Human Resources Committee Report Page 1

WRC, Regina April 13, 2016

CHAIRPERSON’S REPORT

Meeting of the Human Resources Committee

Report for the Meeting of August 4, 2016

Submitted to the Regina Qu’Appelle Regional Health Authority

for its meeting of September 21, 2016

Date and Location:

The Human Resources Committee meeting of the Regina Qu’Appelle Regional Health

Authority took place on August 4, 2016 in meeting room 5 at the Wascana

Rehabilitation Centre.

The following Regional Health Authority members attended the August 4, 2016

meeting: Brian Barber (Chairperson), R.W. (Dick) Carter, Sean Quinlan, Lois

VanDerVelden and Peter Woidyla.

Business Arising from Minutes

Approval of Agenda

HRC #08-16 [Carried]. Moved by S. Quinlan and seconded by P. Woidyla that: the meeting

agenda be approved.

Declaration of Conflict

No conflicts of interest were declared.

Approval of Minutes –April 7, 2016

HRC #09-16 [Carried]. Moved by P. Woidyla and seconded by L. VanDerVelden that: the

minutes of the Human Resources Committee meeting of April 7, 2016, be approved.

Succession Planning Update

Chief Executive Officer (CEO) Succession Planning

S. Bishop presented the finalized succession plan for the Chief Executive Officer.

The Committee members agreed that the process should be stored with the Vice

President Human Resources.

The following motion was brought forward:

HRC #10-16 [Carried]. Moved by S. Quinlan and seconded by L. VanDerVelden that: the

Human Resources Committee recommends that the Regina Qu’Appelle Regional Health

Authority approves the Chief Executive Officer Succession Plan.

Senior Leadership Team (SLT) Succession Plan

JP Cullen presented the draft succession plan for the Senior Leadership Team.

S. Bishop will provide further information on senior leadership succession planning to

the Committee in an informational article.

Physician Succession Plan

JP Cullen presented A3 Culture of Accountability document on behalf of D.

Human Resources Committee Report Page 2

WRC, Regina September 1, 2016

McCutcheon.

Human Resources will continue to work with Practitioner Staff Affairs toward a draft

plan to bring forward to the next Committee meeting for review. The Committee does

not need to approve this plan.

The Committee discussed:

o Who is accountable for the Physician Succession Plan?

o Is the plan only for administrative physicians such as Department Heads?

o The physician plan should align with the CEO and SLT Succession Plans.

Next step: The Committee would like answers to the following questions: Who is

accountable? Who does it apply to? Is it part of Accreditation Standards? JP Cullen

and S. Bishop will work with Practitioner Staff Affairs to provide the Committee with

answers.

Draft Chief Executive Officer Performance Appraisal

The Committee reviewed the pre-circulated Chief Executive Officer Performance

Appraisal.

The Committee agreed with following the current process but would like to set 3 or 4

measurable goals for the CEO. Measurable 2016-17 Goals for the CEO will be added

the August 17th

In-Camera Agenda for discussion.

B. Barber will incorporate the Committee’s suggested revisions into the Performance

Appraisal Letter.

Committee members B. Barber, S. Quinlan, L. VanDerVelden, and D. Carter to meet

with K. Dewar to discuss performance appraisal at the earliest convenience.

JP Cullen and S. Bishop outlined an additional opportunity for the CEO to participate in

a 360 Leads leadership development tool. It would be an opportunity for the CEO to

achieve personal growth.

The Committee members agreed that B. Barber and D. Carter will discuss the

opportunity with K. Dewar in August.

Date and Time of the Next Meeting

Wednesday, October 26, 2016 at 4:30 pm.

HR Committee of the Board, August 4th, 2016. Prepared by Sharon Bishop, Director, Workforce Planning and Development

President and CEO Succession Planning Framework

Actions Considerations for the Board

Develop a Board committee for CEO succession process:

Designate a Chair and committee members Will this be the entire Board or a subcommittee? Response: HR Committee suggests a

subcommittee 5-7 members, with physician represntative (RMA-president) and SLT (non-candidate)

Will representation from outside stakeholders be required (i.e. SLT, medical community)?

Create a clear and consistent agenda for the Board- how to ensure all Board members are focused

on the same goal and clearly understand the key competencies of new hire?

Develop Terms of Reference:

  Outline purpose What is the role and responsibility of the board in choosing the new CEO?

  Define the roles and responsibility of the committee: What role, if any, does the incumbent CEO play in the selection process? Response: align with

best practice- CEO not directly involved

-          Final input advertisement

-          Review applicants- long list/ short list

  Designate decision-making authority

  Define committee timetable (frequency of meetings, term of

committee etc.)

Develop CEO Role/ Capabilities Profile:   What are the needs, strengths, and areas for improvement for the organization? What are the

potential future challenges?

  Conduct organizational environmental scan/ needs assessment   Based on the future strategic direction for RQHR what are the knowledge, skills and abilities that

we require in a CEO?

  Determine list of competencies, capabilities and experience required

of the CEO

  What leadership capabilities are needed for our CEO to be successful?

  Review and update the CEO position description (see Guide to

Corporate Governance )

-    What specific characteristics must the CEO possess in order to be successful?

-          Clear expectations – lines of accountability -    What qualities are necessary, considering the culture, in order to lead RQHR?

-          Description of specific responsibilities and duties ‐ What makes other healthcare leaders successful?

-          Clarify division if responsibilities between Board and CEO Draw on the LEADS framework- leadership capabilities

  Review the salary and benefits package (see RHA CEO Salaries

Directive )

  What has been developed for previous searches?

Recommendation:

  Reflect and revise the CEO position profile and description annually

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Who ultimately has final decision-making authority? Response: previously used non-anonymous

'preferential ballot', followed by frank discussion- Can you live with the collective decision we've

made?

HR Committee of the Board, August 4th, 2016 Prepared by Sharon Bishop, Director, Workforce Planning and Development 1

President and CEO Succession Planning Framework

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Assess the Urgency:   What is the search urgency? How much notice does the Board have of termination/ retirement

of incumbent CEO?

1. Emergent Scenario (<30 days)   What is the Boards preference about starting a search whilst the incumbent is in place?

2. Shorter‐term Scenario (30 – 90 days)   If no- what is the plan to stabilise leadership in the interim? What would the Boards preference

be in choice of stabilization options? Response: Align with best practice that the incumbent have no

involvement in the search process.

3. Longer- term Scenario (>90 days)   If yes- what role, if any, does the incumbent CEO play in supporting transition? What role, if any,

does the CEO play in the selection process? Response: Suggest having a conversation with present

incumbent to offer opinion of potential successor.

Stabilize Leadership:   Is there desire to proceed with a professional executive search agency? Response: Yes

1. SLT Member

  As stewards of public health system- is there an obligation to proceed with nation- wide search?

Response: Yes

2. Executive Committee

3. Third Party

Contract Services of Professional Executive Search Agency: Note:

  Prepare Request for Proposal An effective executive search takes approx. 6 months

  Committee evaluate responses to RFP   The upfront work done in the preparation phase will mitigate the risk associated with

− Shortlist vendors protracted timelines

− Interviews/presentations potential vendors (optional)   If proceeding with professional executive search agency (estimated cost $100K), need

− Candidate selection to go to RFP. Extends timeline.

  Negotiate contract

Initiate Search:   What succession-related factors should be on our radar?

Scan for internal candidates -          Current CEO’s strengths and limitations

-          RQHR’s strategy and culture

Collaborate with executive search agency -          What successors do we potentially have within RQHR?

− Schedule regular progress meetings/ establish deadlines   Is the board responsible for overseeing the development of internal CEO succession

− Authorize Position/ Candidate Specification (job description) candidates?

− Authorize advertisement/ job posting − If yes, what is the role of the board in the development of the internal CEO

− Authorize search strategy/ source environment successors?

− Establish rigorous selction criteria − How is “readiness” of internal candidate assessed?

Engage in consultation with the Ministry of Health How does the Board create an 'emotional link' with potential candidates?

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HR Committee of the Board, August 4th, 2016 Prepared by Sharon Bishop, Director, Workforce Planning and Development 2

President and CEO Succession Planning Framework

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Candidate Analysis: These processes will be guided by decisions made in the preparation phase and outlined in the

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Review written Candidate Profiles (prepared by executive search

agency)

Develop long list/ short list of potential candidates   Will this be done in collaboration with executive search agency or with support from

Schedule interviews with strong contenders HR? Response: in collaboration with the executive search agency, with support from HR as required.

Conduct reference checking (those provided by candidate, as well as

other sources- 'spot' referencing early in the process)

Candidate Selection:

Select final candidate Who can help to reduce the risk inherent in CEO succession decisions?

Consult with the Ministry of Health- Deputy Minister/ Minister of

Health How will the CEO Succession Committee of the Board, especially the Chair, convince

Negotiate a successful offer the candidate there is a fit and articulate how the backgrounds/ skills /opportunities/

Close the search- communicate to other candidates challenges align?

Announcements: How do we successfully integrate the new CEO into our organization?

Develop CEO announcement to Minister of Health/ Ministry of Health− Organizational structure

Develop CEO announcement to Health System partners (external)− Learning and mentoring

Develop CEO announcement to RQHR and Physician partners

(internal)− Role clarity

− Building relationships

Facilitate 'meet and greets' with key stakeholders: − Understand and navigate the organization’s culture

− Minister of Health/ Ministry of Health − Identify priority issues

− Board members

− SLT/ Confidential Administrative Team What is the role of the board in coaching the new CEO?

− Key operational leaders

− Key physician partners

Schedule Expectations Discussions - Board

Schedule Facility Tours

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HR Committee of the Board, August 4th, 2016 Prepared by Sharon Bishop, Director, Workforce Planning and Development 3

Audit, Finance and Risk Committee Chairperson’s Report Page 1

WRC, Regina September 14, 2016

CHAIRPERSON’S REPORT

Audit, Finance and Risk Committee Meeting of the RHA

Report for the meeting of August 11, 2016

Submitted to the Regina Qu’Appelle Regional Health Authority

for its Meeting of September 21, 2016

Date and Location:

The Audit, Finance and Risk Committee meeting of the Regina Qu’Appelle Regional

Health Authority took place on August 11, 2016, in the Hostel Classrooms 1, 2, & 3 at the

Wascana Rehabilitation Centre.

The following Regional Health Authority members attended the August 11, 2016

meeting: Judy Davis (Chairperson), R.W. (Dick) Carter, Dave Gurnsey, Larry Miskiman

(by teleconference), Grant Ring, and Peter Woidyla (by teleconference).

Business Arising from the Minutes

Approval of Agenda

AFRC #21-16 [Carried]. Moved by G. Ring and seconded by D. Carter that: the agenda of

the Audit, Finance & Risk Committee meeting of August 11, 2016, be approved as amended.

Add item #11.1 Finance 101 Update.

Declaration of Conflict

No conflicts of interest were declared.

Approval of Committee Minutes – June 23, 2016

AFRC #22-16 [Carried]. Moved by D. Gurnsey and seconded by G. Ring that: the minutes of

the Audit, Finance and Risk Committee meeting of June 23, 2016, be approved as amended.

Review/Update Work Plan & Annual Calendar

The Committee reviewed the work plan and annual calendar.

Moving forward, the paid hours by week information will be combined into the financial

overview.

The RQHR annual accountability function with the Ministry of Health (MoH) has two

parts – auditor recommendations and specific accountability requirements from the MoH.

Management’s responses/actions to the outstanding auditor recommendations are to be

reported to the AFRC and then to the Board. The accountability requirements as per the

RQHR Accountability Document are to be reported to the Board.

The Committee agreed to follow the format of the SHR Annual Work Plan, customizing

it to RQRHA.

Committee members will submit any further feedback to R. Peters. All of the feedback

will be incorporated into the document and it will be circulated to Committee members

for review and immediate implementation.

The following motion was brought forward:

Audit, Finance and Risk Committee Chairperson’s Report Page 2

WRC, Regina September 14, 2016

AFRC #23-16 [Carried]. Moved by G. Ring and seconded by P. Woidyla that: the Audit,

Finance and Risk Committee accept changes to the work plan format.

Paid Hours by Week Report

R. Peters presented the Paid Hours by Week Report.

The Committee discussed the provided reports.

The Committee would like to continue receiving the reports in the current format; but

suggests the reports be combined into the financial overview as opposed to a separate

agenda item.

Integrated Risk Management Update

C. Winter presented the Integrated Risk Management Update.

Sessions are in process with each Vice President and portfolio to determine a focus to

enter into the risk register.

The level of reporting available at year end will include risk category, description,

mitigation plan, and action plan tying the leads to the work.

The list of risks that come out of this work will feed into the Vice Presidents’ strategic

plans.

A report will be provided to the AFRC November meeting to look at oversight in terms of

where the organization is at.

Financial Statements

The Committee agreed to continue with the virtual visibility wall report along with the

paid hours report.

April 2016

R. Peters provided the Committee with the Management Compliance Statement and

Financial Statements as at April 30, 2016 for review.

May 2016

R. Peters provided the Committee with the Management Compliance Statement and

Financial Statements as at May 31, 2016 for review.

June 2016

R. Peters provided the Committee with the Management Compliance Statement and

Financial Statements as at June 30, 2016 for review.

The following motion was brought forward:

AFRC #24-16 [Carried]. Moved by P. Woidyla and seconded by D. Carter that: the Audit,

Finance and Risk Committee receives the Management Compliance Statements and accepts,

reviews and recommends acceptance by the Regina Qu’Appelle Regional Health Authority of the

Financial Statements as at April 30, 2016, May 31, 2016, and June 30, 2016.

Cash Flow Update

R. Peters provided the Committee with a cash flow update and gave assurance that there

is regular communication with the Ministry on this matter.

Audit, Finance and Risk Committee Chairperson’s Report Page 3

WRC, Regina September 14, 2016

Internal Audit Function Timeline

R. Peters provided the Committee with an update on the internal audit function.

Draft of job description is in process.

Budget Planning 2017-18

The Committee reviewed and discussed the budget planning documents provided.

Further information will be provided at the August 17th

In-Camera meeting.

Information Items

Finance 101 Update

R. Peters gave an outline of the Finance 101 presentation that will go to the Board

Retreat.

Date and Time of Next Meeting

Thursday, November 3, 2016 @ 9:00 am.

Regina Qu’Appelle Regional Health Authority Report Page 1

Wascana Rehabilitation Centre, Regina, SK September 13, 2016

CHAIRPERSON’S REPORT

In-Camera Meeting of the RHA

Report for the meeting of August 17, 2016

Submitted to the Regina Qu’Appelle Regional Health Authority

for its Meeting of September 21, 2016

Date and Location:

The In-Camera meeting of the Regina Qu’Appelle Regional Health Authority took place on

August 17, 2016, in the Hostel Classrooms at the Wascana Rehabilitation Centre.

The following Regional Health Authority members attended the August 17, 2016 meeting:

Dick Carter (Chairperson), Brian Barber, Judy Davis, Dave Gurnsey, Linda Jijian, Jocelyne

Lang, Larry Miskiman, Sean Quinlan, and Grant Ring.

Business Arising from Minutes

Approval of Agenda

RHA-IC #12-16 [Carried]. Moved by L. Jijian and seconded by G. Ring that: the meeting

agenda be approved.

Declaration of Conflict

No conflicts of interest were declared.

Ethics Framework Reminder

The Board reviewed the Ethics Checklist.

How Privilege & Discipline Works

Dr. Beggs and Dr. Carson each made a presentation.

Key highlights included:

- How a surgeon is deemed competent; how maintenance of competency is assured;

ensuring surgical appropriateness; and challenges to ensuring surgical quality.

- How the practitioner staff are selected, appointed, and monitored.

The Board discussed practitioner competency and discipline processes.

CEO Update

Provincial Transformation

K. Dewar updated the Board with information on provincial transformation.

2017-18 Budget Process

J. Davis updated the Board on the discussion which took place at August 11th

Audit, Finance,

& Risk Committee meeting regarding the year-to-date results compared to budget.

The Board discussed budget challenges.

Senior Leadership Structure

K. Dewar reviewed current state of the senior leadership team structure and redesign of

Communications, SPBIU, KPO, and KOTs.

Regina Qu’Appelle Regional Health Authority Report Page 2

Wascana Rehabilitation Centre, Regina, SK September 13, 2016

Board Competency Matrix

L. Jijian updated the Board on the Board Competency Matrix Survey process.

The Board supports the implementation process of the Board Competency Matrix Survey as

recommended by the Policy & Governance Committee.

Business Arising from the Minutes

Action Items List

The Board reviewed and updated the Action Items List.

Reports

Chairperson’s Report

D. Carter reviewed the Chairperson’s Report.

Update on Board Retreat

K. Worobec presented an overview of the Board Retreat agenda

Consent Items

In-Camera Minutes

September 23, 2015

April 20, 2016

July 20, 2016

The following motion was brought forward:

RHA-IC #13-16 [Carried]. Moved by B. Barber and seconded by G. Ring that: the consent

items were received and approved as presented.

Other Business

Notification has been received regarding the launch of the RHA Boundary Review

(subsequently called Advisory Panel) which will take place August 18th

at 1:30pm.

Date and Time of Next In-Camera Meeting

Wednesday, December 14, 2016 in Regina, Saskatchewan.

REGINA QU’APPELLE REGIONAL HEALTH AUTHORITY

Community Consultation Meeting

October 17, 2016 6:30 p.m. – 8:30 p.m.

Fort Building,

Junction of Highway 56 and Boundary Avenue,

Fort Qu’Appelle, Saskatchewan

Information Item

Task Team Report

The Regina Qu’Appelle Regional Health Authority’s Board of Directors is committed to

ensuring that the communities they serve are provided with the best possible health care

services. We want to hear from as many of the residents in the area as possible. We will

provide people with updates on the work the Region is doing to support rural health

services.

Ads will be placed in weekly papers and in free papers in the area, as well as the

Eagle Feather News.

Ads will concentrate on print, posters, Facebook and word of mouth, as well as

RQHR website and E-link

Posters will be placed in RM/town office, post offices, clinics, pharmacies in the

major centres within a 75 km radius.

Letters from the Board Chair will be sent to local Reeves, Mayors, Town

Councils, First Nation Chiefs, Band Councils and Health Directors week of

September 12th

.

Local newspapers will be contacted with reminders shortly before event

Board members will be asked to phone letter recipients week of October 3rd

to

personally invite them.

Board members will be asked to volunteer for various jobs at session.

We will have a registration table taking email addresses for those wanting a copy

of slide presentation.

The session will open with a prayer from a First Nation Elder.

The Chair will open session with a slide presentation presented by Dan

Drummond, Director, Touchwood Qu’Appelle PHC, providing an overview of the

Region, its services and a focus on the primary healthcare collective in the area.

Session will open for questions to be answered by Karen Earnshaw, Keith Dewar

and the Board Chair.

An invitation was sent to the ANHH Board asking if they would like meet Board

to Board prior to the Community Consultation. No reply has been received as of

yet.

Prepared by: S. Quinlan, RQHRA Community Consultation Task Team Chair

Date: September 12, 2016