REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 02 November 2021.

BUSINESS ARISING FROM THE MINUTES
Membership Response re Appointment of New Board Members -APPROVED (written).
Membership Response re Resignation of Mr. Robertson -APPROVED (written).

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included: The Upper Canada and Cornwall Area (UCCA) Ontario Health Team (OHT) update (weekly review publication, UCCA OHT Organizational Structure), Vaccination, Remote Care Monitoring [RCM] (update for October 2021 admissions), Hospital Attestation of Compliance with Hospital Parking Directive, Ministry of Long-Term Care Inspection Report, Management Goals – Update Q2 and Census Data. Also discussed:

Miscellaneous-Policies
-Corporate Policy 3-a-71 re Lock Box Policy -DEFERRED.
-Corporate Policy 3-a-75 re Resident and Patient Records – Access to and Release of
-DEFERRED.
-Corporate Policy 3-a-21 re Research Proposals -DEFERRED.

The Board of Directors approved the following policies as reviewed.
-Corporate Policy #3-a-25 re Resuscitative Intervention for Care at End of Life; and
-Corporate Policy#3-a-70 re Privacy Policy.

ETHICS AND MISSION COMMITTEE
Diversity, Equity and Inclusion (DEI): Communications (DEI)
The Board of Directors approved that going forward, the word “sex” be replaced with “gender”. 

Ethics and Mission Committee Members
The Board of Directors approved that in the listing of members of the Ethics and Mission Committee, the wording “includes Public Relations and Branding” be removed and Mrs. McNally be temporarily added as the Representative to Spiritual Care and  Ms. Cynthia MacLachlan be removed.

Policies to Review
The Board of Directors approved the following policies as reviewed.
-Corporate Policy #3-a-22 re Guidelines for Medical-Moral Consultations; and
-Corporate Policy# 3-a-24 re Death with Dignity.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The Board of Directors approved the Financial Statements for the Period Ended 30 September 2021 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for September 2021.

AUXILIARY REPORT
The Auxiliary’s first meeting back at the Centre was held 21 October 2021. The orientation for the Auxiliary members was held back in the month of September. QR codes have been given to every member to facilitate the tracking of hours. 

The Auxiliary celebrated their 75th anniversary during the month of October. The Board of Directors congratulated Mrs. Vincelli and all the members of the Auxiliary for achieving this milestone. The Auxiliary will be hosting a Christmas basket raffle. The tickets will begin to be sold as soon as the tuck shop re-opens in a week or so.

GOVERNANCE COMMITTEE
Electronic Signatures and Electronic Retention of Documents
The Board of Directors approved the use of e-signatures through a secure software and further exploration of the BoardEffect software. 

Standing Item: Diversity, Equity and Inclusion (DEI)
Land Acknowledgement
The Board of Directors approved that a Land Acknowledgement be read at the beginning of every Board of Directors meeting and Board Committee meeting (before the opening prayer).

PUBLIC RELATIONS AND BRANDING COMMITTEE
Some items discussed during the Public Relations and Branding Committee meeting held 07 October 2021 were reported at the previous Board of Directors meeting. 

New Committee Members
The Board of Directors approved that Mrs. McNally become a new member of the Public Relations and Branding Committee and that Ms. Gillet be removed as a member of the Committee. 

NEW BUSINESS
Board Development / Governance Educational Opportunities – Circulated for information

OTHER BUSINESS
Standing Item: Annual Workplan – The workplan for the month of November was reviewed.

Standing Item: Diversity, Equity and Inclusion (DEI)
Catholic Healthcare: Creating Awareness in Serving Our Indigenous and LGBTQS2
Communities – The Catholic Health Association of Ontario is hosting a session Creating Awareness in Serving Our Indigenous and LGTBQS2 Communities on 02 December 2021.  Board Members who are interested can register. 

Standing Item: Policies to be Reviewed by the Board of Directors – Reviewed. 

The next regular Board of Directors meeting is scheduled for Tuesday, 07 December 2021 at noon via video conference due to COVID-19.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 07 October 2021.
Mr. Desnoyers welcomed Ms. Keays Irving and Ms. McEvoy-Robertson to their first Board
meeting.

BUSINESS ARISING FROM THE MINUTES
Membership Response re Appointment of New Board Members -APPROVED (verbal)
Membership Response re resignation of Mr. Robertson -APPROVED (verbal)

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included: Safe Re-opening of the Centre post COVID-19
(volunteers and Auxiliary Members have returned to the Centre, renovations to the Wood’s Gift
Shop, 90s’/100s’ Club), Dementia Care (Dementia Care course at St. Lawrence College
postponed due to lack of enrollment), the Upper Canada and Cornwall Area (UCCA) Ontario
Health Team [OHT] (approved as one of the 50 OHTs across Ontario), AdvantAge Ontario
Innovative Awards – SJCCC honourable mention, Remote Care Monitoring [RCM] (first referral from the Cornwall Paramedics for the RCM Falls Prevention program accepted) and Census Data. Also discussed:

Vaccination – The Board of Directors approved that all staff at St. Joseph’s Villa and Hotel Dieu
Hospital provide proof of full vaccination or proof of a valid medical exemption by 15 November
2021. Employees who fail to meet the requirement to be fully vaccinated will be suspended
without pay until the employee provides proof of being fully vaccinated. The Employer may also
take further action, including termination of employment, in specific circumstances including a
prolonged failure to comply with this requirement.

Miscellaneous-Policies – The Board of Directors approved the following policies as reviewed.
-Corporate Policy#3-a-66 re Privacy Breach Management;
-Corporate Policy #3-a-67 re Privacy Logging and Auditing;
-Corporate Policy #3-a-68 re Privacy and Security Training; and
-Corporate Policy #3-a-69 re Privacy Inquiries and Complaints.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The Board of Directors approved the Financial Statements for the Period Ended 31 August 2021 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management
Fiduciary Statement for August 2021.

AUXILIARY REPORT
The gift shop is undergoing a complete transformation. The Auxiliary Members are looking
forward to serving visitors, residents, patients and staff. The Auxiliary will have their first meeting back in the Centre in October.

PUBLIC RELATIONS AND BRANDING COMMITTEE
The Board of Directors approved that Ms. Cindy-Ann Drouin be appointed to the Public
Relations and Branding Committee.

NEW BUSINESS
2021-Case Mix and Nursing and Personal Care Funding
Steadily, St. Joseph’s Continuing Care Centre’s Case Mix Index (CMI) is decreasing. One of the
major issues currently in Ontario is that Long-Term Care homes may not have the same data
collection approach and results are not comparable from home to home. AdvantAge Ontario
currently has a huge campaign surrounding this issue. The Board of Directors has agreed to put forward a letter to AdvantAge Ontario to express that
this is an issue that is important to SJCCC. Mrs. Lafrance-Allaire has been asked to draft a letter
to AdvantAge Ontario and bring it at the next Board of Directors meeting for approval. Once
approved, Mr. Desnoyers and Mrs. Lafrance-Allaire will sign it. As for now, all SJCCC can do is
continue to act ethically and capture the data well.

OTHER BUSINESS
Standing Item: Annual Workplan – The workplan for the month of October was
reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 02 November
2021 at noon via video conference due to COVID-19.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 07 September 2021.

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included: Management Goals and Objectives 2021-2022 Q1, Remote Care Monitoring, COVID-19 Vaccination Rates @ SJCCC as of 02 September 2021, Good News Items (donation) and Census Data (waiting list/in crisis list continue to grow).

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The Board of Directors approved the Financial Statements for the Period Ended 31 July 2021 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for July 2021.

AUXILIARY REPORT
Auxiliary Members are returning to the Centre. Orientation will be provided to all new and returning Auxiliary members. Renovations are underway in the Gift Shop. The Auxiliary members are looking forward to serving visitors, staff and residents.

PROFESSIONAL ADVISORY COMMITTEE
Workplan for May – Add “awareness of diversity, equity and inclusion (DEI)”. The Board of Directors approved the revised Professional Advisory Committee Annual Workplan.

NEW BUSINESS
Board of Directors Policies to Review – The Board of Directors approved Board of Directors policy #2-a-2 re Board of Directors as revised and Board of Directors policy #2-a-3 re Directors’ / Board Committee Members’ Code of Conduct as revised with one additional change.

Letter of Resignation – The Board of Directors accepted the letter of resignation of Mr. Robertson.

OTHER BUSINESS
Standing Item: Annual Workplan – The Board of Directors revised the workplan to read “the Ministry of Health, the Ministry of Long-Term Care” instead of “the Ministry of Health and Long-Term Care. The Board of Directors approved the revised Board of Directors Annual Workplan.

The next regular Board of Directors meeting is scheduled for Thursday, 07 October 2021 at noon via video conference due to COVID-19.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 29 June 2021.

BUSINESS ARISING FROM THE MINUTES 
Membership Response re Change of Bylaws (all Committees should read
“from among its numbers”)                                                      APPROVED (WRITTEN).

Membership Response re Annual Meeting Recommendations  APPROVED (VERBAL).

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included: Remote Care Monitoring (RCM), Long-Term Care (LTC) Home Performance Report (report covers the period of 01 July 2019 – 30 June 2020), COVID-19 Vaccination Rates at St. Joseph’s Continuing Care Centre (SJCCC) – 21 June 2021, Good News Items (donation from the family of the late Victor Kaneb) and Census Data. Also discussed:

BPSA Attestation Forms A and C – In accordance with the Broader Public Sector Accountability Act, an Attestation Form and supporting schedules must be filed with the Ministry. The Board of Directors approved “Appendix C – Attestation (re Consultants) for 01 April 2020 to 31 March 2021” and “Schedule A to Attestation” as presented.

Hospital Service Accountability Agreement (HSAA) Article 8 – Form of Compliance Declaration – Article 8 re Form of Compliance Declaration is an annual requirement under the HSAA, an agreement with the Ministry. The Board of Directors approved the HSAA Article 8 – Form of Compliance Declaration as presented.

EXECUTIVE COMMITTEE
Standing Item: Annual Workplan – Add Awareness of Diversity, Equity and Inclusion (DEI). The Board of Directors approved the revised Executive Committee Annual Workplan.

QUALITY IMPROVEMENT (QI) / SAFETY COMMITTEE
Dashboard and Graphs – The COVID-19 pandemic has had a high impact on staffing and employees.

Policy to Review – The Board of Directors approved the following policy as reviewed.

-Board of Directors policy #2-a-20 re Quality Improvement / Safety
Committee

Annual Workplan – Add Awareness of Diversity, Equity and Inclusion (DEI). The Board of Directors approved the revised Quality Improvement / Safety Committee Annual Workplan.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The Board of Directors approved the Financial Statements for the Periods Ended 30 April 2021 & 31 May 2021 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for April and May 2021.

Standing Item: CPFPRC Annual Workplan – Add Awareness of Diversity, Equity and Inclusion (DEI).

Standing Item: Audit Committee Annual Workplan – Add Awareness of Diversity, Equity and Inclusion (DEI).

The Board of Directors approved the revised CPFPRC Annual Workplan and the revised Audit Committee Annual Workplan.

GOVERNANCE COMMITTEE
Board Vacancies – It was suggested to look into the cost of advertising on the radio. It could be an option when the time comes to advertise for future vacant Board positions.

A Board of Directors ad has been submitted to the Standard Freeholder and the Seaways News to recruit members for the two current Board vacancies.

Standing Item: Annual Workplan – Remove Diversity and Inclusion since it is repeated.
The Board of Directors approved the revised Governance Annual Workplan.

PUBLIC RELATIONS AND BRANDING COMMITTEE
Annual Workplan – Add Awareness of Diversity, Equity and Inclusion (DEI). The Board of Directors approved the revised Public relations and Branding Committee Annual Workplan.

OTHER BUSINESS
Standing Item: Annual Workplan – The workplan for the month of June was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 07 September 2021 at noon via video conference due to COVID-19.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors and the Annual Meeting of the Board was held on 11 May 2021.

BUSINESS ARISING FROM THE MINUTES
Memorandum Response re Change of Bylaws (All committees should read from among its numbers). WRITTEN APPROVAL PENDING.

CORRESPONDENCE
Membership Response re Change of Bylaws (Archdiocese of Ottawa-Cornwall) APPROVED.

Membership Response re Change of Bylaws (Remove Coordinator of Administration Services from Branding Committee) APPROVED.

ADMINISTRATION REPORT – Mrs. Lafrance-Allaire’s report included: Risk Management Review 2020-2021, Management Goals and Objectives 2021-22 (approved), Good News Item (thank you card from employee/family member) and census. Also discussed:

Corporate Policy Review – The Board of Directors approved the following policy as reviewed:

-Corporate Policy #3-a-30 re Health and Safety Policy

ETHICS AND MISSION COMMITTEE
Standing Item: Annual Workplan – As per the Board’s approval, “Awareness of Diversity, Equity and Inclusion (DEI)” will be added to the Ethics and Mission Committee Annual Workplan.

PUBLIC RELATIONS AND BRANDING COMMITTEE
Presentation – Audiences – The meeting mostly focused on identifying SJCCC’s audiences and how to reach them.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE
Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for March 2021.

Statement of Administrative Responsibility – Noted. This document will be sent to the Members
of the Corporation for information.

Audited Financial Statements – The Audited Financial Statements for the Religious Hospitallers of St. Joseph of Cornwall, Ontario: St. Joseph’s Villa; Hotel Dieu Hospital; and the Consolidated Statements for the Year Ended 31 March 2021 were presented and will be recommended to the Members of the Corporation for approval.

Audit Findings Report – This document was approved by the Board of Directors and referred to the Members of the Corporation for information.

PROFESSIONAL ADVISORY COMMITTEE
Recruitment – A physician may be interested in joining our Medical Staff.

GOVERNANCE COMMITTEE
Board of Directors Skills Matrix – It was approved by the Board of Directors that “Awareness of Diversity, Equity and Inclusion” be added as a category under skills and experience to the Board of Directors Skills Matrix.

Board Member / Committee Member / Officers Appointment – In preparation for the Annual Meeting, the Committee made recommendations regarding reappointments of Directors including Officers (Mr. Paul Desnoyers, Chairperson and Mr. Mathieu Despatie, Vice-chairperson), and Ex-officio Members, as well as changes to some Board Committees. These recommendations were subsequently recommended at the Annual Meeting to the Members of the Corporation for approval. Annual reports from the Chairperson, Executive Director, Medical Directors Dr. Patel and Dr. Foley, Comprehensive Planning, Finance and Personnel Relations Committee, Ethics and Mission Committee, Quality Improvement/Safety Committee and Public Relations and Branding Committee were also presented, approved and forwarded to the Members of the Corporation.

Vacancy
Note: Dr. Mary Jane Randlett has chosen to not let her name stand for another term is leaving the Board this year, resulting in a vacancy.

Standing Item: Annual Workplan – As per the Board’s approval, “Awareness of DEI” will be added to the Governance Committee Annual Workplan.

OTHER BUSINESS
Standing Item: Annual Workplan – The Board of Directors approved that “Awareness of DEI” be added to the Board of Directors Annual Workplan.

Standing Item: Diversity, Equity & Inclusion (DEI) – All Board Members were invited to a four-conversation series to raise awareness and understanding of systemic racism and how to address its devastating health impacts. A few Board Members attended the first conversation of the series, “We Are Called – Confronting Racism to Achieve Health Equity Conversation Series”.

The next regular Board of Directors meeting is scheduled for
Tuesday, 29 June 2021 at noon via video conference due to COVID-19.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 06 April 2021.

BUSINESS ARISING FROM THE MINUTES
Membership Response re Change of Bylaws (all Committees should read “from among its numbers”) WRITTEN APPROVAL PENDING.

Membership Response re Change of Bylaws (Archdiocese of Ottawa-Cornwall. PENDING.

Membership Response re Change of Bylaws (Remove Coordinator of Administration Services from Branding Committee) PENDING.

CORPORATE LIAISON’S REPORT
Held at the residence of the Religious Hospitallers of St. Joseph in Montreal on March 25, 2021. The medal was presented to Sister Nicole Gaudet, rhsj. Sister Gaudet was the last Religious Hospitaller of St. Joseph to have worked as a staff member at the Hôtel-Dieu Hospital in Montreal.

ADMINISTRATION REPORT – Mrs. Lafrance-Allaire’s report included: Annual Report to the Sponsor 2019 (completed and submitted to CHI), Service Accountability Agreements (SAAs) – Extension (approved), Ontario Health Team (OHT) Application, Commission on Accreditation of Rehabilitation Facilities [CARF] (CARF Accreditation was completed 26 March 2021), Vaccination Identification, Good News Items (thank you note from a family member and Cathy Pidgeon, an employee who retired after 30 years of service) and Census Data. Also discussed:

COVID-19 – Mrs. Lafrance-Allaire presented a poster regarding the COVID-19 Response at St. Joseph’s Continuing Care Centre (SJCCC). The poster was created by the Community Engagement Officer at St. Joseph’s Continuing Care Centre. The COVID-19 Response @ SJCCC poster will be shared with residents, patients and their families, employees and the public through social media, emails, mailouts as well as posting them throughout the Centre.

The Board of Directors had a lengthy conversation surrounding the COVID-19 vaccine and strategies on how to encourage more staff to get the vaccine. A vaccination campaign at SJCCC will be launched to help encourage employees to get vaccinated.

Corporate Policy Review – The Board of Directors approved the following policies as reviewed:

-Corporate Policy #3-a-10 re Complementary Services Offered by Regulated Health Professionals (RHPs) Not Employed by St. Joseph’s Continuing Care Centre;
-Corporate Policy #3-a-15 re Contracts – Affiliation Agreements; and
-Corporate Policy #3-a-18 re Contracts – Services and Projects.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE
Financial Statements – Ms. Lalonde reviewed the statements.  The Board of Directors approved the Financial Statements for the period ended 28 February 2021 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for February 2021.

PROFESSIONAL ADVISORY COMMITTEE
2021 Medical Staff Reapplications – Dr. M. Yitemben Tchouatieu was reappointed by the Board to the medical staff for 2021 for the privileges previously held, as recommended by the Professional Advisory Committee.

NEW BUSINESS
Board of Directors Policy to Review
The Board of Directors approved Board of Directors policy #2-a-8 re Executive Committee.

OTHER BUSINESS
Standing Item: Annual Workplan – The workplan for the month of April was reviewed.

Standing Item: Diversity, Equity and Inclusion (DEI) – A DEI workshop has been scheduled with Miller Thomson for 08 April 2021 from 11:00 to 13:00 hours. The Board of Directors, the Senior Team as well as Dr. Robert Stewart and Mr. David Levangie have been invited to participate.

CARF – The Board felt it was necessary to formally commend the Leadership Team as well as all SJCCC staff on their excellent performance during the CARF accreditation process. The results speak for themselves and demonstrate the level of care and dedication of everyone that works at SJCCC.

The next regular Board of Directors meeting is scheduled for
Tuesday, 11 May 2021 at noon via video conference due to the Novel Coronavirus 2019.
The Annual Meeting will be held on that day.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 02 March 2021.

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included COVID-19 (Rapid Antigen Testing clinic and vaccination), Long-Term Care Service Accountability Agreement (L-SAA) Schedule E re Form of Declaration of Compliance (approved and signed), Commission on Accreditation of Rehabilitation Facilities [CARF] (accreditation will be conducted virtually 25 & 26 March 2021), Good News Item (Rapid Antigen Testing clinic) and Census Data.

Corporate Policy Review – The Board of Directors approved the following policies as reviewed or revised:

-Board of Directors Policy #2-a-30 re Policy on Open Board Meetings;
-Corporate Policy #3-a-92 re Procurement Code of Ethics;
-Administrative Policy #4-a-164-i re Job Description – Executive Director – St. Joseph’s Villa; and
-Administrative Policy #4-a-164-ii re Job Description – Executive Director – Hotel Dieu Hospital.

ETHICS AND MISSION COMMITTEE
Policies to Review/Revise – The Board of Directors approved the following policies as recommended by the Ethics and Mission Committee:

-Board of Directors Policy #2-a-15 re Ethics and Mission Committee;
-Corporate Policy #3-a-22 re Guidelines for Medical-Moral Consultations;
-Corporate Policy #3-a-24 re Death with Dignity;
-Corporate Policy #3-a-26 re Guidelines for Use of Advance Directives for Healthcare Decisions;
-Corporate Policy #3-a-28 re Guidelines for Care at End of Life; and
-Corporate Policy #3-a-29 re Guidelines Regarding Sexual Intimacy.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The statements were reviewed.  The Board of Directors approved the Financial Statements for the period ended 31 January 2021 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for January 2021.

AUXILIARY REPORT
The Auxiliary traditionally holds an annual general meeting during the month of March, however, the meeting this year will be delayed.

PROFESSIONAL ADVISORY COMMITTEE (PAC) REPORT
Policies to Review/Revise – The Board of Directors approved the following policies as recommended by the Professional Advisory Committee:

-Board of Directors Policy #2-a-26 re Professional Advisory Committee; and
-Corporate Policy #3-a-25 re Resuscitative Intervention for Care at End of Life.

2021 Medical Staff Reapplications – The following physicians were reappointed by the Board to the medical staff for 2021 for the privileges previously held, as recommended by the PAC: Dr. G. Foley, Dr. S.C. Patel, Dr. E. Bazile, Dr. N. Ménard and Dr. M.S. Reen.

GOVERNANCE COMMITTEE
Standing Item: Diversity, Equity and Inclusion (DEI) – A DEI workshop has been scheduled with Miller Thomson for 08 April 2021. The Board of Directors and the Senior Team are invited to attend.

PUBLIC RELATIONS AND BRANDING COMMITTEE
Introductions – It was the first Public Relations and Branding Committee meeting. Introductions were made and the Committee discussed where to begin. Research will be done to identify the population and target audience.

Policy and Bylaws – The Board of Directors recommended to the Members of the Corporation that the Coordinator of Administration be removed from the composition of the Public Relations and Branding Committee.

The Board of Directors approved the following policy as revised:

-Board of Directors policy #2-a-40 re Public Relations and Branding Committee

Annual Workplan – The Board of Directors approved the Annual Workplan for the Public Relations and Branding Committee as presented.

ANNUAL WORKPLAN – The March workplan schedule was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 06 April 2021 at noon via video conference due to COVID-19.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 02 February 2021.

BUSINESS ARISING FROM THE MINUTES
Membership Response to Board Request – A memorandum from Dr. Stewart dated 30 November 2020 indicated the following decision by the Members of the Corporation:
a)Bylaws to be Amended to Include the New Public Relations and Branding Committee            Approved.

Diversity, Equity and Inclusion – A guest speaker from Miller Thomson will be scheduled to do a virtual workshop on the topics of diversity, equity and inclusion. The workshop will be booked sometime in April; dates will be brought forward at the Governance Committee.

ADMINISTRATION REPORT – Mrs. Lafrance-Allaire’s report included: Management Goals and Objectives 2020-2021 – Update Q3, Good News Items (beautiful thank you note from a family member of a resident who has passed) and Census. Also discussed:

COVID-19 – The Hospital Accountability Planning Submission (HAPS), the renewal of the Long-Term Care Home Service Accountability Agreement (LSAA), the renewal of the Hospital Service Accountability Agreement (HSAA) and the Quality Improvement Plan for both St. Joseph’s Villa and Hotel Dieu Hospital have all been postponed by the provincial government due to the pandemic. These items are typically brought forward to the Board of Directors either in January, February or March.

Corporate Policy Review – The Board of Directors approved the following policies as reviewed or revised:
-Corporate Policy #3-a-66 re Privacy Breach Management;
-Corporate Policy #3-a-67 re Privacy Logging and Auditing;
-Corporate Policy #3-a-68 re Privacy and Security Training;
-Corporate Policy #3-a-69 re Privacy Inquiries and Complaints; and
-Corporate Policy #3-a-70 re Privacy Policy.

QUALITY IMPROVEMENT/SAFETY COMMITTEE
Resident Survey Results – 2020 – St. Joseph’s Villa proceeded with the surveys in 2020 where many other homes decided not to during the pandemic. A lot of metrics were down compared to last year but considering the pandemic, results were pretty good. The survey results are reflective of the changes and restrictions that have been put in place because of COVID-19.

Patient Survey Results – 2020 – COVID-19 has impacted the Patient Survey Results as well.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC) 
Financial Statements – The statements were reviewed.  The Board of Directors approved the Financial Statements for the period ending 30 November 2020 and 31 December 2020 as presented.

Budget – The budget presentation was reviewed and accepted for information
purposes. Request from the Ministry to submit the budget continues to be deferred.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for November and December 2020.

AUXILIARY REPORT
The Auxiliary will generously lend out the space in the gift shop to allow space for COVID-19 testing.

NEW BUSINESS
Board of Directors Policy to Review – The Board of Directors approved Board of Directors policy #2-a-3 re Directors’ / Board Committee Members’ Code of Conduct.

Bylaws to Revise – Sections 1.1 and 4.1(b)(i) of the Administrative Bylaws were revised and recommended to the Members of the Corporation.

Standing Item: Annual Workplan – The workplan for the month of February was reviewed.

The next regular Board of Directors meeting is scheduled for
Tuesday, 02 March 2021 at noon via video conference due to COVID-19.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 05 January 2021.

ADMINISTRATION REPORT – Mrs. Lafrance-Allaire’s report included: Strategic Planning, French Language Designation (resolution), Good News Items (birthday celebrations) and Census. Also discussed:

Policies Reviewed/Revised – Board of Directors policy #2-a-6 re Orientation Programme for Board Members and Members of the Board Committees, Board of Directors policy #2-a-28 re Fiscal Advisory Committee and Corporate Policy #3-a-21 re Research Proposals were approved with changes to policy #3-a-21.

ETHICS AND MISSION COMMITTEE
Standing Item: Annual Workplan – It was approved by the Board of Directors that the items associated to public relations and branding be removed from the Ethics and Mission Committee Workplan.

AUXILIARY REPORT
The Auxiliary prepared and circulated Christmas cards for the residents, patients and staff members at SJCCC during the holiday season.

GOVERNANCE COMMITTEE
Diversity and Inclusion – In search for a guest speaker that could cover all aspects of diversity and inclusion. The Board Members and the Leadership Team will be invited to attend the presentation once scheduled.

Ontario Hospital Association (OHA) Board Self-Assessment Summary Report and Supplementary Handbook – Overall, the results were good. The lowest scored questions were reviewed and ideas from the Governance Committee to improve were discussed with the Board Members.
It was approved by the Board of Directors that moving forward, every In Camera Session during each Board meeting will include a management free portion to allow the Members of the Board to discuss freely among themselves without management present.

Standing Item: Annual Workplan – The Board of Directors approved that Diversity and Inclusion be added to the Governance Workplan under additional section every meeting.

Make-up of the Public Relations and Branding Committee
The Board of Directors approved that Mr. Robertson be appointed as Chairperson of the Public Relations and Branding Committee and be removed from the Comprehensive Planning, Finance and Personnel Relations Committee (CPFPRC), that Mrs. Vincelli be appointed as a Director on the Public Relations and Branding Committee and that Mr. MacDonell be appointed to the CPFPRC as others appointed by the Board of Directors, as needed.

Mr. Robertson, Mrs. Vincelli and Mr. MacDonell have all accepted.

It was approved by the Board, that under all the Board Committees in the Administrative Bylaws where it says “Have a Chairperson and Vice-Chairperson who shall be appointed by the Board on recommendation by the Committee;” it should be changed and read instead “Have a Chairperson and Vice-Chairperson who shall be appointed by the Board from among its numbers;”.

NEW BUSINESS
Board of Directors Policy Revised – The Board of Directors approved with amendments Board of Directors policy #2-a-2 re Board of Directors.

Standing Item: Annual Workplan – The workplan for the month of January was reviewed.

The next regular Board of Directors meeting is scheduled for
Tuesday, 02 February 2021 at noon via video conference due to COVID-19.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 01 December 2020.

ADMINISTRATION REPORT – Mrs. Lafrance-Allaire’s report included: Postponements due to COVID-19 (Staff education days and St. Joseph’s Continuing Care Centre Evacuation exercise), Volunteers (remain not allowed in the Centre), Good News Items (Christmas events in the Centre that respect COVID-19 rules and regulations) and Census. Also discussed:

Ministry of Long-Term Care (LTC) Inspections – Two inspectors visited the Centre during the period of 13 November 2020 to 24 November 2020. The first inspector reviewed two critical incidents and one inquiry. There were zero non-compliances issued. The second inspector reviewed the bedrail reduction program. The non-compliance order has been lifted.

Corporate Policy Review – Corporate Policy #3-a-50 re French Language Services was approved as reviewed.

QUALITY IMPROVEMENT (QI) / SAFETY COMMITTEE COMMITTEE
Quality Assurance Scorecard 2020-21 – Q2 – Resident Support Workers has been added as a new category on the Quality Assurance Scorecard.

Smart Home Technology Videos – Two videos were shared with the Board of Directors. The first video showed residents tapping on a sensory board which was made in house. The second video showed how a smart home device could assist residents accomplish everyday tasks independently.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE
Financial Statements – The Board of Directors approved the Financial Statements for the Period Ending 31 October 2020 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for October 2020.

NEW BUSINESS
Ontario Hospital Association (OHA) Board Self-Assessment Summary Report and Supplementary Handbook – This item will be discussed at the next Governance Committee meeting.

Diversity – Board of Directors and Committees – Miller Thompson recently held a Governance Master Class: Advancing Diversity and Inclusion webinar. A few Board Members registered for the webinar. This item will be further discussed at the next Governance Committee meeting.

The next regular Board of Directors meeting is scheduled for
Tuesday, 05 January 2021 at noon via video conference due to COVID-19.