CIPHI_Executive_Meeting_Ap by 06mW5637

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									                     Canadian Institute of Public Health Inspectors
                                      L´Institut canadien des inspecteurs en santé publique


                                     Ontario Branch Inc.
                              Executive Council Meeting Minutes
                                      April 21 - 22, 2007
                                     Cambridge, Ontario


1.0 Call to order

   Present: Adam Grant (President), Mike Duncan (Past-President), Peter Heywood (President-
   elect/Treasurer)
   Councillors: Sandi Daly, Shawna Bourne, Ken Diplock, Fran Gelder, Lucie Imbiscuso, Dennis
   Persaud

   Regrets: Heather Richards (Councillor)

   Guests: Ken Gorman - ASPHIO (via teleconference)

2.0 Approval of agenda

   That the agenda be accepted as presented.

   Motion: Lucie Imbisucso / Mike Duncan

   Carried.

3.0 Approval of minutes – October 22nd – 23rd, 2006 and February 3rd – 4th, 2007

   That the October 22nd – 23rd, 2006 meeting minutes be accepted as amended.
   That the February 3rd – 4th, 2007 meeting minutes be accepted as submitted.

   Sections 6.1 and 6.10 of the October 22nd and 23rd meeting minutes were amended.

   6.1 A formula . . . to ensure equality of distribution.

   6.10 A community . . . in Alberta has . . .

   Motion: Dennis Persaud /Lucie Imbiscuso (October meeting minutes)
   Motion: Ken Diplock / Sandi Daly

   Carried.




                                                                   Ontario Branch
                                                                  www.ciphi.on.ca
                   Canadian Institute of Public Health Inspectors
                                    L´Institut canadien des inspecteurs en santé publique


4.0 Routine Business

      4.1 Educational Conferences Update – 2006/2007/2008 ( Mike Duncan and Peter Heywood)

         Mike Duncan reported that Region of Peel Public Health is considering hosting the 2008
         CIPHI (Ontario Branch) Educational Conference. Mike will continue to recruit
         prospective health units for future conferences.

         Peter Heywood reported that Jeremy Kelly and Suzie Lychowyd Shaw will collaboratively
         be revising the Ontario Branch Conference Planning document. Jeremy will be taking the
         lead on this project and will present a draft of the document during our next executive
         meeting in November.

         Action: Jeremy Kelly to present the draft CIPHI (Ontario Branch) Conference planning
         document during our next executive meeting in November.

         Peter Heywood presented the 2006 CIPHI (Ontario Branch) conference evaluation report.

      4.2 Environmental Public Health Week (Shawna Bourne)

         Deferred to the Health Promotion and Professional Development report.

      4.3 CIPHI Promotional and Educational Resources – PowerPoint Presentation; Bannerlite
          Display (Provincial and National) (All)

         Adam Grant reported that the NEC may purchase refrigerator card thermometers that can
         measure the ambient air temperature of domestic refrigerators.

         Action: Adam Grant will report back to the OBEC on how much it will cost to order 1000
         thermometers.

         The CIPHI (Ontario Branch) bannerlite display has been used frequently by health units
         across Ontario. Due to the extensive usage the bannerlite display is showing some wear
         and tear. Considering the financially stability of the Branch this may be an opportunity to
         purchase an additional bannerlite display.

         Action: Adam Grant will contact the NEC to order a new bannerlite display for the
         OBEC.

         Peter Heywood inquired about the ability to order more PHI career brochures

         Action: Adam Grant will contact the NEC about the possibility of ordering more PHI
         career brochures.



                                                                   Ontario Branch
                                                                  www.ciphi.on.ca
             Canadian Institute of Public Health Inspectors
                              L´Institut canadien des inspecteurs en santé publique


4.4 2007/08 timeline (All)

    Deferred until a new Secretary-Treasurer is elected.
    .
4.5 Capacity Review Reference Panel (Mike Duncan)

   The Capacity Review Reference Panel released the final report this past Fall. The OBEC
   will carefully review the report to determine if it addresses the concerns identified in
   CIPHI’s (Ontario Branch) 2004 position statement entitled “Safety of Ontario’s Food
   Supply and Ontario’s Food Inspection System”. The OBEC will consider formulating a
   response to the recommendations set out in the report.

   Action: The OBEC to review the Capacity Review Report. Mike Duncan will lead the
   OBEC into formulating a response. Mike Duncan to consult with Ken Gorman (ASPHIO
   – President) to inquire of ASPHIO’s position. Peter Heywood will send the link to the
   OBEC.


4.6 CIPHI Core Competency Steering Committee (Fran Gelder and Mike Duncan)

   The NEC is waiting for funding from the Public Health Agency of Canada to assist with
   the implementation of CIPHI’s core competencies and mandatory professionalism. Adam
   Grant will keep the OBEC informed.

4.7 CIPHI Mandatory Professionalism Project (Adam Grant and Mike Duncan)

   CIPHI recently received a certificate of registration for the “CPHI” designation from the
   Canadian Intellectual Property office. The CPHI trademark is subject to renewal every 15
   years from the date of registration.

4.8 Mandatory Programs and Services Guidelines Revision (Adam Grant, Mike Duncan, Peter
    Heywood, Fran Gelder)

   The OBEC participated in the OPHS electronic survey. Currently key themes and
   recommendations are being synthesized from the consultation input and these themes and
   recommendations will serve to inform the final draft of the Ontario Public Health
   Standards. Peter Heywood will continue to lead this process on behalf of CIPHI and will
   provide updates to the OBEC and our members.

4.9 2007 – 2010 CIPHI (Ontario Branch) Strategic Plan (Adam Grant)

   Adam Grant has requested that the OBEC review the Branch’s 2007-2010 Strategic Plan.
   The Branch’s Strategic Plan will become a standing item on the agenda.



                                                            Ontario Branch
                                                           www.ciphi.on.ca
            Canadian Institute of Public Health Inspectors
                             L´Institut canadien des inspecteurs en santé publique


   Action: The OBEC is to review the Strategic Plan and send your comments to Adam
   Grant by May 18, 2007. Adam will speak to Shawna Bourne to see if she can format the
   strategic plan in time for the AGM in Sudbury.

4.10      Ontario Branch Executive Policies and Procedures (Peter Heywood)

           It has been recognized in a previous meeting that the Branch P&P’s will be
          reviewed and revised on an annual basis. Based on the annual review it has been
          determined that there is a need to include policies and procedures for the following
          topic areas: volunteer recruitment program (Dennis Persaud), awards criteria
          (Shawna Bourne), research grant proposals (Ken Diplock) and archiving of Branch
          documents (Mike Duncan). Also, the requirement to create a Terms of Reference
          for each established committee.

           Action: Peter Heywood will facilitate and assist with the development the Branch
          P&P’s by Spring 2008. Councillors will develop a draft Terms of Reference for
          each their committees by the next meeting in November, 2007.

4.11      Agency Updates (ASPHIO)

          Ken Gorman, President of ASPHIO, attended the meeting via teleconference to
          provide an update on recent ASPHIO activities.

          OPHS – Ken Gorman is a member of the Program Standards Technical Review
          Committee. Recently, the committee has spent two days reviewing feedback
          obtained from the OPHS e-survey. Based on these comments another draft will be
          completed and sent to the CMOH for their review and approval. Preparation will
          begin to assemble protocol writing teams. Most of these proposed protocols must
          be completed by April 2008.

          ASPHIO will be holding their Spring meeting on May 14-15, 2007. The purpose of
          the meeting is to review the current organizational structure of ASPHIO. The
          ASPHIO executive will look at implementing ad hoc working committees and five
          regional working groups. These will be people of expertise who will be responsible
          in preparing position papers and/or letters of advocacy.

          ASPHIO recently developed a guide for health units to assist PHI’s with the recent
          amendments to the Food Premises regulation that exempts Farmer’s Market and
          religious organizations from the Food Premises regulation. Dianne Alexander
          (MOHLTC) and Pamela Scharfe (Huron Health Department) are embarking on a
          tour of southern Ontario to promote these changes to local community groups and
          Farmer’s Market Vendors.




                                                            Ontario Branch
                                                           www.ciphi.on.ca
                    Canadian Institute of Public Health Inspectors
                                     L´Institut canadien des inspecteurs en santé publique


                 ASPHIO has some concerns regarding the low pass rate amongst BOC candidates.
                 ASPHIO will be evaluating health unit’s practicum to identify potential shortfalls
                 with the exam process.

                 ASPHIO will be working closely with the MOHLTC and the MOE in preparation
                 for the transfer of the small drinking water system program.

                 ASPHIO will be doing some advocacy to get the ball rolling on the
                 recommendations noted in the Capacity Review report.

5.0 Business Arising

      5.1 PHI Database Update (Adam Grant)

          Adam Grant continues to participate on the NEC Database Advisory committee and will
          provide the OBEC with updates as they become available.

      5.2 Ryerson University Certificate in Leadership (Adam Grant)

          A letter of support was written and sent to Andy Papadopoulos who expressed his
          appreciation.

      5.3 Councillors and Volunteer Recruitment Update (Dennis Persaud)

          Six people have expressed interest in volunteering on various OBEC committees.

          Action: Dennis Persaud will develop a volunteer protocol that will be included in the
          Branch’s P&Ps. Dennis Persaud will facilitate the placement of these individuals.

      5.4 Ontario Branch Archives (Mike Duncan)

          Deferred to Past President’s report.

      5.5 CIPHI (Ontario Branch) Marketing/Branding (Peter Heywood)

          In order to better promote CIPHI at our Branch and CD educational conferences signage
          must be created and strategically placed at the event.

          Action: Peter Heywood will look into purchasing signage, in time for our next CIPHI
          Educational conference.

      5.6 CIPHI PowerPoint Template (Peter Heywood)

          CIPHI has a PowerPoint Template that must be used when presenting CIPHI material.

                                                                  Ontario Branch
                                                                 www.ciphi.on.ca
               Canadian Institute of Public Health Inspectors
                                L´Institut canadien des inspecteurs en santé publique




   Action: Adam Grant to send CIPHI PowerPoint template to the OBEC.

5.7 Revisions of Ontario Branch Bylaws (Peter Heywood)

   Peter Heywood has requested that a Notice of Motion be prepared to reduce the number of
   written reports from four to two. Peter will be prepare a draft of this Notice of Motion and
   circulate it to the OBEC for comments.

   To amend Article 14 – Section 2, to reduce the number of written reports to two annually.

   Motion: Peter Heywood/ Adam Grant

   Carried.

   A Notice Motion will be prepare for 2008, requesting the addition of a new councillor.

5.8 DWB Promotions – Flashlights (Peter Heywood)

   Peter Heywood reported that our account with DWB has been credited for 10 flashlights.
   It was reported to the Branch that the batteries leaked.

5.9 Website upgrades – Colour scheme; Listserv subscription field; President-elect email; Post
    Bylaws; Domain (Heather Richards)

   Peter Heywood will contact Heather Richards for a progress report.

   Adam Grant reported that Jae Park has agreed to create a new website for the Branch.

   Action: Adam Grant will contact Jae Park and Heather Richards to set up a teleconference
   to discuss the creation of a new Ontario Branch website.

5.10       OBN Articles from C-EnterNet and the Guelph Food Safety Technology Centre
    (Heather Richards)

   Deferred.

5.11       CHICA Corporate Membership (Lucie Imbiscuso)

           Action: Lucie Imbiscuso will contact Cathy Egan with regards to CIPHI pursuing
           a corporate membership with CHICA.

5.12       Request for CIPHI Endorsement of PSS Central West Committee Fact Sheets
    (Lucie Imbiscuso)

                                                             Ontario Branch
                                                            www.ciphi.on.ca
            Canadian Institute of Public Health Inspectors
                             L´Institut canadien des inspecteurs en santé publique




          The Ontario Branch expresses gratitude to the Central West PSS committee for
          their work on developing the PSS fact sheets

          Action: Lucie Imbiscuso will post the PSS fact sheets on the Branch website by
          September 2007.

5.13      Ordering Pad folios (Lucie Imbiscuso)

          Lucie Imbiscuso reported that the padfolio’s will not be ordered for the upcoming
          CIPHI CD conference..

5.14      Inter-professional, Mentoring, Preceptorship, Leadership & Coaching Fund
    (Shawna Bourne)

          Shawna Bourne informed the OBEC that our bursary request to the MOHLTC was
          declined.

5.15      Research Grant Money (Adam Grant)

          Adam Grant reported that three research grant applications have been received.
          The three individuals include Elaine Reddick, Ken Diplock, and Alana Bowering

          Action: Ken Diplock and Alana Bowering will collaboratively develop a research
          grant protocol for the Branch’s P&Ps. Adam Grant will coordinate with the
          Environmental Health Foundation in developing a MOU between the Branch and
          the EHF regarding the establishment of research grants.

          We extend a grant, to be reviewed annually, in the amount of $1000, to be
          earmarked to financially assist CIPHI members on legitimate public health
          research initiatives.

          Motion: Dennis Persaud / Mike Duncan

          Carried.

5.16      2007 Budget (Peter Heywood)

          Peter Heywood has reviewed the 2007 CIPHI (Ontario Branch) budget
          amendments and approves of the operating budget for 2007.

          Action: Peter Heywood to email the budget to the OBEC.

5.17      Volunteer Application Forms (Sandi Daly)

                                                           Ontario Branch
                                                          www.ciphi.on.ca
                    Canadian Institute of Public Health Inspectors
                                     L´Institut canadien des inspecteurs en santé publique




                  Sandi Daly reported that the volunteer forms are awkward to use and process.
                  Before we continue to proceed with our volunteer recruitment program we need to
                  know where the opportunities currently exist.

                  Action: The OBEC will review the current forms and provide suggestions to
                  Dennis Persaud by April 30/07. Dennis will begin working on a protocol for
                  inclusive in the Branch’s P&Ps.

6.0 Communications (Read by Chair)

         To Shawna Bourne; From MOHLTC; Re: Interprofessional Mentorship and Coaching
          Fund
         To Peter Heywood; From Lambton Country Health Unit; Re: Curling Bonspiel Donation
         To Adam Grant; From OMAFRA; Re: Adam Grant’s Appointment as President
         To Adam Grant; From MOE; Re: Adam Grant’s Appointment as President
         To Adam Grant and Ken Diplock; From Dalton McGuinty; Re: Unpasteurized milk
         To Adam Grant; From: MOE; Re: Consultation Session on the First Series of Regulations
          under the Clean Water Act 2006

7.0 BOC Report

   Deferred

8.0 President’s Report

   That the President’s reported be accepted as submitted.

   Motion: Adam Grant / Peter Heywood

   Adam Grant reported on the work that has been completed with the OPHS, Core Competencies,
   and changes within the OBEC.

   Carried.

9.0 Past President’s Report

   That the Past President’s reported be accepted as submitted.

   Motion: Mike Duncan / Shawna Bourne

   Mike Duncan reported that he will be leading the OBEC archiving project. He recently consulted
   with Tim Roark who provided some sound advice on the concepts and principles of archiving.


                                                                  Ontario Branch
                                                                  www.ciphi.on.ca
                      Canadian Institute of Public Health Inspectors
                                       L´Institut canadien des inspecteurs en santé publique




   Action: Mike Duncan will send a message via the listserv requesting individuals who are
   currently storing Branch documents in their homes forward the materials to the OBEC. Peter
   Heywood and Sandi Daly will locate a suitable storage facility in Waterloo Region to store the
   Branch documents. Mike Duncan will develop a archiving protocol that will be included in the
   Branch P&Ps.

   Carried.


10.0      President-elect’s Report

          That the President-elect’s report be accepted as submitted.

          Motion: Peter Heywood / Mike Duncan

          Peter Heywood reported on the Branch’s participation on the OPHS, and the formation of
          a Conference committee.

          Carried.

11.0          Secretary-Treasurer’s Report

          That the Secretary-Treasurer’s report be accepted as amended.

          Motion: Peter Heywood /Ken Diplock

          Peter Heywood will remove the Balance sheet which reflects 2006 data.

          Carried.

12.0      Committee Reports

       12.1         Communicable Disease Division

                    That the Communicable Disease report be accepted as submitted.

                    Motion: Lucie Imbiscuso / Mike Duncan

                    Lucie Imbiscuso reported that a letter must be sent to the MOL formally
                    introducing the MOL to CIPHI’s role within the public health profession.

                    Action: Adam Grant will prepare and send a letter to the MOL.

                                                                    Ontario Branch
                                                                    www.ciphi.on.ca
         Canadian Institute of Public Health Inspectors
                          L´Institut canadien des inspecteurs en santé publique




       Carried.

12.2   Communications Division (Heather Richards)

       Presented by Adam Grant.

       That the Communications report be accepted a submitted

       Motion: Adam Grant / Shawna Bourne

       Adam Grant reported that there have been some requests to have the OBN
       distributed via hard copy.

       Action: Heather Richards to prepare an article describing the rational for
       producing and distributing the OBN electronically.

       Carried.

12.3   Food Safety Division

       That the Food Safety report be accepted as submitted.

       Motion: Ken Diplock and Mike Duncan

       Ken Diplock reported on activities that included the ICFS, Multi-agency Enteric
       Outbreak Workgroup, Guelph Food Safety Seminar Series, and the resurrection of
       the CIPHI Food Safety Committee.

       Carried.

12.4   Health Promotion and Professional Development Division

       That the Health Promotion and Professional Development report be accepted as
       submitted

       Motion: Shawna Bourne / Ken Diplock

       Shawna Bourne reported on the celebration of Environmental Health Week; the
       formation of a EPHW committee; the establishment of new grants and bursaries;
       and the formation of an awards committee. These two new committees require
       approximately 6 to 8 volunteers each.

       Carried.

                                                         Ontario Branch
                                                        www.ciphi.on.ca
                  Canadian Institute of Public Health Inspectors
                                   L´Institut canadien des inspecteurs en santé publique




       12.5     Healthy Environments Division

                The Health Environments report be accepted as submitted.

                Motion: Sandi Daly / Fran Gelder

                Sandi Daly reported on the transfer of small drinking water systems from the MOE
                to the MOHLTC.; and the formation of a Healthy Environments Committee.

                Carried.

       12.6     Membership Services Division

                That the Membership reported be accepted as submitted

                Dennis Persaud reported on the national phi salary survey and the phi telephone
                directory.

                Motion: Dennis Persaud / Peter Heywood

                Carried.

                Action: Dennis Persaud to send out the membership renewal reminder letter, and
                update the phi salary survey and directory to have ready by the AGM for
                distribution via the listserv.

       12.7     Partnership Liaison Division

                That the Partnership and Liaison verbal report be accepted as presented.

                Motion: Fran Gelder / Sandi Daly

                Fran Gelder reported on the meeting of the OPHA competencies task group, the
                websites to visit to receive further information; and the OPHA board meetings that
                took place on Jan. 18 – 19, 2007.

                Carried.

13.0      New Business

       13.1     Conflict of Interest Disclosure Statement (Peter Heywood)



                                                                 Ontario Branch
                                                                 www.ciphi.on.ca
         Canadian Institute of Public Health Inspectors
                          L´Institut canadien des inspecteurs en santé publique


       Peter Heywood distributed the Conflict of Interest Disclosure to the OBEC.

       Action: OBEC members are to sign the Conflict of Interest forms and return them
       to Peter Heywood for filing.

13.2   Partnership Liaison Alternate Representatives (Fran Gelder)

       Fran Gelder reported that it would be beneficial to have an ASPHIO representative
       on the OBEC executive, either as, a committee member or as councillor.

       Action: Fran Gelder to discuss with Ken Gorman on how CIPHI can begin
       recruiting CIPHI members who are managers to assist the executive with policy
       development and advocacy.

13.3   2007-08 Nominations (Peter Heywood)

       Peter Heywood will begin the 2007-08 nomination campaign. Peter encouraged all
       members of the OBEC to nominate an individual who would be interested in
       sitting as a councillor on the OBEC.

       Action: Peter Heywood to send out request for nominations via the listserv

13.4   Awards Update (Shawna Bourne)

       Deferred to Health Promotion and Professional Development report.

13.5   Secretary-Treasurer Position (Adam Grant)

       Adam Grant reported that Barbara Krar has resigned as Secretary-Treasurer citing
       personal obligations.

13.6   Membership Suspension (Dennis Persaud)

       Dennis Persaud inquired about CIPHI’s ability to deal with membership
       complaints and suspensions. Adam Grant responded that the NEC is looking at this
       through the avenue of Mandatory Professionalism. As we move towards
       Mandatory Professionalism the act of disciplinary action will be clearly defined.

13.7   ALPHA PHI Promotional PowerPoint (Ken Diplock)

       Ken Diplock reported that he was recently reviewing the Alpha website and found
       they were using a PHI PowerPoint presentation that was inaccurate.




                                                        Ontario Branch
                                                       www.ciphi.on.ca
                   Canadian Institute of Public Health Inspectors
                                    L´Institut canadien des inspecteurs en santé publique


                 Action: Adam Grant to contact Linda Stewart at Alpha and provide Linda with
                 new PHI documentation and supporting PHI PowerPoint presentation.

       13.8      PSS CD (Lucie Imbiscuso)

                 Lucie Imbiscuso reported that an individual has requested a copy of the CD PSS
                 fact sheets.

                 Action: Lucie Imbiscuso will post the CD PSS fact sheets on the Branch’s website.

       13.9      Retiring PHI’s (Mike Duncan)

                 Peter Heywood reported that it would be a good to recognize retired members
                 through a message of congratulations from the Branch.

                 Action: Peter Heywood will draft a letter that will be sent to newly retired
                 members. Peter will circulate to the OBEC for comments

       13.10     New Business Cards

                 Adam Grant will be purchasing business cards for OBEC councillors.

                 Action: Forward your order Adam Grant including your academic credentials .

       13.11     Past President Pins

                 Mike Duncan reported that he has pins to distribute to past Ontario Branch Past
                 Presidents.

                 Action: Mike Duncan will contact the past Past Presidents to determine if they will
                 be present at the President’s banquet in Sudbury.

14.0      Anything Else for the Good of the Branch

15.0      Payment of Accounts

16.0      Adjournment

          The meeting was adjourned on April 22, 2007 at 15:00 HRS.




                                                                    Ontario Branch
                                                                   www.ciphi.on.ca
Canadian Institute of Public Health Inspectors
                 L´Institut canadien des inspecteurs en santé publique




                                              Ontario Branch
                                             www.ciphi.on.ca

								
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