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.

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.

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

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included Bed Rail Reduction Program Update (Program completed), COVID-19, Good News (letter of gratitude from a family of a past resident) and Census Data.

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 29 February 2020 as presented.

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

AUXILIARY REPORT
The Auxiliary Annual General Meeting (AGM) will be postponed due to COVID-2019.  A very generous and much appreciated donation of $20,000 was made by the Auxiliary to the Centre on April 7^th, 2020 for the purchase of equipment needed to enhance the life of the residents and patients.

PROFESSIONAL ADVISORY COMMITTEE (PAC) REPORT
Medical Staff Reapplication – The Board of Directors approved the reappointment of the following physicians to the Medical Staff of 2020:  Dr. E. Bazile (Courtesy), Dr. G. Foley, Dr. S.C. Patel, Dr. M.S. Reen, Dr. M. Yitemben Tchouatieu, Dr. G. Laferrière and Dr. E. Farley.  [NOTE:  Dr. Yitemben and Dr. Farley have requested a change of status from Associate Staff to Active Staff.  Both requests were approved by the Board of Directors.]

GOVERNANCE COMMITTEE
The Board of Directors reviewed the Board Chairperson Evaluation, the Board Committee Chairperson Evaluation and the Board Self-Assessment Tool.  Changes to the evaluations and the self-assessment tool were proposed by the Governance Committee.  The Board of Directors requested that the two evaluations and the self-assessment tool be typed with the changes suggested by the Governance Committee and be brought to the next Board of Directors meeting for approval.

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

ANNUAL WORKPLAN – The April workplan schedule was reviewed.

ANNUAL REPORT TO THE SPONSOR 2020 – The Board Members completed together the Annual Report to the Sponsor 2020.  This report is a yearly requirement form Catholic Health International (CHI).  The collective responses will be sent to CHI by Administration.

The next regular Board of Directors meeting is scheduled for Tuesday, 12 May 2020 at noon via video conference due to COVID-19.  NOTE:  The Annual General Meeting will also be held on that day.

Masks and Personal Protective Equipment

At this moment, we are calling on local businesses, organizations and individuals to donate masks and personal protective equipment that may be beneficial to the doctors, nurses and staff.

Please be assured that we are actively seeking and pursuing all avenues to obtain adequate supplies to protect all our Health Care Workers and residents/patients moving forward. Supply procurement efforts are occurring across the country and with help from our community, we can minimize local spread.

How can you help? 

Currently, we are requesting the donation of items that comply with the legal directive issued by Ontario’s Chief Medical Officer of Health and supported by science. Local businesses or organizations who may have a stock of PPE include:

·         Industrial facilities or plants

·         Mechanical or detailing shops

·         Veterinarians

·         Dental offices

·         Paving companies

·         Construction companies

·         Large-scale farm operations

This list is not exhaustive, so we are depending on our community to contact us should you have the capability to help our cause. We ask that you share this request with any business or organization within your network that could support our staff, physicians and ultimately, our community.

What items are required?

·       MASKS with or without visors

·       Visors and or safety glasses

·       Hand Sanitizer “table-top 500 ml”

·       Isolation gowns both level 2 and level 3

·       Nitrile gloves (latex free small/medium/large)

·       N95 masks (all types)

Non-Medical Masks:

The Centre will be accepting sewn masks, for patients/residents, or for staff who are not providing direct patient care. See additional information in regards to non-medical masks here: https://eohu.ca/en/my-health/wearing-a-mask-what-you-need-to-know
While there are no specific guidelines or regulations around making homemade masks, there are some best practices to follow:

• High thread count or tightly woven cotton fabrics are best in terms of material in order to help block out particles (like cotton t-shirt, pillow cases or are good options).
•  A layer of interface material is welcome
• Pre-washing material (in hot water) is recommended before sewing
• A piece of metal (like a paper clip or a pipe cleaner) to help make it fit snugly around the nose is helpful

How can I coordiante a donation:

For more information, anyone willing to donate to SJCCC should email:

[email protected]

Unfortunately, we can only accept deliveries at this time and cannot coordinate pick-up of local items. Thank you.

St. Joseph’s Continuing Care Centre is completely committed at this time to the safety of our residents, patients, staff and the community. As you are aware, the Medical Officer of Health has recommended that only residents and patients who are dying or very ill be allowed visitors in order to protect everyone. We would like to urge you to please additionally limit all non-urgent trips to our Centre. Anyone looking to ask non-urgent questions or pay bills should please use the phone or email us at [email protected]. Any drop-offs to residents and patients can be safely left at the door to maintain social distancing and our staff will be happy to deliver to your loved one.

Things are changing rapidly and we would also like to encourage you and your family to follow us on Facebook at www.facebook.com/sjccc.ca where we will be communicating regularly.

The entire team at SJCCC would like to thank you for your cooperation and understanding at this difficult time.

~

À ce moment, Le Centre de soins prolongés St-Joseph est explicitement engagé à assurer la sécurité de nos résidents, patients, de notre personnel et de la communauté. Comme vous le savez, le médecin hygiéniste a recommandé que seuls les résidants et patients mourants ou très malades ont permissions aux visiteurs afin the protéger tout le monde. Nous vous prions également de limiter tous autres trajets non urgents à notre Centre. Quiconque cherche à poser des questions non-urgentes ou payer des factures doit utiliser le téléphone ou nous envoyez un courriel à [email protected]. Tout dépôts aux résidents et patients peuvent êtres laissés en toute sécurité à la porte pour maintenir la distance sociale et notre personnel sera heureux de livrer à vos proches.

Les choses changent rapidement et nous aimerions vous encourager ainsi que votre famille à nous suivre sur Facebook à www.facebook.com/sjccc.ca où nous communiquerons régulièrement.

Toute l’équipe à le Centre vous remercie de votre coopération et votre compréhension pendant ces moments difficiles.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 03 March 2020.

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included Bed Rail Reduction Program Update (currently, 80% of St. Joseph’s Villa is complete), Long-Term Care (LTC) Smart Home Pilot, Annual Report to the Sponsor 2020, Good News Item (new Community Engagement Officer employed) and Census Data.

QUALITY IMPROVEMENT (QI) / SAFETY COMMITTEE
Employee Survey Results – The employee survey results were reviewed.

Quality Improvement Plan (QIPs) – The Board of Directors reviewed the Quality Improvement Plans submission report and approved it as presented.

Policy Revised – Board of Directors policy #2-a-20 re Quality Improvement / Safety Committee was approved as presented.

Standing Item:  Annual Workplan – The QI Committee recommended to the Board of Directors a change to the workplan.  The Board of Directors approved the revised workplan.

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

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

AUXILIARY REPORT
The Annual General Meeting (AGM) will be on 19 March 2020.  During the AGM, an annual donation to St. Joseph’s Continuing Care Centre will be presented to Mrs. Lafrance-Allaire.

PROFESSIONAL ADVISORY COMMITTEE (PAC) REPORT
Policy Revised – Board of Directors policy #2-a-26 re Professional Advisory Committee was approved as presented.

GOVERNANCE COMMITTEE
Evaluation of the Board Chairperson and Board Committee Chairpersons – Evaluations of the Board Chairperson and Committee Chairpersons will be completed this year.  The evaluations will be reviewed/revised at the next Governance Committee meeting.

Board Self-Assessment Tool – St. Joseph’s Continuing Care Centre’s Board Self-Assessment tool will be reviewed/revised at the next Governance Committee meeting.

Board Skills Matrix – The Board Skills Matrix was reviewed and accepted for information purposes.

Board / Board Committee Member Attendance 2019 – The Board / Board Committee Member Attendance 2019 was reviewed and accepted for information purposes.

Standing Item:  Annual Workplan – The Governance Committee recommended to the Board of Directors a change to the workplan.  The Board of Directors approved the revised workplan.

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

ANNUAL WORKPLAN – The March workplan schedule was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 07 April 2020 at noon in the Boardroom.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 04 February 2020.

ADMINISTRATION REPORT
Mrs. Lafrance-Allaire’s report included Bed Rail Reduction Program Update (currently, 50 percent of St. Joseph’s Villa is complete), Long-Term Care Home Performance Report, Good News (an outdoor cross will be installed on the outside wall of St. Joseph’s Continuing Care Centre and the Board Members are invited to have a Quinn House tour after the Board of Directors meeting) and Census Data.  Also discussed:

Policy Review – Board of Directors Policy #2-a-15 re Ethics and Mission Committee was approved as presented.

ETHICS AND MISSION COMMITTEE
Mission Effectiveness Program (Update) – Mission Week to be Moved to Week of 09 February – During the previous years, Tea with the Sisters, Catholic Health Care Week and the Mission Week were all celebrated during the same week.  In order to celebrate the Centre’s mission multiple times throughout the year, Mission week will now be moved to the week of 09 February.  Some Sisters will be asked if they would be interested in being interviewed to share their life journeys.  The purpose of the interviews would be to bring the mission more relevant to employees, residents, patients and visitors. St. Joseph’s Continuing Care Centre would like to involve the Sisters more during special events.  Communicating with the Sisters through Skype or other technological devices may be a solution.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC)
Financial Statements – The statements were reviewed.  The Board of Directors approved the Financial Statements for the period ended 31 December 2019 as presented.

Audit Planning Report – The Annual Report was reviewed and accepted for information purposes.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for December 2019.

AUXILIARY REPORT
The Annual General Meeting will be on 19 March 2020.  The Auxiliary is looking for volunteers to join.

BOARD OF DIRECTORS POLICIES TO REVIEW
Board of Directors Policy #2-a-3 re Directors’ / Board Committee Members’ Code of Conduct and Board of Directors Policy #2-a-8 re Executive Committee were approved as presented.

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

ANNUAL WORKPLAN – The February Workplan schedule was reviewed.

The next regular Board of Directors meeting is scheduled for Tuesday, 03 March 2020 at noon in the Boardroom.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 07 January 2020.

ADMINISTRATION REPORT

Mrs. Lafrance-Allaire’s report included Bed Rail Reduction Program Update, Mission Statement (the current mission statement remains the same), Vision Statement (the new vision statement was revealed at the Staff Christmas Tea) and Census Data.  Also discussed:

Good News Item – The Activities of Daily Living (ADL) apartment is approximately 75% complete.  The open house will be honouring the Pommier Jewellers’ family.

QUALITY IMPROVEMENT (QI) / SAFETY COMMITTEE

Call Bell Activation Graph – The Call Bell Activation graph was reviewed.  Specific and individualized interventions will be used to try and decrease the amount of call bells.

Percentage of Residents of Demonstrating Frustrations in Quinn House – The graph regarding the Percentage of Residents Demonstrating Frustrations in Quinn was reviewed.

Estimated Discharge Dates (EDDs) from July 1 – The average length of stay (ALOS) is 61 days.

Quality Assurance Scorecard 2019-20 (Q2) – The Attendance Management Program commenced.  At the beginning of every quarter, the managers now receive a letter from the Payroll and Benefits Specialist which notifies them of the employees who have an attendance problem.

Balanced Scorecard 2019-20 (Q2) – Virtual communication will be implemented in the new year.  This tool will help to stay in touch with the patients who are discharged from the rehab program and are at high risk of re-admission.

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 November 2019 as presented.

2020-21 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:  $14,357,792 with a projected surplus of $1,228;

-Complex Continuing Care:  $10,196,966 with a projected surplus of $2,421; and

-(Combined) Capital Budget of $48,500 for the Centre.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for November 2019.

AUXILIARY REPORT

New badges have been received and will be applied to the volunteer smocks in the New Year.  The gift shop hours will be reduced due to the lack of volunteers.

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

ANNUAL WORKPLAN – The January Workplan schedule was reviewed.

BOARD OF DIRECTORS PHOTO – An official photograph of the Board of Directors was taken.

BED RAIL REDUCTION PROGRAM – A few Board Members joined Mrs. McNally to view the Bed Rail Reduction process in action.

The next regular Board of Directors meeting is scheduled for Tuesday, 04 February 2020 at noon in the Boardroom.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 03 December 2019.

ADMINISTRATION REPORT – Mrs. Lafrance-Allaire’s report included SJCCC’s Evacuation Exercise (in Long-Term Care (LTC) on Kane House completed in 3 and a half minutes), Staff Education Days (included informing the employees about the Bed Rail Reduction Program and initiating the vision statement contest) and Census Data.  Also discussed:

Bed Rail Reduction Program – Mrs. Lafrance-Allaire discussed the Bed Rail Reduction Program and what St. Joseph’s Continuing Care Centre (SJCCC) has accomplished so far.  A request will be sent to the Ministry requesting an extension to complete the bed rail compliance order.

Good News – The Auxiliary Bishop Desrochers will be celebrating the Advent Mass with SJCCC on 13 December 2019.  Mrs. Lafrance-Allaire invited all the Board members.

Over thirty entries were submitted for the “Create our Vision Statement” contest.  The judges included family members of patients and residents, Board members, Staff and Religious Hospitallers of St. Joseph (RHSJ) members.  Mrs. Lafrance-Allaire brought the top five visions to the Board of Directors.

COMPREHENSIVE PLANNING, FINANCE AND PERSONNEL RELATIONS COMMITTEE (CPFPRC) 

Financial Statements – The statements were reviewed.  The Board of Directors approved the Financial Statements for the period ended 31 October as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for October 2019.

PROFESSIONAL ADVISORY COMMITTEE (PAC) REPORT

New Policy “Serious Adverse Drug Reaction or Medical Device Incident Reporting for Hospital” – There is a new policy which will become effective shortly.  The policy will require all hospitals to report all serious adverse drug reactions and medication device incidents to Health Canada.  A policy has been written in accordance with this new legislation.

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

The next regular Board of Directors meeting is scheduled for Tuesday, 07 January 2020 at noon in the Boardroom.

REPORT FROM THE BOARD
The regular monthly meeting of the Board of Directors was held on 12 November 2019.

MOTIONS OF PREVIOUS MEETING HELD 01 OCTOBER 2019 TO BE RATIFIED – All motions of the regular Board of Directors meeting held 01 October 2019 were ratified.

ADMINISTRATION REPORT – Mrs. Lafrance-Allaire’s report included:  Complex Medical Management (CMM) Advisory Committee Update, Hospital Services Accountability Agreement (HSAA) Attestation re Parking, Critical Incident Inspection (bed rails), Flu Vaccination and Census data.  Also discussed:

Good News – The Canadian Medical Hall of Fame announced that Venerable Jeanne Mance was named as one of the 2020 inductees.  St. Joseph’s Villa celebrated its 50^th and the Centre welcomed the Minister of Long-Term Care Dr. Merrilee Fullerton, on 25 October 2019.

QUALITY IMPROVEMENT (QI) / SAFETY COMMITTEE

Bed rail Compliance Order – The bed rail Reduction Programme has been implemented.

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 September as presented.

Management Fiduciary Statement – The Board of Directors approved the Management Fiduciary Statement for September 2019.

AUXILIARY REPORT

There will be a used Book Sale on 14, 15 and 16 November 2019 as well as the Snowflake Bazaar 5 December 2019.

NEW BUSINESS

Policies to review/revise – The Board of Directors policy #2-a-30 re Policy on Open Board Meetings and the Board of Directors policy #2-a-6 re Orientation Programme for Board Members and Members of Board Committees were approved by the Board of Directors as revised/reviewed.

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

The next regular Board of Directors meeting is scheduled for Tuesday, 03 December 2019 at noon in the Boardroom.