Summary of the October 2018 Board of Directors Meeting

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 02 October 2018.

ADMINISTRATION REPORT — Mrs. Lafrance-Allaire’s report included Butterfly Care Model (progress continues; tours for Board Members will be provided), Alliance of Hotel Dieu Hospitals (approved by all three Ontario hospital Boards; a teleconference call will be held next week), Management Goals 2018-19 (update provided), Good News Items (Masquerade Ball on September 22nd was very successful, earning $15,000; and the Centre will host the Mayoral Candidates Debate on October 3rd), and Census Data.

ETHICS AND MISSION COMMITTEE

Values Integration Appraisal (VIA) – Work on identified areas is underway.  A suggestion will be forwarded to Catholic Health International to explore requiring the appraised facility to create a plan in response to the recommendations of the appraisal.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – A surplus in each operation is forecast for year end.  The St. Joseph’s Villa budget is very close to budget.  Drug costs are being monitored on the Hotel Dieu Hospital side.  The Board of Directors approved the Financial Statements for the Period Ending 31 August 2018 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for August 2018.

 EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for October 2018 and Governance Educational Opportunities were circulated to the Board of Directors for information.

The next regular Board of Directors meeting is scheduled for Tuesday, 06 November 2018 at noon in the Boardroom.

Summary of the September 2018 Board of Directors Meeting

The regular monthly meeting of the Board of Directors was held on 04 September 2018.

PRESENTATION

Masquerade Ball — Mr. André Pommier explained this fundraising event organized by Pommier Jewellers in support of our Centre which will be held on September 22nd, 2018 at the Ramada Inn.  The Masquerade Ball will be an event to be remembered where guests are spoiled and pampered.  Masks will be available at the doors.

BUSINESS ARISING FROM THE MINUTES

Membership Response re 2018-19 Budgets – Approved by the Members of the Corporation.

 Membership Response re Annual Meeting Recommendations – All recommendations from the Annual Meeting of the Board of Directors were approved by the Members of the Corporation.

ADMINISTRATION REPORT — Mrs. Lafrance-Allaire’s report included PointClickCare® (PCC) including the following advancements 1) completion of implementation of the electronic Medication Administration Record (eMAR); 2) the Centre being the second pilot site in Canada for the Installation of PCC’s Practitioner Engagement Module; 3) PCC’s Secure Conversation Module has been launched; and 4) PCC’s Skin and Wound Module has been initiated.

Also covered were:  eConsult, gaining a Pharmacy Technician on Site; the Butterfly Care Model (being implemented in Quinn House); Good News Items (notes from bursary winners of 2017-18, feature article of our Residents’ Council in the magazine OARC–Ontario Association of Residents’ Councils–regarding the New Crosswalk); and Census Data.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – A surplus in each operation is forecast for year end.  The Board of Directors approved the Financial Statements for the Period Ending 31 July 2018 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for June and July 2018.

 Financial Controller – Mr. Troy Lapierre has been promoted to Financial Controller.

GOVERNANCE COMMITTEE

Executive Compensation Program – Mr. Desnoyers noted that just recently this program was rescinded by the new Provincial Government.  Compensation of executives who earn more than $100,000 in hospitals has been frozen for the time being while the Government researches the matter.

Executive Director’s Performance Evaluation – The Board of Directors has completed the online evaluation initiated by Catholic Health International and the results, which were very favourable, have been reviewed by Mr. Desnoyers with Mrs. Lafrance-Allaire.

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for September 2018 and Governance Educational Opportunities were circulated to the Board of Directors for information.

 

The next regular Board of Directors meeting is scheduled for Tuesday, 02 October 2018 at noon in the Boardroom.

Summary of the June 2018 Board of Directors Meeting

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 26 June 2018.

BUSINESS ARISING FROM THE MINUTES

Report from Catholic Health Alliance of Canada Annual Convention (CHAC) – Dr. Grant circulated a summary of this conference which she attended on May 9-11, 2018.  The theme was “Toward Formation:  Creating the path to strong lay leadership of the healing ministry of Jesus Christ in Canada”.  She also circulated, for Board Members to review, the “Awaken Proof Points” which are the supporting facts, figures, points of historical context, stories, and e-links that demonstrate the national and local relevance of the position statement and pillars.

CORRESPONDENCE – The Board of Directors noted the following cards of appreciation:

-Thank You Card from Ms. Carol Penpeck for retirement flowers;

-Thank You Card from the Bryan Family re death of Mrs. Fran Bryan; and

-Thank You Card from Ms. Valérie Doré re Bouquet (retiring Vice-chairperson).

ADMINISTRATION REPORT — Mrs. Lafrance-Allaire’s report included Values Integration Appraisal Report (recognizes excellent work done at SJCCC), Centre for Accreditation of Rehabilitation Facilities (CARF) Accreditation Letter and Report (full three-year accreditation award, Leadership Team addressing areas for improvement), Good News Item (Financial Controller), and; and Census Data.  Also discussed:

Attestation – In accordance with the Broader Public Sector Accountability Act, an Attestation Form and supporting schedules must be filed with the Champlain LHIN.  The Board of Directors approved “Appendix C – Attestation (re Consultants) for 01 April 2017 to 31 March 2018” and “Schedule A to Attestation” as presented.

French Language Services (FLS) – The Centre has received a French Language Designation Certificate issued on 01 May 2018, recognizing that it is an official provider of FLS.  Also attached was a congratulatory letter from the Minister of Francophone Affairs, recognizing our Centre’s devotion to improving the quality of care offered.

QUALITY IMPROVEMENT (QI) / SAFETY COMMITTEE

Balanced Scorecard (New Format)A sample of the new format was introduced.  This new format highlights the four key areas:  Customer; Financial; People; and Internal Processes.  These areas are in line with our Vision and 2018-19 Goals.  The new version will commence once the first quarter data results are available at the end of June.  We will continue to monitor metrics as outlined by the Province using the former version now called the Quality Assurance Scorecard to keep track of indicators that require interventions and to ensure that we maintain the indicators in which we excel.

Balanced Scorecard (Current Format) – The current Balanced Scorecard was reviewed.

ETHICS AND MISSION COMMITTEE

Movie:  The Last BreathA tentative date of November 1st which is during Mission Week has been set for the viewing of this film.  Filmmaker Annabelle Loyola has confirmed that she would be available on that date.  Appropriate marketing and publicity of the movie will be done.

Values Integration Appraisal (VIA) Process Final Report – This document was discussed at length by the Committee.  The VIA Process Final Report will be followed-up and recommendations implemented.  It was noted that the assessors were very complimentary of our Centre.

Framework for Responding to Requests for Medical Assistance in Dying (MAID) – There have been changes in this document from the Catholic Health Association of Ontario (CHAO) surrounding “exceptional circumstances” in providing assessment on site.  The Centre’s policies will be revised accordingly.

Standing Agenda Item for Committee Members:  Any Other Ethical Issues for Discussion – This will become a stand-alone item on the Ethics and Mission Committee agenda.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – A surplus in each operation is forecast for year end.  The Board of Directors approved the Financial Statements for the Periods Ending 30 April 2018 and 31 May 2018 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for April and May 2018.

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for June 2018 and Governance Educational Opportunities were circulated to the Board of Directors for information.

 

The next regular Board of Directors meeting is scheduled for Tuesday, 04 September 2018 at noon in the Boardroom.

CARF ACCREDITATION 2018 – SUCCESS!

On April 17 and 18, 2018, St. Joseph’s Continuing Care Centre underwent the accreditation survey process with CARF International.  Surveyors Lynne Anne Gallaway and Wendy Harris met with staff and stakeholders, and reviewed and observed our processes and documentation in accordance with the CARF Person-centred Long-Term Care Community Standards.  In their exit interview, the surveyors commended our Centre’s dedication and commitment to improving the quality of the lives of the persons we serve.

We received the good news today that we have achieved a full three-year accreditation!  In a letter dated June 11th, the Centre for Accreditation of Rehabilitation Facilities (CARF) President, Brian Boon, states, “Services, personnel and documentation clearly indicate an established pattern of conformance to standards.  Your organization should take pride in achieving this high level of accreditation.”

Thank you to all staff members, physicians, volunteers, Board Members, residents, family members and our community partners for taking part in this valuable quality improvement process!  The Leadership Team will now delve into the few recommendations to make the suggested improvements.

Gizanne Lafrance-Allaire

Executive Director

Summary of the May 2018 Board of Directors Meetings (Regular and Annual)

The regular monthly meeting of the Board of Directors was held on 16 May 2018.  The Annual Meeting of the Board was held immediately prior to the regular meeting (see Governance Committee section).

CORPORATE SISTER LIAISON’S REPORT – Ms. MacLennan noted the passing of Mrs. Françoise Bryan, wife of Rev. Mr. Gordon Bryan who sat on this Board of Directors for more than 40 years.  Fran was an active volunteer in our Gift Shop and will be missed.  Flowers will be sent on behalf of the Board of Directors and Staff.

REPORT FROM ADMINISTRATION

Mrs. Lafrance-Allaire’s report included Sub-acute Capacity Planning Status Report (recognition of SJCCC efforts by Local Health Integration Network), Management Goals and Objectives for 2018-19; Hospital Service Accountability Agreement (HSAA) amendment updating both our base and one-time funding; Public Posting of Long-Term Care Home Performance (on Ministry’s public website, indicating four performance levels), Good News Item (letter of congratulations from Ms. Chantal LeClerc for achieving Silver status in the Healthy Foods in Champlain Hospitals Initiative), and Census Data.  The Board of Directors approved the report from Administration, including the Management Goals and Objectives for 2018-19, and the Hospital Service Accountability Agreement (HSAA) amendment.

QUALITY IMPROVEMENT (QI) / SAFETY COMMITTEE

Balanced Scorecard – Comfort rounds will be implemented during the summer months.  These include frequent checks on residents and patients (once per hour); and result in less call bells being used, and increased resident/patient satisfaction.

Dr. Randlett also noted that there were no communicable diseases or outbreaks in the last year.

Critical Incident Analysis 2017 – The report was reviewed by the Committee and the Board.

ETHICS AND MISSION COMMITTEE

Values Integration Appraisal (VIA) – Mr. David Levangie, Ms. Lucie Lombardo and Ms. Kim Roberts, VIA Appraisers, were welcomed to this meeting as guests.  They were at the Centre to review our operations, ensuring values in the Catholic health care which the Centre provides.

Movie:  The Last Breath – Mrs. Lafrance-Allaire has reached out to the filmmaker to inquire about the feasibility of additional viewing options in our community.

Policy Review – The Board of Directors approved two Corporate Policies as reviewed (no changes):

-Corporate Policy #3-a-26 re Guidelines for Use of Advance Directives for Healthcare Decisions; and

-Corporate Policy #3-a-28 re Guidelines for Care at End of Life.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Management Fiduciary Statement – The Management Fiduciary Statement for the month of March 2018 was approved by the Board of Directors.

Statement of Administrative Responsibility – This statement describes the roles of Administration and the Audit Committee with respect to year-end financial statements.  The statement was approved by the Board of Directors at the Annual Meeting and referred to the Members of the Corporation for information.

Draft Audited Financial Statements – These were presented and recommended for approval at the Annual Meeting.

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

Naloxone Nasal Spray – This drug is now available through our Pharmacy and will be of value in the treatment of opioid overdose.

GOVERNANCE COMMITTEE

Resignation of Ms. Valerie Doré, Vice-chairperson of the Board — The Board of Directors accepted with regret Ms. Doré’s resignation which will be effective 21 May 2018.  Mr. Desnoyers thanked Ms. Doré for her expertise and many hours of dedication and work for our Centre, and wished her well in her endeavours.

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 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.

Executive Director’s Performance Appraisal – This electronic process will be initiated by Catholic Health International (CHI).

Governance Committee Terms of Reference – The Board of Directors approved a minor revision regarding frequency of meetings.

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for May/June 2018 and Governance educational opportunities were circulated to the Board of Directors for information.

 

The next regular Board of Directors meeting is scheduled for Tuesday, 26 June 2018 at noon in the Boardroom.

Summary of the April 2018 Board of Directors Meeting

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 03 April 2018.

CORPORATE LIAISON’S REPORT

Religious Hospitallers of St. Joseph (RHSJs) – Ms. MacLennan noted that Mrs. Anne Vincelli, former Public Relations Officer for the Centre, will speak on April 7th about the RHSJs and their history.  Mrs. Vincelli is currently a member of the RHSJ Associates, a group of lay people who attend celebrations, volunteer, help out, and enhance the role of the RHSJs.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included Sub-acute Capacity Planning (year-end data), Critical Incident Inspection (no findings), Good News Items (1-Provincial Budget Announcements re increases to Long-Term Care Funding Envelopes; 2-Mr. Jim McDonell, MPP to Visit on April 5th), Values Integration Appraisal (on 10-11 April 2018), Accreditation (on 17-18 April 2018); and Census Data.  Also discussed:

Management Goals and Objectives – Mrs. Lafrance-Allaire reviewed the progress on the 2017-18 Goals.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – A surplus in each operation is forecast for year end.  The Board of Directors approved the Financial Statements for the Period Ending 28 February 2018 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for February 2018.

AUXILIARY REPORT

Ms. Payette highlighted her report.  The Auxiliary’s Annual Meeting was held 15 March 2018 at which time a donation of $25,000 was made to the Centre to purchase equipment needed to enhance the life of the residents.  The new Executive elected is:

President                         Juliette Payette;

Past President                Rachelle Lamond;

Vice President                Anne Vincelli;

Treasurer                         Jane Anderson; and

Secretary                         Shirley Mallette-MacDonald.

The Spring Conference will be on April 25th in Winchester.  The Auxiliary’s next fundraiser will be their Garage Sale on May 5th at Ste-Thérèse Parish Hall.

PROFESSIONAL ADVISORY COMMITTEE (PAC) REPORT

Antipsychotic Medications without Diagnosis of Psychosis – Dr. Foley explained the past results for the use of antipsychotic medication.  Moving forward, reporting will be changed to better reflect the correct usage (which is the current practice) for the use of these medications.

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for April 2018 and Governance Educational Opportunities were circulated to the Board of Directors for information.

 

 The next regular Board of Directors meeting is scheduled for Wednesday, 16 May 2018 at noon in the Boardroom.

NOTE:  The Annual Meeting will also be held on that day.

2018 Sister Rosalia Cobey Award

Congratulations to Josée Watson (Resident Care Aide, Long-Term Care), recipient of the Sister Rosalia Cobey Award for 2018; and to Nicola Hodson (Occupational Therapist, Complex Continuing Care), the runner-up!  Father Dumoulin and Gizanne Lafrance-Allaire presented the awards to Josée and Nicola at the ceremony held yesterday at 1400 hours in Jeanne Mance Hall.  Both recipients are invited to attend the Annual Conference of the Catholic Health Association of Ontario which will be held in Toronto this fall.  In addition, Josée has received a tablet and one year of free parking.

We are blessed to have such wonderful people in our Centre who emulate Sister Cobey while providing compassionate care to so many.  Thank you to the staff members who made the nominations.  Your recognition and efforts are greatly appreciated.  You are all our shining stars!

Summary of the March 2018 Board of Directors Meeting

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 06 March 2018.

CORRESPONDENCE

Thank You Card from Ms. Petersen – This card was received for an In Memoriam donation made for her father, Kenneth Boose.

CHARPERSON’S REPORT

Overcrowding in Hospitals – Mr. Desnoyers recently attended a meeting of Board Chairpersons at the Local Health Integration Network (LHIN) at which overcrowding in hospitals was discussed.  Most hospitals are currently overcrowded.  Some hospitals in Ottawa have declared a Code Orange in order to stop patients from going to their hospital.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included PointClickCare® Electronic Medication Administration Record (eMAR) Implementation, French Language Services Testing, Good News Items, and Census Data.  Also discussed:

Long-Term Care Service Accountability Agreement (L-SAA) Schedule E re Declaration of ComplianceSchedule E re Form of Compliance Declaration is an annual requirement under the L-SAA with the Local Health Integration Network (LHIN).  Mrs. Lafrance-Allaire declared that St. Joseph’s Continuing Care Centre is in compliance with the requirements.  The Board of Directors approved Schedule E.

Organizational Accountability Report – Catholic Health International (CHI) has requested that all Boards complete by consensus on a yearly basis the Organizational Accountability Report.  This survey document was pre-circulated.  The Board completed it together.  Ms. Surch recorded the responses and will submit the completed report to CHI.

QUALITY IMPROVEMENT / SAFETY COMMITTEE

Balanced Scorecard – A Quality Team will develop new metrics for Complex Continuing Care (CCC).  As well, this Quality Team will analyze the Long-Term Care (LTC) Nursing data for “Pressure Ulcers”, “Antipsychotic Use”, “Worsened Depressive Mood”, and “Worsening Pain” in order to take appropriate action.

Quality Improvement Plan (QIP) – Both LTC and CCC are required to file a QIP annually. Some of the indicators are mandatory and chosen by the Government, and others can be chosen by the facilities.  Mrs. Lafrance-Allaire highlighted the results from last year and presented targets for next year.  The deadline for submitting the Board-approved QIPs to Health Quality Ontario and posting on our website is 01 April 2018.  The Board of Directors approved the Balanced Scorecard and QIPs for CCC and LTC for 2018-19 as presented.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – A surplus in each operation is forecast for year end.  The Board of Directors approved the Financial Statements for the Period Ending 31 January 2018 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for January 2018.

AUXILIARY REPORT

Winner of the Genie Wish Draw on February 14th was the Housekeeping Department and they will be granted their wish for a new vacuum.  A very generous and much appreciated donation of $25,000 was made by the Auxiliary to the Centre for the purchase of equipment needed to enhance the life of the residents.  The Spring Conference will be on April 25th in Winchester.  The Auxiliary’s next fundraiser will be their Garage Sale on May 5th at Ste-Thérèse Parish Hall.  All were pleased that Rachelle Lamond, the Auxiliary’s Casino Trip Convenor and former President, recently received the “Citizen of the Year” Award for her extensive volunteering in the community.

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for March 2018 and Governance Educational Opportunities were circulated to the Board of Directors for information.

 

The next regular Board of Directors meeting is scheduled for Tuesday, 03 April 2018 at noon in the Boardroom.

Accreditation is Coming: 17-18 April 2018

We have received our accreditation dates!  We will be undergoing accreditation by CARF International (Commission on Accreditation for Rehabilitation Facilities) on April 17th and 18th.  CARF is an independent, nonprofit accrediting body whose mission is to promote the quality, value and optimal outcomes of services through a consultative accreditation process that centres on enhancing the lives of the persons served.

CARF surveyors, Ms. Lynne Anne Gallaway and Ms. Wendy Harris, will be on-site on Tuesday, April 17th and Wednesday, April 18th.  They will consult with staff members and interview people who use our services, namely:  residents, patients and family members and third party representatives such as our pharmacy services provider.

We encourage everyone who is approached by Ms. Gallaway and Ms. Harris to actively participate in the interview process as this is an invaluable continuous quality improvement process for our programmes and services.

You can learn more about CARF and the accreditation process by visiting the CARF website http://www.carf.org/home/ .