NOT YET REVIEWED BY CHAIR
BOARD ITEM # 6
South East Local Health Integration Network
Board of Directors Meeting No. 144
Monday January 30, 2017
Cardinal Room
South East LHIN Offices
71 Adam Street
Belleville, Ontario
MINUTES
Present: Donna Segal (Chair); Lois Burrows; Jack Butt; Jean Lord; Maribeth Madgett; Chris Salt; Brian Smith
(quorum); and Paul Huras (CEO)
Recorder: Jacqui Prospero
Regrets:
Guests: Sherry Kennedy (COO); Sara Brown (Interim Director, Corporate Services / Controller); Caitlin
denBoer (Communications Lead); Cynthia Martineau (LHIN Renewal Lead); Deb Goulden (Program Manager HSD); Paula Heinemann (Director, Corporate Services / Controller); Rick Giajnorio (Project Advisor,
Specialist); Josh Cadman (HCT-HP, Implementation Coordinator) and Janine DeVries (Board Coordinator).
1. Call to Order, Chair’s Remarks and welcome of guests.
The Chair welcomed board members, guests and members of the public to the meeting and called for
order at 9:31 am.
2. Selection of Timer and Observer:
a) Timer – B. Smith
b) Observer – J. Butt
3. Conflict of Interest Declaration
All members confirmed no conflicts.
4. Consent Agenda:
a. Monthly CEO Reports
b. Board Correspondence
c. Chairs Declaration
d. Chairs Report
e. Committee Summaries
That the Consent Agenda items be approved as circulated, with the exception of amendments to
the CEO Report to add a missing meeting of November 17, 2016 related to the Older Adult
Strategy and the In Camera Board meeting.
Moved by: L. Burrows
Seconded by: J. Butt
Carried – 2016-144-01
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5. Approval of the Agenda
That the Board Agenda be approved as circulated.
Moved by: J. Butt
Seconded by: C. Salt
Carried – 2016-144-02
6. Approval of Minutes October 31, 2016 Board Meeting #143 (attached)
That the Minutes of Monday December 12, 2016 Board Meeting #143 be approved as circulated.
Moved by: J. Butt
Seconded by: C. Salt
Carried – 2016-144-03
7. Generative Discussion: - 9:47 am
a) What do we hope to achieve out of Bill 41 – 9:47 am
 D. Segal noted for members that this discussion is being used to help drive a broader
understanding of what the board would like to achieve with the new legislation.
 Some suggestions included:
o More coordination among services; increased efficiency; increased focus on patient /
client (putting patients first as they are the priority), with input from Health Service
Providers (HSPs); viewing the system from their perspective; reduced administration
costs; those who want a Primary Health Care provider have one.
o Focus to be more disciplined around the findings of Ministry of Health and Long-Term
Care (MOHLTC) reports such as the weaknesses in the CCAC and LHIN presented
via the Office of the Auditor General Ontario (OAGO) report, etc.
o A need to have the family physicians buy into the new legislation, to allow the patient
to be at the centre; this is likely to take time, not months, but years to allow for
evolutionary change.
o The ability to bring the players in the system together to place the patient at the centre;
from a board perspective to better determine which parts of Bill 41 we should consider
in order to achieve success in the future.
o The belief that this new legislation will help to improve the transition in the system (i.e.:
moving from one provider / service to another).
o Coordination of care across the province, including those with primary decisions (i.e.:
parent in one LHLIN and children in another).
 Members discussed the potential that each time we discuss a change in strategy / focus that
we address it based on the perspective of how it will affect the client.
8. Strategic Discussion: - 10:07
a) Patients First Update – 10:07 am
i.
SE Readiness Assessment – 10:07 am
 P. Huras provided an overview of the briefing note which included a purpose; executive
summary; risks (as out lined in the appendix); appendices (1 – 6) and a recommendation for
the boards’ consideration.
 Additional documentation was provided to members which included master readiness
checklist and first readiness tracker.
 The following information was also shared:
o The report from Deloitte will be shared with the board upon receipt at the LHIN. A
cursory review will happen at the staff level before final submission; for quality safety –
patient satisfaction we will continue to work with the CCAC to monitor; any current
strategies for improving client services will continue; day to day tracking will continue
and be sustained; there is likely to be opportunity for improvement for oversight – at
the board, executive, etc. levels.
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o
o
Patient services are not likely to change during the first year of the new LHIN entity.
Members discussed the need to strengthen the communications plan, specifically as it
relates to the terms of the administrative component (8% reduction); clarify the costing
for sub regions (specifically to correct information for the public and board); some other
LHINs are utilizing the introduction of staff, etc. to help drive information in the public
realm, including historical references (i.e.: how LHINs came to being, etc.); the Deputy
Minister (DM) is taking the opportunity to “myth bust” as required from a provincial
perspective.
o The plan before the members is a phased one; publically this is a “quiet” time for
communications while the MOHLTC is developing and implementing their changes;
currently there are no links on our website that could help drive interested parties to
the original source of the information; the ability to have a referral from our LHIN
website to the appropriate sources is a necessity going forward.
That the South East LHIN Board has reviewed the due diligence materials prepared jointly by
the LHIN/CCAC staff and is agreeable to the direction and process to achieve readiness by
transition day.
Moved by: L. Burrows
Seconded by: C. Salt
Carried – 2016-144-04
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ii.
SE LHIN / CCAC Governance Work Plan Progress Report – 10:31 am
D. Segal provided an overview of the briefing note which included a purpose; executive
summary; risks and attached appendices for consideration.
The following information was also shared:
o Policy - Phase 2 is planned for January 2017; however the actual Phase 2 actions will
begin in March 2017.
o Readiness scorecard as it relates to community engagement and MOHLTC readiness
is unclear; MOHLTC wants a tight parallel release of information, alleviating
miscommunication / messaging; there is no specific link between the provincial
communications work stream and the local initiatives; any communications from the
LHIN follow our standard process of MOHLTC verification, etc., prior to release.
o Community engagement should be more detailed to specifically reference the public,
governance, etc., in order to clearly reflect targeted audiences; there is a need to
ensure that HSPs clearly understand the new role of the LHIN, at both an operational
and governance level.
iii.
SE LHIN / CCAC Governance Knowledge Transfer Learning Plan – 10:43 am
D. Segal provided an overview of the briefing note for members which included a purpose;
executive summary; risks and attached knowledge transfer plan.
The following information was also shared:
o It does not cover a broader exercise of what are the “current higher level businesses”
are at the CCAC, which will be added; learnings with board committees at the CCAC
are being undertaken to better understand how their committees function versus the
LHINs committees.
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b) Governance Policy Review for Readiness- 10:50 am
i.
SE LHIN / CCAC Policy Review and Revision Strategy (phase 1 and 2 Planning)
 B. Smith provided an overview of the briefing materials provided to the members which
included a briefing note with a purpose; executive summary; risks; attached appendices and a
recommendation for the board members consideration.
That the Board of the South East LHIN accept the recommendation from the Governance /
Nominating Committee to agree in principal with the Phase 2 Workplan with the understanding
that adjustments may have to be made to accommodate Transition Day requirements.
Moved by: B. Smith
Seconded by: J. Butt
Carried – 2016-144-05
ii.
SE LHIN Governance Policy Manual / Handbook Review
B. Smith provided an overview of the briefing materials provided to the members which
included a briefing note with a purpose; executive summary; risks; attached appendices and a
recommendation for the board members consideration.
 The following information was also shared:
o It was noted that the current manual does not include a “delegations” policy and
appears to have missed a few others.
o The policy manual includes three terms of reference for approval (Governance /
Nominating, CEO and Board Evaluation and Strengthening Collaborative Governance
committees).
That the Board of the South East LHIN accept the recommendation from the Governance /
Nominating Committee to approve the revisions to the SE LHIN Governance Policy Handbook
as presented in the attached Phase 1 Summary of Updates document.
Moved by: B. Smith
Seconded by: J. Butt
Carried – 2016-144-06

c) SE LHIN Response to the Office of the Auditor General of Ontario (OAGO) Report –
Recommendation Progress Update – 11:00 am
 P. Huras provided an overview of the briefing note for members which included a purpose;
executive summary; risks and attached appendices for consideration.
 The following information was also shared:
o Patient satisfaction – quality table – each LHIN will now be legislated to have a quality
committee; each LHIN will have a quality lead that will report dually to the LHIN and HQO;
the LHINs regional quality table will begin in March 2017 that includes broader HSP
involvement in order to ensure they are aware; based by sector the LHIN has high
satisfaction with “quality” of services provided;
o MRI – regional diagnostic group will be reviewing that compendium; we are currently
working with our hospitals to determine strategies to improve wait times, and incorporate
best practices, and possible redistribution of volumes;
o Section re: value for money – improving follow up on projects that are tied to funding – are
we doing a good enough job to ensure that the investments are utilized properly; - the
whole report is about value for money - #9 recommendation – very broad – responded to
there – i.e.: lack of consistent evidence that LHINs were actually formalizing the process
for reporting on funds that were provided;
o Compliments / concerns – new forms were just uploaded last week (provincial forms),
including consent forms; our current website does not allow for a “fillable” form based on
our current platform (this is standard practice) across the province. The new HSSO
(replacing LSSO and OACCAC) – new back office will review website requirements.
o The South East LHIN board will receive a deep dive / broad discussion on MLAA’s next
month (two hours).
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RECESS – 11:20 am – 11:32 am
9. Fiduciary Discussion: 11:32 am
a. Amending Letters which will extend the Service Accountability Agreements for LongTerm Care and Multi Sector – 11:32 am
 P. Huras provided an overview of the briefing note which included a purpose; executive
summary; risks; appendices and recommendation for the board members consideration.
That the Board of the South East LHIN approve the proposed MSAA Amending Agreement to be
made as of April 1, 2017, and amending the 2014/17 MSAA by extending its term to March 31,
2018, and by replacing the 2016/17 Schedules with 2017/18 Schedules.
Moved by: B. Smith
Seconded by: J. Butt
Carried – 2016-144–07
That the Board of the South East LHIN approve the proposed LSAA Amending Agreement to be
made as of April 1, 2017, by replacing the 2016/17 Schedules with 2017/18 Schedules and
amending Section 6.2(c) of the 2016/19 LSAA.
Moved by: B. Smith
Seconded by: J. Butt
Carried – 2016-144–08
b. Chair’s Update – 11:34 am
i. Status Report – Board Membership – D. Segal noted for members that our primary
contact in the Ministers / Public appointments office has gone on maternity leave; the
remaining five vacancies for the South East LHIN Board are still in consideration; more
announcements will be coming before fiscal year end; provincially the Health Care Order
in Councils (OIC’s) are being prioritized; provincially LHINs are under capacity at the
board membership level.
ii. Status Report – Memorandum of Understanding / Mandate Letter – D. Segal noted
for members that the MOHLTC will likely issue the mandate letter from the Minister of
Health; our Minister has elected to consult before he provides the mandate letter; we are
not likely to see it until February; the Memorandum of Understanding (MOU) has been
drafted, however it will be adjusted once the receipt of the mandate letter for the LHINs
is signed off; and finally there will be the formal acceptance of new Bylaws.
c. Community Engagement – Board Member Updates – 11:39 am
 M. Maribeth noted her attendance on Jan 09, 2017 to the Sub Region Meeting LLG region;
participation in an indigenous learning session; and attendance on Jan 26, 2017 at the Central
Governance Forum.
 C. Salt attended the Western Governance Forum and noted for the members that this group is
very distracted by the Sub Regions and Bill 41 Legislation.
 J. Butt attended the Eastern Governance Forum.
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d. Finance / Audit Committee – Recommendation – Q3 Report – LHIN Operations &
Ancillary Funded Projects – 11:40 am
 C. Salt provided an overview of the briefing note for members which included a purpose;
executive summary; risks; attached report and recommendation for the boards’ consideration.
 The following information was also shared:
 The expenses associated with governance expenditures are in line with the anticipated
budget so far; there is the chance that expenses / per diems for the board will increase
due to the increase of our board membership.
That the South East LHIN Board of Directors accept the recommendation from the Finance Audit
Committee to accept the Q3 Report – LHIN Operations & Ancillary Funded Projects as
presented.
Moved by: C. Salt
Seconded by: L. Burrows
Carried – 2016-144–09
e. CEO Discussion Report – 11:55 am
 P. Huras provided an overview of the report which included:
a) Health Care Tomorrow
i.
Hospital Project – Refresh – no questions or comments at this time.
ii.
Addictions and Mental Health Redesign – no questions or comments at this time.
iii.
SHiiP - no questions or comments at this time.
b) CCAC / LHIN 2017-18 QIP Process Update - no questions or comments at this time.
c) Regional Quality Table Update – no questions or comments at this time.
d) Hospice Palliative Care Update – no questions or comments at this time.
e) Preliminary Dementia Strategy - no questions or comments at this time.
That the CEO Discussion Report be accepted as circulated.
Moved by: M. Madgett
Seconded by: J. Butt
Carried – 2016-144–10
LUNCH BREAK / Education Session – 12:00 pm – 1:12 pm
That the board consider matters of public interest regarding Approval of In Camera Session
Minutes; Introduction to SE LHIN Draft Bylaws; Organizations Under Performance Improvement
Plans (PIP) / Review; Health Care Tomorrow – Phase Two Hospital Services Project Costs;
Patients First Update and CEO Performance / Board Evaluation Committee – Formalization of
new arrangements for CEO pursuant to ss 9(5) of the Local Health Systems Integration Act 2006
s.9 (5).
Moved by: L. Burrows
Seconded by: B. Smith
Carried – 2016-144–11
10. In-Camera Session – 1:12 pm
That the Chair rise and provide a verbal report from the Approval of In Camera Session Minutes;
Introduction to SE LHIN Draft Bylaws; Organizations Under Performance Improvement Plans
(PIP) / Review; Health Care Tomorrow – Phase Two Hospital Services Project Costs; Patients
First Update and CEO Performance / Board Evaluation Committee – Formalization of new
arrangements for CEO.
Moved by: M. Madgett
Seconded by: L. Burrows
Carried – 2016-144–15
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11. Date, time and location of next meeting:
February 27, 2017 – SE LHIN Offices / Kingston Site (OTN – TBD)
Future meetings:
March 27, 2017 – SE LHIN Offices
April 24, 2017 – SE LHIN Offices
May 29, 2017 – SE LHIN Offices
June 26, 2017 – SE LHIN Offices
August 21, 2017 – SE LHIN Offices
September 25, 2017 – SE LHIN Offices
October 30, 2017 – SE LHIN Offices
December 11, 2017 – SE LHIN Offices
12. Timer & Observer:
Timer –Notwithstanding the length of the Board meeting agenda, the meeting was completed on
time and all agenda items were considered. The Governance Committee will be reviewing the
make-up of the current Board agendas to ensure that appropriate agenda items are being
considered that make the most efficient and effective use of the Board's time.
Observer – busy agenda, great information and discussion.
13. Adjournment
That the meeting be adjourned at 3:45 pm.
Moved by: L. Burrows
NOTED DEPARTURES:
Meeting Chair:
Donna Segal
Secretary:
Paul Huras
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