February

Minutes of the sixteenth meeting of the Board of Directors of Héma-Québec

Held at 4045 Côte-Vertu Blvd., Saint-Laurent (Boardroom) on Wednesday, February 2, 2000,
at 2:00 p.m. (translation)

Present :
Mr. Raymond April
Mr. Robert Bédard
Dr. Denis Cournoyer
Dr. Francine Décary
Dr. Louis R. Dufresne
Dr. André Lebrun
Dr. Réjean Paradis
Mr. Claude Pichette
Dr. Yves St-Pierre

Absent :
Dr. O'Donnell Bédard
Ms. Sheila Comerford
Ms. Diane Roy (Observer, Chair of the Hemovigilance Committee)
Ms. Cheryl Campbell Steer

Guests :
Mr. Guy Lafreni¾re
Senior Director, Finance and Administration, Héma-Québec
Ms. Hél¾ne Akzam
Director, Human Resources, Héma-Québec
Ms. Micheline Verreault
Manager, Labour Relations, Héma-Québec
Mr. Julien Ponce
Actuary, Morneau Sobeco

1. Opening of meeting
Claude Pichette chaired the meeting. He welcomed the members. Quorum being established, the meeting began at 2:05 p.m.

2. Adoption of agenda
The agenda was read.

It was proposed, duly seconded and unanimously resolved that the agenda be adopted with the following addition under "Miscellaneous":

15.3 Meeting with Chief Executive Officer of Canadian Blood Services.

3. Adoption of the minutes of the fifteenth meeting held on December 1, 1999
It was proposed, duly seconded and unanimously resolved that the minutes of the fifteenth meeting of the Board of Directors held on December 1, 1999, be adopted with the required amendments.

4. Business arising from the minutes of the fifteenth meeting
4.1 Claim report
The Executive Director presented the claims file for the period from September 29, 1999, through December 31, 1999.

4.2 Liaison Committee
The Executive Director referred members to her November 17, 1999, letter informing the chair of the Hemovigilance Committee of the Liaison Committee's concerns over notifying recipients about the risks of blood transfusion. During the January 20, 2000, meeting, the Hemovigilance Committee discussed this matter and mentioned the possibility of submitting it for study to the College of Physicians and the Bayer Institute. In this respect, the Hemovigilance Committee would like to meet Liaison Committee members to inquire about their needs.

Further to the discussion, it was suggested that the services of the Bayer Institute be used to train the trainers.

This concern should also be brought to the Comité consultatif national de médecine transfusionnelle (CCNMT) which, pursuant to its mandate, has the responsibility of advising the Secretariat on the blood system, specifically on issues concerning blood transfusion safety.

It was suggested that national concerns be checked at the next National Blood Safety Council meeting to be held in Calgary on February 10 and 11, 2000.

4.3 Procurement of blood components
The Executive Director mentioned that during the December 1, 1999, Board of Directors meeting, a blood component procurement problem was brought up. Further to a study, the main problem was determined to be work organization.

In order to remedy this situation, a recovery plan was implemented in the short-term to ensure better coordination within the organization. A medium-term recovery plan is currently being prepared.

The Executive Director suggested a more formal presentation be made on this matter at the next Board of Directors meeting.
(Action: F.D.)

5. Approval of negotiation mandate
The Executive Director introduced this item and invited the Senior Director of Finance and Administration, the Manager of Labour Relations, the Director of Human Resources and Julien Ponce, Actuary from the firm Morneau Sobeco, to present the matter.

The Labour Relations manager presented management's requests.

The union's requests relate to flexible work hours, a change in the regular work schedule, an increase in vacation time and adoption of a pension plan.

The Labour Relations Manager presented the main objectives of the negotiation mandate.

It was proposed, duly seconded and unanimously resolved that the negotiation mandate be approved as submitted.

6. Pension plan
Some background information on the pension plan in effect at Héma-Québec was presented by the Human Resources Director.

The main issue is to determine Héma-Québec's position on the pension plan. The Human Resources Director presented the possible options for Héma-Québec.

In reply to questions raised by members of the Board of Directors, Julien Ponce, Actuary at Morneau Sobeco, made a few comments.

Following a discussion among members of the Board of Directors,

it was proposed, duly seconded and unanimously resolved that the pension plan be approved as submitted.

7. Employee and retiree fringe benefits program
Since January 1, 2000, Héma-Québec's employee fringe benefit plan has been underwritten by Assurance-Vie Desjardins-Laurentienne (AVDL) and is identical to the Canadian Red Cross Society plan.

The Human Resources Director presented the coverage for employees and retirees provided by AVDL.

Recommendations from the Management Committee to change the fringe benefit program were presented.

It was proposed, duly seconded and unanimously resolved that the employee and retiree fringe benefit program would be approved as submitted.

8. Follow-up to classic CJD and product recall
The Executive Director gave an update on this matter and referred members of the Board of Directors to the December 23, 1999, reply from the Blood and Tissue Manager of Health Canada's Bureau of Biologics and Radiopharmaceuticals. This letter had no further details on the matter.

Moreover, she said we are still waiting for a reply to our October 19, 1999, letter and a December 7, 1999, reminder thereof from the BBR regarding the Bayer albumin insert. In view of the preceding, the members concluded that as of that day, all appropriate measures had been taken in this matter.

9. Follow-up - notice to recipients
The Executive Director referred members to the November 23, 1999, letter from the chair of the Hemovigilance Committee to the Department of Health and Social Services recommending that recipients of blood products from donors who have sojourned in the United Kingdom for more than one month not be notified. However this notice could be revised in light of any new scientific data or upon the reporting of the first case of vCJD in North America.

Members of the Board of Directors were satisfied with the Hemovigilance Committee's recommendation.

10. Consensus conference on testing for cytomegalovirus in the light of leukoreduction, Toronto (January 7 and 8, 2000)
On January 8, 2000, the Executive Director attended this consensus conference organized by Canadian Blood Services and chaired by Dr. Andreas Laupacis from Ottawa. During this conference, committee members studied the need to test blood for the cytomegalovirus in the light of leukoreduction before storage. During this conference, the committee could not reach a consensus. Consequently, the availability of CMV negative and leukoreduced blood components will be available for hospitals.

The Executive Director gave a detailed presentation on the conference. The committee recommendations are attached hereto.

11. Hemophilia 2000 - World Congress (Montréal)
This item was added to the agenda upon the request of the recipient representative. The representative indicated that many hemophiliacs would be attending Hemophilia 2000 - World Congress, which will be held from July 17 through 20, 2000, in Montréal. The Executive Director will check with the government about the measures to be taken for the distribution of Factor VIII or Factor IX to visitors and the recovery of the costs thereof.

The Executive Director will also contact Dr. Georges-Étienne Rivard, chair of the Québec Hemophilia Centre Committee, for better coordination.
(Action: F.D.)

This item will be added to the agenda of the next Hemophilia Centre meeting planned for April 2000. Héma-Québec will be attending the meeting.

12. Appointment of assistant secretary
In order to delegate the various tasks incumbent on the secretary of the Board of Directors, it was suggested that the Senior Director of Legal Affairs be appointed to the position of Assistant Secretary. She will be in charge of the organization of the meetings of the Board of Directors and its various committees.

It was proposed, duly seconded and unanimously resolved that the "Appointment of an Assistant Secretary" resolution; a copy of which is attached hereto, be adopted as presented.

13. Activity report from December 31, 1999, through January 2, 2000 - Transition to Y2K
The activity report concerning the Y2K transition for the period from December 31, 1999, through January 2, 2000, was distributed to members.

14. Project follow-up
The Executive Director followed up on the implementation of various projects.

15. Miscellaneous
15.1 Information - Donation from Famili-Prix
Famili-Prix made a $16,344 donation to the bone marrow program. This document was distributed to members of the Board of Directors. A thank you letter will be sent to Famili-Prix.
(Action: F.D.)

15.2 Information - National Blood Safety Council (February 10 and 11, 2000)
The next National Blood Safety Council meeting will be held on February 10 and 11, 2000. The Executive Director invited interested members of the Board of Directors to attend the meeting. This meeting will focus mainly on the role of hospitals with regard to blood safety.

15.3 Meeting with Chief Executive Officer of Canadian Blood Services
The Executive Director reported on her January 18, 2000, meeting with the Chief Executive Officer of the Canadian Blood Services. The Executive Director of Héma-Québec and the Chief Executive Officer of Canadian Blood Services meet once a month and alternate between meeting in Montréal and Ottawa.

A March 31, 2000, meeting is planned for the vice-presidents of Canadian Blood Services and the senior Directors of Héma-Québec.

16. Next meeting
The next meeting will be held on March 1, 2000, at 4045 Cte-Vertu Boulevard, Saint-Laurent.

17. Adjournment
It was unanimously resolved that the meeting be adjourned at 8:25 p.m.

Mr. Claude Pichette
Chair

Dr. Francine Décary
Secretary

RESOLUTION THAT FORMS PART OF THE MINUTES OF THE HÉMA-QUÉBEC BOARD OF DIRECTORS' MEETING HELD ON FEBRUARY 2, 2000
"Appointment of Assistant Secretary"

WHEREAS the General By-Laws provide for the Assistant Secretary to exercise the powers and functions delegated to him or her by the administrators or by the secretary, as applicable (Article 53 of Héma-Québec's General By-Laws);

WHEREAS the Secretary wishes to delegate certain powers and functions;

IT IS RESOLVED:

THAT the Senior Director of Legal Affairs will act as Assistant Secretary and exercise the following powers and functions:

• Attend meetings of the Board of Directors and its committees;
• Prepare the minutes of the meetings of the Board of Directors and its committees;
• Keep the books and logs of the Board of Directors and its committees;
• Keep the Héma-Québec seal;
• Keep and update reports, certificates and other administrative documents;
• Dispense opinions and documents pursuant to the Act respecting Héma-Québec and the Hemovigilance Committee and the General By-Laws;
• Deliver copies of documents in his or her custody;
• Exercise any other powers and functions which may be delegated to him or her by the Secretary, as applicable.