Board policy manual & workplace conduct - Kingston General Hospital

SUBJECT:Policy # V-B-6Board MeetingsPage 2 of 2All Hospital personnel including the Chief Executive Officer and the Chief of Staff will beexcluded during discussion regarding the Performance Evaluation of the Chief Executive Officerand the Chief of Staff; however, the results of such discussion will be communicated to theChief Executive Officer and the Chief of Staff immediately thereafter.All matters brought before an in-camera session remain confidential until they are moved by theBoard to an open session; the Board will pass a motion with respect to those items that are tobe moved to an open session.A separate agenda will be prepared for in-camera sessions indicating the items to beconsidered during the session. The agenda and any supporting materials will be clearly markedconfidential and will be handled and secured in a manner that respects the nature of thematerial.Informal Sessions of Elected DirectorsAt the conclusion of each Board meeting or at the call of the Chair, an informal session of theelected Directors may be conducted without the presence of the ex-officio Directors.The informal session will conducted in two parts: initially with the presence of the CEO andsubsequently with the presence of the elected Directors only.The purpose of the informal session is to enable the elected Directors to assess theeffectiveness of the meeting; the quality of information to support informed policy formulation,decision-making and monitoring by the Board and the performance of the CEO and seniorleadership team in contributing to the effectiveness of the meeting.Any matters pertaining to specific meeting agenda items or all other aspects of the Board’s rolesand responsibilities must not be discussed in such a meeting. No decisions will be made and nominutes will be prepared. Following the informal session, the Board Chair will discuss mattersarising, as appropriate, with the Chief Executive Officer.Delegations and PresentationsMembers of the public may not address the Board or ask questions of the Board without thepermission of the Chair. Individuals who wish to address or raise questions with the Board mustcontact the Board Secretary, in writing, at least 24 hours in advance of the meeting and indicatethe topic to be addressed.The Board Chair and the Chief Executive Officer will assess and prioritize the requests. Writtenconfirmation of attendance, if approved, will be provided to the individual or group making therequest. The Board Chair has the sole authority to confirm or deny the request.Any one delegation or presentation will be limited to a maximum of ten minutes unlessotherwise agreed by the Board Chair and Chief Executive Officer.Board Standing and Ad Hoc Committee MeetingsBoard committee meetings shall be closed unless a motion is made to open the meeting to thepublic. However, Board Committee reports and recommendations to the Board of Directors willbe made in the open Board meeting with the exception of those matters which are defined as “incamera” in the Board policy on in-camera Board meetings.