Duties and Responsibilities

Board of Health roles and responsibilities are also outlined in the HPPA as follows:

• To superintend, provide or ensure the provision of health programs and services (as specified previously) (s. 5)
• To superintend and ensure the carrying out of HPPA Parts II, III and IV and the regulations (s. 61)
• provide health programs and services as are prescribed by regulations to the pupils attending schools within the health unit (s. 6)
• To appoint a full-time medical officer of health (s. 62)
• To hire staff as necessary to carry out the functions of the board (s. 71)
• To give annually to each obligated municipality a written (budget) notice (s.72(5))

In addition, the legislation indicates that the Board of Health may “provide any other health program or service in any area of the health unit if it is of the opinion that it is necessary or desirable and the councils of the municipalities approve the provision of the health program or service (s. 9)”

In practice the primary foci of the board of health should be planning and policy development, fiscal arrangements and labour relations.   The board of health should be committed to the effectiveness of its organization, its human resources, and a good management process.

Its programs should be based on sound epidemiological principles and an effective program evaluation system needs to be developed to ensure cost efficiency, effectiveness, and benefits.
In terms of human resources, this philosophy implies that the board is committed to using the talents, initiative, and creativity of each employee and is dedicated to fair treatment, growth, and development of each individual.

The management process which reflects this philosophy should focus on: achieving results efficiently for the primary target of every program, service and policy) requiring accountability on every level of management; and the systematic delegation of responsibility and authority to the lowest appropriate level in the organization.

The Board of Health:

• establishes general policies and procedures which govern the operation of the health unit;
• is accountable to the community for ensuring that its health needs are addressed by the appropriate programs and ensuring that the health unit is well managed;
• establishes overall objectives and priorities for the organization in its provision of health programs and services, to meet the needs of the community;
• hires the medical officer of health and associate medical officer of health with approval of the Minister; and
• is responsible for assessing the performance of the medical officer of health and associate medical officer of health.

Each member of a board of health should:

• have a commitment to and an understanding of the purpose, policies and programs of the health unit;
• represent the health unit in the community;
• acquire a clear understanding of the financial position of the health unit and ensure that the finances are adequate and responsibly spent;
• be able to work and participate within a group, as a team;
• be supportive of the organization and its management;
• attend board meetings and actively participate including service on committees and as officers;
• know and maintain the lines of communication between the board and staff;
• be responsible for continuing self-education and growth;
• be familiar with local resources;
• be aware of changing community trends and needs;
• attend related community functions; and
• have a working knowledge of parliamentary procedure.

Meeting Basics

The details of Board Operations are outlined in the Board of Health bylaws and policies.  This section provides a summary of the key aspects of board of health operations; however, board members should be familiar with the expectations and processes as they are outlined within the bylaws and policies

When we meet

The Board of Health meets regularly on the 3rd Wednesday of every month. The Committee of the Board meets regularly on the 1st Wednesday of every month.   A schedule of meetings for the year is produced and distributed to Board of Health members at the beginning of the year. Meetings are regularly scheduled at the Barrie Office and Gravenhurst Office of the health unit.  Efforts are made to schedule at least one meeting of the Board of Health in each of the local offices of the agency in an effort to introduce the Board of Health to some of the opportunities and variations that exist in the delivery public health services across the county.

Agendas

The agenda and related information is prepared and sent to the Board of Health members by courier one week in advance of the meeting. Written program reports are sent with board materials and addressed by the program director or designate at the meeting. Reports are made public once accepted by the Board of Health.

Attendance

The medical officer of health attends all meetings of the Board of Health and represents issues related to the overall management of agency operations, programs and services.

Service Directors and the Dental Consultant attend Board of Health meetings as required to provide direction and technical information on policies and strategies to ensure effective programs and operations.

Staff participation in Board of Health meetings as part of their work with the agency is encouraged with the approval of the Service Director or Medical Officer of Health.

Minutes

The recording secretary is Bill Hutton.  Dianne McCabe (721-7520 ext 7263) is responsible for preparing agendas, compiling and distributing the board packages, distributing minutes and logging all work done by board members.

All meetings of the board of health are open to the public except for “in Camera” sessions.

In camera

Occasionally a member of the Board of Health will ask to move into a meeting of "The Committee of the Whole," and further, that the meeting may be held "in camera." Only the Board of Health members and specific individuals involved with the issue being discussed will be allowed to remain in the meeting. Examples of times when this will occur include: the discussion of personnel matters where the individual(s) are identified; discussions of labour relations or negotiations; and discussions on legal issues. The Board of Health would reconvene its official meeting to formally agree to any directions or recommendations coming out of an "in camera" meeting. The recommendations and directions would then become part of the Board of Health minutes and be made public.

Reimbursement for Board Work

The 2007 per diem rate for all Board members except the Barrie and Orillia representatives (who are paid by the respective city) is $128.75.  The mileage rate is $0.44/km.  It is the Board member’s responsibility to initial that they were in attendance at a particular meeting and record their mileage to the meeting. For each meeting the Chair will sign an attendance form, which once completed by each group member, will be forwarded by the Chair to Bill Hutton for processing. The form is attached. The Health Unit also provides, at no cost to board members, standard medical and dental coverage as well as $5,000.00 worth of life insurance. 

Sending Regrets

It is expected that Board members who, for some reason, are unable to attend a meeting will telephone their regrets to Dianne McCabe at 721-7520 ext 7263 as soon as possible. This allows a meeting to begin on the scheduled hour or indicate that a meeting is to be cancelled if a quorum will not be present.

Getting in touch with the Medical Officer of Health

The Medical Officer of Health, Dr. Charles Gardner, is located in the Barrie office and can be accessed by calling 721-7520 ext 7219.