Committees of the Board

President: Jacques Parent

The Process and Terms Committee (Committee) of the Quebec Drug Insurance Pooling Corporation (Corporation) is made up of at least three (3) directors with at least one from each category, namely “related or not related to the prescription drug insurance industry in Quebec”.

General objectives

The Process and Terms Committee recommends to the Board of Directors (Board) the annual review of the Terms and Conditions of Pooling in compliance with the Quebec Drug Insurance Act and in a fair and equitable manner between the Participants and the government plan. It ensures the application of the Terms during the compensation process. 

Required activities 

To achieve these objectives, the Committee participates in 

• The establishment of the Terms and Conditions and their revision:
  
  

1. 1. Reviews assumptions and actuarial studies;
   2. Receives the advisory pharmacist’s annual monitoring report;
   3. Participates in and provides guidance for the annual drafting of a consultation document for the Pooling Participants;
   4. Holds an information session for Pooling Participants;
   5. Recommend the Terms to the Board annually;
   6. Obtains from general management an evaluation report of certain consultants (actuaries, expert actuary and pharmacist);
   7. Makes recommendations to the Board annually regarding the renewal of service agreements; and
   8. Reviews the documents sent to the Minister of Health and makes recommendations to the Board.

• The supervision of the Compensation process:
  
  

1. 9. Reviews annually the compensation rules and the certificate of compliance;
   10. Ensures the smooth running of the process;
   11. Establishes the mandate of the consultant for the actuarial analysis of the results of the pooling process and reviews the results;
   12. Issues recommendations for the audit of Participants;
   13. Obtain from general management an evaluation report of the Compensation Manager; and
   14. Makes recommendations to the Board annually in connection with the renewal of the agreement with the Compensation Manager.

• The following other activities
   

1. 15. Ensures the correct communication of parameters and the accuracy of the related QDIPCinfos;
   16. Ensures monitoring of risk management relating to the Process and the Terms;
   17. Reviews periodically the following documents:
       • New Participant Policy
       • Policy for correcting data or calculation errors following the closure of a compensation Process;

1. 18. Assist general management in the interpretation of rules, prior approvals and, where applicable, the management of complaints; and
   19. Any other task entrusted by the Board of Directors.

President: Jean-François Mongeau

The Governance and Human Resources Committee (Committee) of the Board of Directors of the Quebec Drug Insurance Pooling Corporation (Corporation) shall consist of at least three (3) Board members, related or not to the prescription drug insurance industry in Quebec.

As the body responsible for governance, the Committee:

1. Periodically reviews the rules of governance related to the sound management of the Corporation;
2. Periodically defines the overall governance framework, including the roles of the Board of Directors, the chairperson, the secretary and the executive director;
3. Ensures that the risks that the Corporation is exposed to are identified;
4. Periodically reviews the Risk Management Policy and ensures compliance with it;
5. Periodically reviews the expertise and experience profiles for appointing Board members.
6. Carries out performance evaluations for the Board, the chairperson and the Committees and periodically reviews the related evaluation forms;
7. Periodically reviews the Committee’s mandate;
8. Develops the Committee’s annual priorities;
9. Periodically reviews the rules of governance;
10. Periodically reviews the measures for safeguarding confidential information that the Corporation may have;
11. Periodically reviews the Document Retention and Destruction Policy;
12. Periodically reviews the Persons Authorized to Act Policy;
13. Periodically reviews administrators’ rate of remuneration;
14. Periodically reviews the Complaint Handling Policy; and
15. Periodically reviews the succession plan and assesses the advisability of establishing a detailed contingency plan for the continuity of operations.

With respect to the Code of Ethics and Professional Conduct of the Corporation, the Committee:

1. Periodically reviews the Code of Ethics and Professional Conduct;
2. Ensures ongoing monitoring of potential conflicts of interest among Board members;
3. Receives reports of violations of the Code of Ethics and Professional Conduct, as well as explanations;
4. In the event of a violation of the Code of Ethics and Professional Conduct, the Committee advises the chairperson and takes the necessary measures to prevent such violations from reccurring;
5. Ensures that all Board members and employees have read and understood the Code of Ethics and Professional Conduct and undertake to comply with it; and
6. Periodically reviews the administrators’ forms and declarations.

As the body responsible for human resource policies, the Committee has the mandate of reviewing human resource management guidelines and strategies, particularly with respect to performance appraisals, succession planning and management compensation, as well as the Corporation’s general human resource practices. In particular, the Committee performs the following tasks:

1. Reviews and submits to the Board of Directors the expertise, competency and skill profile established for appointing the general manager;
2. Reviews the compensation and other employment conditions of the general manager;
3. Periodically reviews the responsibilities of the executive general manager;
4. As needed, reviews and recommends to the Board, significant changes to the Corporation’s organizational structure;
5. Periodically reviews the Psychological or Sexual Harassment Prevention Policy; and
6. Evaluates issues related to human resources and, where applicable, ensures that human resource policies are implemented and complied with.

President: Luc Pilon

The Audit Committee (Committee) of the Board of Directors of the Quebec Drug Insurance Pooling Corporation (Corporation) shall consist of at least three (3) Board members who are independent of the prescription drug insurance industry.

General objectives

As the body responsible for the audit, the Committee:

1. Ensure that the financial information transmitted to the Board of Directors accurately reflects the Corporation’s financial position;
2. Ensure that the compensation process is handled in a way that complies with the policy adopted by the Board of Directors and the applicable legal and accounting principles, and that all subcontractors have validated the accuracy of transmitted information;
3. Recommend annually to the Board of Directors the appointment of an independent external auditor;
4. Establish a program for Participant audits, and, where appropriate, targeted audits;
5. Recommends the Corporation’s annual budget orientations; and
6. Supervises the monitoring of the control of all the Corporation’s risks.

Required activities 

To achieve these objectives, the Committee:

1. Receives the audited financial statements, analyzes them and recommends their approval to the Board of Directors;
2. Obtains an independent audit report on trust account compliance;
3. Establishes and supervises adequate internal control measures relating to the processing of accounting and financial information;
4. Obtains a satisfactory compliance report from the Corporation’s main subcontractors with regard to the execution of the mandates entrusted to them;
5. Ensures the application of a Participant’s Audit Policy;
   • Recommends an independent auditor to the Board;
   • Decides which Participants will be audited;
   • Analyzes the audit reports obtained and assesses the need to carry out any other verification or to request the auditee to resubmit certain data;
6. Obtains an evaluation report from certain subcontractors (bookkeeping and auditing) and makes recommendations to the Board of Directors regarding the renewal of service agreements;
7. Recommends an operating budget to the Board of Directors annually;
8. Follows the interim financial statements according to the budget;
9. Ensures the application of the Risk Management Policy;
   • Evaluates the actions taken by the Corporation to identify, monitor and mitigate risk exposures;
   • Ensures the examination of the main risks of a financial nature (data integrity, internal controls, fraud, bankruptcy of a Participant, delay in the audit of the Participants);
   • Establishes a dashboard and periodically reports to the Board of Directors;
10. Periodically reviews the following documents:
    • Participant’s Audit Policy;
    • Policy in the event of late payment of amounts due or submission of compensation data and see to its application;
    • Policy in the event of the bankruptcy of a Participant;
    • Investment Policy;
    • Expense Reimbursement Procedure; and
    • Committee’s mandate.
11. If necessary, recommends to the Board of Directors that ad hoc mandates deemed relevant be carried out; and
12. Accomplish any other task entrusted by the Board of Directors;