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Open Meeting of the
Board of Directors
September 20, 2017 Hotel-Dieu Grace Healthcare
5:00pm
Prayer
Enlighten each one of us as we are called to help and to serve those around us,
May our decisions and actions bring forth justice and healing.
May we embrace those around us with the same tenderness that we ourselves require,
We pray for God’s supportive love, wisdom and peace in all that we do.
Amen
Hôtel-Dieu Grace Healthcare Open Meeting Agenda
Sept 20, 2017 5:00 Meeting HDGH Corporate Boardroom
Item Topic Responsibility Time Action Required Approval Discussion Information
1.0 Call to Order & Opening Prayer M. Horrobin 5:00
1.1 Quorum M. Horrobin
1.2 Declaration of Conflict of Interest M. Horrobin
1.3 Agenda M. Horrobin X
2.0 Welcome and Introductions of New Board of Directors
M. Horrobin 5:04 X
3.0 Consent Agenda Items* - Previous Minutes M. Horrobin 5:15
3.1 Minutes of the previous open Board meeting – June 21, 2017 X
3.2 Minutes of the Workplace Excellence Committee meeting – May 17, 2017 X
3.3 Minutes of the Finance and Audit Committee meeting – May 18, 2017 X
3.4 Minutes of the Professional Advisory Committee meeting – June 7, 2017 X
4.0 Consent Agenda Items* - Reports
4.1 Workplace Excellence Committee C. Debiasio X
4.2 Finance and Audit Committee P. Soulliere X
4.3 Foundation Report B. Marra X
4.4 Communications Report B. Marra X
4.5 Spiritual Care, Volunteer/Student Placements B. Marra X
5.0 Finance i. CLTFoundation Transfer ii. Capital Budget Update iii. Year to Date
P. Soulliere 5:20 X
6.0 Business Arising none
7.0 French Language Services Compliance Report – RCC S. Grbevski 5:25 X
8.0 Board Chair Report M. Horrobin 5:30 X
9.0 Date of Next Regular Meeting November 22, 2017 5:00 pm at HDGH
10.0 Adjournment M. Horrobin 5:45
11.0 Dinner break and media reporting 5:45-6:00pm
Minutes of the previous Open board meeting
(attachment)
Hôtel-Dieu Grace Healthcare OPEN Meeting of the Board of Directors
June 21, 2017 Minutes of the Open meeting of the Board of Directors held Wednesday, June 21, 2017 at HDGH, Corporate Boardroom, 1453 Prince Road, Windsor
Community Members Present Ex-Officio Members Present S.Cunningham- Chair B. Payne E. Lipnicki J. Kaffer M.Horrobin–Vice Chair C.Derbyshire–Past
Chair Dr.Steen (Interim CPAC)
Dr. Demarco
J. Clark M. Lomazzo L. Lombardo R. Shahbazi
A. Frederick Community Members Absent Ex-Officio Members Absent
K. Blanchette P. Dumo F. Bagatto P. Soulliere T. Catherwood D. Wellington
ADMINISTRATION: B. Marra M. Campagna S. Grbevski M. Broga
1. CALL TO ORDERThe Board Chair called the meeting to order at 5:05 pm
1.1 QUORUM Confirmed
1.2 CONFLICT OF INTEREST None were declared
1.3 AGENDA It was moved by R. Shahbazi and seconded by M. Horrobin THAT the agenda be approved as circulated with no additions. CARRIED
2.0 CONSENT AGENDA ITEMS It was moved by J. Clark and seconded by M. Lomazzo THAT the consent agenda items be approved as distributed. CARRIED
3.0 BUSINESS ARISING None
4.0 REPORTS 4.1 FOUNDATION REPORT The Executive Director of the Foundation was available to review the report as provided in the meeting package. There was one inquiry regarding fundraising goals and targets, no other discussion by Directors was initiated. Some of the upcoming events were highlighted such as the Probert Ride.
4.2 COMMUNICATIONS REPORT B. Marra, VP External Affairs provided an overview of the report, there were no questions or discussion.
1
Hôtel-Dieu Grace Healthcare OPEN Meeting of the Board of Directors
June 21, 2017 4.3 SPIRITUAL CARE, VOLUNTEER/STUDENT PLACEMENTS B. Marra, VP External Affairs reviewed the report included in the meeting package. There are currently 820 Academic placements, majority of those are nursing students from the University of Windsor and St. Clair College, however there are a number of agreements with other institutions as well. Discussion regarding the number of various healthcare fields represented on the campus through student placements. Two staff vacancies in Spiritual care due to a retirement and a resignation, it is hoped to have these positions filled by September 2017. 4.4 CHAIR OF PROFESSIONAL ADVISORY COMMITTEE REPORT Dr. Andrea Steen, Interim Chair of the Professional Advisory Committee (CPAC) provided a report in advance of the meeting. It was highlighted that a report from Schulich will be included with the CPAC report to the Board; this is a requirement of the current affiliation agreement. G. Cooper will attend a Board meeting in the fall for a face to face update and report. Dr. Steen pointed out that the ECT program has restarted.
4.5 BOARD CHAIR REPORT The Board Chair asked M. Broga Executive Director to the Lead Agency to discuss the Correspondence included in the meeting package from the Ministry of Children and Youth Services regarding the roles and responsibilities of the Lead Agency. All Board Chairpersons received this information in advance of Service Providers. The Chair of the Board highlighted some activities that took place throughout June:
• Board Retreat on June 2; good focus on strategic planning • Memorial Service on June 6; this was to honour staff and loved ones who have
passed in the last year. • June 13; Negev Dinner, Bethe Jarcaig, a member of the Changing Lives Together
Foundation, and Chair of the Foundation Finance Committee along wither her husband were honoured.
• HDGH CEO received a nomination to stand as a CHAO Board Member, this appointment will be approved at their AGM on September 28, 2017
The Board Chair took the opportunity to thank two Directors that will be leaving the HDGH Board this year; Tim Catherwood and Carol Derbyshire. Their commitment and dedication to service has been outstanding and they will be missed tremendously.
4.6 CEO The CEO provided some highlights of events and activities that took place throughout June:
• The Family Giving Campaign was launched, CEO participated and asked that all Board of Directors consider donating
• Mental Health Roundtable was held with 50 attendees from over 20 different organizations
• Youth Advisory Council; received over 29 applications and interviewed 16 of those applicants and 11 will be asked to participate. There will be introductions to the Board made in the fall.
2
Hôtel-Dieu Grace Healthcare OPEN Meeting of the Board of Directors
June 21, 2017 • Have been asked to continue working with the Ministry of Labour and Ministry of
Health through the Workplace Violence Initiative
5.0 DATE OF NEXT REGULAR MEETING – SEPTEMBER 20, 2017 HDGH 6.0 ADJOURNMENT It was moved by B. Payne and seconded by M. Lomazzo that the meeting be adjourned at 5:40 pm CARRIED
3
Workplace Excellence Committee Minutes
(attachment)
WORKPLACE EXCELLENCE COMMITTEE MINUTES –OPEN MEETING
1 | P a g e Workplace Excellence Committee Meeting – Open
Minutes of the meeting of the Open Workplace Excellence Committee held Wednesday, May 17, at 7:30 a.m. in the CPH Administration Conference Room 1. Present: K. Gregoire
M. Winterton A. Templer
J. Clark, Chair C. DeBiasio J. Barile (CCall)
Guests: None. Administration: M. Benson-Albers
A. Tuovinen S. McGeen K. Hodgins
Regrets: B. Payne M. Lomazzo C. Derbyshire
1. CALL TO ORDER
J. Clark called the meeting to order at 7:30 a.m.
2. FOR APPROVAL
a) Agenda Quorum not met. Postponed until next regular meeting. b) Disclosure of Conflict of Interest No Conflict of Interests reported. c) Minutes Quorum not met. Postponed until next regular meeting.
3. FOR INFORMATION
a) Annual Chair and Committee Review The Chief Human Resources Officer briefly reviewed the Chair and
Committee reviews that were circulated to the group prior to the meeting. Based on the comments received in the Committee Review, a tour of the HDGH facilities will be arranged for Fall of 2017.
As it relates to the Workplan, Annual Board Reports are not required due to the fact that monthly Board Reports are submitted to the Governance Coordinator.
b) Chair Announcement The Chief Human Resources Officer shared that the current Chair of
the Workplace Excellence Committee will be ending their chairmanship as of May 2017 as he transitions to the new role of Vice-Chair of the Board.
Governance will be reviewing all Committee’s and its memberships. Governance will determine the new Workplace Excellence chair.
2 | P a g eWorkplace Excellence Committee Meeting – Open
c) Invitation to RecommendationsNone.
d) Workplace Safety/Metrics/Safety & Wellness Update The Director of Occupational Health and Human Resources briefly
highlighted the staff metrics that were circulated to the group prior tothe meeting with special mention that HDGH has passed the OHAGroup Validation Audit and will continues receiving funding fromOHA.
In comparison to other hospitals, calculations and data show thatHDGH’s attendance program has had great results and otherorganizations have adopted our templates and policies.
The Continuous Improvement Plan is under review and a newtemplate will be created by the Safety Officer.
A discussion about how HDGH measures their metrics against otherhospitals took place. More specifically, the Committee asked if therewas a way patient admissions and flow can be measured and ifthere might be any correlation to the staff metrics.
A brief discussion about bargaining and possible outcomes wasdiscussed with the group.
The Chief Human Resources Officer highlighted the release of theWorkplace Violence in Health Care Prevention Progress Report bynoting the praise and positive reinforcement received from both theMinister of Labour, Flynn and Minister of Health, Hoskins on Hotel-Dieu Grace Healthcare’s leadership and involvement in the process.
The report can be read at: https://www.ontario.ca/page/preventing-workplace-violence-health-care-sector
4. SUGGESTED ITEMS TO BE PLACED ON NEXT AGENDA
None
5. OTHER BUSINESS
A Committee member brought up the recent global Cyber hack and askedwhat HDGH is doing in terms of cyber security and protection. The groupdetermined it would be helpful to have a representative from Transformattend the next Workplace Excellence Committee meeting to share theirfindings and plans
ACTION: Transform representative to present at the next scheduled Workplace Excellence Committee meeting.
6. NEXT MEETING
Next Meeting is scheduled for Tuesday, September 19, 2017
7. MOVE IN CAMERA
The Committee voted to shift to the In-Camera portion of the meeting.
Minutes of the Finance and Audit Committee (attachment)
FINANCE AND AUDIT COMMITTEE
MINUTES - OPEN MEETING
1 | P a g eFinance & Audit Committee Meeting Minutes – Open Meeting
Minutes of the meeting of the Finance and Audit Committee held Thursday, May 18, 2017, at 7:00 a.m. following the In Camera meeting in the CPH Administration Conference Room 1
PRESENT: P. Soulliere, Chair K. Blanchette
M. Coletti C. Davison
A. Daher O. Zhao
ADMINISTRATION: M. Campagna J. Kaffer
S. Laframboise S. Uttaro
REGRETS: A. Frederick M. Horrobin
1. Call to Order
P. Soulliere called the meeting to order at 8:28 a.m.
2. For Approval/Recommendation
A) AGENDA
Moved by: K. Blanchette Seconded by: C. Davison
THAT the Open Agenda for May 18, 2017, be approved as distributed.
CARRIED
B) DISCLOSURE OF CONFLICT OF INTEREST
No Conflicts of Interest reported
C) MINUTES
Moved by: C. Davison Seconded by: K. Blanchette
THAT the Open Minutes of the April 20, 2017, meeting be approved as distributed
CARRIED
D) CHANGING LIVES TOGETHER FOUNDATION DONATION TRANSFER
M. Campagna noted the nature of the funds advising that this fund and proceeds would be used for specific purposes. Significant research by Foundation staff generated no Terms of Reference; decision to move the monies to the Foundation for appropriate management and planning.
Moved by: K. Blanchette Seconded by: C. Davison
THAT the funds transfer, as outlined in briefing note for Changing Lives Together Foundation, be received and recommended for Board approval.
CARRIED
E) YEAR-END RESULTS
S. Laframboise advised that results were consistent with forecast; full actuarial valuation of post employee benefits showed no changes or impacts. Review of summary of final results conducted and reporting on sick time savings and special consideration sick time reviewed. Savings in overtime realized – some changes may continue into the coming year while benchmarking continues to completion. J.
Finance & Audit Committee Meeting Minutes – Open Meeting 2 | P a g e
Kaffer offered that the RPN plan is on track, and that one RN package is in discussion. Site visits are underway for next steps.
Moved by: O. Zhao Seconded by: K. Blanchette
THAT the 2016/17 Year-End Financial Statements, as distributed, be received and recommended for Board approval.
CARRIED
F) FISCAL ADVISORY COMMITTEE
J. Kaffer spoke to the governance effect on this committee reviewing the recommendation to add a 30-minute Fiscal Advisory meeting to an existing Finance and Audit Committee meeting with invitation to appropriate external members. She noted that the CEO is the Chair, but would move to the CFO, when CEO absent.
Discussion took place regarding clarity of the employee representation being local union groups i.e. ONA, CUPE, etc., if no attendees, meeting opens and closes, Terms of Reference to be developed that reflect a pure Fiscal Advisory function, and the first meeting to be held in September 2017.
Moved by: K. Blanchette Seconded by: O. Zhao
THAT the Audit/Finance Committee establishes a sub-committee referred to as the Fiscal Advisory Committee, and draft Terms of Reference.
CARRIED
3. For Information
A) INVESTMENTS – COMPLIANCE CERTIFICATE
M. Campagna observed that the investments have increased substantially and hoped to continue. Reporting received for member’s information.
B) ATTESTATION – TRAVEL & EXPENSE
S. Laframboise noted posting is done twice a year, October & May, as per public sector legislation, executive staff and board members must be disclosed. Reporting received for member’s information.
C) NON-COMPETITIVE PROCUREMENT (SOLE SOURCE)
M. Campagna advised that a requirement as per the BPS guidelines, none conducted. Reporting received for member’s information.
D) INSURANCE REVIEW
M. Campagna reminded of detailed report from November, as provided in agenda package for information. Review is part of the work plan considerations.
E) POLICY REVIEW
S. Laframboise noted review is part of the work plan considerations and brought for member’s information. Highlighting the parking policy advising that currently under review with no changes expected from current practice or current rates. As policies updated, they are vetted through Director’s Council for any changes or updates.
4. Other Business
J. Kaffer spoke to an update on the new hospital currently in next stages of planningand entering into stages 2 &3 of planning; $35M will be provided by the Ministry tosupport the process; flow of monies currently unknown. A different partnership
Finance & Audit Committee Meeting Minutes – Open Meeting 3 | P a g e
model for the steering committee is under discussion with LHIN. Stage 2 is complete and funds will be released followed by steps to go to RFP. Following RFP, next phase will be 2 to 3 years of functional planning, it will be recommended that Governance be present in that planning.
Finance and Audit Committee work plan to be updated to reflect regular reporting of the planning process as per Tayfour capital project and update on the Ouellette campus beginning in September 2017
5. Next Meeting
Next Meeting is scheduled for Thursday, July 20, 2017 at 7:00 a.m.
6. Adjournment
Meeting adjourned, 8:55 a.m.
Minutes of the Professional Advisory Committee (attachment)
Open Minutes Hôtel-Dieu Grace Healthcare Professional Advisory Committee
Corporate Administration Boardroom June 7, 2017
Present: Dr. A. Steen, VP (Chair) Dr. J. Cohen Dr. K. Levang Ms. S. Grbevski, VP Dr. F. DeMarco Dr. B. Burke Dr. L. Jacobs Ms. L. DiRosa Dr. N. Liem Ms. E. Lipnicki, VP & CNO Ms. A. Murray Ms. S. Tompkins Ms. M. Campigotto Dr. L. Cortese Dr. D. Hellyer
Guests: T. Kemeny K. Matte
Regrets: Ms. J. Kaffer, CEO
Recorder: Ms. A. Brooks
1. CALL TO ORDERThe Chair, Dr. A. Steen called the open meeting of the Professional AdvisoryCommittee to order at 1203 hrs.
1.1 QUORUM • Quorum was established.1.2 DECLARATION OF CONFLICT
• None declared.1.3 APPROVAL OF THE AGENDA MOTION It was MOVED by Dr. DeMarco and SECONDED by Dr. D. Hellyer, that the agenda for June 7, 2017 be approved as written. CARRIED.
2. DISCUSSION/PRESENTATIONS2.1 ECT Order SetThe Manager of TNI presented the ECT Order Set to members. Memberssuggested to remove the hospitalist consult from the Order Set. The VicePresident of Medical Affairs noted that under the vitals page that one of the vitalsboxes must be checked. The TNI Physician Lead noted that this ECT Order Setis adapted from the form currently used at Henry Ford Hospital.MOTIONIt was MOVED by Dr. B. Burke and SECONDED by Dr. L. Cortese to approvethe ECT Order set as written with the amendment of removal of theHospitalist Consult Approval. CARRIED.
Page 1
2.2 Alteplase for Declotting Vascular Access Order Set The Operations Manager of 3South presented the Alteplase for Declotting Vascular Access Order Set to members. It was noted that the Order Set was adapted from the current Order Set used at Windsor Regional Hospital. MOTION It was MOVED by Dr. B. Burke and SECONDED by Dr. F. DeMarco to accept the Alteplase for Declotting Vascular Access Order Set as written.
2.3 Delirium Order Set The Operations Manager of 3South presented the Delirium Order Set to members of the committee. It was noted that pharmacy and physicians have been involved. The main changes to the Order Set included a mandatory Pharmacy Consult and the NBCOT Consult. Members suggested add some changes to the medication page, specifically to add PO and schedule next to Olanzapine 2.5 mg, Quetiapine 12.5 mg and Risperidone 0.25 mg. It was also noted to change the SLP abbreviation to full spelling (Speech Language Pathologist). MOTION It was MOVED by Dr. F. DeMarco and SECONDED by Dr. B. Burke to accept the Delirium Order Set as written with the addition of PO and schedule next to Olanzapine 2.5 mg, Quetiapine 12.5 mg and Risperidone 0.25 mg and to change the SLP abbreviation to full spelling (Speech Language Pathologist).
3. CONSENT AGENDA ITEMS3.1 APPROVAL OF THE MINUTES MOTION It was MOVED by Dr. B. Burke and SECONDED by Dr. F. DeMarco, that the minutes of the Professional Advisory Committee held on May 3, 2017 be approved as written. CARRIED.
3.2 REGIONAL PHARMACY & THERAPEUTICS COMMITTEE • The meeting minutes from the Regional Pharmacy & Therapeutics Committee
held on May 17, 2017 was presented to members. The following motionswere made presented to members.MOTIONIt was MOVED by Dr. L. Cortese and SECONDED by Dr. K. Levang toapprove the following motions as written:
1705-01 P & T Approve the addition of Red Clover Salve to formulary for the treatment of Radiation Dermatitis.
1705-02 P & T
1705-03 P & T
1705-04 P & T
Approve the addition of Entresto to formulary, with an MUE to be performed in 1 year. Approve the addition of Bismuth and Oral Tetracycline to formulary for the treatment of H. Pylori infections. Approve to support the use of Dexmedetomidine for sedation of pediatric patients undergoing MRI’s.
Page 2
1705-05 P & T 1705-06 P & T 1705-07 P & T 1705-24 P & T
Approve the deletion of Chlorambucil from formulary at Ouellette and HDGH. Approve the deletion of Nystatin ointment from formulary. Approve the deletion of Choral Hydrate from formulary. Approve the Alteplase for Declotting Vascular Access Order Set (HDGH Campus).
3.3 INFECTION PROTECTION & CONTROL COMMITTEE • There was no IPAC meeting held in May 2017.
3.4 BRAIN AND BEHAVIOUR PROGRAM MEETING MINUTES – May 9,2017.
• The department minutes were presented to members as information.
3.5 RESTORATIVE CARE PROGRAM MEETING – May 18, 2017. • The department minutes were presented to members as information.
3.6 PROFESSIONAL STAFF QUARTERLY MEETING – March 10, 2017• The minutes from the Professional Staff Quarterly Meeting that was held on
March 10, 2017 was presented as information to members.
4. BUSINESS ARISING• None to report.
5. REPORTS5.1 REPORT OF THE ASSISTANT DEAN, WINDSOR FACULTY AFFAIRS–SCHULICH – Dr. L. Jacobs• The report was presented as information to members.
5.2 REPORT OF THE CEO – MS. JANICE KAFFER • No report.
5.3 REPORT OF THE VP, BRAIN AND BEHAVIOUR HEALTH – Ms. S. Grbevski • No report
5.4 REPORT OF THE CNO & VP RESTORATIVE CARE – Ms. E. Lipnicki • The CNO & VP of Restorative Care presented the draft Terms of Reference
for the Restorative Care Program Council were presented to members. It was stated that the Terms of Reference have been presented at Directors Council and ELT and has been well received. The CNO stated that the Council will be co-chaired by Dr. Cohen and Director of Restorative Care. The council was formed in keeping with the move to a Program Management model at HDGH. The CNO stated the Unit Based Council Chairs and Physician Leads from the Restorative Care Model would sit on the council. It was noted that the council may assist in carrying out recommendations that come from Quality Care Reviews (QCIPA’s).
Page 3
• The VP of Brain and Behaviour Health noted that a Program Council will alsobe formed in the Brain and Behaviour Program.
• The Director of Interprofessional Practice & Infection Prevention and Controlpresented a report on Pharmacy at HDGH. It was stated the PharmacyAccreditation will occur in the Fall 2017. There are 400 accreditationstandards that the Pharmacy will need to meet. It was noted that the IV roomcurrently does not meet standards due to temperature control and pressurecontrol and that there is currently a cost analysis on how to rectify thissituation. The Director of Interprofessional Practice & Infection Preventionand Control stated there is an issue with prepackaged medications which is arisk to patient safety. It was noted that there is an issue with the canister andpackager products that is currently being investigated by the company.
• An update on the Pixis project was given by the Director of InterprofessionalPractice. It was noted that the project has been rolled out to ComplexMedical Care and will be launched next week in Rehab and TNI. It was notedthat over 200 staff trained on the new Pixis machine.
• The Director of Interprofessional Practice announced that a PharmacyCoordinator position has been posted. A final report from the Pharmacy Auditwill arrive on June 26th from the consultant to determine the correct staffingratio for our hospital.
• The Director of Interprofessional Practice noted that a regional policy may bein place for cannabis use by September 2017. The CNO stated that therehas been several patients that have presented with cannabis oil in theirpossession. The CNO stated that there will be an Interim Policy in place forpatients that are currently using cannabis oil and that this policy will bepresented to the PAC in September 2017.
• The CNO stated that HDGH has been deemed an alcohol free facility. It wasstated that there has been patients that have been prescribed beveragescontaining alcohol and HDGH will not be holding or storing alcohol forpatients. Members discussed this policy and were not in agreement with thepolicy of HDGH being an alcohol free facility.MOTIONIt was MOVED by Dr. J. Cohen and SECONDED by Dr. B. Burke that themembers of the Professional Advisory Committee disagree with Hotel-Dieu Grace Healthcare being an alcohol free facility and requests thispolicy to be suspended or amended.
5.5 REPORT OF THE CFO – MS. M. Campagna • The CFO advised the Professional Staff that Hotel-Dieu Grace Healthcare
(HDGH) has finished off the 2016-2017 fiscal year with a positive result. Itwas noted that at the Ministry of Health and Long Term Care (MOHLTC) levelHDGH has reported a surplus of 2M but that the true bottom line, whenamortization and interest are considered, it is $200,000.00. The CFO notedthat the first big item of difference from the budget was the HSFR (HealthSystem Funding Reform) claw back which was $1.4M less thananticipated. It was stated that HDGH Finance Department put some very
Page 4
good budget management systems in place to mitigate against an anticipated deficit. There was also an insurance rebate from HIROC that helped offsite the budget deficit to help assist HDGH achieve a positive financial outcome.
• The CFO stated that in looking towards the 2017-2018 financial year we stilldo not have a firm handle on the exact amount for the budget. Once afinancial project with Windsor Regional Hospital is complete with theMOHLTC we will understand what our forecasted budget will be. The CFOstated that HDGH feels confident that, with the recent fundingannouncements by the MOHLTC, we should achieve a balanced budgetposition.
• The CFO gave an update on the Health Information Management (HIM)system. It was stated that HDGH is currently operating on the STAR systemand after March 2018 McKesson will no longer support the STARsystem. Transform has found another vendor that will provide a short termsolution for the next year to two years. It was noted that HDGH is comingclose to choosing a new vendor. Over the next few months there will be moreinformation going forward as well as a request for input from physicians toassist this change.
5.6 REPORT OF THE CHAIR OF THE PAC– Dr. A. Steen • The Chair provided members with feedback from the Annual Committee Survey and
noted that was generally positive. It was stated that one suggestion was to have lessmeetings per year and it was noted that this would not be possible due tocredentialing matters. The Chair noted that physician’s in lead positions will beinvited to attend PAC meetings beginning in the fall.
• The Medical Affairs Department will be reviewing and amending the HDGH Rulesand Regulations over the summer months. The current Rules and Regulations havebeen adapted from the previous Rules and Regulations that were used in an acutecare setting. The Chair stated that the Rules and Regulations speak to the workphysicians do routinely and how physicians conduct their work at HDGH. The Chairnoted that it is hoped to have the revised Rules and Regulations complete forpresentation at the Professional Staff Quarterly Meeting in December.
• The Chair presented the current research initiatives to the committee. It was notedthat many HDGH Physicians are currently involved with research projects. TheChair encouraged members’ involvement research initiatives and projects.Physicians wanting to participate in research initiatives at HDGH were urged tocontact Marla Jackson, Manager of Research, in the Project Management Office.
• The Chair spoke to members about the Teaching Rounds that are being presented inthe Brain and Behaviour Program. It was noted that a monthly session is currentlybeing held and is open to all staff. The Lead Physician for TNI stated that teachingrounds in the Brain and Behaviour Program may start once more physiatrists havebeen recruited.
• The Chair noted that Rapid Cycles have begun on several units with Unit BasedCouncils. It was stated that new projects are being planned with items that the staffhave brought to attention. Nursing units are discussing their ownquestions/problems on the units and working on it collaboratively with managementto address problems and find solutions.
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6. DATE OF THE NEXT MEETING• The next Professional Advisory Committee will meet on Wednesday,
September 6th, 2017 at 12:00pm.
7. ADJOURNMENTThe meeting was adjourned at 1239 hours.
Submitted by:
Dr. A. Steen, Interim PAC Chair, Hôtel-Dieu Grace Healthcare
Page 6
Reports (all attachments): - Workplace Excellence Committee - Finance and Audit Committee - Foundation - Communications - Spiritual Care, Volunteer/Student Placement
Board Committee Chairperson Report (open) Workplace Excellence
FOR INFORMATION ONLY
Date: Author: Date of Meeting:
The Chief Human Resources Officer provided an update as it relates to the HR Strat. Plan by sharing the status of her portfolio initiatives and highlighting the “People” driver and the work being done to improve, implement or initiate the following subject areas: - Role Clarity - Performance Management - Health and Safety Programs - Learning and Development Programs - Reward and Recognition Programs - Succession Planning - Engagement Survey - Mission Achievement - VoluntACTION - Talent Management & Acquisition - Labour Relations The Director of Occupational Health and Human Resources briefly highlighted the staff metrics that were circulated to the group prior to the meeting with special mention that HDGH have been selected to undergo a Workwell Audit from Sept 13-14.
Cu
Thursday, September 14, 2017
M. Lomazzo
Thursday, September 14, 2017
People - HDGH continues to ensure safety for all of our staff Patients – HDGH continues to ensure safety for all of our patients
Identity - HDGH continues the work on creating a healthy and safe workplace for staff and patients.
Meeting Highlights
Decisions
Strategic Focus – People-Patients-Identity
Board Committee Chairperson Report Finance & Audit Committee – Open Meeting
FOR INFORMATION ONLY
Date: Author: Date of Meeting:
Investments – Compliance Certificates, April to June: areas of change, monitoring, and changes in the general market that affect investments were discussed.
Attestation – Regulatory Compliance: reporting received for member’s information.
Attestation – Consultants BPS: reporting received for member’s information.
Finance/Decision Support/Performance (FDP) Update: anticipated HSFR reporting for mental health inpatient days, site visits rehab/CCC best practice study complete, data quality project in action.
Foundation Donation Transfer: please see DSD document
Year-to-Date Results: please see DSD document
Capital Budget 2017/18 Update: please see DSD document
Cu
July 21, 2017 Pat Soulliere
July 20, 2017
Meeting Highlights
Decisions
Strategic Focus – People-Patients-Identity
CHANGING LIVES TOGETHER FOUNDATION
JULY 1, 2016 — JUNE 30, 2017
$682,664
$3,838,910
$408,741
$766,243 Events
Annual Giving
Major Gifts
Planned Giving
$682,664
$3,838,910
$408,741
$766,243 Events
Annual Giving
Major Gifts
Planned Giving
Event Revenue Expenses Net Profit Cost Per Dollar Attendance
HDGH Golf Classic $ 24,408 $ 13,235 $ 11,173 $ 0.54 84
The Big Night $ 77,196 $ 26,161 $ 51,035 $ 0.34 520
Frank Baumert Golf Classic $ 5,926 $ - $ 5,926 $ - 144
Michael C. Rohrer Walkathon $ 22,304 $ - $ 22,304 $ - 375
Heart Breaker Challenge $ 154,566 $ 53,752 $ 100,813 $ 0.35 2000
GIO Walkathon $ 33,961 $ - $ 33,961 $ - 150
Bob Probert Ride $ 138,222 $ 34,614 $ 103,608 $ 0.25 1980* *includes the Probert Classic
Problem Gambling
Adult Mental Health
Rehab Services Mission Achievement Team
Pulmonary Rehab Ozad Institute
Dual Diagnosis
Complex Medical Care Cardiac Wellness
Revenue by
Appeal Category
Includes one time transfer
from WRH & HDGH
Bob Probert Ride Heart Breaker Challenge
Total Page Likes
4,511
Female 36%
Male 64%
Hôtel-Dieu Grace Healthcare
Majority of fans
35-54 years
of age
55% Canadian
44% US
1% Other
Total Page Likes
3,661
Female 67%
Male 33%
Majority of fans
25-44 years
of age
82% Canadian
4% US
14% Other
Total Page Likes
2,089
Female 75%
Male 25%
Majority of fans
25-44 years
of age
94% Canadian
5% US
1% Other
TOP POST 16/17 CHRISTMAS POST 23,814 REACH ALL ORGANIC
TOP POST 16/17 REGISTRATION OPEN 20,902 REACH 7,.862 ORGANIC 13.040 PAID
TOP POST 16/17 (FOIUNDATION RELATED ONLY) RIDE ROUTE MAP 10,587 ORGANIC
Fridays are Foundation days on the hospital’s various social media platforms allowing us to feature and highlight fundraising
activities in a more consistent manner. In addition to Friday Foundation posts, the communications department has
identified other times when they also promote our fundraising initiatives and event activity. Below are some facebook stats,
however HDGH also has a twitter account and the posts mirror each other in content.
The development staff, in addition to organizing and presenting our fundraising events and campaigns, help with a number of
hospital initiatives on and off campus. Below you will find a full list. Work duties require all team members to be personable,
organized, meticulous to detail, and able to remain calm during hectic activity. This final skill is especially true in delivering a
positive experience. If an event organizer shows that they are rattled, it significantly affects the mood in the room, the
participants comfort level and ability to enjoy themselves. The best compliment you can pay our team is to say the event ran
without any hitches or problems. This would mean that we were able to handle anything that arose without altering the
experience. The team we have in place have a wonderful compliment of individual characteristics that contribute to positive
outcomes. You can have confidence in supporting them in all they do, as they will do their greatest to present the hospital and
foundation in it’s best light and maximize giving.
Staff Recognition
& Awards Service
Rotary Greenhouse
Ribbon Cutting
TSC Staff Thank You Perfect Attendance
Breakfast
Toolplas
Cheque
Presentation Volunteer Appreciation
Luncheon
Recovery Day
CMHA Trauma
Informed Approach Digital Dependency
Conference
Crazy for Life
Workshop
Healthy Aging
Conference
Mental
Health
Roundtable
HDGH Anniversary
Movie Night
Tree of Lights
Campaign Launch
Staff Children’s
Christmas Party
Staff Christmas
Luncheons
Planned Giving
Breakfast
Dr. Y Emara Lobby
Dedication
Fashion Show
Sr. Dufault
Visit
Remembrance Day
Service
Unity In Prayer
St. Joseph’s
Day Feast
Staff Memorial
Service
Problem Gambling
Awareness Week
Screenagers
Movie Screening
Mental Health
Week Booths
Nursing Week
Activities
Pledge to End
Bullying Launch
Family Giving
Campaign BBQ
Crazy for Life
Performance
(Caboto Club)
Occupational Health
and Safety Day
2015/16 Events
Attendance
4,354
includes signature
events
2016/17 Events
Attendance
8,488
includes signature
events
COMMUNICATIONS REPORT: Media Relations and Social Media
June 12, 2017 - September 11, 2017
The data below represents the last 28 days of our HDGH social media analytics. All trends are positive as HDGH social accounts continue to grow. Contributing to this summer's social media successes are 1) The
Happiness Happens Campaign that ran for the month of August as well as 2) Utilizing the boosted post option to expand reach and increase click through rates. Currently, the HDGH Facebook Page has 2,133
followers while Twitter continues to grow at 1,166 followers.
SOCIAL MEDIASOCIAL MEDIAREPORT CARD
HAPPINESS HAPPENS FACEBOOK CAMPAIGN (August 2017): The month of August was dedicated to happiness on the HDGH Facebook page. Weekly, a different member of the HDGH Team was highlighted for their infectiously happy personality. This campaign was an engagement phenomenon. Not only did we see an increase in our followers but we also had a total of 61 comments between the five posts. This campaign completed as a successful way to not only showcase our amazing HDGH people, but also spark excitement and encourage positive feedback and conversation between our staff.
RESULTS FROM: August 14, 2017 - September 10, 2017
RESULTS FROM: August 14, 2017 - September 10, 2017
SOCIAL MEDIAREPORT CARD
REPORT CARD
CONT'DBOOSTED POSTS:
During the month of August we utilized Facebook's business page functionality to boost two of our posts. Boosting a post is a quick and easy way to show our content to people who might be interested. It helps generate likes, shares and comments and is also a great way to reach new people who are likely interested in our content why don't currently follow HDGH on Facebook.
The first post we boosted was a post created on August 28 for a callout of community board members. The post drove users to a dedicated page on hdgh.org where those interested could apply by Friday, September 8th, 2017. Results of this boosted post are shown below and garnered 6 submissions.
The second boosted post is currenly still running. In order to elicit both excitement and encourage registration for HDGH's upcoming Digital Dependancy Conference, we posted to encourage registration for the conference taking place on September 29. Current post results are shown below:
QUESTIONS?
MEdia exposure
TOP 3 RECURRENT LOCAL REPORTERS
MEDIA RELATIONSTOP 5 HDGH MEDIA TOPICS1. ITOS Launch 2. Windsor's Pride temporary new home with HDGH3. 7th Annual Bob Probert Ride4. Inaugural Michael C. Rohrer Heart and Soul Walk5. LiUNA! 625 Outdoor Recreation and Wellness Centre Unveiling
REPORT CARD
RESULTS FROM: June 12, 2017 - September 11, 2017
TOP MEDIA SOURCES
1. Adelle Loiselle (Blackburn News, 4 Stories)2. Maureen Revait (Blackburn News, 4 Stories)3. Peter Langille (AM800 CLW, 3 Stories)
REPORT CARD
1. Adelle Loiselle (Blackburn News, 4 Stories)2. Maureen Revait (Blackburn News, 4 Stories)3. Peter Langille (AM800 CLW, 3 Stories)
WELCOME NICOLE HUTCHINSON
HERITAGE PLANEDUCATIONAL BACKGROUND:
MBA – Odette School of Business, University of Windsor – Present
Museum Management & Curatorship Certificate – Fleming College 2014
MA – History, University of Windsor 2013
BFA – Visual Arts, University of Windsor 2010
ABOUT NICOLE:
Nicole is a MBA candidate from the Odette School of Business, University of Windsor. The MBA program is an integral step for Nicole in her drive to learn more about managerial strategies. Nicole is interested in developing her marketing and communications knowledge to help promote nonprofit organizations in the city in their endeavor to further their community outreach. For the past year, Nicole has been the Museum Curator for the Canadian Historical Aircraft Association (CH2A), the local aircraft museum in Windsor, ON. This contract position taught her a lot about working in nonprofit and the challenges that arise from working in a volunteer-based organization. This position taught her a number of valuable lessons including how to: multi-task; be flexible; and be able to put on the “many hats” in the organization. Nicole enjoys learning about and protecting local history. The City of Windsor houses a rich history and culture that Nicole wishes to showcase to its citizens. During her spare time, Nicole loves to be active. She is part of several social running groups in Windsor. For the past two years, Nicole has strived to run long distances. She has finished three Half Marathons in the past year and during each race she has worked hard to achieve a Personal Record (PR). She plans to one day run a full Marathon and aspires to finish a Half IronMan (70.3 miles).
HDGH PROJECTS:
Strategic Communications Plan – work to date:
• Compiled a list of HDGH’s internal/external communication platforms/tools (e.g. social media, email, content management software (cms), etc.)
• Reviewed Strategic Communication Plans from other hospitals/nonprofit organizations
• Met with Nicole Crozier to understand the different communication initiatives that were done in the past (e.g. “You Spoke, We Listened”) and the general feedback from those endeavors (why they worked, why not).
• Gathered general information about HDGH (strategic plan/drivers, vision/mission/values, the needs of HDGH’s stakeholders (frontline staff/administration/community, etc.), environmental scan.
Heritage Master Plan – work to date:
• Gather information about the history of HDGH
Archives:
• Physically sorting through the archives to compare the inventory list to the physical objects to determine what/if anything is missing.
• Walked through the HDGH campus to evaluate areas for displays/exhibits that are utilized/visible by staff and public
• Determining how to align displays/exhibits around the hospital’s communication goals and strategic plan (match the tone of the exhibits to the brand refresh).
VOLUNTEER SERVICESSEPTEMBER 2017
NUMBERS OF VOLUNTEERS AT
HDGH ENDING AUGUST 31, 2017:
We are down 58 Volunteers from our last report due to students leaving to go back to school and adjusting their schedules. We will increase our numbers again once September has settled for students.
TYPE TOTAL40 Hour Community 59Adult 97Distress Centre 26Hospice 35Pet Visitation 4Spiritual Care 96T2B 37University/College 67Applicant 122
TOTAL 543
STUDENT PROGRAM 1ST QChild & Youth Worker/EA 6
Co-op 2 credit 2Co-op 4 credit 1
Dental Assistant 48
Masters 2
Medical Office Admin 1
Nursing 168
OT/PT/OTA/PTA 5
PHD 4
Pharmacy 1
Pharmacy Tech 4
VIP 4
QUARTERLY 246YEAR TO DATE (YTD) 246
TYPE TOTAL15-18 5319-20 2021-30 7131-40 1041-50 951-60 2261-65 1366-70 1971-80 20Over 80 5Unknown 378
AREAS WE PLACE VOLUNTEERS
MIS WORKLOAD CATEGORIES
MIS ACTIVITY CATEGORIES
WORKLOAD MINS
PERCENT OF TOTAL WKLD MINS
Service Recipient Activities 1 - Assessment 52.5 3%Service Recipient Activities 2 – Therapeutic Intervention 727.0 36%Service Recipient Activities 3 – Consultation/Collaboration 441.00 22%Non Service Recipient Activities 4 – Functional Centre Activities 825.0 40%
TOTAL 2,045.50 100%
GIFT SHOPS COFFEE BARSThe Gift Shops and Coffee Bars continue to do well. In preparation for the fall and Christmas seasons, we have been marking down our summer merchandise. We regularly remind our patients, staff, and visitors that their purchases will, in turn, benefit the hospital and change lives together.
At this time Spiritual Care is running with one chaplain still. We recruited and completed interviews for 2 chaplains and offered a position to Hilton Gomes. Hilton is an Anglican priest and has been a Volunteer with Hôtel-Dieu Grace Healthcare for 2 years as a Clergy Visitor. He comes with a lot of background and history and we are confident that Hilton will fit in very well with our organization.
SP IR ITUAL CARE FOR THE MONTH END JULY 2017
After years of being blessed by Father Paschal Izengo’s guidance and worship, it is bitter sweet for Hôtel-Dieu Grace Healthcare to say farewell to a great man. Fr. Paschal was gracious enough to host masses and help with patient visits whenever there was a need. As he returns to Tanzania to be with his family, we wish Father warms wishes in his future journeys.
Major Glenys Butt is retiring at the end of September. Glenys has been with Hôtel-Dieu Grace Healthcare since July 1, 2011. She is now planning to spend her time with her family and enjoying her grandkids. We wish Glenys all the best and wish her a happy retirement. Glenys will be much missed for all the hard work and commitment that she has given through the years.
GOOD-BYE FR. PASCHAL, OR AS
THEY SAY IN TANZANIA
PREPARED FOR:Hôtel-Dieu Grace Healthcare Board of Directors
PREPARED BY:HDGH Volunteer Services
Questions? Please contact Bill Marra ([email protected])
We have 1 vacancy open for a Chaplain position and we will be looking to recruit someone who would be a great fit for Spiritual Care.
Finance Update (attachements)
i. YTD Financial Report ii. Multi-Sector Accountability Agreement
iii. Hospital Service Accountability
HDGH Board Committee Decision Support Document (DSD) Finance & Audit Committee – Open Meeting
FOR DECISION FOR RECOMMENDATION
Date: Author: Subject:
The requirement to transfer donation funds from HDGH to Changing Lives Together Foundation (CLTF) was provided to the Finance and Audit Committee.
Donation received by HDGH via estate for $611K
Unrestricted by donor, received in shares which were cashed in June 30th
Approval needed to transfer to Changing Lives Together Foundation
Cu
THAT the donation funds transfer from HDGH to Changing Lives Together Foundation (CLTF) be accepted and recommended for Board approval.
July 21, 2017 Pat Soulliere
Foundation Donation Transfer (w/ attachment)
Issue
Background
Considerations
Recommendation(s)
Donation Transfer to Changing Lives Together Foundation
July 14, 2017
Purpose of briefing note:
This briefing note provides the supporting information for the request to transfer $611,394 from HDGH
to the Changing Lives Together Foundation.
Background:
A local family has named Hotel Dieu Grace Hospital as the beneficiary for a substantial estate. A
donation of various shares was received by HDGH in June from this estate with a market value of
$609,209 at the time of transfer. The funds received are unrestricted. All donations received by HDGH
are to be transferred to the Changing Lives Together Foundation. In this case, the shares were sold
upon receipt and converted to cash. The cash value after sale was $611,394.
Next Steps:
HDGH is currently holding $611,394 in cash to be transferred to the Foundation. These funds will be
transferred once approval from the HDGH Board and the Changing Lives Together Foundation Board has
been received. From time to time, there will be transfers of donations between HDGH and the
Foundation. Each transfer will be approved by the respective boards and will be supported by a briefing
note that highlights the components of the transfer.
Respectfully submitted
Marie Campagna
July 14, 2017
HDGH Board Committee Decision Support Document (DSD) Finance & Audit Committee – Open Meeting
FOR DECISION FOR RECOMMENDATION
Date: Author: Subject:
The Capital Budget 2017/18 Update was presented to the Finance and Audit Committee.
Additional funding received since previous approval of this item, a verbal detailed outline of affected funded departments and the financial income sources was provided.
Cu
THAT the updated 2017-18 Capital Budget, as distributed, be received and recommended for Board approval
June 21, 2017 Pat Soulliere
2017/18 Capital Budget Update (w/ attachment)
Issue
Background
Considerations
Recommendation(s)
BRIEFING NOTE 2017/18 CAPITAL BUDGET UPDATE- JULY 14, 2017
SECTION A: Purpose/ Issue
This briefing note provides an update on the approved capital budget for 2017/18. SECTION B: BACKGROUND
The capital budget for 2017/18 of $10.1M was previously approved by the FAC as well as the Board. Subsequent to this approval, additional capital funding for several projects was confirmed requiring a refresh to the capital budget information. The additions were in relation to several projects which are:
1. Problem Gambling Renovation of $1.7M- Ministry capital branch has approved this project to proceed and will be 100% funded by the Ministry, no impact on own funds
2. Greenhouse/Healing Garden $0.6M- these projects will be fully funded by donors 3. Outdoor Recreational & Wellness Centre- $0.3M- this project will be fully funded by donors 4. Additional HIRF funding- $0.4M additional HIRF funding has been confirmed from the Ministry
which will help to offset facilities projects identified in the 5 year plan but not prioritized to be funded through own funds
SECTION D: RECOMMENDED BUDGET
The details of the recommended $12.9M capital budget allocation are listed below. Please note that there is no allocation for the expected spend on the Hospital Information System (HIS). The required investment/benefits of this project are currently being tabulated and will be forwarded as soon as they are available. The recommended budget of $12.9M recommended spend includes the following items:
NOTE that the 30 bed Rehab Unit was approved in the capital budget of 2016/17. It has been deferred to 2017/18 and is still pending approval of operating dollars. Without operating dollars the project will not proceed.
HDGH Board Committee Decision Support Document (DSD) Finance & Audit Committee – Open Meeting
FOR DECISION FOR RECOMMENDATION
Date: Author: Subject:
The YTD financial statements for the July 2017 YTD period were presented to the Finance and Audit Committee.
The Committee recommended approval of the July 2017 YTD financial statements
Cu
THAT the July 2017 Year-to-Date Financial Statements, as distributed, be received and recommended for Board approval
June 21, 2017 Pat Soulliere
Year-to-Date (YTD) – June 2017 (w/ attachment)
Following are some key highlights:
Year to date surplus derived primarily from lower census levels, non union vacancies and utilities credits
HIROC surplus cheque of $300K received and shown as one time above
Non Union vacancies have now been filled
Sick time thus far in 17/18 is performing well and better than budget overall
Overtime is a challenge thus far this fiscal year. Balancing the need for temporary staff against the pending benchmarking reductions has proven to be difficult. As such Overtime is very high on the inpatient areas.
Issue
Background
Considerations
Recommendation(s)
Annual
Budgeted
Revenues**
Annual
Budgeted
Expenses**
Annual Budgeted
Surplus/(Deficit)**
Annual
Budgeted
Building
and Interest
Annual
Budgeted
Net Surplus
Hospital Operations 74,510,745 76,010,745 (1,500,000) (1,723,993) (3,223,993)
Regional Children's Centre 11,695,060 11,695,060 - - -
Lead Agency 381,291 381,291 - - -
Other Votes 17,783,097 17,783,097 - - -
Total Hotel Dieu Grace Healthcare 104,370,193 105,870,193 (1,500,000) (1,723,993) (3,223,993)
YTD Revenues YTD Expenses
Surplus/Deficit
from Hospital
Operations
One Time
Items
Net Before
Building
Net
Building
Dep
Net
Surplus/
Deficit
Hospital Operations 19,065,859 18,562,834 503,025 298,533 801,558 (434,778) 366,780
Regional Children's Centre 2,725,721 2,725,721 - - - - -
Lead Agency 92,750 92,750 - - - - -
Other Votes 4,270,976 4,270,976 - - - - -
Total Hotel Dieu Grace Healthcare 26,155,306 25,652,281 503,025 298,533 801,558 (434,778) 366,780
Summary Results for Hotel Dieu Grace Healthcare
Budget 17/18
Results for the 3 month ending June 30, 2017
HDGH Monthly Operating Results Report Page 1 of 2
Hôtel-Dieu Grace Healthcare
Operating Results Report
For the 3 months ending June 30, 2017
Income Statement Summary:
As of June 30, 2017 year to date results from operations are in a surplus position of $0.8M. Including the building amortization and interest on long term liabilities, the total position is a net surplus of $0.4M. The surplus is mainly derived from the vacancies we experienced with several non-union positions as well as savings in the inpatient areas due to low census. There was also a HIROC rebate cheque of $0.3M realized in June. We are also seeing a large variance in utility costs in the first 2 months of the year.
Revenues
Ministry of Health Funding- Revenues are slightly under budget. There continues to be a vacancy in telemedicine and we are deferring the surplus each month. Revenue is recorded to budget as final funding has not been confirmed in 2017/18 as of yet. The budget is assuming an HSFR recovery in 17/18 of $3.0M. Revenue is being recorded accordingly. The Ministry has indicated that final funding for 2017/18 will not be confirmed until the completion of the Third Party Review. Work began in February 2017 in this regard; the committee will receive frequent updates. Final report is expected to be available in the summer of 2017. Patient Revenues & Preferred Accommodation- on plan. Other Recoveries- $0.3M better than plan – mainly attributed to a HIROC rebate cheque recognized in June. Grant Amortization- better than plan, as donation is being recognized throughout the year for minor equipment purchased. Expenses
Salaries and Purchased Services- Salaries are $.5M below plan. There are several vacancies that are driving this number, including:
- Inpatient Units – Low Census (0.1M), - Vacancies (0.2M) - Contingency (0.2M)
Sick time including RCC and Other Votes is on target according to the plan. Sick Time incidental continues to drop and sick special consideration remains consistent compared to prior year actuals. Overtime is over budget by $01M, and higher than compared to prior fiscal year to date. There has been significant effort into hiring more part-time staff to be able to fill shifts at straight time versus overtime. Benchmarking plan was approved and is being implemented. Continued fluctuation in overtime is expected until staffing changes are made permanent. Employee Benefits – Benefits are $0.08M better than plan. The vacancies and contingencies in the salaries expense also contribute positively to the savings in employee benefits . Medical Staff – Expenses are better than plan for the year. The positive variance is expected to continue as the medical remuneration continues to be reviewed.
YTD Revenues YTD Expenses
Surplus/Deficit
from Hospital
Operations
One Time
Items
Net Before
Building
Net
Building
Dep
Net
Surplus/
Deficit
Hospital Operations 19,065,859 18,562,834 503,025 298,533 801,558 (434,778) 366,780
Regional Children's Centre 2,725,721 2,725,721 - - - - -
Lead Agency 92,750 92,750 - - - - -
Other Votes 4,270,976 4,270,976 - - - - -
Total Hotel Dieu Grace Healthcare 26,155,306 25,652,281 503,025 298,533 801,558 (434,778) 366,780
Results for the 3 month ending June 30, 2017
HDGH Monthly Operating Results Report Page 2 of 2
Medical Surgical Supplies- Better than plan. A contributing factor is lower than usual census in quarter 1. Drugs- Slightly worse than plan. The medication dispensers are being upgrade in Q1 and extra costs are being incurred as this transition is happening. This is expected to be one-time expenses only. Supplies and Services- Supplies are under budget by $0.2M. This variance is mostly attributed to utility costs being under budget ($0.2M). There has been a significant drop in the “Global Adjustment” charge on the utility invoice. The usage remains constant. Also seeing some savings in contracted out services. Equipment Rental- On plan Amortization- on plan RCC Summary: RCC is underspent in funding by $0.2M. The program continuously works closely with the
Finance team to manage their funding. There are several vacancies with physician and program staff. Lead Agency Summary: Is on Plan to use their entire budget.
Other Vote Summary: Other Votes programs are underspent by $0.2M. The majority of the balance
unspent relates to the TSC and the GAP program. Both programs are establishing their resource levels to match program needs.
Balance Sheet Summary:
Cash and investments- $39M –Cash flow payments from the LHIN only occur twice per month, on the 1st
and the 15th
of each month. In the month of June $0.6M received in short term investments in donations. These are offset by $0.6M in payable owing to the Changing Lives Together Foundation.
Accounts receivable- $2.0M
Accounts receivable WRH- nil – payment was made in June for amounts outstanding from 15/16 and 16/17.
Capital assets additions- $0.3M year to date mainly attributed to HIRF work on the boilers and patient bed purchases.
Accounts payable- $24M
Accounts payable-WRH- $0.1M. Quarterly reconciliations have been occurring. Amounts for 15/16 and 16/17 were paid out to WRH in June. Working Capital Deficit- Currently $8.M deficit. With the investments included, the working capital has a surplus of $15M. The current ratio is 0.7 – excluding investments Indicator Summary: There has been lower than expected census in the first quarter. CMC program now
has 120 beds open, experiencing 87% occupancy rate Q1 of 17/18. Rehab now has 90 beds, and is experiencing 86% occupancy in Q1. The target occupancy rate is 95% in both programs. Mental Health beds are currently at 96% occupancy, budgeted to be at 99%.
Description
ActualFav/(Unfav) to
Budget Actual BudgetFav/(Unfav) to
Budget Forecast
Annual
BudgetFav/(Unfav) to
Budget YTD Year End
Revenue ($000's)
$5,757 ($8) 1 Ministry of Health Funding - Base and one time $17,384 $17,405 ($21) $68,169 $68,169 $ $17,730 $71,041
$162 ($19) 2 Patient services, Preferred Accomodation and ALC $561 $545 $16 $2,180 2,181 ($1) $459 $2,189
$383 $13 3 Other recoveries $1,086 $1,111 ($25) $4,093 4,093 $ $1,121 $4,556
$16 $11 4 Grant Amortization $35 $17 $18 $69 69 $ $123 $552
$6,318 (3) 5 Total Revenue $19,066 $19,078 ($12) $74,511 $74,511 $ $19,434 $78,338
Expense ($000's)
$3,841 $174 6 Salaries $11,549 $12,069 $520 $47,499 $47,499 ($) $11,686 $46,772
$967 $40 7 Employee benefits $2,982 $3,058 $76 $11,352 $11,351 ($1) $3,029 $11,776
$74 $8 8 Medical staff remuneration $215 $247 $32 $971 $971 $ $278 $887
$65 $13 9 Medical & Surgical supplies $192 $233 $41 $933 $933 $ $189 $798
$99 ($20) 10 Drugs & medical gases $278 $237 ($41) $947 $947 ($) $212 $857
$1,089 ($47) 11 Supplies & other expenses $2,905 $3,118 $213 $12,491 $12,491 $ $2,959 $13,212
$58 $3 12 Equipment lease / rental $170 $182 $12 $728 $728 $ $432 $994
$91 $ 13 Equipment amortization $272 $272 $ $1,090 $1,090 ($) $265 $1,118
$6,284 $171 14 Total Expense $18,563 $19,416 $853 $76,011 $76,011 ($) $19,051 $76,415
$34 $168 15 Surplus / (Deficit) From Hospital Operations $503 ($338) $841 ($1,500) ($1,500) $ $383 $1,923
$299 $299 18 Other one time revenue/(expense) $299 $ 299 $299 $299 $ $81
$333 $ $46719
Surplus / (Deficit) For Ministry of Health Purposes $802 ($338) $1,140 ($1,201) ($1,500) $299 $383 $2,004
Other Revenue /( Expense)
($144) ($1) 20 Building Amortization (net) ($432) ($430) ($2) ($1,721) ($1,721) $ ($435) ($1,750)
($1) $ 21 Interest on Long Term Liabilities ($2) ($2) $ ($3) ($3) ($) ($10) ($28)
($145) ($1) 23 Net Other Revenue/(Expense) ($434) ($432) ($2) ($1,724) ($1,724) ($) ($445) ($1,778)
$188 $466 24 Net Surplus (Deficit) - (000's) $368 ($770) $1,138 ($2,925) ($3,224) $299 ($62) $226
2016/172017/18Current Month
Hotel-Dieu Grace Healthcare
Draft Unaudited Operating Results for the 3 months ended June 30, 2017
Year To Date- 2017/18
Description
Actual BudgetFav/(Unfav) to
Budget Actual BudgetFav/(Unfav) to
Budget Forecast Annual BudgetFav/(Unfav) to
Budget YTD Year End
Revenue ($000's)
$891 $906 -$15 1 Ministry of Children and Youth Services Funding $2,654 $2,820 ($166) $11,443 $11,226 $217 $2,800 $11,252
$13 $10 $3 2 Patient Services $37 $30 $7 $120 $120 $ $ $
$8 $7 $2 3 Other recoveries $21 $20 $1 $79 $79 $ $36 $173
$4 $4 $ 4 Grant Amortization $13 $13 $ $53 $53 $ $22 $87
$916 $927 (10) 5 Total Revenue $2,725 $2,883 ($158) $11,695 $11,478 $217 $2,858 $11,513
Expense ($000's)
$622 621 -$1 6 Salaries $1,837 $1,860 $23 $7,501 $7,493 $8 $1,796 $7,188
$161 169 $9 7 Employee benefits $484 $510 $26 $1,932 $1,931 $1 $495 $1,873
8 Drugs $ $ $ $1 $1 $ $ $2
$129 132 $3 9 Supplies & other expenses $391 $500 $109 $2,208 $2,000 $208 $544 $2,363
$ $ 10 Medical & Surgical supplies $ $ $ $ $ $ $ $
$4 4 $ 11 Equipment Amortization $13 $13 $ $53 $53 $ $22 $87
$916 $927 $11 12 Total Expense $2,725 $2,883 $158 $11,695 $11,478 $217 $2,858 $11,513
$ $ 13 Surplus / (Deficit) From RCC $ $ $ $ $ $ $ $
2016/17
Hotel-Dieu Grace Healthcare- Regional Children's Centre
Draft Unaudited Operating Results for the 3 months ended June 30, 2017
Current Month 2017/18Year To Date- 2017/18
Description
Actual BudgetFav/(Unfav) to
Budget Actual BudgetFav/(Unfav) to
Budget Forecast Annual BudgetFav/(Unfav) to
Budget YTD Year End
Revenue ($000's)
$28 $32 -$15 1 Ministry of Children and Youth Services Funding $93 $95 ($2) $381 $381 ($) $69 $397
$28 $32 (13) 4 Total Revenue $93 $95 ($2) $381 $381 ($) $69 $397
Expense ($000's)
$24 $26 -$1 5 Salaries $72 $76 $4 $307 $307 $ $55 $257
$3 $4 $9 6 Employee benefits $12 $12 $ $48 $48 ($) $9 $41
$1 $2 $3 8 Supplies & other expenses $9 $7 ($2) $26 $26 ($) $5 $99
$28 $32 $11 11 Total Expense $93 $95 $2 $381 $381 ($) $69 $397
$ $ 12 Surplus / (Deficit) From RCC $ $ $ $ $ $ $ $
Hotel-Dieu Grace Healthcare- Lead Agency
Draft Unaudited Operating Results for the 3 months ended June 30, 2017
Current Month Year To Date- 2017/182017/18 2016/17
Description
ActualFav/(Unfav)
to Budget Actual BudgetFav/(Unfav) to
Budget Forecast Annual BudgetFav/(Unfav)
to Budget YTD Year End
Revenue ($000's)
$1,441 ($43) 1 Ministry of Health Other Vote Funding $4,241 $4,441 ($200) $17,367 $17,367 $ $3,895 $16,934
$ $ 2 Patient Services $ $ $ $ $ $ $ $61
$9 $1 3 Other Recoveries $29 $26 $3 $187 $187 $ $45 $148
$1 $1 4 Grant Amortization $1 $ $1 $ $ $ $ $
$1,450 (42) 5 Total Revenue $4,270 $4,467 ($197) $17,554 $17,554 $ $3,940 $17,143
Expense ($000's)
$928 ($37) 6 Salaries $2,719 $2,666 ($53) $10,275 $10,275 $ $2,513 $10,385
$214 $5 7 Employee benefits $658 $657 ($1) $2,538 $2,538 $ $664 $2,491
$131 $25 8 Medical staff remuneration $395 $470 $75 $1,882 $1,882 $ $324 $1,761
$2 ($) 9 Medical & Surgical supplies $3 $4 $1 $10 $10 $ $4 $17
$ $ 10 Drugs & medical gases $ $ $ $1 $1 $ $ $
$175 $49 11 Supplies & other expenses $495 $670 $175 $2,848 $2,848 $ $435 $2,489
$ ($) 12 Equipment lease / rental $ $ $ $ $ $ $ $
$ $ 13 Equipment amortization $ $ $ $ $ $ $ $
$1,450 $42 14 Total Expense $4,270 $4,467 $197 $17,554 $17,554 $ $3,940 $17,143
$ $ 15 Surplus / (Deficit) From Other Votes $ $ $ $ $ $ $ $
2016/17
Hotel-Dieu Grace Healthcare- Other Votes
Draft Unaudited Operating Results for the 3 months ended June 30, 2017
Current Month 2017/18Year To Date- 2017/18
June 30 March 31
2017 2017
$ $
AssetsCurrent assets:
Cash 10,372 16,651
Short Term Investment 5,827 5,196
Accounts receivable 1,935 2,801
Inventories 279 284
Prepaid expenses and deposits 500 643
Due to/From Foundation 23
18,913 25,598
Restricted cash and investments 23,129 22,976
Capital assets, net 234,421 236,253
Total Assets 276,463 284,827
Liabilities, Deferred Contributions and Net Assets Current liabilities:
Accounts payable and accrued liabilities 23,821 23,941
Due to/From Foundation 599 -
Accounts payable- WRH 180 7,437
Current portion of term loan 81 227
24,681 31,605
Long-term liabilities:
Term loan
Accrued sick leave liability 2,537 2,587
2,537 2,587
Accrued benefit liability 9,728 9,793
Deferred capital contributions 193,537 195,228
Net assets: 45,980 45,614
Total Liabilities and Equity 276,463 284,827
STATEMENT OF FINANCIAL POSITION[in thousands of dollars]
HÔTEL-DIEU GRACE HEALTHCARE
Number of Days 30
Number of Days 30 Number of Days 91
Actual Budget
Fav/(Unfav)
to Budget Actual Budget
Fav/(Unfav)
to Budget Forecast Budget
Fav/(Unfav)
to Budget YTD Year End
$333 ($144) $477 MOHLTC Total Margin - $000's $802 ($338) $1,140 ($1,201) ($1,500) $299 $383 $2,005
0.77 0.77 0.00
Current ratio (does not include
restricted investments) 0.77 0.77 0.0 0.77 0.77 - 0.68 0.81
1.70 1.40$ (0.30)
Current ratio (does include restricted
investments) 1.70 1.40 (0.30) 1.40 1.40 - 1.51 1.54
$313 $264 ($49)
Capital expenditures - $000's (excl
Rehab T2) $343 $800 $457 $3,209 $3,209 $ $691 $2,727
Actual Budget
Fav/(Unfav)
to Budget Actual Budget
Fav/(Unfav)
to Budget Forecast Budget
Fav/(Unfav)
to Budget YTD Year End
3,134 3,420 (286) CCC Patient Days 9,554 10,374 (820) 41,610 41,610 - 8,860 38,647
N/A 3,557
CCC Weighted Days (available
quarterly) N/A 10,789 43,274 43,274 N/A N/A
120 120 - CCC Beds In Operation 120 120 - 120 120 - 120 120
87% 92% CCC Occupancy 87% 92% 87% 95% 81% 88%
1,422 1,452 (30) MH Patient Days 4,298 4,405 (107) 17,667 17,667 - 4,384 17,660
N/A 1,583
MH SCIPP Days (available quarterly)
N/A 4,801 19,256 19,256 N/A N/A
49 49 - MH Beds In Operation 49 49 - 49 49 - 49 49
97% 96% MH Occupancy 96% 99% 96% 99% 98% 99%
2,602 2,646 (44) Rehab Patient Days 7,083 8,026 (943) 32,193 32,193 - 7,440 30,534
N/A
Rehab Weighted Cases (available
quarterly) N/A 1,400 1,600 1,600 N/a N/A
90 90 - Rehab Beds in Operation 90 90 - 90 90 - 90 90
96% 96% Rehab Occupancy 86% 96% 86% 98% 93% 93%
21 23 (2) Bariatric Cases
54 71 (17) 285 285 - 70 285
11 2 QBP Rehab Hips 11 6 23 23 7 27
7 2 QBP Rehab Knees 7 6 26 26 5 18
Actual Budget
Fav/(Unfav)
to Budget Actual Budget
Fav/(Unfav)
to Budget Forecast Budget
Fav/(Unfav)
to Budget YTD Year End
1.8% 1.8% 0.0%
Sick Time as % of Compensation -
Incidental only 1.6% 1.8% 0.2% 1.8% 1.8% 0.0% 1.6% 1.9%
0.8% 0.8% 0.0%
Sick Time as % of Compensation -
Special Consideration 0.9% 0.8% -0.2% 0.8% 0.8% 0.0% 1.0% 1.0%
2.4% 1.1% -1.3% OT as % of Compensation 1.8% 1.1% -0.7% 1.4% 1.4% 0.0% 1.2% 1.7%
96$ 99$ 3$ Sick Dollars incidental- $000's 262$ 300$ 38$ 1,205$ 1,205$ -$ 250$ 1,246$
42$ 42$ -$ Sick Dollars SC- $000's 147$ 125$ (22)$ 500$ 500$ -$ 165$ 667$
131$ 61$ (70)$ Overtime Dollars- $000's 296$ 184$ (112)$ 950$ 950$ -$ 187$ 1,088$
932 926 (6) FTE 916 926 10 926 926 0 920 923
N/A- indicates the data is not readily available at this time. As the year progresses these items will become more available and will be reported upon.
** Capital Expenditures does not Include Rehab Second Floor Expansion
Year End 2017/18 Prior Year Actual 2016/17
Financial Performance
Patient Volumes
Organizational Health
Current Month June 2017
Hotel-Dieu Grace Healthcare
Indicator Reporting June 2017
Prior Year Actual 2016/17Year To Date 2017/18 Year End 2017/18
Current Month June 2017 Year To Date 2017/18 Year End 2017/18 Prior Year Actual 2016/17
Current Month June 2017 Year To Date 2017/18
KPI IndicatorApr
17/18
May
17/18
Jun
17/18
YTD FY
17/18YTD Target Variance
Variance % of
Target
Annual Target
2017/18Prior Year YTD Status Comments/Action Plans
KPI: Inpatient Benchmarking Savings
Definition: This indicator is used to monitor implementation of
inpatient CMC benchmarking strategy against budget.
0% 0% 0% 0% 0% 0% 0% 100% N/A
Benchmarking plans are currently on track. Reduced
staffing levels will begin in the fall.
KPI CMC Patient Days
Definition: Patient days reported from CMC Census Data
3,169 3,251 3,134 9,554 10,374 (820) -8% 41,610 8,860
Occupancy YTD is 87% vs budgeted occupany of 92%.
Staffing to census occurring, as well process being
developed for direct admits from community for
limited stays to increase volumes. Occupancy as of
June 30 is still 87%.
KPI Rehab Patient Days
Definition: Patient days reported from Rehab Census Data
2,193 2,288 2,602 7,083 8,026 (943) -12% 32,193 7,440
Occupancy YTD is 86% vs budgeted occupany of 96%.
Staffing to census occurring, as well process being
developed for direct admits from community for
limited stays to increase volumes. Occupancy as of
June 30th is improved to budgeted levels at 96%
KPI TNI Patient Days
Definition: Patient days reported from TNI Census Data
1,400 1,476 1,422 4,298 4,405 (107) -2% 17,667 4,384
Occupancy YTD is 96% vs budgeted occupany of 99%
Finance and Audit Committee Scorecard- June 2017
KPI : MOHLTC Total Margin ($000's)
Definition: MOHLTC Total Margin is the income statement
indicator that monitors our progress against overall budgeted
income statement, only including revenues net of expenses that
are applicable from a Ministry Surplus/Deficit Purpose 337% $ (338) $ 1,140 $ 383
Surplus generated YTD June primarily due: to lower
occupancy levels and work done by management to
reduce staffing to census, lower utilities due to global
adjustment credits, vacancies of $180K, HIROC rebate
of $300K $ (1,500) $ 428 $ 41 $ 333
Vo
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ato
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Pe
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$ 802
Meeting Target Off target by -10% or less Off Target by more than -10%
Page 1 of 2
KPI IndicatorApr
17/18
May
17/18
Jun
17/18
YTD FY
17/18YTD Target Variance
Variance % of
Target
Annual Target
2017/18Prior Year YTD Status Comments/Action Plans
Finance and Audit Committee Scorecard- June 2017Meeting Target Off target by -10% or less Off Target by more than -10%
KPI CMC Estimated Weighted Patient Days
Definition: Actual weighted patient days, estimated monthly
weighting applied from internally generated CIHI similar data
3,011 3,088 2,977 9,076 10,789 (1,713) -16% 43,274 N/A
Estimated weighting of 0.95 used, budgetd weighting
of 1.04, lower occupancy has also compounded this
result.
KPI Direct Cost Per Estimated Weighted Patient
Day CMC
Definition: This indicator approximates the progress towards the
HSFR Expected Direct Cost per Weighted Patient Day $ 360.25 $ 391.96 $ 379.57 $ 377.38 $ 312.79 (65) -21% $ 280 N/A
Costs were higher in May due to implementation of
new Pyxis machines. Drug costs were higher as new
machines were filled with additional drugs, one time
cost. Overtime continues to be a challenge due to
vacancy replacement during the short window prior to
full benchmarking implementation.
KPI Rehab Weighted Cases
Definition: Internally generated monthly estimted weighted case
104 121 135 360 399 (39) -10% 1,600 N/A
Due to lower occupancy levels, cases are lower than
targeted. Volume has improved in the month of June.
KPI Direct Cost per Estimated Rehab Weighted
Case
Definition: Direct costs for the Rehab department divided by the
rehab weighted case $ 5,734 $ 5,525 $ 5,117 $ 5,432 $ 4,988 $ (444) -9% $ 4,966 N/A
While costs have been lower than budgeted due to
staffing to census whereever possible, it has not made
up the gap in the volumes. Volumes are a 12% gap
from budget, however when costs are considered, the
cost per case gap is reduced to 9%. More work is being
done to improve the volumes in rehab to reduce this
variance.
KPI Sick time as % of Compensation
Definition: Total Sick Time Dollars divided by Total Compensation
Dollars 2.8% 2.3% 2.6% 2.5% 2.6% 0.1% 3.85% 2.7% 2.6%
Indidental sick time performing better than plan,
special consideration still above plan
KPI Overtime as % of Compensation
Definition: Total Overtime Dollars Divided by Total Compensation
Dollars 1.4% 1.7% 2.4% 1.8% 1.1% -0.7% -63.64% 1.4% 1.2%
Overtime in the inpatient areas is higher than plan
particularly in May and June as staffing vacancies have
been held during the benchmarking process. Expected
to subsize to normal levels after this is completed.
Staf
fH
SFR
Pe
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Page 2 of 2
French Language Services
Compliance Report – RCC (attachment)
ORGANIZATION NAME: Hotel
Dieu Grace Healthcare-Regional SERVICE(S) DELIVERED:
Developmental assessment and
Objectives Current Capacity Yes No PartlyCurrent Capacity
(please describe your current capacity)
Action Plan and Timeframes(please provide information if the answer is 'No' or 'Partly')
Are calls answered in both English and French? Calls are answered in both English and French
Is interior signage available in French? Some signage is in French Language As signage is replaced, bilingual signs will be implemented
Is exterior signage available in French? Some signage is in French Language As signage is replaced, bilingual signs will be implemented
Is a recorded message available in English and French? Recorded message is in English onlyRecorded message in both languages is in progress and will be
completed by the end of 2017
Are key sentences used to transfer French calls? Key sentences are not used to transfer French callsScript has been developed and will be implemented by the end
of 2017
Are over the counter services available in French? No over the counter services available in French As positions are replaced, recruitment of FL speaking providers
Are professional translators used to ensure the quality of translations? Use of Multicultural Centre of Windsor-Essex
Active OfferIs qualified staff available to review French translations to ensure accuracy of
translation?Three staff are fully bilingual
Are materials intended for public distribution available in French? RCC brochures/documents are available in French
Is French correspondence (letters and e-mails) answered in French? Three staff are fully bilingual
Are the following available in French on your website: welcome/home page, information
on how to access services AND on services available in French?Webpage is in English
French language translation for the website has been discussed
with the Corporate Diversity Committee and website translation
will be completed by the end of 2017
Are clients aware of available services in French? Information is contained in RCC brochure
Is client feedback on FLS obtained? Via client satisfaction survey
From the first point of contact, is there a formal mechanism to determine if the client
speaks French / or prefers services in French? Identification is through the intake process
Do you have an adequate number of positions responsible for the provision of FLS? Positions are available in some but not all programs As positions are replaced, recruitment of FL speaking providers
Accountability Mechanisms and
Management Practices
Is a mechanism identified to support resolution of complaints/issues pertaining to the
delivery of FLS?Mechanism is outlined in the complaint process brochure
Do staff and management receive training/orientation on FLS legislation, requirements
and agency's obligations?Some management staff have been trained
As opportunities are avaialable, management team members
will attend.
Is FLS included in performance appraisals of staff? Performance appraisals informally address FLSExplore possibility of inclusion of formal FLS review in the
halogen software with HR Dept by the end of 2016
Actively Promote Community
Collaboration and Strategic
Planning
Are you actively promoting, supporting and collaborating with partner agencies to
support the provision of FLS in the community through strategic planning?
Ongoing partnerships with MCC and CDC Providence, French
Public school board
For Ministry Use Only
Program Supervisor(s) Comments
Service Clause 1
Instructions:
French Language Services (FLS) Compliance Report for 2017/2018
ORGANIZATION NAME: Hotel Dieu
Grace Healthcare-Regional SERVICE(S) DELIVERED:
Counselling & Therapy, Intensive
Objectives Current Capacity Yes No PartlyCurrent Capacity
(please describe your current capacity)
Action Plan and Timeframes(please provide information if the answer is 'No' or 'Partly')
Are calls answered in both English and French? Calls are answered in both English and French
Is interior signage available in French? Some signage is in French Language As signage is replaced, bilingual signs will be implemented
Is exterior signage available in French? Some signage is in French Language As signage is replaced, bilingual signs will be implemented
Is a recorded message available in English and French? Recorded message is in English onlyRecorded message in both languages is in progress and will be
completed by the end of 2017
Are key sentences used to transfer French calls? Key sentences are not used to transfer French callsScript has been developed and will be implemented by the end of
2017
Are over the counter services available in French? No over the counter services available in French As positions are replaced, recruitment of FL speaking providers
Are professional translators used to ensure the quality of translations? Use of Multicultural Centre of Windsor-Essex
Active Offer Is qualified staff available to review French translations to ensure accuracy of translation? Three staff are fully bilingual
Are materials intended for public distribution available in French? RCC brochures/documents are available in French
Is French correspondence (letters and e-mails) answered in French? Three staff are fully bilingual
Is your website available in French? Webpage is in English
French language translation for the website has been discussed
with the Corporate Diversity Committee and website translation
will be completed by the end of 2017
Are clients aware of available services in French? Information is contained in RCC brochure
Is client feedback on FLS obtained? Via client satisfaction survey
From the first point of contact, is there a formal mechanism to determine if the client
speaks French / or prefers services in French? Identification is through the intake process
Is intake conducted in French? Utilization of FL speaking staff and/or translation services
Is assessment conducted in French? Utilization of FL speaking staff and/or translation services
Are some resources and tools developed and/or adapted to meet the needs of
Francophones?Triple P resources provided in French language. Looking to develop resource material items in French languages
Are services provided at the advanced or superior level of French proficiency? Forms are in French, 3.0 FTE's are bilingual As positions are replaced, recruitment of FL speaking providers
Instructions: Please complete this report when the service(s) offered by your agency is at Service Clause 2. Agencies are considered to be in compliance if all responses are 'yes.'
Service Clause 2
French Language Services (FLS) Compliance Report for 2017/2018
Do you have an adequate number of positions responsible for the provision of FLS? 3 FTE's for all services at this time As positions are replaced, recruitment of FL speaking providers
Is staff assessed at the advanced or superior level of French proficiency?The staff are evaluated on their proficiency. This process is not
consistent or embedded in policy
Discussion to be had with Human Resources and Diversity
Committee with regards to assessing staff profiency by the end of
2017
Is a mechanism identified to support resolution of complaints/issues pertaining to the
delivery of FLS?RCC complaint process can be utilized in FLS as requested.
Do staff and management receive training/orientation on FLS legislation, requirements and
agency's obligations?Manager attended recent FLS training and networking event.
Accountability Mechanisms and
Management Practices
Do board members receive training/orientation of FLS legislation, requirements and
agency's obligations?This information would only be provided at a briefing level.
Review with governance and Diversity Committee to develop a
plan by end of 2017
Is FLS included in performance appraisals of staff? FLS is not included in performance appraisals of staffWill be discussed with Human Resources and Diversity
Committee by the end of 2017
Is FLS included in performance appraisals of management? FLS is not included in performance appraisals of managementWill be discussed with Human Resources and Diversity
Committee by the end of 2017
Are quality assurance mechanisms in place to ensure the provision of quality FLS? Basic client satisfaction surveys.Explore FLS quality survey with Diversity Committee and develop
survey by the end of 2017
Are the most appropriate positions identified as requiring bilingual staff to ensure quality
and permanency of FLS?Yes--positions that require FLS are identified in job posting
Is FLS a standing item in management and team meetings? Not a standing item--but discussed on an as needed basis
Are you actively promoting, supporting and collaborating with partner agencies to support
the provision of FLS in the community through strategic planning?
Partnership with community agencies to promote,
support and collaborate to support the provision of FLS
Actively Promote Community
Collaboration and Strategic Planning
Are public forums and/or consultations offered in both English and French, with
accompanying materials?No public forums and/or consultations offered in both English
and French
Are separate French consultations organized when applicable?Families that require French consultation can utilize FLS
interpreter services as needed Establish more formal protocols with community partners
Is feedback from Francophone community/stakeholders obtained, analyzed and integrated
into the planning and development of services?Feedback is generated from FLS community stakeholders via
our community partner survey.
Plan to send this survey to additional francophone partners as
appropriate.
For Ministry Use OnlyProgram Supervisor(s) Comments
Board Chair Report
(verbal)
Adjournment
Dinner break/Media reporting
