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Board Meeting Information

Policy Statements and Guidelines:

The Board of Trustees of Niagara Health System (the "Board") recognizes and acknowledges that:

Section 15.2 (i) of the Administrative By-law No. 6 of Niagara Health System ("NHS") states that the Board of the NHS holds open meetings, allowing for in camera discussions as required.

Meetings of the Board shall be open to the public, subject to the exemptions set out in of this policy.

The public and staff are welcome to observe the open portion of the Board's meeting to:

• Facilitate the conduct of the Board's business in an open and transparent manner;
• Ensure the hospital maintains a close relationship with;
  • the public
  • media
  • stakeholder groups
• Generate trust, openness and accountability

There are a number of circumstances in which it is not appropriate for NHS to conduct its Board meetings in public.

Exemptions to Open Meetings

The Board shall meet in camera where the Board is of the opinion that:

1. Financial, personal or other sensitive matters may be disclosed;

2. Personnel matters involving an identifiable individual, including an employee or health professional with privileges at the NHS or proposed employee or health professional, will be discussed;

3. A person involved in a civil or criminal proceeding may be prejudiced;

4. The safety of a person may he jeopardized;

5. A proposed or pending acquisition or disposition of property is to be disclosed or other matters affecting the security of the property of the NHS may be jeopardized;

6. Negotiations or anticipated negotiations in respect of labour matters or a person's employment or engagement by NHS will be discussed;

7. Negotiations in respect of a contract affecting NHS will be discussed, where the contract has not been signed;

8. Litigation or potential litigation affecting NHS or a committee of the NHS, including matters before administrative tribunals will be discussed;

9. Instructions will be given to or opinions received from solicitors for NHS or its committees;

10. NHS will deliberate whether to exclude the public from a meeting or part of a meeting, and the deliberation will consider whether one or more of the exemptions set out herein are applicable to the meeting or part of the meeting;

11. Advice that is subject to solicitor-client privilege, including communications necessary for that purpose are to be given or discussed;

12. The matter is one in respect of which the Board may hold a closed meeting under other legislation; or

13. The Board, at its discretion, otherwise believes that it is in the best interests of NHS that the meeting should be held in camera.

Procedure for Attendance at Public Forum Meetings of the Board of Trustees

Members of the public are invited to attend the meetings of the Board in accordance with the Policy as established by the Board from time to time:

Notice of Meeting

A schedule of the date, location and time of the Board's regular meetings will be available from the Board coordinator and will be posted on the Hospital's website. Changes in the schedule will be posted on the website.

Attendance

To ensure adequate space is available, we encourage individuals to provide advance notice of their attendance to the Board secretary. The Board may limit the number of attendees if space is insufficient.

Conduct During the Meeting

Members of the public may be asked to identify themselves. Recording devices, videotaping and photography are prohibited. The Chair may require anyone who displays disruptive conduct to leave. Reasonable dress code is required.

Agendas and Board Materials

1. Agendas will be distributed at the meeting and may be obtained from the Board secretary prior to the meeting. Supporting materials will be distributed only to the Board.

2. In recognition of the fact that members of the press and other interested persons may wish to be present at Board meetings, the in camera portion of such meetings shall, wherever practical, be held at the end of the public part of the meeting.

3. If a Trustee believes that it is not appropriate for a matter to be discussed in camera, he or shall discuss this matter with the Board in camera and the Board shall take a vote on whether the matter should be held in the public part of the meeting.

4. If at any time during an open meeting, a Trustee is of the opinion that an item should be held in camera, the Trustee shall make a motion to this effect, indicating the rationale for holding the meeting in camera and the Board shall vote upon the motion. When a motion is to be considered with respect to whether an item should be held in camera, the meeting to consider the motion shall be held in camera.

Procedure for Members of the Public Addressing the Board

The following procedures are required to be followed by persons wishing to address the Board concerning matters relevant to the Hospital:

1. Presentations and delegations/deputations will not be received in closed session (in camera) meetings of the Board.

2. Written notice of the request to address the Board meeting must be provided to the Secretary not later than ten (10) working days prior to the meeting date. A brief description of the specific matter to be addressed should be included in the request.

3. Requests to address the Board on a specific agenda item will be granted (generally in order of the receipt of the requests) if approved by the Chair of the Board. Persons who do not receive approval to address the Board shall be so notified and will be advised of the reason for the decision.

4. The Board may limit the number of presentations at any one meeting.

5. No person or group may address the Board concerning an agenda or non-agenda matter if the person or group has addressed the Board concerning that matter during the previous twelve (12) months.

6. Persons addressing the Board concerning matters on the agenda will be required to limit their remarks to five (5) minutes. If a group wishes to make a submission, a spokesperson for the group should be identified.

7. The Board is not obligated to take any action to the presentation it receives.