Governance
How does your board approach the orientation of new members?
1. Meet with executive committee to reveiw: roles and responsibilities; expectations; strategic directions; policies and procedures
2. Meet with Executive Director for overview of operations
3. Access to on-line "board orientation manual"
In what ways does CRCHC attempt to ensure programs and services are available the most vulnerable?
outreach/home visits
services in community based locations
Gas vouchers/medication subsidies
Advocating for new services/dollars (oral health/social prescribing)
Getting feedback from vulnerable populations to check in about how we are doing (young families, youth, seniors)
Describe your approach to risk management at CRCHC.
ED/Management team establish and present a "Risk Management Framework" which is kept current
Monthly report to board by ED updating on areas of risk and remediation activities
Financial oversight by treasurer uses established oversight tasks resulting in a signed Fiduciary Statement
Please share examples of Board Training in which members have participated this year.
Alliance Webinars
Governors Forum
Privacy Training
Alliance Conference
How does the CRCHC board handle conflict of interest issues?
Board Pledge signed, part of orientation and anually
Question posed beginning of each meeting
Clear policy and procedure in place and followed when needed.
How does your board evaluate its own effectiveness?
Formal evaluation completed annually. This year used OHA tool for comparative analysis
Full board reflection on evaluation results and develop action plan
In-Camera sessions
As needed; feedback on board meetings post meeting.
What approaches are used by CRCHC to communicate with stakeholders including clients served?
BONUS: (How does CRCHC determine if its communication is successful)?
CRCHC has a communications plan which is renewed and reviewed each year. It includes:
Strategic meetings (politicians, partners etc.)
Focus groups
Newsletters
Website
Role of community governance and members.
What is the role of the Board of Directors in Quality Improvement at CRCHC?
"Everything we do is about Quality"
We have a joint board-staff Quality Improvement Committee which develops and monitors our Quality Improvement Plan
Board representative reports back as standing item on our board agenda
Quarterly Quality Improvement reports by ED and management presented to board.
Describe the boards approach to planning its annual priorities. How do you track that you have accomplished what you set out to achieve
Board workplan is developed at the beginning of each fiscal and reviewed at the beginning of each meeting
How does your board identify and prioritize advocacy issues?
Usually key issues that are brought to our attention by community: Oral Health; food security; loss of drivers license navigation; support for seniors and caregivers; loneliness and isolation.
These issues are discussed at board meetings for potential action
How does CRCHC engage community members in planning and development?
Community Engagement Committee is enshrined in by-laws
Board reps engage community members informally
Stakeholder surveys as part of planning process (strategic planning)
How does CRCHC board create linkages/partnerships with elected officials?
Attending council meetings
Partnering on strategic issues (health transformation)
supporting/attending community initiatives
How does the Board support the work of its Executive Director and develop his/her work priorities?
Primarily through Executive Committee
Regular meetings with Board Chair
Priorities established as part of performance appraisal process (last done 2018 - every 2 years)
Recent review and adjustment to compensation in order to reflect provincial structure
Is the CRCHC board actively planning with the boards of other local/regional health services? Describe
Cait is co-chair of the SE governors regional forum.
Twice-annual forum sessions aimed at setting the stage for enhanced coordination through information
As needed (meeting with CPHC board to take on the Westport clinic)
Describe how your strategic plan is used to guide organizational decision making
Once finalized, strategic priorities become the "section headings" for all reporting to the board. Marty uses same headings in the Operating Plan. In this way, all planning is streamlined with the strategic priorities of the organization
Describe how board members have input into the review and development of organizational policies and procedures that effect them.
Identify which Policies/procedures effect them:
Governance; finance; organizational;
Committees struck to review and make recommendations
Discussion with full board and motion to approve
How does the Executive Director report on organizational and community issues to the board
Formally:
each month via ED report
Quarterly via Quarterly report (roll-up)
Informally: via email, use of "My committee" for more in-depth discussion; ad hoc meetings if needed.
How does the organization obtain feedback about programs, services and service quality is regularly sought from persons served
Client Experience Surveys are administered to 5% of client population each year. Results are analyzed by Quality Improvement Committee and results/recommendations are presented to the full board.
We get input in many other ways: Focus groups; phone calls and emails to management; suggestion boxes, website "contact us" page; feedback to providers and conversations in the community
How does the board monitor how well it is doing at meeting the goals established in its quality plan?
Quarterly Quality Improvement reports reviewed
Board member sits on Quality Improvement Committee and has standing report each month
Comparative reports used to establish base-line at how we are doing compared to other centres
Give examples of how your board has played a role in promoting a healthy workplace and positively impacting staff morale
Annual BBQ by board for staff
Hosting a full day planning session at the Opinicon
Board to staff newsletter
Board minutes posted along with bio's of board members
How does your board ensure that its composition reflects the diversity of communities served?
Annual Skills and Needs Inventory
Geographic representation
identification of people who reflect unique aspects of our community (high school principal; work with developmental issues; finance etc.)
Give examples of community input has influenced board decisions at CRCHC resulting in tangible changes.
Community Navigator role and development of the "flex fund" now being used for social prescribing
Decision to close Elgin office based in part on evaluation of numbers using it and feedback
Decision to open Westport office based on input received from Westport village and residents (open house)
Describe the role of the board in compliance with legislation such as PHIPA (Privacy). What training have board members had in this area?
An area of great activity:
Mandatory training for managers and staff
Training for all board members (and partner agencies) by Board member Gary Dickson
Complete review and revision of privacy policies to ensure compliance with PHIPA.
How has your board evaluation resulted in concrete and measurable changes to board functioning?
In-camera sessions now part of each agenda
Use of briefing notes/written reports for standing committee reports
Revamping of orientation manual
Decision to leave a vacancy on the board so that recruitment of a new treasurer could happen smoothly
Development of a new communications plan
Anything else that you would like us to know about the board of directors at CRCHC?