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/ .

 

Summary of the February 2018 Board of Directors Meeting

REPORT FROM THE BOARD

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

CORRESPONDENCE

Thank You Card from Chantal Helps and Family – This card was received for flowers sent for the funeral of her mother, Henriette Cadieux.

Three Articles re Assisted Dying – Three recent articles were circulated prior to the meeting.  One involved a physician unknown to the facility who entered a Long-Term Care Home in British Columbia to assist a suicide.  The other articles outlined the fact that facilities and physicians must now participate in ending lives if asked, regardless of their own beliefs.

The referral process was then discussed.  The Catholic Health Association of Ontario is studying this process.  The Ethics and Mission Committee will keep abreast of this issue.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included Subacute Capacity Planning, Values Integration Appraisal (educational guide developed by Catholic Health International; upcoming appraisal), Movie The Last Breath on 09 February 2018, Good News Item (letter from Varin family), Fire Inspection by Cornwall Fire Department (the Centre meets all requirements of the Fire Code), New Mission Wall in Lobby, and Dr. Yitemben Tchouatieu (orientated and will start soon), and Census Data.  Also discussed:

Corporate Policy Review – The Board of Directors approved Corporate Policy #3-a-25 re Resuscitative Intervention for Care at End of Life and Corporate Policy #3-a-30 re Health and Safety Policy as presented.

ETHICS AND MISSION COMMITTEE

Calendar of 2018 Ceremonies/Events – The calendar of the year’s many spiritual, public relations and branding events which is circulated in January, is very much appreciated.

Assisted Dying – Mrs. McNally discussed the conference which she recently attended.  As well, an article was reviewed by the Committee.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Auditor’s Presentation re Audit Planning Report – Mr. Nemec from KPMG presented the Audit Planning Report to the CPFPRC, a copy of which was appended to the minutes and circulated to the Board of Directors prior to the meeting. Mr. Desnoyers reviewed the Centre’s materiality, as outlined on page 5 of this report. The Board of Directors accepted the Audit Planning Report for information purposes.

Hospital Accountability Planning Submission (HAPS) – The HAPS has been resubmitted, updated to reflect the Board-approved budget.  Discussions with the Local Health Iintegration Network (LHIN) will take place during February and March, with a view of having an approved HAPS signed off before 31 March 2018.

Financial Statements – Mr. Desnoyers presented the statements.  A surplus in each operation is forecast for year end.  The Board of Directors approved the Financial Statements for the Period Ending 31 December 2017 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for December 2017.

AUXILIARY REPORT

Genie Wish – There is much anticipation for the Genie Wish Draw on February 14th.

PROFESSIONAL ADVISORY COMMITTEE

Continuous Ambulatory Delivery Device (CADD) Medication Pumps – Both CADD pumps have been received.

2018 Complex Continuing Care Medical Staff Reapplications – The Board of Directors approved the reappointment of the following physicians to the Medical Staff for 2018 as previously held:  Dr. E. Bazile (Courtesy Staff); Dr. G. Foley, Dr. G. Laferriere, Dr. S.C. Patel, and Dr. M.S. Reen.  [NOTE:  Dr. Yitemben Tchouatieu was appointed to the Associate Staff in December 2017.]

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for February 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 March 2018 at noon in the Boardroom.

 

Summary of the January 2018 Board of Directors Meeting

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 09 January 2018.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included Ontario Telemedicine Network Educational Session invitation for Board Members on January 17th from 3-5 p.m. re Indigenous Sensitivity Training, Sub-acute Capacity Planning (the Inpatient Capacity Plan costed by the Financial Impact Work Group will be available in late January 2018), Good News Items (letter from Connecting Ontario, recognizing our Centre’s participation and adoption of the Connecting Ontario Clinical Viewer; several special Christmas events held; and Advent Mass with Archbishop Prendergast), Movie, “The Last Breath” (about Hotel Dieu Hospital Montreal) will be shown in February, and Census Data.  Also discussed:

“Our Team” Boards – These digital boards are now fully operational on all Long-Term Care units.  They display a photograph and the first name of caregivers and workers currently on duty in that area.  Identification badge lanyards match the colour of the wearer’s discipline.  This initiative was introduced to improve communication within our Centre.  Our Resident Survey has been updated to include a question regarding the usefulness of the boards in order to measure the success of the initiative.

Policy Review – Board of Directors Policy #2-a-4 re Board of Directors Conflict of Interest Disclosure was approved as presented.

QUALITY IMPROVEMENT / SAFETY COMMITTEE

2017 Risk Management Plan – One change made in 2017 was in relation to Resident Abuse which was changed from moderate impact to high impact.  The Board of Directors approved the 2017 Risk Management Plan be approved as presented.

Policy Review — Board of Directors Policy #2-a-20 re Quality Improvement / Safety Committee was approved as circulated.

Health and Safety Audit 2017 Action Plan – The reported deficiencies have been rectified according to the Action Plan.

Resident and Patient Satisfaction Survey — The overall results were favourable.  Next year there will be a survey for residents and a survey for patients in order to facilitate addressing issues or concerns.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Hospital Accountability Planning Submission (HAPS) – We have submitted the HAPS and are awaiting discussion with the Local Health Iintegration Network (LHIN) in order to arrive at a mutually-agreed upon HAPS before 31 January 2018.

Cybersecurity Insurance – The Committee continues to review cybersecurity insurance.

Financial Statements – Ms. Doré reviewed the statements.  There was no discussion.  A surplus in each operation is forecast for year end.  The Board of Directors approved the Financial Statements for the Period Ending 30 November 2017 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for November 2017.

2018-19 Budget – The Board of Directors recommended to the Members of the Corporation the budget which has already been reviewed by the Fiscal Advisory Committee:

-Long-Term Care:  $13,247,420 with a projected surplus of $2,577;

-Complex Continuing Care:  $9,453,297 with a projected surplus of $5,192; and

-(Combined) Capital Budget of $95,000 for the Centre.

AUXILIARY REPORT

Mrs. Payette summarized her report.  The Snowflake Bazaar was very successful.  The Auxiliary was able to contribute $1,000 to the Lights of Hope Campaign.  Casino trips will resume at the end of January.  The Annual Genie Wish will be held on February 14th.

FISCAL ADVISORY COMMITTEE (FAC)

2018-19 Budget – The FAC met to review and discuss the budget as part of the budget approval process.

Terms of Reference – Board of Directors Policy #2-a-28 re Fiscal Advisory Committee was approved by the Board of Directors, as recommended by the FAC.

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

 

 The next regular Board of Directors meeting is scheduled for

Tuesday, 06 February 2018 at noon in the Boardroom.

 

Summary of the December 2017 Board of Directors Meeting

The regular monthly meeting of the Board of Directors was held on 05 December 2017.

BUSINESS ARISING FROM THE MINUTES

Membership Response to Board Requests Requests – A memorandum from Dr. Stewart dated 16 November 2017 indicates the following decisions by the Members of the Corporation:

  1. a) Retirement of Future Debt
  2. b) Appointment of Ms. Gillet to Board (Non-voting)
  3. c) Revision of Vision Statement

 CORRESPONDENCE

Thank You Card from Trottier Family — This card from Anne Bethune and the Trottier family thanked the Board of Directors for the flowers sent at the time of their mother’s (Marguerite’s) funeral.

CORPORATE LIAISON’S REPORT

Development of Former Regional House Property in Amherstview – For this item, Sister Valade provided an update:  three congregations were invited to the recent official opening and were served a delicious lunch.  A physician from Napanee purchased the property several years ago and developed it.  The facility is now called The Windsor Retirement Home and offers retirement living and low-income housing.  The main entrance is beautiful.  In the entry to the former Chapel, the stained glass of the Holy Family was preserved.  The former Chapel area is now a quiet area and library.  The former altar is now a fireplace area.  The marble, steps and rail were kept.  The kitchen and dining room are in the same location as before.  The lettering “St. Joseph Regional House” remains as well as the statues and bell from the monastery.  The grounds are beautiful.  All are pleased that the new owner has respected the wishes of the Religious Hospitallers of St. Joseph and that this repurposed facility honours the mission of the Sisters while maintaining its heritage.

Film of the Closing of Hotel Dieu Hospital in Montreal, “The Last Breath” – Efforts will be made to have this film available for viewing at the next Board meeting.  Sister Cuddihy will lend us the DVD.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included Sub-acute Capacity Planning (SACP), Small Hospital Status (new designation for Hotel Dieu Hospital, Cornwall), 2017-18 Management Goals (update), Resident Quality Inspection (appended to Administration Report), Staff Education (Annual Training completed in November), Good News Items (Silver Level achieved for “Healthy Foods” Project; Ministry promises new investments in Long-Term Care including 30,000 beds over ten years plus an increase to four hours of care per resident per day) and Census Data.

Policy Review – The Board of Directors approved the following policies as presented:  1) Corporate Policy #3-a-92 re Procurement Code of Ethics; and 2) Corporate Policy #3-a-91 re Corporate Procurement Policy.

Smoke-Free Facility – As of 01 January 2018, smoking and vaping will no longer be permitted on the Centre’s property in order to comply with the Smoke-Free Ontario Act.

ETHICS AND MISSION COMMITTEE

Palliative and End-of-Life Care Education for Staff – Appended to the minutes was the full learning package which was provided to every employee during the Annual Education Days.

Lights of Hope Campaign – Ms. MacLennan reminded the Board of the Foundation’s Lights of Hope Campaign which is presently underway.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Financial Statements – Ms. Doré reviewed the statements and responded to questions.  A surplus is forecast for year end.  The Board of Directors approved the Financial Statements for the Period Ending 31 October 2017 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for October 2017.

Cybersecurity Insurance –The Committee is reviewing cybersecurity insurance.  More information will be available at the next meeting.

Construction Feasibility Study – Renderings will soon be available for this project.

Hospital Accountability Planning Submission (HAPS) — While the move to a small hospital for 2018/19 had been communicated, no information regarding funding has been received.  Therefore, in order to have a HAPS submitted by November 24th, the assumptions were that our current revenues would be carried forward with a 1% budgeted increase in the base and Health System Funding Reform (HSFR) funds.  There will be further discussion with the Local Health Integration Network (LHIN) through December and possibly January before it is finalized.

AUXILIARY REPORT

Snowflake Bazaar – Mrs. Payette invited all to this important event on December 7th in Jeanne Mance Hall.  Crafts, Christmas articles, baked goods and gently-used white elephant items will be available for purchase, and a raffle will be held.

PROFESSIONAL ADVISORY COMMITTEE

Dr. Yitemben Tchouatieu – The Board of Directors approved Dr. Yitemben Tchouatieu’s appointment to the Associate Staff.

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for December 2017 and Governance Educational Opportunities were circulated to the Board of Directors for information.

 

 The next regular Board of Directors meeting is scheduled for

Tuesday, 09 January 2018 at noon in the Boardroom.

Summary of the November 2017 Board of Directors Meeting

REPORT FROM THE BOARD

The regular monthly meeting of the Board of Directors was held on 07 November 2017.

CHAIRPERSON’S REPORT

Catholic Health Association of Ontario (CHAO) Convention and Annual Meeting – Mr. Desnoyers summarized the above which he attended on September 28 and 29 in Toronto.  In one workshop on integration the speaker noted that the best indicator of wellness was how much a person felt loved.  Another speaker spoke about a Mission Award, similar to our Sister Rosalia Cobey Award.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included Sub-acute Capacity Planning (SACP) (re Complex Continuing Care Work Group Meeting #5 scenarios for bed changes), PointClickCare® Resident/Patient Incident Reporting (all incidents have been addressed), Values Integration Appraisal (on 10-11 April 2018), Privacy Training (every member of the clinical staff will receive 3.5 hours of training for the cNEO initiative), Trip to Rome, Smoke-free Facility (as of 01 January 2018), and three Good News Items (1-Donation by St. Joseph School of Nursing Alumnae, 2-Tea With the Sisters and donation of charcoal drawing; and 3-Silver Status received for the Healthy Foods Initiative), and Census Data.

QUALITY IMPROVEMENT / SAFETY COMMITTEE

Balanced Scorecard – The Centre is currently meeting or exceeding the provincial average for the items being monitored.

Quality Improvement Initiatives – Data is being gathered to address “Avoidable Emergency Department Visits”.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Lifts – All of the new lifts for Long-Term Care (LTC) have been installed ahead of schedule.  As well, upgrades to the LTC personal care centres have been completed.  With the completion of this project, every bed at St. Joseph’s Continuing Care Centre now has an overhead lift.

Financial Statements – Mr. Desnoyers reviewed the highlights of the statements and responded to questions.  The Centre is in a surplus position.  The hospital operation is now classified as a Small Hospital.  The Board of Directors approved the Financial Statements for the Period Ending 30 September 2017 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for September 2017.

AUXILIARY REPORT

Photo Contest – Our Auxiliary has won a photo contest for “Our Volunteers at Work”.  The photo was taken while seven volunteers helped clean strawberries for the Strawberry Festival.  A plaque will be presented to our Auxiliary at the Spring Conference in April 2018.

Snowflake Bazaar – This fun event will be on December 7th in Jeanne Mance Hall.  Crafts, Christmas articles, baked goods and gently-used white elephant items will be available for purchase.

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for November 2017 and Governance Educational Opportunities were circulated to the Board of Directors for information.

The next regular Board of Directors meeting is scheduled for Tuesday, 05 December 2017 at noon in the Boardroom.

 

Smoke-Free Property

Smoke-Free Property

Beginning January 1st , 2018, St. Joseph’s Continuing Care Centre (SJCCC) will no longer allow smoking or vaping anywhere on its property.

SJCCC is committed to contributing to a healthier community and to fostering a healthy, safe workplace.  Providing a smoke-free environment for our residents, patients, visitors, volunteers and staff will support our efforts to achieve these goals.

Until January 2018, our facility will continue to offer the current designated smoking areas.

 

Gizanne Lafrance-Allaire

Executive Director

Summary of the October 2017 Board of Directors Meeting

The regular monthly meeting of the Board of Directors was held on 03 October 2017.  In addition, a Missioning and Strategic Planning Session of the Board was held 21 September 2017 to which members of the Senior Team were invited.  At the Strategic Planning Session, the Centre’s present Mission and Values were reaffirmed.  The Vision was changed to:  “Innovative leadership striving for excellence in quality care committed to the dignity and well-being of the community we serve.”  The Centre’s three-year plan was also discussed (see “Sub-acute Capacity Planning” below).

CORRESPONDENCE

Thank You Card from Mr. Paul Fitzpatrick – In this card, Mr. Fitzpatrick (a former Board Member) thanks the Board for the floral arrangement sent at the time of his father, Michael’s, death.

CORPORATE LIAISON’S REPORT

Film:  The Last Breath at the Heart of the Hôtel-Dieu de Montréal – This film about the closing of Hotel Dieu Hospital in Montreal will screen twice in Kingston on 23 October 2017.

Mother House in Montreal – Renovations have started.  The Chapel is still being used.  

Tea with the Sisters – Sister Cuddihy hopes to attend Mission Week Tea with the Sisters at our Centre on November 2nd.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included Hospital Service Accountability Agreement (H-SAA) Attestation (re Parking), Long-Term Care Service Accountability Agreement (L-SAA) Amendment re Enhancement of Funding for Specialized Staffing Initiatives focussed on Behavioural supports in Long-Term Care Homes, Critical Incident Inspections (Update), Good News Item (Ms. Joan Harker’s Rehab Journey), and Census Data.  Also discussed:

Sub-acute Capacity Planning – The Leadership Team is focussed on our three-year plan starting with the feasibility study on physical capacity.  As a provider of Sub-acute Care in Cornwall, we are committed to meeting the current and future needs of the increasing aged population while remembering the vulnerable.

ADMINISTRATION REPORT

Privacy Update – For this portion of the meeting, Mr. Soares explained changes to Bill 119 – The Personal Health Information Protection Act, as well as the Connecting Ontario project which will enable province-wide information sharing by building and linking systems so that clinicians can access patients’ information from their office, community clinic or hospital setting at any time.  Staff training will occur in-house soon.  Information will be provided to the residents/patients/families upon admission.  This project is a huge undertaking which will require many safeguards and much monitoring.  Current information and results which will be readily available will be very beneficial for resident/patient care, and will save time.

Policy Review – Several policies related to privacy including some new ones were circulated prior to the meeting.  These were approved by the Board of Directors:

-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; and

-Corporate Policy #3-a-75 re Resident/Patient Records:  Access to and Release of. 

ETHICS AND MISSION COMMITTEE

Research Policy – The Board of Directors approved Corporate Policy #3a-21 re Research Proposals, as amended.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)

Review of Insurance Renewal – Cyber insurance coverage was discussed and will be investigated by Management.  Findings will be reviewed at the next CPFPRC Committee meeting.

Financial Statements – Ms. Doré reviewed the highlights of the statements and responded to questions.  The Board of Directors approved the Financial Statements for the Period Ending 31 August 2017 as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for August 2017.

PROFESSIONAL ADVISORY COMMITTEE (PAC)

Policy Review – Two policies were approved by the Board of Directors, as recommended by the PAC:

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

-Board of Directors Policy #2-a-26 re Professional Advisory Committee.

EDUCATIONAL OPPORTUNITIES – The Centre’s Education Calendar for October 2017 and Governance Educational Opportunities were circulated to the Board of Directors for information.

 The next regular Board of Directors meeting is scheduled for Tuesday, 07 November 2017 at noon in the Boardroom.