December 12, 2018 - Relocation Advisory Committee - DRAFT Meeting Minutes

Members Present:

Mr. Ian Peer, Chair
Ms. Joanne Vanderheyden
Mr. Michael Clarke
Mr. Marcel Meyer

Others Present:

Mr. Matt Reid, Board Member
Mr. Kurtis Smith, Board Member
Dr. Christopher Mackie, Secretary-Treasurer
Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications Coordinator (Recorder)
Ms. Laura Di Cesare, Director, Healthy Organization
Mr. Joe Belancic, Manager, Procurement and Operations
Ms. Kendra Ramer, Manager, Strategic Projects
Ms. Amanda Harvey, Project Coordinator
Mr. Jeff Cameron, Stronghold Services
Mr. Brian Glasspoole, Manager, Finance
Mr. Tom Bes, BES Consulting 

Chair Peer called the meeting to order at 4:30 p.m.

Ms. Vanderheyden introduced Mr. Reid and welcomed him to the Board of Health.

Disclosures of Conflict(s) of Interest

Chair Peer inquired if there were any disclosures of conflicts of interest to be declared. None were declared.

Approval of Agenda

It was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the AGENDA for the December 12, 2018 Relocation Advisory Committee meeting be approved, as amended. Carried

Approval of Minutes

It was moved by Mr. Meyer, seconded by Mr. Clarke, that the MINUTES of the October 18, 2018 Relocation Advisory Committee meeting be approved. Carried

New Business

Design Consultation Summary (Report No. 004-18RAC)

Ms. Di Cesare introduced the report. Mr. Belancic and Ms. Ramer answered questions and provided context.

Discussion ensued on the following items:
• Changes to the use of clinical space and how the consultations have made a difference to the preliminary floor plans.
• Accessibility for Ontarians with Disabilities Act requirements throughout the building.
• How to ensure dedicated space for making private and confidential calls in an open-concept space.
• Staff participation in the consultations.
• Whether the space is adequate for housing all staff and whether it will remain adequate if the workforce grows in coming years.
• How the current clinic schedule may be accommodated in the new space, and how much space will be required to run clinics going forward (i.e., whether waiting rooms are large enough to run multiple clinics, whether there is adequate space for the travel clinic to continue in the new location).

It was moved by Mr. Clarke, seconded by Ms. Vanderheyden, that the Relocation Advisory Committee receive Report No. 004-18RAC re: “Design Consultation Summary” for information. Carried

Location Project – Demolition Update (Report No. 005-18RAC)

Mr. Belancic introduced and provided context for the report, which included the cost of removing a wall and changing the location of the elevator shaft, a secondary stair well, and certain costs associated with each.

Mr. Glasspoole arrived at 4:48 p.m. Mr. Smith arrived at 4:50 p.m.

Discussion ensued on the following items:
• That a zoning change is not required to continue with needle exchange at the new location.
• Providing an alternate access for needle exchange clients at Citi Plaza, and why it would be beneficial.
• If there are any safety risks associated with entrances and exits identified in the floor plan.

It was moved by Mr. Clarke, seconded by Mr. Meyer, that the Relocation Advisory Committee recommend that the Board of Health receive Report No. 005-18RAC re: “Location Project – Demolition Update” for information. Carried

Project Status Update – Verbal Update and Presentation

Ms. Ramer introduced and provided context to this report, referencing the floor plan, highlighting some of the key themes identified by staff during the space needs consultations, and identifying next steps in space planning.

Discussion ensued about the stair well relocation and extension of elevator service into the basement.

It was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the Relocation Advisory Committee receive the Project Status Update for information. Carried

Other Business

Chair Peer advised that the date of the next meeting will be determined in the new year.

Adjournment

At 5:31 p.m., it was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the meeting be adjourned. Carried

IAN PEER
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer