Summary of the October 2020 Board of Directors Meeting

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 06 October 2020.

BUSINESS ARISING FROM THE MINUTES
Membership Response re Appointment of Mr. MacDonell to Board            APPROVED (verbal)

Membership Response re Resignation of Ms. Linda Wilson to Board
          APPROVED (verbal)

CHAIRPERSON’S REPORT
Mr. Desnoyers, Chairperson, has enrolled himself in multiple virtual sessions for hospital Board Chairs. The topics of the sessions surround Governing in Disruptive Times. Mr. Desnoyers shares a verbal summary of each session with the Directors.

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included: Staff Shortages (efforts made to mitigate staff shortages), Good News Item (letter of appreciation received from family of former resident of St. Joseph’s Villa) and Census Data. Also discussed:

Corporate Policy to Review
Corporate Policy #3-a-20 re Disagreement with Physician’s / Nurse Practitioner’s orders was approved as reviewed.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The Board of Directors approved the Financial Statements for the Periods Ending 31 August 2020 as presented.

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

AUXILIARY REPORT
The Auxiliary Members are anxiously waiting to continue their fundraising efforts.

PROFESSIONAL ADVISORY COMMITTEE
Application for N. Ménard – The Board of Directors approved Dr. Nathalie Ménard’s appointment to the Associate Staff.

OTHER BUSINESS
Ontario Hospital Association (OHA) Board Self-Assessment Tool – The Board of Directors will participate in the self-assessment.

ANNUAL WORKPLAN – The workplan for the month of October was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 03 November 2020 at noon via video conference due to COVID-19.

COVID-19 (2019 Novel Coronavirus)

COVID-19: Information & FAQs

Last updated October 27, 2020 at 7:43AM.

Important Notice: St. Joseph’s Continuing Care Centre was notified on October 15th, 2020 that we have one resident at our Centre who has tested positive for COVID-19. At this time, all family visitations and admissions for KANE HOUSE are on hold. Long-Term Care homes with a single confirmed COVID-19 case are considered to be in ‘Outbreak’. SJCCC is working with our local Health Unit on next steps. Please rest assured that we will take all the necessary precautions to prevent further spread of this virus within our facility.

COVID-19
Frequently Asked Questions

 

Are there any cases of COVID-19 at St. Joseph’s Continuing Care Centre?

Number of confirmed staff cases of COVID-19 0
Number of confirmed cases in Long-Term Care (St. Joseph’s Villa) 1
Number of confirmed cases in Complex Continuing Care (Hospital) 0

 

Confirmed Case Breakdown by Unit
Quinn House 0
Albert House 0
McNeil House 0
Kane House 1
Mantle House 0

 

What precautions is St. Joseph’s Continuing Care Centre taking to keep my loved one safe?

  • All admissions and visits have been halted on KANE HOUSE while we are in ‘Outbreak’.
  • All staff in the facility are required to wear a mask at all times.
  • All staff are assessed daily at the door upon entry at which time their temperature is taken, and the list of symptoms is reviewed.
    Please note: this same process takes place again at the end of the shift. 
  • Staff who notice symptoms at home are instructed to use the Government of Ontario Self-Assessment Tool available online, or to contact the Eastern Ontario Health Unit and our Health, Safety and Education Coordinator.
  • Group activities will be restricted until further notice.
  • Staff continue to diligently monitor residents/patients for the onset of respiratory symptoms in order to place on precautions as soon as symptoms develop.


How can families continue to support their loved ones during this difficult period?

Families may prepare special care packages and letters for their loved ones. We recommend that pick-up/drop-offs be limited to one per week and coordinated between the hours of 8:00am and 4:00pm, Monday to Friday. Additionally, the use of videoconferencing via Facebook Messenger, Skype and Meet is encouraged and can be facilitated with the help of staff upon request by sending an email to videochats@sjccc.ca. Telephone calls and friendly visits through the window or the balcony are welcomed.

How can families get an update on their loved one?

Families who are unsuccessful in reaching the nursing station for an update on their loved ones may contact the office of Patient/Resident and Family Relations at 613-933-6040 x 22370. Families may leave a message on the confidential voicemail and expect a return call within 24 hours of reception (Monday to Friday).

Please note: Our nurses and doctors continue to ensure prompt communication with families in the event of a significant change in medical condition during these times.

Can families take their loved ones home?

Discharges to private homes are still being permitted. Therefore, St. Joseph’s Continuing Care Centre may have your loved one discharged in your care during the pandemic; however, re-admission to the Centre will be provided on a priority basis through the Champlain LHIN, once the restrictions are lifted. For more information, please click HERE.


How can families help support St. Joseph’s Continuing Care Centre?

There are many ways that families can help support our Centre. First and foremost, please continue to assist our staff in presenting a united front when it comes to following Public Health recommendations and staying at home. Secondly, any gestures to demonstrate appreciation for front line staff are welcomed. It is also possible to drop off donations of personal protective equipment such as gloves, gowns and masks (unopened boxes only). These donations are similarly being requested by other hospitals and long-term care homes, due to anticipated shortages.

COVID -19 Designated Caregivers: FAQ

Frequently Asked Questions: Designated Caregivers

  1. When I am visiting my loved one, which washroom can I use?
  • Designated caregivers may use the public washrooms, located on the main level.
  1. Do I need to stay in my loved one’s room for my entire visit? What if I need to ask a question?
  • As a designated caregiver, your visit must be in the resident/patient room. This means that you are not able to visit other areas of the Centre when visiting, like the nursing station and the servery area. Upon arrival and screening you would report directly to your loved one’s room, and upon departure directly to the front entrance for screening. If you have urgent questions, you may ring your loved one’s call bell for assistance. If it is a general inquiry we ask that you phone the appropriate team member.
  1. What if I want to bring my loved one out for a short stay absence during my visit?
  • We ask that designated visitors respect that each visitation is different and follows a different screening process and requirements. We ask that you plan your visit accordingly and choose one type of visitation at a time. 
  1. Can I purchase a meal from the Cafe?
  • No, food is not available for purchase in the Cafe. We ask that you plan your visit with this in mind.
  1. What if I can’t wear a mask?
  • A mask is required for visitation. Masks are important in the fight against the spread of COVID-19. Without a mask, visitation would not be permitted. 
  1. Does my mask need to stay on for my entire visit?
  • Yes, your mask must be worn for the duration of your visit. The mask must cover your nose, mouth, and chin the entire time.
  1. Can I share a meal (food and drink) with my loved one during my visit?
  • In order to respect the public health recommendations, and to remain fully compliant with the requirement of wearing a mask for the duration of the visit, this is not possible.
  1. What happens if I am not following the rules for visitation?
  • SJCCC is taking great steps to ensure the safety and well-being of our residents/patients, visitors, and staff. We have a zero-tolerance to non-adherence, which may result in the suspension of your visit. 
  1. Can I close my loved one’s door for our visit?
  • Yes, you can close the door for your visit. Please keep in mind that even with the door closed you should be wearing your mask and following recommended public health measures. 
  1. Can I visit my loved one, if they are on contact precautions and/or droplet precautions?
  • Yes, a visitation can still occur if your loved one is on precautions. You will need to wear the appropriate personal protective equipment (PPE), to reduce the risk of infection spread. Only (1) designated visits would be permitted to visit at a time. In the event of increased community spread and/or an outbreak, the home would review the current designated visitor practice and make adjustments to align with public health recommendations.

If you have questions about the status of your loved one prior to visitation, please contact the appropriate nursing station.

If you arrive at your loved one’s room and signage is posted for contact precautions and you are unsure of what to do, and or you feel that you need additional training, please report back to the screening desk. They will call the appropriate nursing station for direction. Revised: October 8/2020

Summary of the September 2020 Board of Directors Meeting

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

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included: Organization Chart, Remote Care Monitoring (RCM), Good News Item (students have done a phenomenal job portering and screening) and Census Data.

ETHICS AND MISSION COMMITTEE
Policy to Revise
Introduction and Organization policy #1-a-15 re Values was approved as revised.

Catholic Health International (CHI) Pillar (Update) – An article entitled “Why legalizing medically assisted dying for people with mental illness is misguided” written by Dr. John Maher was shared with the Ethics Committee Members. It will also be shared with the Directors of the Board.

Public Relations and Branding Committee Proposal – The Board of Directors reviewed the Public Relations and Branding Committee proposal. The Board of Directors recommend to the Members of the Corporation that branding and public relations become its own separate committee known as the Public Relations and Branding Committee.

Policies to Review/Revise
Board of Directors policy #2-a-15 re Ethics and Mission Committee and new policy re Public Relations and Branding Committee were approved as revised/presented.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The Board of Directors approved the Financial Statements for the Periods Ending 30 June 2020 and 31 July 2020 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statements for June and July 2020.

Standing Item: CPFPRC Annual Workplan (Revised) – The revised workplan was approved by the Board of Directors.

AUXILIARY REPORT
The Auxiliary held their first virtual meeting 13 August 2020. The Auxiliary was planning to recognize two members for their outstanding commitment to fundraising during the past twenty years; Ms. Rachelle Lamond and Ms. Shirley Mallette-MacDonald.

GOVERNANCE COMMITTEE
Board of Directors Vacancy – The Governance Committee continue their search for a new Director on the Board. The Governance Committee would like to start accumulating a list of names of individuals interested in joining the Board of Directors for future vacancies.

ANNUAL WORKPLAN – The workplan for the month of September was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 06 October 2020 at noon via video conference due to COVID-19.

Designated Caregivers

As a result of changes to the visitation policy by The Ministry of Long Term Care, SJCCC will be welcoming “Designated Caregivers” into the Centre, starting Wednesday, September 9th, 2020. These designated caregivers must be identified by the resident/patient and/or SDM.

A designated caregiver is defined as: is a type of essential visitor (designated caregiver) who is designated by the resident and/or their substitute decision-maker and is visiting to provide direct care to the resident (e.g., supporting feeding, mobility, personal hygiene, cognitive stimulation, communication, meaningful connection, relational continuity and assistance in decision making).

See below for details on how to identify yourself as a designated caregiver, requirements, and educational information.

Designated Caregiver REQUIREMENTS:

In order to help keep our residents and patients safe during the ongoing COVID-19 pandemic, there are certain rules we all must follow:

    1. Designated caregivers must be at least 18 years of age.
    2. A maximum of 2 caregivers may be designated, non-rotating.
    3. The SDM (Substitute Decision Maker) and/or resident must provide the home in writing the rationale and identify the designated caregiver(s). This can be provided to the Resident/Patient and Family Relations Advisor, in order to ensure an updated listing of all essential caregivers.
    4. Designated caregiver(s) must verbally attest to the home that they have tested negative for COVID-19 within the previous two weeks and not subsequently tested positive.
    5. Designated caregiver(s) must verbally attest to the home that in the last 14 days, they have not visited another resident who is self-isolating or symptomatic; and/or home in an outbreak.
    6. Prior to visiting any resident for the first time and monthly thereafter, the designated caregiver(s) will require training that addresses how to safely provide direct care, including putting on and taking off PPE and hand hygiene. Retraining should occur on a monthly basis, or as needed. (Please see educational videos below.)
    7. Upon each visitation, designated caregiver(s) must be actively screened; including temperature and sign in and out.
    8. Visitation must occur in the resident/patient room ONLY.
    9. Designated caregivers must wear a surgical/procedural mask at all times during your visit. SJCCC will provide the surgical/procedural mask and any other required PPE.
    10. If a resident or patient is self-isolating or symptomatic, a maximum of 1 caregiver may be designated. Prior to your first visit with a self-isolating or symptomatic resident/patient, the Centre may make additional arrangements for PPE training with an appropriate staff member.  
    11. If you are feeling ill or unwell, please reschedule your visit.
    12. We continue to encourage the practice of physical distancing for the duration of their visit. However, visitors who have passed all screening requirement, including having verbally attested to not testing positive for COVID-19 within the last 14 days, could engage in close physical contact (i.e less than 2 metres) with a resident to support their emotional well-being and/or communication provided the visitor wears a surgical/procedure mask as source control.  This is also dependent on the care requirements provided by the designated Caregiver.
    13. The health and safety of our residents are of utmost importance if you do not comply with the directives outlined by the Ministry of Health and Long-Term Care the visit may be suspended/discontinued.
    14. Visitation does not require advance booking.
    15. In order for the organization to properly plan, and allow for appropriate physical distancing, the Centre reserves the right to reduce the number of designated caregiver(s) on-site to 1 at a time. In the event of an outbreak, 1 designated visitor will be permitted. The reduction of designated visitors may also be impacted in areas where there is higher community spread.

There will be a zero-tolerance approach to non-adherence to public health and safety measures (i.e wearing a mask, remaining in res/pt room for the entire visit etc). Please be advised that your visitation will be suspended if there is an observed non-adherence.

  1. If non-adherence is observed, it may result in the suspension of your visit that day.
  2. A follow-up call/visit (where required) by Res/Pt/Family Relations, to review expectations, provide education and advise of potential discontinuation/temporary suspension of visitation.
  3. Continued non-adherence would result in the suspension of the visitation.
  4. Any subsequent non-adherence would result in a temporary suspension.

Please see this following link for Frequently Asked Questions for Designated Caregivers: https://www.sjccc.ca/sjeng/?p=2167

Mandatory Educational Information for review by Designated Caregivers:

How to identify yourself as a designated caregiver:

  • Complex Continuing Care (Hotel Dieu Patients):  Contact the Patient and Family Relations Advisor @extension 22370
  • Long-Term Care (St. Joseph’s Villa Residents): Contact the Resident and Family Relations Advisor @ 21215

Summary of the August 2020 Board of Directors Meeting

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 11 August 2020.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included: COVID-19 (update provided – Long-Term Care COVID-19 Preparedness Assessment due at the end of the month), Management Goals and Objectives 2020-2021 – Update Q1, Good News Item (Recreation has been focusing on taking the residents outside to enjoy the weather and some fresh air. They have continued to keep the residents at the forefront.) and Census Data.

Attestation – In accordance with the Broader Public Sector Accountability Act, an Attestation Form and supporting schedules must be filed with the Champlain Local Health Integration Network (LHIN).  The Board of Directors approved “Appendix C – Attestation (re Consultants) for 01 April 2019 to 31 March 2020” and “Schedule A to Attestation” as presented.

Policies to Review/Revise
Board of Directors policy #2-a-10 re Comprehensive Planning, Finance and Personnel Relations Committee and Corporate policy #3-a-91 re Corporate Procurement Policy were approved as reviewed/revised.

AUXILIARY REPORT
The Auxiliary will have a virtual meeting 12 August 2020.

GOVERNANCE COMMITTEE
Letter of Resignation – The Board of Directors accepted with regret the resignation of Ms. Linda Wilson.

Board Self-Assessment vs. Board of Directors Annual Evaluation Form – Both evaluations will be combined into one.

Board of Directors Vacancy – The Governance Committee continue their search for a new Director on the Board.

EDUCATIONAL OPPORTUNITIES – The Governance Educational Opportunities were circulated to the Board of Directors for information.

ANNUAL WORKPLAN – The workplan for the month of August was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 01 September 2020 at noon via video conference due to COVID-19.

Summary of the July 2020 Board of Directors Meeting

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 07 July 2020 via video conference due to the Novel Coronavirus 2019 (COVID-19).

BUSINESS ARISING FROM THE MINUTES
Membership Response re Budgets                                                                                           APPROVED (verbal)

Membership Response re Annual Meeting Recommendations                                       APPROVED (verbal)

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included: Hospital Service Accountability Agreement (HSAA) Article 8 re Form of Compliance Declaration (approved), Good News (There has been a complete transformation in the Quinn House courtyard. Residents are there during the morning, afternoon and night.) and Census Data. Also discussed:

Remote Care Monitoring (RCM) – The RCM pilot project is in the process of being launched. This program will provide support and allow a smooth transition for patients who are being discharged from Hotel Dieu Hospital (HDH) to home.

Policies to Review
Board of Directors policy #2-a-25 re Governance Committee and Board of Directors policy #2-a-4 re Board of Directors Conflict of Interest Disclosure were approved as presented.

ETHICS AND MISSION COMMITTEE
Ethical Guidance and Tools for People Working in Long-Term Care (LTC) – Briefly discussed.

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 30 April 2020 & 31 May 2020 as presented.

Management Fiduciary Statement – The Emergency Management and Civil Protection Act, RSO 1990 (COVID 19) is on the Management Fiduciary Statement temporarily during the COVID-19 pandemic. The Board of Directors approved the Management Fiduciary Statements for April 2020 and May 2020.

AUXILIARY REPORT – The Auxiliary is hoping to hold a virtual meeting in the next few weeks.

EDUCATIONAL OPPORTUNITIES – The Governance Educational Opportunities were circulated to the Board of Directors for information.

ANNUAL WORKPLAN – The July workplan schedule was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 11 August 2020 at noon via video conference due to COVID-19.

Hair Salon opening soon!

We are excited to announce that as of Monday June 29, the hair salon at SJCCC will be reopening for business. Until COVID-19 restrictions are lifted, the salon will be running with a new weekly schedule for the safety of all our residents. Until further notice, appointments will be scheduled by “House” on certain days only:

Monday: Albert House 

Tuesday: Quinn House

Wednesday: Mantle House

Thursday: McNeil House

Friday: Kane House

If you are looking to schedule an appointment for your family member, please contact Kelly at 613-933-6040 ext. 21162. Please leave a message and Kelly will return your call as soon as possible.

Summary of the June 2020 Board of Directors Meeting

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 02 June 2020 via video conference due to the Novel Coronavirus 2019 (COVID-19).

CORRESPONDENCE
Thank you Letter from Mrs. Yollande Laperle, former Board of Directors Member – The Board of Directors noted the card of appreciation for Mrs. Laperle’s flowers.

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included Service Accountability Agreements (SAAs) (HSAA and LSAA due date was extended to 31 March 2021), Broader Public Sector (BPS) Consolidation Reporting (the 2019-2020 BPS Consolidation Report deadline was extended to 30 June 2020), Good News (outdoor cross) and Census Data. Also discussed:

COVID-19– The option for family visits is being explored. Admissions to Long-Term Care (LTC) from hospital remain on hold. Admissions from the hospital to the Complex Continuing Care (CCC) have resumed. Employees in LTC now have to be swabbed twice in the month of June. Complex Continuing Care employees will be tested as well.

Policy to Revise – Introduction and Organization policy #1-a-10 re Mission and Vision Statements was approved as presented.

QUALITY IMPROVEMENT / SAFETY COMMITTEE
Annual Workplan – The revised Quality Improvement / Safety Committee Annual Workplan was approved.

EDUCATIONAL OPPORTUNITIES
The Governance Educational Opportunities were circulated to the Board of Directors for information.

ANNUAL WORKPLAN
The June workplan schedule was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 07 July 2020 at noon via video conference due to COVID-19.

 

Summary of the May 2020 Board of Directors Meeting (Regular and Annual)

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 12 May 2020.  The Annual Meeting of the Board was held immediately after the regular meeting.

ADMINISTRATION REPORT – Mrs. Lafrance-Allaire’s report included:  Update on Covid-19, Risk Management Review 2019-2020, Management Goals and Objectives 2020-21, Good News Item (A beautiful letter from a resident’s family member) and Census Data.  Also discussed:

Policy Reviewed – Corporate policy #3-a-30 re Health and Safety Policy was approved as reviewed.

The Board of Directors approved the report from Administration, including the Management Goals and Objectives for 2020-21.

ETHICS AND MISSION COMMITTEE
Annual Workplan – The revised Ethics and Mission Committee Annual Workplan was approved.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE
Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for March 2020.

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 2020 were presented and will be recommended to the Members of the Corporation for approval.

Audit Committee Workplan – The Board of Directors reviewed the new Audit Committee Workplan and approved it.

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

AUXILIARY REPORT
Nurses Week – During Nurses Week, the Auxiliary Members usually greet the nurses at a table to show their appreciation.  This year, due to the pandemic and not having access to the building, the Auxiliary decided to disperse the perishable items in the gift shop such as chocolate bars and chips to the nurses’ stations for the nurses to show their appreciation.

GOVERNANCE COMMITTEE
Evaluations – The Board of Directors reviewed the Board Chairperson Evaluation, the Board Committee Chairperson Evaluation and the Board Self-Assessment Tool.  All three evaluations were approved by the Board of Directors.

Policy Revised – Board of Directors policy #2-a-15 re Ethics and Mission Committee was approved as revised.

Administrative Bylaws – It was approved by the Board of Directors and recommended to the Members of the Corporation that the current Administration Bylaws under Ethics and Mission Committee section 4.13 a) be changed to The Committee shall:  Be comprised of not more than twelve (12) members appointed by the Board.

Board Member / Committee Member / Officers Appointment – In preparation for the Annual Meeting, the Committee made recommendations regarding appointments and reappointment 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, and Medical Directors Dr. Patel and Dr. Foley were also presented, approved and forwarded to the Members of the Corporation.  Note: Mrs. Laperle, Board Member, will not be renewing her term.

EDUCATIONAL OPPORTUNITIES – The Governance Educational Opportunities were circulated to the Board of Directors for information.

ANNUAL WORKPLAN – The May workplan schedule was reviewed.

The next regular Board of Directors meeting is scheduled for
Tuesday, 02 June 2020 at noon via video conference.