REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 09 July 2025.

BUSINESS ARISING FROM THE MINUTES

Membership Response re. Administrative Bylaws – APPROVED (written)

Strategic Planning Session date – The Strategic planning session will be held at the Dev Hotel and Conference Centre in Cornwall on 03 October 2025.

Policy approval to reflect the changes in the new Bylaws – The Board of Directors approved the following policies are revised:

– Board of Directors policy #2-a-4 re. Board of Directors Conflict of Interest Disclosure

– Board of Directors policy #2-a-8 re. Executive Committee

– Board of Directors policy #2-a-15 re. Ethics and Mission Committee 

– Corporate policy #3-a-100 re. Succession Planning – Executive Director

Annual Workplans – The Executive and the Ethics and Mission committee annual workplans have been amended to reflect the changes in the new Bylaws.

ADMINISTRATION REPORT

Ms. Lafrance’s report included: Strategic Direction: HSAA Article 8 – Form of Compliance Declaration, Ministry of Long-Term Care Report and Good News Item (SJCCC welcomed new inductees into our annual 90’s and 100’s Club) and Census Data. Also discussed:

Policy Approval

The Board of Directors approved the following policies as revised

– Corporate Policy #3-a-50 re. French Language Services

– Administrative Policy #4-a-164i re. Job Description – Executive Director (St. Joseph’s Villa)

– Administrative Policy #4-a-164ii re. Job Description – Executive Director (Hotel Dieu Hospital) 

EXECUTIVE COMMITTEE

HSAA Article 8 – Form of Compliance Declaration – HSAA Article 8 – Declaration of Compliance form is an annual requirement under the HSAA, an agreement with the Ministry.

The Board of Directors approved for signature the HSAA Article 8 – Declaration of Compliance form.

GOVERNANCE COMMITTEE

Board of Directors vacancy – Recruitment for a new member of Board of Directors will begin at the end of August and will be posted on the SJCCC website, Facebook and Church bulletins.

PUBLIC RELATIONS AND BRANDING COMMITTEE

Videos of the Centre – Videos of the Centre and the rehabilitation space can be viewed on the website.

Policy to revise and annual workplan – The Board of Directors approved policy #2-a-40 re. Public Relations and Branding Committee and the annual workplan for the Public Relations and Branding Committee with amended changes to reflect the new Bylaws.

OTHER BUSINESS

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

Standing Item: Equity, Diversity and Inclusion (EDI) – Ms. Lafrance shared a poster featuring a special Indigenous-inspired menu at the Centre.

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

The next regular Board of Directors meeting is scheduled for Tuesday, 02 September 2025 at 1200 hours via video conference. 

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 22 May 2025.  The Annual Meeting of the Board was held prior to the regular meeting (see Governance Committee section).

CORRESPONDENCE 

Annual Report to the Sponsor 2025 – During the Regular Board meeting, the Board Members completed together the Annual Report to the Sponsor 2025. This report is a yearly requirement from Catholic Health International. The collective responses will be sent to Catholic Health International by Administration.

Thank you card from Karen Dewar – Noted

ADMINISTRATION REPORT

Ms. Lafrance’s report included: Management Goals Year 2025-2026 (approved), Strategic Direction: Expanding Senior Housing & Integrated Campus of Care (a practical approach), Ministry of Long-Term Care Report, the Risk Management Review 2025-26 and Good News Item (Sister Rosalia Cobey Awards was held on 06 May 2025 with 7 nominations) and Census Data. Also discussed:

Policy Approval 

The Board of Directors approved Corporate Policy #3-a-30 re Health and Safety Policy as reviewed. 

The Board of Directors approved the Management Goals for 2025-2026.

ETHICS AND MISSION COMMITTEE

Mission Effectiveness Plan 2025 – The Board of Directors approved the Mission Effectiveness Plan 2025. 

Policies to Review – The Board of Directors approved the following policies as reviewed/revised:

-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

-Corporate Policy #3-a-29 re Guidelines Regarding Sexual Intimacy

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for March 2025.

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

Draft 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 2025 were presented and are 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 

Physician reapplication 2025 Dr. Patel – The Medical Staff reapplication of Dr. Patel has been reviewed by PAC and was recommended for approval. 

The Board of Directors approved the reappointment of Dr. Patel to the Medical Staff for 2025 with privileges previously held. 

GOVERNANCE COMMITTEE 

Board Member / Committee Member / Officers Appointment – In preparation for the Annual Meeting, the Committee made recommendations regarding appointment and reappointment of Directors including Officers (Mr. Paul Desnoyers, Chairperson, Mr. Mathieu Despatie, Vice-chairperson and Ms. Elizabeth MacLennan, Secretary-Treasurer), 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 – Annual reports from the Chairperson, Executive Director, Medical Director of Long-Term Care, Chairperson of the Ethics and Mission Committee, Chairperson of the Comprehensive Planning, Finance and Personnel Relations Committee and Chairperson of the Public Relations and Branding Committee were presented, approved and forwarded to the Members of the Corporation.

Policy to Review – The Board of Directors approved Board of Directors policy #2-a-25 re. Governance Committee as reviewed.

Workplan – The workplan was updated to reflect the changes with the new Administrative Bylaws. 

OTHER BUSINESS

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

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

The next regular Board of Directors meeting is scheduled for Wednesday, 09 July 2025 at 1200 hours by video conference.

Senior Mobile Dental Services is pleased to offer a free screening at St. Joseph’s Continuing Care Centre on Wednesday, May 28, 2025, at no cost to you. To enroll your loved one, please complete the attached “Request for Dental Care” form and email it to [email protected] or fax it to 613-907-3060. If you require assistance completing and submitting the form, please visit the nursing station on your loved one’s unit.

The screening will involve a quick assessment by their team to evaluate cooperation, the number of natural teeth, and the function of dentures. Based on their findings, they will follow up with a potential treatment plan and contact you by phone or email to schedule the next visit. 

They accept all insurance plans, including the Canadian Dental Care Plan, and handle direct billing, so you only pay the difference. 

Senior Mobile Dental Services are here to ensure your loved one’s oral health is managed with the utmost care and expertise.

Please see the attachments below for additional information.

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 01 April 2025.

ADMINISTRATION REPORT

Ms. Lafrance’s report included: Strategic Direction: Expanding Senior Housing & Integrated Campus of Care (a practical approach), Ministry of Long-Term Care Report and Good News Item (SJCCC celebrated the Feast of St. Joseph. An article of this day was featured in Seaway News by Leesa McNally, Director of Therapeutic Services) and Census Data. Also discussed:

Policies to Review

The Board of Directors approved the following policies:

–Corporate Policy #3-a-15 re Contracts – Affiliation Agreements

-Corporate Policy #3-a-18 re Contracts – Services and Projects

QUALITY IMPROVEMENT (QI) / SAFETY COMMITTEE

Annual Workplan – A change was made to the Annual Workplan to reflect “ Reviews the annual Quality Improvement Plan (QIP)”. This will be reviewed every year during the month of March.

ETHICS AND MISSION COMMITTEE

Policies to Review/Revise

The Board of Directors approved the following policies:

-Corporate Policy #3-a-21 re Research Proposals

-Corporate Policy #3-a-22 re Guidelines for Medical-Moral Consultations

-Corporate Policy #3-a-24 re Death with Dignity

-Board of Directors Policy #2-a-15 re Ethics and Mission Committee has been deferred.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – The Board of Directors approved the Financial Statements for the Periods Ending February 2025 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for February 2025.

GOVERNANCE COMMITTEE

Board member resignation – The Board of Directors accepted the resignation of Dr. Sally Grant. She will continue to remain as an active member on the Ethics and Mission committee.

PUBLIC RELATIONS AND BRANDING COMMITTEE

Equity Diversity and Inclusion questions on surveys – Suggestions in regards to the wording in our surveys have been reviewed and updated.

NEW BUSINESS

Policy to Review – The Board of Directors approved Board of Directors policy #2-a-35 re Board of Directors Annual Evaluation.

OTHER BUSINESS

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

Standing Item: Equity, Diversity and Inclusion (EDI) – A poster which featured a special menu for Eid-al-Fitr at the Centre. More cultural events and celebrations will be shared throughout the Centre.

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

The next regular Board of Directors meeting is scheduled for Thursday, 22 May 2025 at 1200 hours via hybrid.

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 04 March 2025.

ADMINISTRATION REPORT

Ms. Lafrance’s report included: Ministry of Long-Term Care (MOLTC) Proactive Compliance Inspection (PCI), the Ministry of LTC Inspection Report, and Good News Item (St. Joseph’s Care Foundation raised $31,298 for their Lights of Hope Campaign) and Census Data. Service Accountability Agreements (SAAs) – Extension (LSAA and HSAA Extending Letters approved), Also discussed: 

Policy Approval 

The Board of Directors approved Policy #2-a-4 re. Board of Directors Conflict of Interest Disclosure as revised. 

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – The Board of Directors approved the Financial Statements for the Periods Ending January 2025 as presented.

Request for Proposal (RFP) Auditing Services – Draft – The Board approved the request for Proposal Auditing Services.

Management Fiduciary Statements – The Board of Directors approved the Management Fiduciary Statements for January 2025.

PROFESSIONAL ADVISORY COMMITTEE (PAC) REPORT 

Physician reapplication 2025 –  Dr. D. Read’s Medical Staff reapplication has been reviewed by the PAC and was recommended to the Board for approval. The Board of Directors approved the reappointment of Dr. Read to the Medical Staff for 2025 with the privileges previously held.

GOVERNANCE COMMITTEE 

Administrative Bylaws of RHSJ 

The Board of Directors reviewed and sent a final revision for the approval of the Administrative Bylaws of the Religious Hospitallers of St. Joseph of Cornwall, Ontario.

FISCAL ADVISORY COMMITTEE 

Final Draft Budget – The Fiscal Advisory Committee met and reviewed the final budget for Hotel Dieu Hospital and was approved as presented. 

PUBLIC RELATIONS AND BRANDING COMMITTEE 

Policy Approval  – The Board of Directors approved Introduction and Organization policy #1-a-145 re. Cultural Competency: Equity, Diversity and Inclusivity Workplan  as revised. 

Reaffirmation of EDI Commitment – SJCCC continues to stand by and reaffirms the commitment to EDI.

OTHER BUSINESS

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

Standing Item: Equity, Diversity and Inclusion (EDI) 

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

The next regular Board of Directors meeting is scheduled for Tuesday, 01 April 2025  at 1200 hours via videoconference.            

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 04 February 2025.

BUSINESS ARISING FROM THE MINUTES – Board of Directors Policy #2-a-4 re. Board of Directors Conflict of Interest Disclosure – DEFERRED.

CORRESPONDENCE  Letter from family – Noted

Thank you Card – Noted

ADMINISTRATION REPORT

Ms. Lafrance’s report included: Strategic Direction: Ministry of Long-Term Care Inspection Report, Management Goals – Q3 Update, Provincial Pre-Budget Preparations and Good News Item (a breakfast & tour at Hotel Dieu Hospital is scheduled for February 7th, 2025 along with 7 plaques honouring our Sisters on each unit) and Census Data. Also discussed:

Ministry of Long-Term Care Inspection Report– An Order was issued regarding SJCCC’s Infection, Prevention and Control program. The Public copy was received and shared. Actions that were taken in response to the order included internal audits, checklists and in the moment education.

Policy Approval 

The Board of Directors approved the following policies as reviewed/revised:

– Board of Directors Policy #2-a-6 re Orientation Programme for Board Members and Members of Board Committees

– Corporate Policy #3-a-20 re Disagreement with a Physician’s / Nurse Practitioner’s Orders

– Corporate Policy #3-a-91 re Corporate Procurement Policy

– Corporate Policy #3-a-92 re Procurement Code of Ethics

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – The Board of Directors approved the Financial Statements for the Periods Ending 30 November 2024 and 31 December 2024 as presented.

Mortgage Renewal – The Board approved to move forward with the mortgage renewal of a 3 year term at 5.18%. 

Management Fiduciary Statements – The Board of Directors approved the Management Fiduciary Statements for November and December 2024.

PROFESSIONAL ADVISORY COMMITTEE (PAC) REPORT 

Policy to Review  – The Board of Directors approved Board of Directors policy #2-a-26 re Professional Advisory Committee as revised.

GOVERNANCE COMMITTEE 

Appointment of Board Members to Committees

The Board of Directors have appointed Steph Sanborn be appointed to the Quality Improvement and Safety Committee and that Mrs. Chantal Tessier be appointed to the CPFPRC. 

NEW BUSINESS

Policy to Review – Board of Directors policy #2-a-30 re. Directors’/Policy on Open Board Meetings has been approved as reviewed.

OTHER BUSINESS

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

Standing Item: Equity, Diversity and Inclusion (EDI) 

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

The next regular Board of Directors meeting is scheduled for Tuesday, 04 March 2025 at 1200 hours via videoconference. 

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 07 January 2025.

ADMINISTRATION REPORT 

Ms. Lafrance’s report included: Strategic Direction: Magnetic Employer – Nursing Staff Training, Ministry of Long-Term Care Inspection Report and Good News Item (the holiday activities celebrated throughout the Centre) and Census Data. Also discussed:

Ministry of Long-Term Care Report 

Discussions continue to be held regarding the frequency of inspectors visiting the Centre. Due to an uptake on abuse and neglect during the Covid-19 pandemic, the Ministry has added more inspectors across the province to strengthen compliance and enforcement in Long-Term Care Homes. We continue to study trends and are committed to providing more training, support and education to all staff.

Policy approval

Board of Directors policy #2-a-4 re. Board of Directors Conflict of Interest Disclosure – DEFERRED.

NEW BUSINESS

Policy to Review

The Board of Directors approved Board of Directors policy #2-a-30 re. Directors’/Policy on Open Board Meetings has been approved as reviewed.

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

Standing Item: Equity, Diversity and Inclusion (EDI)

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

The next regular Board of Directors meeting is scheduled for Tuesday, 04 February 2025 at 1200 hours via Hybrid. 

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 03 December 2024.

BUSINESS ARISING FROM THE MINUTES

Updated By-laws – This will be reviewed at the next Governance meeting on 17 January 2025.

ADMINISTRATION REPORT 

Ms. Lafrance’s report included: Strategic Direction: Expanding Senior Housing, Land Development – Flourish Engagement and CHAO Grant, SJCCC Evacuation Exercise, Ministry of LTC Report and Good News Item (a memorial service was held and honoured 102 former residents and patients who passed away in the previous year)  and Census Data. Also discussed:

Ministry of Long-Term Care Report 

The Ministry of Long-Term Care (MOLTC) has increased the number of inspectors in the facilities across the province to ensure that incidents are reported on time (in less than 24 hours) and action is taken on time.

QUALITY IMPROVEMENT AND SAFETY COMMITTEE

Policy to Revise

The Board of Directors approved the Board of Directors policy #2-a-20 re. Quality Improvement / Safety Committee as revised.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements

The Board of Directors approved the Financial Statement for the Period of October 2024 as presented.

Management Fiduciary Statements

The Board of Directors approved the Management Fiduciary Statement for October 2024.

Policies to Review

The Board of Directors approved the following policies as reviewed: Board of Directors policy #2-a-10 re. Comprehensive Planning, Finance and Personnel Relations Committee and Board of Directors policy #2-a-28 re. Fiscal Advisory Committee.

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

Standing Item: Equity, Diversity and Inclusion (EDI)

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

The next regular Board of Directors meeting is scheduled for Tuesday, 07 January 2025 at 1200 hours via videoconference. 

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 05 November 2024.

BUSINESS ARISING FROM THE MINUTES

Memorandum Response re Appointment of New Board Member (Steph Sanborn & Mrs. Chantal Tessier)          -APPROVED (written). 

Updated By-laws – Discussions continue to be held and a couple more changes will be added before accepting the final version.

ADMINISTRATION REPORT 

Ms. Lafrance’s report included: Strategic Direction: Through the Lens of Equity Diversity and Inclusion (EDI), Management Goals Year 2024-25 (Q2) update and Good News Item (we celebrated Kelly Ratayczak, our hairdresser who dedicated her life to our residents with 40+ years of service at SJCCC ) and Census Data. Also discussed:

Hospital Parking Directive 

The Board of Directors accepted the Hospital Attestation of Compliance with Hospital Parking Directive re 01 September 2023 – 31 August 2024 as presented.

Land Development – Flourish Session

Ms. Lafrance shared the portfolio of our Land development session with Flourish that showcases their work through affordable housing.

Policy Approval

The Board of Directors approved the following Policy #3-a-25 re. Resuscitative Intervention for Care at End of Life as revised.

ETHICS AND MISSION COMMITTEE

Medical Assistance in Dying (MAiD)

Dr. Grant discussed an article of MAiD and the difficulties it may have in a Catholic setting.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements

The Board of Directors approved the Financial Statement for the Period of September 2024 as presented.

Management Fiduciary Statements

The Board of Directors approved the Management Fiduciary Statement for September 2024.

RFP for Audit services for year end March 31, 2026

The Board of Directors will explore various firms for Audit Services. 

GOVERNANCE COMMITTEE

Board Self-Assessment Tool

Three questions have been discussed to add to the Annual Evaluation Form in regards to the Chief of Staff. CHI is in the process of  reviewing all assessments.

PUBLIC RELATIONS AND BRANDING COMMITTEE

Standing Annual Workplan

A line will be added to the Public Relations and Branding Committee workplan to include “Oversight of Equity, Diversity and Inclusion (EDI)”. 

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

Standing Item: Equity, Diversity and Inclusion (EDI)

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

The next regular Board of Directors meeting is scheduled for Tuesday, 03 December 2024 at 1200 hours via Hybrid. 

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 01 October 2024.

BUSINESS ARISING FROM THE MINUTES
Memorandum Response re Administrative By laws -APPROVED. (written)

ADMINISTRATION REPORT
Ms. Lafrance’s report included: Strategic Direction: Expanding Senior Housing – Land Development – Flourish Session, Good News Item (Employee Service Awards was held off-site and honoured 30 staff members and 7 retirees) and Census Data. Also discussed:

Policy Approval – The Board of Directors approved the following policies as reviewed/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
-Corporate Policy #3-a-70 re Privacy Policy
-Corporate Policy #3-a-71 re Lock Box Policy
-Corporate Policy #3-a-75 re Resident/Patient Record: Access to and Release of

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The Board of Directors approved the Financial Statement for the Period of August 2024 as presented.

Management Fiduciary Statements – The Board of Directors approved the Management Fiduciary Statement for August 2024.

Benefits Renewal – The Board of Directors approved to move forward with an agreement with Collaborative Benefits.

GOVERNANCE COMMITTEE
Succession Planning – Chief Executive Officer – The Board is working on approving a policy in regards to succession planning.

NEW BUSINESS
Update Terms of members in Bylaws (QI) Committee – The Board of Directors recommended to the Members of the Corporation that Administrative Bylaws be revised to read under the Quality Improvement/Safety Committee as “Director of Continuous Care” instead of
the Nursing Care Coordinator as approved by the Board”.

Updated Bylaws of RHSJ – Draft 2024 – The proposed Administrative Bylaws of The Religious Hospitallers of St. Joseph of Cornwall, Ontario pertaining to St. Joseph’s Continuing Care Centre (SJCCC) from the Members of the Corporation were shared and discussed.

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

Standing Item: Equity, Diversity and Inclusion (EDI)

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

The next regular Board of Directors meeting is scheduled for Tuesday, 05 November 2024 at 1200 hours via video conference.