Body: Council Type: Document Meeting: Regular Date: September 6, 2012 Collection: Documents Municipality: Frontenac County
[View Document (PDF)](/docs/frontenac-county/PDF Documents/Fairmount Home - 06 Sep 2012.pdf)
Document Text
Page 1 of 12
Fairmount Home Meeting Minutes Management Team Date: Time: Location:
September 6, 2012 9:30 AM. Fairmount Boardroom
Present:
Julie Shilington Rosemarie Christian Jones Mary Lake Gail Williams
Welcome & Introductions
Adoption of Minutes of the Previous Meeting null a)
null Adoption of minutes dated August 30, 2012 The minutes dated August 30th, 2012 were adopted with the following amendments: Item 4 - Mary suggested criteria might be needed Item 6g) - Julie has sent the policy through the policy approvals process at the County Item 6kk) - Mary advised that IT should also do a report on outages as well as after hours visits Item 7d) - …and daughter was upset thinking that her mom was being penalized and that she hadn’t been contacted
Additions to Agenda under Other Business
Delegations
Communications
Business Arising out of Minutes
Fairmount Home Management Team September 6, 2012
Page 2 of 12
a)
“We Love Your Opinion” Book Julie had not checked the book prior to the meeting. Action: Julie to check the book prior to the next meeting.
b)
Surveillance Signage The signage is now up. Julie will ask IT to activate on Monday as this will give her and Rosemarie a chance to talk to staff on shift today and tomorrow. Julie will also email all staff to make them aware. Action: Rosemarie to notify dietary staff that the cameras are going to be activated on September 10th. Julie to advise the laundry and maintenance staff. She will also send an email to all staff.
c)
Finger Food Policy Work on the policy is ongoing. Action: Rosemarie to provide the draft policy to Julie.
d)
Resident DNR List for Outings The team discussed and agreed to remove this item from the agenda as there was concern that we could not put a process in place that could be sustained.
e)
Pandemic Table Top Exercise The exercise is scheduled for October.
f)
Ferno Chair Instruction Sheet Action: Tom and Rosemarie will test Mary’s instructions.
g)
Medical Equipment - Policies, Auditing & Cleaning Action: Mary to review the medical equipment policies, auditing and cleaning with the OHN.
h)
Scent Awareness Policy Action: To remain on the agenda until approval received.
i)
Care Carts With Doors
Fairmount Home Management Team September 6, 2012
Page 3 of 12
Mary has been unable to find carts with doors in her nursing supply magazines. Action: Tom to research availability of care carts with doors. j)
Use of QUAT Cleaner in Norovirus Outbreak Action: Mary and Tom to ask about the use of QUAT cleaner during norovirus outbreaks at the September 26th best practice session.
k)
Well #1 Progress Julie advised that she spoke to John at Genivar today and he is waiting for the as built drawings. She has asked Susan Beckel if we have them electronically as he would really like the electronic autocad file. Action: Julie to located the electronic as built drawings and provide a copy to John at Genivar.
l)
Replacement of Hot Cart Rosemarie spoke to some staff who do not feel the taller hot cart is an issue as there is not a great distance to travel between the kitchen and the elevator. She will speak to staff at the dietary meeting today to get their input. Action: Rosemarie to speak to staff at the dietary meeting to get their input on the proposed hot cart.
m)
Fire Drill Scenarios Mary will ask Bonnie to come to an RN meeting as she feels the RNs will need some discussion about the scenarios before moving forward. Action: Mary will ask Bonnie to attend the next RN meeting to discuss fire drill scenarios.
n)
County Eye Wash Signs Action: Tom to order eye wash signs for the Old House.
o)
Snoozelen Policy Action: Gail to provide the Snoozelen policy to Julie.
p)
Fire Plan Updates Julie did email the fire inspector to ask about what visitors should do when there is a fire or a fire drill. Julie is following up with staff who have not reviewed the plan. Julie advised Deb to wait and make all of the changes to the plan at once.
Fairmount Home Management Team September 6, 2012
Page 4 of 12
Action: Deb to make the final changes to the fire plan ensuring the old house alarm is reset. Julie to follow up with the fire inspector. q)
Knee Height Tool Rosemarie advised that Abbot no longer provided the tool. Mary has reviewed research on how best to measure for bed ridden residents and there are several options. Action: Mary to speak to the Documentation Assistant and RNs on which method to use.
r)
Emergency Call Back List Updates Action: Julie to speak to Deb, Dorothy and Karyn about how best to keep the emergency call back list up to date.
s)
Arjo Equipment Assessment Report The report indicates that we have no discontinued products. It is suggested that we look at height adjustable shower chairs for each unit and we should have a replacement plan for the tubs. Action: Team to prepare a replacement plan for lifts, shower chairs and tubs.
t)
Cafe Cash Register Action: Deb to arrange a meeting with Mike from Business Machines.
u)
Single Linen Carts Action: Mary and Gail to advise staff on 1S, 2S, and 2N that they will be required to use single linen carts next week.
v)
Door Protection on Med Rooms Action: Tom to follow up with C/S Construction Specialists to ensure the door protection is put on the med room doors when they complete the dining rooms.
w)
Elevator Help Button Gail advised the button on the elevator is working.
x)
Manual Maintenance P&P The team reviewed form #6. A check box will be added to clarify when the annual policy review is complete.
Fairmount Home Management Team September 6, 2012
Page 5 of 12
y)
Serving Table Wall Protection Julie and Dorothy can decide on the colors.
z)
TSSA Elevator Standards Julie received the formal quote from Thyssens.
aa)
Shredder Action: To remain on the agenda until closer to year end.
ab)
Abuse Policy Updates Action: Julie to sign off on abuse policy changes.
ac)
Hot Weather Guidelines Action: Mary to update policy with Appendix I.
ad)
Orientation Evaluation Julie advised that she will need to update the orientation policy to reflect the evaluation form. The team agreed that it should be circulated before the end of the probationary period - maybe around 10 shifts. Action: Julie to update orientaiton policy to reflect evaluation form and its requirement to be issued at 10 shifts.
ae)
Food & Ice Scoops Rosemarie advised that she has ordered the scoops.
af)
1N Rash Trial Mary followed up with the Nurse Practitioner and she agrees that it could have been the blue sheets that were contributing to the rashes. Action: Tom to ensure blue sheets are replaced with white.
ag)
Plan for Flooring Replacement - 1South Julie submitted the plan to the Ministry and will follow up to ensure it has been accepted. She will also ensure a copy is provided to staff. She will check to ensure an additional dietary staff is scheduled for Monday to assist.
Fairmount Home Management Team September 6, 2012
Page 6 of 12
Action: Julie to follow up with the Ministry and ensure staff are provided a copy of the scope of work. She wil also confirm an extra dietary staff has been booked to help on the 10th. ah)
Emergency Plan Updates Action: Deb to update the emergency plans to reflect bed alarms and mag lock reset.
ai)
IT Power Outage Report Action: Julie to follow up with IT to ensure forms get completed.
aj)
Copy of Bed Instruction Manual A copy of the manual was provided.
ak)
Pleasurable Dining Meeting The team agreed that Gail and Rosemarie should revist the pleasurable dining guidelines during the meeting. Action: Gail to set up the pleasurable dining meeting for 1South.
al)
Resident & Family Xmas Dinner Action: Julie to prepare an article to notify family members of the Xmas dinner and staff gifts policy.
am)
Cheat Sheet for RNs - Support Services Call Ins Action: Julie to create a cheat sheet for RNs when calling in support services staff.
an)
New Dishes Rosemarie advised that she ordered the dishes.
ao)
Policy on Employee Incident Reporting Investigation The policy will be attached to the next meeting agenda for discussion. Action: Julie to attach the policy to the next agenda.
ap)
IP&C Nursing Audit Form Action: Mary and Gail to revise the nursing audit form to include floor to ceiling poles.
Fairmount Home Management Team September 6, 2012
Page 7 of 12
aq)
Rechargeable Batteries for Pagers Action: Tom and Mary to issue rechargeable batteries for pagers and communicate process to staff.
ar)
Humidity RFP Action: Julie to issue an RFP looking for recommendations on how to deal with the humidity issues on 1North.
as)
Use of Canned Soup on 1st Floor Rosemarie has asked a staff member to track the amount of canned soup being used on the floor.
at)
Servery Hoods Action: Tom to arrange the removal of the hoods in the serveries.
au)
Food Donation Policy Action: Julie to add the food donation policy to the next agenda.
av)
1st Floor Roll In/Out Fridge Rosemarie advised the sign advising staff to ensure the door is closed is now up.
aw)
Main Kitchen Freezer The freezer is working but there is an issue with the thermostat. Rosemarie advised Dave is following up on this.
ax)
Sturdy Poles - Radiant Heat Panelled Ceilings Action: Tom to identify any further risks related to the use of the floor to ceiling poles with ceilings with radiant heat panels.
ay)
Work Plan Report Deb submitted her report toCounty Senior Management.
az)
Equipment Inventory & Maintence Policy Updates Action: Julie to sign off on changes to the policy and issue the new form.
New Business
Fairmount Home Management Team September 6, 2012
Page 8 of 12
a)
Resident Care – Compliance, Accreditation, Classification i)
Compliance
ii)
Accreditation
iii)
Residents’ Council Update
iv)
SE LTC Home Think Tank
Mary advised she will be attending this on September 27th. v)
MSSA
Mary advised the MSSA has been completed for 2012. Our compliance rate is 91% with the SE Region’s compliance being 85%. vi)
Leading Musical Recreation Activities
Mary advised that Arbour Heights may be hosting a session on leading musical recreational activities. She will send recreation staff. vii)
HyFIBRE Trial
Action: Gail and Rosemarie are going to look to see if it is cheaper to order the HyFIBRE drink from Futuremed or Sysco. Julie and Mary will look to see where the costs of the HyFIBRE will be allocated. viii)
Resident Care Conference
Gail wanted to ensure she was following the right process regarding an upcoming resident care conference where there is discord among the family members. She will advise the resident’s father of the conference as well as the sisters. ix)
Collective Agreement
Julie clarified the letter of understanding regarding flexibiity. She also advised that the waiting period when offering a shift has been removed. She confirmed that the vision care has been increased however it does not apply to non-union. The non-union vision care has also increased and is refelcted in the County’s HR policies. She also reminded team members that the restriction relating to department is gone when applying for temporary positions. x)
High Risk Verification Audit
Fairmount Home Management Team September 6, 2012
Page 9 of 12
Gail advised that 42% of staff she interviewed knew two identification methods. 92% knew one. Mary reminded Gail that accreditation looks for how many staff know two. b)
Support Services i)
Milk Stock in Cafe
There has been another issue with milk in the cafe. Last week there was way too much chocolate milk and not enough white milk. Rosemarie advised that the order has been changed - 18 white and 8 chocolate weekely. There was also an issue with running out of sandwiches however it was noted that was on a day when the Auxiliary was here and stayed for lunch. ii)
Menu
Rosemarie noted the fall menu is going to the dieitian today for review and will be taken to Residents’ Council in September. iii)
Dietary Workflow Review
Julie advised that the home would not be proceeding with Sodexo to conduct the workflow based on discussions held at the recent labour-management meeting. She will be re-issuing the RFP with a process mapping focus. Action: Julie to reissue the workflow RFP. iv)
Steamer
Rosemarie advised the steamer is complete. She said to go ahead and pay invoice for the steamer but not the installation yet as there is still a bit of work to be done. v)
Alzheimers Coffee Break
Rosemarie advised that the Coffee Break is scheduled for october 16th. She will be meeting with recreation staff for food planning. c)
Treasury
d)
Administration i)
Concerns
ii)
Risk ID’s
iii)
Work Plan
Fairmount Home Management Team September 6, 2012
Page 10 of 12
Julie advised that we will need to plan bomb threat and missing resident exercises. Action: Team to schedule bomb threat and missing resident exercises. e)
Human Resources i)
Staffing
A posting for a casual cook is going out this weekend. f)
Health & Safety i)
Monthly Fire Drill
ii)
Management Inspections Schedule: Tom – June 13, 2012, November 7, 2012 Rosemarie – February 8, 2012, July 11, 2012, December 12, 2012 Gail – March 7, 2012, August 8, 2012, January 11, 2013 Mary – April 11, 2012, September 12, 2012 Julie – May 9, 2012, October 10, 2012
Gail advised that she completed her inspection on 1North and found a nail clipper solution not dated (a PSW changed it when she was there so it was fixed) and the MSDS book needed to be updated. She also could not find a step stool on 1North. Julie advised that it is usually in the clean utility room. She found some loose light switches, a toilet bar that wouldn’t stay up and some gouges in the handrails. She completed work orders for all. She also noted they needed some AA batteries. Action: Gail to confirm the location of the 1North step stool. iii)
Roof
On the RN summary report it was noted that the roof was leaking by the staff locker room. Action: Julie to follow up with Dave McShane to see if the roof leak by the locker room is related to a new or old roof. iv)
IP&C Evaluation
Mary reminded the team that we need to confirm the IP&C goals for 2012. There was a food safety goal related to temperatures which is being documented. There was also a goal related to the transport of dirty linen. We also would like a Fairmount Home Management Team September 6, 2012
Page 11 of 12
goal related to the food donation policy. We also need a baseline for resident hand hygiene when they are coming into the dining room. Action: Mary to draft goals for review by the team. v)
Ministry of Labour Blitzes
Mary noted the blitzes in October and November are focused on infection prevention and control. vi)
Chart Rack - 2N
Mary noted a staff member suffered an injury when she went to remove the chart rack from the rack closet and it tipped forward. She is investigating the purchase of a different rack but in the meantime has posted a notice not to remove the rack. vii)
Employee Workplace Inspection
The employee found the pail for broken glass overflowing on 2nd floor. She did a work order to replace light switches, check a fire extinguisher and repair a light that was not working. g)
Information Technology
h)
Communications
i)
Education Information Sharing (Staff Attendance at Conventions/Workshops)
j)
Quality Improvements/Audits i)
Hazard Analysis Report (Quarterly-November)
ii)
Complaint Documentation Report (Quarterly-September)
iii)
Symptoms Report (Monthly-August due in September)
Mary reported there was one diarrhea and 1MRSA in wound. She noted the resident’s MRSA specimen tested negative but the wound was not tested. iv)
Near Misses/Incident Reports (Quarterly-November)
v)
Restraint Audits (Monthly – done the 3rd week, report the 4th week)
vi)
Residents First Website
Fairmount Home Management Team September 6, 2012
Page 12 of 12
Julie advised that she has again been contacted about using the site for inputting our falls, wounds, etc. statistics. The site would then help us prepare charts, graphs, etc. Action: Julie to contact Bev Morgan regading access to the website. 8.
Other Business
Confirmation of time, date and location of next meeting a)
Next Meeting The next meeting is scheduled for September 13, 2012 at 9:30 am in the boardroom.
Adjournment a)
Adjournment The meeting adjourned at noon.
Fairmount Home Management Team September 6, 2012
