Minutes - March 20, 2025 - Finance and Facilities Committee Meeting

Thursday, March 20, 2025 at 7 p.m.
MLHU Board Room – CitiPlaza
110-355 Wellington Street
London, ON N6A 3N7

Members Present: 

Selomon Menghsha (2025 Committee Chair Appoint)
Michelle Smibert
Matthew Newton-Reid
Howard Shears
Michael Steele
Emily Williams, Chief Executive Officer (ex-officio) (Secretary and Treasurer)
Dr. Alexander Summers, Medical Officer of Health (ex-officio)

Others Present:

Stephanie Egelton, Executive Assistant to the Board of Health (recorder)
Ryan Fawcett, Associate Director, Operations/Privacy Officer
Dr. Joanne Kearon, Associate Medical Officer of Health
Dr. Janice Mok, Medical Resident
Omar Ozaldin, Director, Environmental Health, Infectious Disease and Clinical Ser
Jennifer Proulx, Director, Family and Community Health/Chief Nursing Officer
Sarah Maaten, Director, Public Health Foundations

At 6:02 p.m., Secretary and Treasurer Emily Williams called the meeting to order.

Meeting Procedures

Election of 2025 Finance and Facilities Committee Chair

Secretary and Treasurer Emily Williams opened the floor to nominations for Chair of the Finance and Facilities Committee for 2025.

It was moved by M. Steele, seconded by M. Newton-Reid, that Selomon Menghsha be nominated for Chair of the Finance and Facilities Committee for 2025.
Carried
Selomon Menghsha accepted the nomination.

E. Williams called three times for further nominations. None were forthcoming.

It was moved by M. Steele, seconded by M. Smibert, that Selomon Menghsha be acclaimed as Chair of the Finance and Facilities Committee for 2025.
Carried

Disclosure of Pecuniary Interest

Chair Menghsha inquired if there were any disclosures of pecuniary interest. None were declared.

Approval of Agenda

It was moved by M. Smibert, seconded by M. Newton-Reid, that the AGENDA for the March 20, 2025 Finance and Facilities Committee meeting be approved.
Carried

Approval of Minutes

It was moved by M. Newton-Reid, seconded by M. Steele, that the MINUTES for the September 19, 2024 Finance and Facilities Committee meeting be approved.
Carried

New Business

Amending the 2025 Board and Committee Reporting Calendar (Finance and Facilities) (Report No. 01-25FFC)

Emily Williams, Secretary presented the report to amend the 2025 Board and Committee Reporting Calendar for deliverables for the Finance and Facilities Committee. E. Williams noted that it is proposed by staff to remove the deliverable titled “Visa Payments” and to continue to report on vendor payments over $100,000 to the Committee and Board of Health.

E. Williams noted that the Board of Health has reviewed annual Visa credit card utilization for the organization since 2013 at the request of the Board to the leader at the time. E. Williams added that reviewing credit card usage by the Board is more operational and not required of them. E. Williams noted that the organization has moved towards centralized purchasing and has reduced credit cards for staff as a result. The usage of credit cards will also continue to decrease as more vendors are opting to use electronic fund transfers (EFT) instead of requesting credit card payment.

Committee Member Matthew Newton-Reid inquired on how many credit cards are provided to staff at the Health Unit. Ryan Fawcett, Associate Director, Operations/Privacy Officer noted that there are between 15-20 Visa credit cards for the organization.

It was moved by M. Newton-Reid, seconded by M. Smibert, that the Finance and Facilities Committee recommend to the Board of Health to:
1) Receive Report No. 01-25FFC re: “Amending the 2025 Board and Committee Reporting Calendar (Finance and Facilities)” for information; and
2) Amend the 2025 Board and Committee Reporting Calendar to remove “Visa Payments Update”
Carried

2025 Finance and Facilities Committee Terms of Reference (Report No. 02-25FFC)

E. Williams presented the 2025 Terms of Reference for the Finance and Facilities Committee. E. Williams noted that each year, the Committee reviews the draft Terms of Reference. For 2025, there have been no amendments proposed to the Committee.

The Finance and Facilities Committee will continue to meet quarterly at 6 p.m. before the regularly scheduled Board of Health meeting, with the next meeting in July.

There were no questions or discussion.

It was moved by M. Steele, seconded by H. Shears, that the Finance and Facilities Committee recommend to the Board of Health to:
1) Receive Report No. 02-25FFC re: “2025 Finance and Facilities Committee Terms of Reference” for information; and
2) Approve the 2025 Finance and Facilities Committee Terms of Reference.
Carried

2024 Board of Health Remuneration (Report No. 03-25FFC)

E. Williams presented the 2024 Board of Health Remuneration report. E. Williams noted that this is a required report per the Health Protection and Promotion Act and the Municipal Act to report on board member remuneration publicly and to municipal funders (the City of London and the County of Middlesex). E. Williams noted that remuneration amounts were less in 2024.

There were no questions or discussion.

It was moved by M. Newton-Reid, seconded by M. Steele, that the Finance and Facilities Committee recommend to the Board of Health to receive Report No. 03-25FFC re: “2024 Board of Health Remuneration” for information.
Carried

2024 Vendor Payments (Report No. 04-25FFC)

R. Fawcett presented the 2024 Vendor Payments report to the Committee. R. Fawcett noted that per the Board of Health’s Governance Policy G-230 Procurement, the Health Unit is required to report to the Board on vendors that were paid over $100,000 for services. In 2023, there were 20 vendors that the Health Unit paid over $100,000 and in 2024, there were 24 vendors paid over $100,000. R. Fawcett noted the products of the vendors, ranging from pension plans to larvicide to technology. The procurement and operations team have leveraged provincial vendor contracts to ensure the best value for money.

Committee Member M. Newton-Reid inquired if the amount of vendors paid by the Health Unit increased due to the dental clinic supplies. R. Fawcett affirmed this and noted that procurement for supplies (including dental) had been moved to be a centralized ordering process.

M. Newton-Reid inquired on what “Harvest Bucks” are. E. Williams explained that the Health Unit acts as a transfer payment agency between the London Food Bank and individuals requiring assistance with purchasing food. The Health Unit purchases gift cards and vouchers for grocery stores or farmer’s markets for individuals to purchase food. Dr. Summers added that staff will be providing more information on Harvest Bucks in the spring to the Board.

It was moved by M. Smibert, seconded by M. Newton-Reid, that the Finance and Facilities Committee recommend to the Board of Health to receive Report No. 04-25FFC re: “2024 Vendor Payments” for information.
Carried

2025 Insurance Policies (Report No. 05-25FFC)

E. Williams and R. Fawcett presented the 2025 Insurances Policies to the Committee. E. Williams noted that both policies were successfully renewed, adding that cyber insurance policies are challenging to obtain.

The Health Unit’s general insurance has been provided through Intact Public Entities Incorporated since 2019. Cyber insurance is provided by CFC, a company in the United Kingdom. The policy is underwritten by Lloyd’s underwriters who work closely with the Health Unit’s broker Holman Insurance Brokers Ltd.

R. Fawcett noted that general insurance rates went up in cost approximately $9000, which is on par with the insurance industry standard and the Health Unit continues to receive good rates due to good practices. Further, cyber insurance has also been renewed with a 0% premium increase due to the Health Unit’s enhanced security measures, with further security measures anticipating to yield a reduced premium in 2026.

Committee Member M. Newton-Reid inquired what the overall premium paid by the Health Unit was for insurance. R. Fawcett noted that this number was approximately $50,000.

Committee Chair Menghsha inquired on the difference between a cyber incident and a crime response with the insurance providers. R. Fawcett noted that a cyber incident would have a third party through CFC assist the Health Unit and a crime response would be a third party and law enforcement assistance.

It was moved by M. Steele, seconded by M. Smibert, that the Finance and Facilities Committee recommend to the Board of Health to receive Report No. 05-25FFC re: “2025 Insurance Policies” for information.
Carried

Other Business

The next meeting of the Middlesex-London Board of Health is Thursday, July 24, 2025 at 6 p.m.

Adjournment

At 6:15 p.m., it was moved by M. Newton-Reid, seconded by H. Shears, that the meeting be adjourned.
Carried

Selomon Menghsha
Committee Chair

Emily Williams
Secretary