PROVINCIAL HEALTH SERVICES AUTHORITY
AND
BC Cancer Agency Branch
BC Centre for Disease Control and Prevention Society Branch
BC Mental Health Society Branch
BC Transplant Society Branch
Children’s & Women’s Health Centre of British Columbia Branch
Open Board of Directors Meeting
Thursday, April 21, 2016
*10:30 am to 12:00 noon
*meeting may start earlier – see note at bottom of agenda
BCIT Downtown Campus
8th Floor - 555 Seymour Street, Vancouver, BC
Open Agenda
CALL TO ORDER
APPROVAL OF AGENDA
W. Powell
Approval
W. Powell
1.0 APPROVAL OF THE MINUTES - February 18, 2016 (attached)
Approval
W. Powell
2.0
Approval
W. Powell
Information
A. Krystal
Information
J. Christilaw/
F.Jones/
M. Seppelt
APPOINTMENT OF BOARD SECRETARY (attached)
3.0 PHSA PRESENTATION:
3.1 Observations on the Patient Experience – A Patients Story
GUEST: Elizabeth Edwards
3.2 Baby Friendly Initiatives at BC Women’s Hospital
4.0 BOARD COMMITTEE REPORTS:
4.1
Quality & Access Committee
4.2
Governance & Human Resources
4.3
Finance Committee
4.4
Audit Committee
4.5
Research Committee
A. Ritchie
L. McGrath
T. Manning
P. Rafferty
G. Peary
5.0 NEW BUSINESS
None
6.0 CORRESPONDENCE
6.1
Media Clippings – available upon request
7.0 NEXT MEETING: June 29, 2016 in Vancouver
Information
W. Powell
8.0 ADJOURNMENT
* This meeting will start earlier if the BCEHS Open Meeting (starting at 9:00am) concludes prior to 10:30 am.
Item 1.0
Board of Directors Meeting
PROVINCIAL HEALTH SERVICES AUTHORITY
AND
BC Cancer Agency Branch
BC Centre for Disease Control and Prevention Society Branch
BC Mental Health Society Branch
BC Transplant Society Branch
Children’s & Women’s Health Centre of British Columbia Branch
Minutes of Meeting
February 18, 2016
10:30 a.m.
BCIT Downtown Campus
555 Seymour Street
Vancouver, BC
Present:
Wynne Powell, Chair
Clarence Louie
John O’Fee
David Turchen
In Attendance: Carl Roy
Tom Chan
Collen Hart
Sandra MacKay
Guests:
Don Brooks
Tim Manning
George Peary
Alan Ritchie
Robert Kiesman
Lorraine McGrath
Pauline Rafferty
Sharon Stromdahl
Leslie Arnold
Dave Cunningham
Malcolm Moore
Jan Christilaw
Carla Gregor
Linda Lupini
Hilary Horlock, Patient
David Evans, Medical Director, Trauma Services
Catherine Jones, Executive Director, Trauma Service
No public requests to address the Board were submitted or presented.
CALL TO ORDER
Mr. Powell called the meeting to order at 10:15 am.
AGENDA
The agenda was approved as circulated.
1.0
APPROVAL OF THE MINUTES
1.1 December 3, 2015
IT WAS MOVED AND SECONDED, that the minutes of the Board meeting held
December 3rd, 2015 be approved as circulated.
CARRIED
2.0
PHSA PRESENTATIONS
2.1 Observations on the Patient Experience – Hilary Horlock
Ms. Horlock outlined the complexities in navigating the BC Cancer Agency and
applauded the excellent care received by the clinicians and nurses. Personalizing
and simplifying the process was discussed. The Board thanked Ms. Horlock for
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Item 1.0
Provincial Health Services Authority
Board of Directors Meeting – February 18, 2016
sharing her experience.
2.2 BC Trauma Services – Dr. David Evans, Medical Director, Trauma Services &
Catherine Jones, Executive Director were welcomed to the meeting to present on BC
Trauma Services.
The value to a planned approach (organized trauma system) to trauma was
discussed. The trauma system was reviewed as follows: right patient, right place at
the right time, involving all stakeholders. Discussion occurred around the need for a
formalized governance structure noting that BC Trauma Services has a dotted line
reporting relationship with BCEHS and the Provincial Acute Centres.
Reviewing
trauma from a systems perspective and difficulties in data sets being measured by
mortality rather than “good patient outcome” were discussed.
3.0
BOARD COMMITTEE REPORTS:
3.1 Quality & Access Committee
Allan Ritchie, Chair, provided the following four items for information:
Quality & Safety Board Goals
With respect to the Board’s goal 1.2 - Engaging Patients in Quality & Safety, more
sites are utilizing the Patient Safety Learning System’s “Patients View”, which is a
mobile web based tool that offers patients and family a method of identifying safety
concerns. This tool is currently used by BCCH. BC Cancer Agency and BC
Women’s are considering implementing the system and BC Mental Health &
Substance Use Services are investigating use of a paper-based system.
Hand Hygiene Audit Results
The hand hygiene campaign continues and was noted to be very successful
throughout PHSA.
imProve Top Developments
Three initiatives have been now been completed: BC Women’s patient flow; BCEHS
rapid process improvement on acute care air transfer; and BCCA value stream
associated with radiation treatment booking.
BCCA Emotional Support Initiative
Results of the Provincial Outpatient Cancer Care Patient Experience Survey revealed
excellent feedback in most areas. Areas of improvement focused on emotional
support noting these statistics are comparable to those across the country.
Recommendations from patients were in areas that are in existence today being
Cancer Check Canada, Cancer Connection telephone based program, and support
groups and information on how to access these groups.
3.2 Governance & Human Resources Committee
Ms. McGrath provided the following report:
At its meeting yesterday, the Committee carried out its annual review of Board
Governance Guidelines and Policies. Four policies were reviewed:
Fostering a Culture of Respect (under 3.1.1)
The major change to this policy was the removal of the appendices, with the salient
points being embedded in the policy itself. Language around bullying was added.
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Board of Directors Meeting – February 18, 2016
One key area revised was the language around options for reporting. This was
changed as the language was confusing, leading people to lean toward extensive
external investigations where they may not be required. Committee members made
one recommendation for change, which was the addition of the word “ideally”. This
was in the context of the time frame employees had to report an incident and now
reads “ideally within six months of an incident”.
IT WAS MOVED AND SECONDED that the Board of Directors approves the
Fostering a Culture of Respect policy, as amended. All in favour.
CARRIED
Standards of Conduct (under 3.1.2)
Changes in this policy were noted to be in two areas. Language around employees
accepting stipends while speaking on behalf of PHSA, on PHSA time, has been
tightened. In addition, a section was added around email access. Committee
members suggested that it would be beneficial to cross reference this policy with our
email usage policy. Management will make this amendment.
IT WAS MOVED AND SECONDED that the Board of Directors approves the
Standards of Conduct policy, as amended. All in favour.
CARRIED
Theft, Fraud, Corruption & Non-Compliant activities (under 3.1.3)
There were no revisions recommended to this policy.
IT WAS MOVED AND SECONDED that the Board of Directors approves the Theft,
Fraud, Corruption & Non-Compliant activities policy. All in favour.
CARRIED
President & CEO Evaluation Policy (under 3.1.4)
There were no revisions recommended to this policy.
IT WAS MOVED AND SECONDED that the Board of Directors approves the
revisions to the President & CEO Evaluation Policy. All in favour.
CARRIED
Management created a checklist to assist the Board in using the Ethics framework.
This document was created in order to be in compliance with Accreditation Canada as
well as providing evidence of robust decision making. Management requested that
the Board use the checklist at the next meeting and advise of any changes that may
be beneficial. The Committee recommended that the Board approve of the use of this
checklist.
MOVED AND SECONDED that the PHSA Board approves the use of the Ethics
Framework checklist. All in favour.
CARRIED
3.3 Finance Committee
Mr. Manning provided the following one item for information and one item for
approval:
Under item 2.4 - Management provided the Committee with a Financial Summary for
the 10 periods ended December 31, 2015. PHSA continues to forecast a balanced
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Board of Directors Meeting – February 18, 2016
budget through the end of the fiscal year, and to achieve a capital spend of 100% of
the target by year-end.
Under Item 2.4.1 – It was noted that at their October 2015 meeting, the PHSA Board
of Directors approved 2015/16 Capital funds of $44.6M. The PHSA has since
received $104.5M of additional targeted capital funding.
IT WAS MOVED AND SECONDED that the Board of Directors approves the updated
2015/16 Capital Fund of $149.1M. All in favour.
CARRIED
3.4 Audit Committee
Ms. Rafferty provided the following item for information and one for approval.
For information, Price Waterhouse Coopers (PWC) provided an interim audit update
regarding the 2016 year end audit interim visit as well as an update on the internal
control observations and recommendations from the 2015 audit. PWC did not identify
any new control recommendations as a result of their work performed to date for the
March 31, 2016 financial statement audit.
For approval, the Audit Committee Terms of Reference requires the Internal Audit
Charter be reviewed at least every three years, with the last review and approval
occurring in October 2013. Internal Audit performed a recent Charter review and
determined that the 2013 Charter required updates to reflect both mandatory and
recommended guidance issued by the Institute of Internal Auditors.
IT WAS MOVED AND SECONDED that the Board of Directors approves the revised
Internal Audit Charter for the PHSA. All in favour.
CARRIED
3.5 Research Committee
Mr. Peary provided the following item for information:
Research Conflict of Interest
The Committee received its fifth annual Research Conflict of Interest report and the
results of the annual audit it completes. To the Committee’s knowledge, PHSA is the
only BC health authority that has a policy and declaration process aimed at managing
potential conflicts in the research area. PHSA continues to achieve a strong
declaration compliance rate of 98% which compares very favourably with comparable
processes at universities. The Committee is pleased with PHSA’s progress and
appreciates the support and engagement of its research community in building the
desired culture.
4.0
NEW BUSINESS
None.
5.0
CORRESPONDENCE
Correspondence was referenced for information.
6.0
NEXT MEETING – April 21, 2016 in Vancouver.
7.0
ADJOURNMENT – The meeting adjourned at 11:37 am.
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Item 2.0
BOARD OF DIRECTORS
April 21, 2016
TITLE:
Election of PHSA Board Secretary
The office of Board Secretary has been vacant since December 31, 2015 due to Director CJ Sidhu’s
term expiration. Bylaw 4.1 (b) states “A vacancy occurring in the post of an elected officer (i.e.,
Vice-Chair, Secretary or Treasurer) shall be filled for the unexpired term by election by the Board.”
I am recommending that the vacancy of Board Secretary be filled by Robert Kiesman until the
Annual General Meeting on August 25, 2016 when the Officers elections take place.
Be it resolved that:
The PHSA Board of Directors that Robert Kiesman be elected as Board Secretary for a term through to
the August 25, 2016 Annual General Meeting when the annual Officer elections take place.
Wynne Powell
Submitted By
April 21, 2016
Date Submitted
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