifying the applicability of sales and conflict of interest issues to individual therapeutic relationships, and referred the policy back to the QA Committee. On the Registration Committee s recommendation, the Board resolves to approve policy Rc-11: Good Character, as revised. Carried. The Board resolves to appoint Galloway Botteselle & Company as the Auditor for the 2013 to 2014 Fiscal year. Carried. Fern reported on the attendance statistics of the June 6 2012-13 AGM and shared feedback received from registrants. The Board congratulated staff on a very successful event. Fern moderated a discussion for future improvements including more pre-agm advertising, additional parking instructions, forwarding the Annual Report with the invitation and repeating the questions asked during the presentation. Board members suggested surveying registrants in June to assist next year s AGM planning and analyzing survey feedback for presentation at the fall meeting. It was also suggested to plan the AGM as a separate Board meeting and use approximately half the time for the education session. 5.2 Engaging Registrants Fern facilitated a discussion on engaging registrants. Fern recommended resuming in-person liaison sessions with registrants around the province as done successfully during previous years and suggested some sites for this fiscal year. Board members agreed and suggested additional potential liaison sites. Fern will provide an update on her meetings with registrants on an annual basis.
Page 4 of 5 5.3 Public Awareness Campaigns 5.3.1 Dietitians Day Fern reported meeting with the new Dietitians of Canada (DC) Regional Executive Director for BC, Sonya Kupka. Board members expressed continued support to liaise with her as opportunities arise and individually approximately every three months. 5.3.2 CDBC s Video Board members welcomed and liked the launching of the CDBC s video on How We Protect the Public. It was recommended that the You-Tube link could be more promoted to the public by asking private practice dietitians to hyperlink the video on their website. The Board also suggested resending the link in future Monthly Updates. 5.3.3 Health Regulatory Organization s Provincial Campaign 5.4 Partnership for Dietetic Education and Practice (PDEP) 5.5 Business Continuity Succession Planning 6. Information/Reports 6.1 Legislation Update Circulated for information. 6.2 Committee Reports 6.2.1 Inquiry Committee Circulated for information. 6.2.2 Quality Assurance Committee 6.2.3 Registration Committee 6.2.4 Certified Practices Sub- Committee Schedule I 6.3 Ministry JTST Projects 6.3.1 Integrating the ICs with the CSAP 6.3.2 Internationally Educated Dietitian Program for Bridging Circulated for information. The Board welcomed the direction the collaborative project was taking. An update will be provided next meeting. Fern moderated a discussion regarding Board support for the transition of accreditation from DC to the PDEP. Fern and Adrian will be attending the PDEP Education Session on June 12, 2013 prior to the DC Annual Conference. As a public representative and CDBC Board member, Adrian recommended he speak in favour of the transition. Board members agreed and support Adrian s message to DC and PDEP on the behalf of the Board. Diana facilitated a discussion of the Business Continuity Plan that Fern prepared. The plan consisted of coverage for all staff during unexpected leaves to ensure functioning of the College. It was suggested that Cindy Shaw, the College s Human Resource consultant, be asked to provide additional input. Board members also asked to receive, for information, a copy of the Administrative Policy Index at the next meeting. Circulated for information. Although suggested by the Alliance, the Board agreed that the work and time involved developing a national Standards of Practice was beyond the CDBC s ability at this time. Circulated for information. Circulated for information. Circulated for information. Fern reported that the project is progressing very well. Circulated for information. Fern reported briefly on some challenges with this project
6.4 Board Resourcing and Development Office (BRDO) Page 5 of 5 Fern updated Board members that she will continue to work with Diana and the BRDO to find a suitable applicant to fill the public representative vacancy on the Board. This will include the needed skill set of applicants that will be defined during the Strategic Planning session in November. 7. Next Meetings The next in-person meeting is scheduled from 9:00 am to approximately 4:00 pm at the CDBC office on Friday, November 1, 2013. A Board member requested to re-schedule the fall meeting to another date. Fern will send out a poll to all members to determine the feasibility. The poll will include winter meeting dates. 8. Announcements Diana presented Laurie Donnelly with a certificate of recognition for her service on the CDBC Board and a gift for her wedding on April 13, 2013. Congratulations, Laurie! 9. Adjournment The meeting was adjourned by consensus at 4:15pm. Minutes approved as circulated via email ballot on August, 19, 2013.