Minutes of the 45th meeting
Held in the Board Room at 4045 Côte-Vertu Boulevard, Saint-Laurent, Wednesday, June 18, 2003 at 2:00 p.m.
Hemovigilance Committee observer:
1. Call to order
2. Adoption of the agenda
3. Adoption of the minutes of the 44th meeting held on March 19, 2003
4. Unfinished business from the minutes of the 44th meeting
Negotiations continue with the Syndicat professionnelle des infirmières et infirmiers de Québec, which chose not to participate at the common bargaining table at the Quebec City facility.
The Union professionnelle des infirmières et infirmiers du Québec (UPIIQ), the Syndicat des techniciens(nes) de laboratoire d’Héma-Québec (CSN), the Syndicat des assistants(tes) techniques de laboratoire d’Héma-Québec (CSN) and the Syndicat des travailleuses et travailleurs d’Héma-Québec (CSN) have all ratified memorandums of agreement at their respective general meetings.
A report on the state of negotiations as well as the advantages of having proceeded with interest-based negotiations will be presented at the next meeting. FD
4.2 West Nile Virus: update
Héma-Québec has established a special WNV Committee. This committee meets every week in order to be able to react very quickly to any situation.
The measures adopted by Héma-Québec in June 2003 are the following:
The representative for blood transfusion recipients indicated that the Canadian Hemophilia Society would issue a press release to draw attention to the efforts made by both Héma-Québec and Canadian Blood Services (CBS) to introduce a WNV screening test within the time allowed.
The Executive Director will present a review of the situation at the next meeting.
4.3 General and professional liability insurance coverage
4.4 Compensation policies for Héma-Québec doctors: Morneau Sobeco report
At its meeting of March 19, 2003, the Board of Directors asked Héma-Québec to finalize its policy for the compensation of doctors. To this end, Human Resources management asked Morneau Sobeco to conduct a market study. The market study on compensation for salaried doctors was presented to the members of the Board.
The markets used as reference points were CBS, the pharmaceutical market, America’s Blood Centers and the Québec public sector.
After discussion, a motion was introduced to adopt the resolution regarding the Compensation Policy for Héma-Québec Doctors. Seconded. Adopted unanimously.
The Director, Compensation and HR Policy, and the Senior Director, Human Resources, withdrew from the meeting.
5. Auditor General’s report
The Chairperson of the Audit Committee indicated that the Audit Committee met with the office of the Auditor General on Wednesday, June 11, 2003. Three observations were noted:
Summary of variances
The Audit Committee Chairperson and members are also concerned by this situation. To this end, they asked for a random sampling of wage controls.
In light of the results obtained, the Audit Committee asked Human Resources management to adopt the necessary measures to remedy this situation. Furthermore, in order to be in a position to establish comparisons, the Audit Committee requested a second sampling covering the period from October to December 2003.
6. Adoption of Héma-Québec’s financial statements as at March 31, 2003
In spite of an increase of 5% in volumes, Héma-Québec ended the year within the budget allocated by the Ministère de la Santé et des Services sociaux (MSSS) of $249,070,497 (compared to $241,921,208). The variance observed is in major part due to the fact that certain safety measures anticipated when the budget was drawn up were not required for the blood supply during 2002–2003.
He also presented the 2002–2003 budget figures for labile and stable products and made comments on the budget comparisons by major categories. The data related to new fixed assets for 2002–2003 were presented as well as the liquidity position as at March 31, 2003.
He also gave details for the table of budget variances that shows a favourable variance of $538,115 for the net labile total whereas the net total for the stable products represented a favourable variance of $6,745,614.
As for the fluctuation of liquidities as at March 31, 2003, $5,000,000 was taken from the line of credit. This situation related to the purchase of stocks of stable products from CBS that were transfered to Héma-Québec in March 2003.
Financial statements as at March 31, 2003
The Chairperson of the Audit Committee mentioned that the committee reviewed the financial statements at its meeting of June 11, 2003. The members of the Audit Committee recommended that the Board adopt the 2002–2003 financial statements as presented.
Board members expressed satisfaction with the presentation and congratulated the Senior Director, Administration and Finance, and all of his staff on their work in preparing the financial statements. Gratitude was also expressed to the members of the Audit Committee.
Motion to adopt the Héma-Québec financial statements for the year ending March 31, 2003, a copy of which is appended to the minutes. Seconded. Adopted unanimously.
Motion to designate Mr. Claude Pichette and Ms. Cheryl Campbell Steer as signatories of Héma-Québec’s financial statements for the financial year ended March 31, 2003. Seconded. Adopted unanimously.
Audit Committee Meetings
Fee structure for hospitals
Subsidy from the Ministère de la Santé et des Services sociaux
The Chairperson concluded by indicating that this coming year the Audit Committee will concentrate on:
7. Requests for fixed assets over $250,000
Project to improve the server and PC infrastructure
The anticipated investment amount in the project is $1,049,000. The amount set aside in the 2003–2004 capital budget is $1,055,000. The anticipated reimbursement period is 2.9 years.
Members of the Board took note of the information submitted and approved the request.
Duly seconded. Adopted unanimously.
Histo-Québec, Public Cord Blood Bank and bone marrow registry
This is a three-year plan with a total project investment in the order of $4,301,900. This amount includes $3,315,527 for Histo-Québec, $669,453 for the Public Cord Blood Bank and $316,920 for the bone marrow registry.
Board members read the information submitted, and approved the request.
Duly seconded. Adopted unanimously.
The Senior Director, Administration and Finance, left the meeting.
8. Regional Public Meetings
Board members will be approached to attend one of these meetings. The Executive Director requested that Board members note these dates and indicate their availability to the meeting assistant.
The Executive Director will submit draft agendas for these regional public meetings at the next Board meeting.
9. Annual inspection of Héma-Québec’s Montréal facility by the Blood Establishment Regulation Division (BERD) from March 10–14, 2003: observations and answers
10. Risk management
Three new pathogens have been added to the list: enterovirus, hepatitis E and severe acute respiratory syndrome (SARS).
Since April 9, 2003, as a precautionary measure with regard to SARS, donors who have travelled in zones considered to be at risk for SARS have been excluded for a period of 21 days.
10.2 Risk management policy
This directive had already been submitted to the Management Committee on April 3, 2003, and to the Liaison Committee on June 7, 2003. These two committees recommended its adoption.
Board members reviewed the directive and discussed it in detail.
They agreed on the importance of such a policy and on the fact that risk management must henceforward follow the steps outlined in the policy.
The Executive Director informed members that risk management would henceforward be listed as a statutory item on the Management Committee agenda. Furthermore, a risk management report should be presented to the Board once a year.
On the basis of the modifications to the document that were requested, it was moved that the administrative directive dealing with risk management be adopted. Duly seconded and adopted, with one abstention.
11. Ongoing projects for 2003–2004
12.2 Re-appointment of Mr. Neville Galipeau of the Association générale des insuffisants rénaux and Ms. Sophie Tuysuzzian of the Société québécoise de la thalassémie as members of the Liaison Committee
Motion to re-appoint, for a period of three years, Mr. Neville Galipeau of the Association générale des insuffisants rénaux and Ms. Sophie Tuysuzzian of the Société québécoise de la thalassémie. Seconded. Adopted unanimously.
12.3 Marketing Personality 2003
12.4 Marketing category for cultural and not-for-profit organizations
13. Next meeting