April 5, 2018 - Finance & Facilities Committee -  Amended

Meeting Minutes 

Committee Members Present:

Ms. Trish Fulton (Chair)
Mr. Jesse Helmer
Ms. Tino Kasi (arrived at 9:10 a.m.)
Ms. Joanne Vanderheyden

Regrets:

Mr. Marcel Meyer

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Ms. Laura Di Cesare, Director, Healthy Organization
Mr. Brian Glasspoole, Manager, Finance
Ms. Kendra Ramer, Manager, Strategic Projects
Ms. Maureen Rowlands, Director, Healthy Living

Ms. Fulton welcomed new staff members, Ms. Rowlands, and Ms. Ramer, and asked the Committee members to introduce themselves.

Disclosure of Conflict(s) of Interest

Chair Fulton inquired if there were any disclosures of conflicts of interest. None were declared.

Approval of Agenda

It was moved by Mr. Vanderheyden, seconded by Mr. Helmer, that the AGENDA for the April 5, 2018 Finance & Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Helmer, seconded by Ms. Vanderheyden, that the MINUTES of the March 1, 2018 Finance & Facilities Committee meeting be approved. Carried

New Business

4.1 Sherwood Forest Mall Lease Renewal (Report No. 012-18FFC)

There was no discussion on this matter.

It was moved by Ms. Vanderheyden, seconded by Mr. Helmer, that the Finance & Facilities Committee receive Report No. 012-18FFC re: “Sherwood Forest Mall – Leased Space” for information. Carried

4.2 Award of Security Quote and Security Measures Update (Report No. 013-18FFC)

It was noted that while there will be a change in provider, the current security guards will remain in place. Ms. Di Cesare advised that staff were consulted before changes to the contract were made. On Board of Health meeting nights, security will remain in the building until 10:00 p.m.

It was moved by Ms. Vanderheyden, seconded by Mr. Helmer, that the Finance & Facilities Committee:

1) Receive Report No. 013-17 re: “Award of Security Quote and Security Measures Update” for information;
2) Approve the permanent extension of the uniformed daytime security guard contract as a part of ongoing security services;
3) Approve the proposed Security Procurement Parameters outlined in Appendix A; and
4) Approve award of Quote Q18-01 to Canadian Security Concepts in the amount of $73,987 for a term of one year with the option to renew for one additional year.
Carried

4.3 Shared Library Services Partnership 2018–19 Transfer Payment Agreement (Report No. 014-18FFC)

There was some discussion pertaining to:
• Use of funds to purchase new books
• Research Librarian duties

It was moved by Mr. Helmer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee:

1) Receive the 2018–19 Transfer Payment Agreement to Report 014-18FFC;
2) Authorize the Chair to sign the agreement; and
3) Increase the 2018–19 Shared Library Services Partnership (SLSP) operating budget by $638.25 to reflect the increased grant amount.
Carried

4.4 Ministry of Children and Youth Services Program Funding (Report No. 015-18FFC)

There was some discussion in regard to training. Mr. Glasspoole noted that training will be provided across the organization.

Ms. Di Cesare advised that a small portion of these funds will be used for the Non-Union Leadership Team on-call review.

It was moved by Mr. Helmer, seconded by Ms. Kasi, that the Finance & Facilities Committee receive Report 015-18FFC re: “Ministry of Children and Youth Services Program Funding” for information. Carried

Other Business

Next FFC meeting: Thursday, May 3, 2018, at 9:00 a.m., Room 3A.

Ms. Kasi advised that she will not be able to attend the May 3 FFC meeting, and noted that she will forward to Ms. Guy two other dates that present a conflict for her.

There was discussion on the possibility of starting FFC meetings earlier, but no decision was made.

Confidential

At 9:17 a.m., it was moved by Ms. Vanderheyden, seconded by Mr. Kasi, that the Finance & Facilities Committee move in-camera to discuss matters regarding a proposed or pending acquisition of land by the Middlesex-London Board of Health and to consider confidential minutes of the March 1, 2018 and September 7, 2017 Finance & Facilities Committee meetings. Carried

At 9:30 a.m., it was moved by Ms. Vanderheyden, seconded by Mr. Helmer, that the Finance & Facilities Committee return to public session. Carried

At 9:30 a.m. the Finance & Facilities Committee returned to public session.

Adjournment

At 9:31 a.m., it was moved by Mr. Vanderheyden, seconded by Mr. Helmer, that the meeting be adjourned. Carried

At 9:31 a.m., Chair Fulton adjourned the meeting.

__________________________________________________________________________________________________

TRISH FULTON
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer