February 1, 2018 - Minutes - Finance & Facilities Committee Meeting 

Committee Members Present:

Ms. Trish Fulton (Committee Chair)
Mr. Jesse Helmer
Ms. Tino Kasi (arrived at 10:04 a.m.)
Mr. Marcel Meyer
Regrets: Ms. Joanne Vanderheyden 

Others Present:

Mr. Ian Peer, Board member
Mr. Michael Clarke, Board member
Dr. Christopher Mackie, Secretary-Treasurer
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Ms. Elizabeth Milne, Executive Assistant to the Board of Health & Communications (Recorder)
Mr. Dan Flaherty, Manager Communications
Ms. Laura Di Cesare, Director, Corporate Services
Mr. Jordan Banninga, Manager, Program Planning and Evaluation
Mr. Joe Belancic, Manager, Procurement & Operations
Ms. Tammy Beaudry, Accounting and Budget Analyst, Finance
Ms. Cynthia Bos, Human Resources Coordinator
Ms. Lisa Clayton, Human Resources Manager
Mr. Ben Dalupan, IT Manager
Ms. Suzanne Vandervoort, Director, Healthy Living
Ms. Linda Stobo, Manager Chronic Disease Prevention and Tobacco Control
Ms. Donna Kosmack, Manager, South West Tobacco Control Area Network
Mr. Darrell Jutzi, Manager Child Health Team
Ms. Misty Deming, Manager, Oral Health
Ms. Rhonda Brittan, Manager, Healthy Communities & Injury Prevention
Mr. Stephen Turner, Director, Environmental Health and Infectious Disease
Ms. Mary Lou Albanese, Manager, Child Health Team
Ms. Shaya Dhinsa, Manager, Sexual Health
Mr. Dave Pavletic, Manager, Food Safety & Healthy Environments
Mr. Fatih Sekercioglu, Manager, Safe Water, Rabies and Vector-Borne Disease
Mr. Sean Bertleff, Manager, Emergency Preparedness
Ms. Tracey Gordon, Manager Vaccine Preventable Diseases
Ms. Beth Smalec, Acting Manager, Sexual Health Clinic
Ms. Gayane Hovhannisyan, Associate Medical Officer of Health
Ms. Sarah Maaten, Epidemiologist
Ms. Heather Lokko, Director, Healthy Start and Chief Nursing Officer
Ms. Deb Shugar, Manager Screening, Assessment and Intervention
Ms. Jenn Proulx, Manager Best Beginnings
Ms. Isabel Resendes, Manager Best Beginnings
Ms. Kathy Dowsett, Manager Best Beginnings
Ms. Alison Locker, Epidemiologist

At 9:30 a.m., Dr. Mackie called the meeting to order and opened the floor for nominations for Chair of the Finance and Facilities Committee for 2018.

Mr. Meyer and Mr. Helmer nominated Ms. Fulton for Chair of the Finance and Facilities Committee for 2018.

Ms. Fulton agreed to let her name stand.

Dr. Mackie called three times for any other nominations. None were forthcoming.

It was moved by Mr. Meyer, seconded by Mr. Helmer that Ms. Fulton be elected Chair of the Finance & Facilities Committee for 2018. Carried

Chair Fulton reviewed the Committee membership to ensure quorum and reviewed the timetable for the meeting.

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. Meyer, seconded by Mr. Helmer that the AGENDA for the February 1, 2018 Finance and Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the MINUTES of the December 7, 2017 Finance and Facilities Committee meeting be approved. Carried

New Business

4.1  Health Unit Insurance Policy Review (Report No. 001-18FFC)

Ms. Jessica Jaremchuk, Regional Manager, Frank Cowan Company Ltd., and Mr. Joe Belancic, Manager of Procurement and Operations, assisted the Committee in its review of the Health Unit Insurance Policy.

Ms. Jaremchuk described the role of Frank Cowan Ltd, and provided a detailed summary of information for considering policy changes for this renewal period. This included a detailed review of the coverage provided in the policy, who it covers, and the premiums. The proposed cost of the renewal is $65,878.00 for the year.

Discussion ensued about the following items:

• The details around what is included and covered when renting a vehicle.
• Cyber risk coverage and extortion threat, which is not coverage that the Health Unit currently has but is working with Frank Cowan to determine premiums for this coverage.
• What coverage looks like with third party IT contracts now in place.

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the Finance & Facilities Committee receive Report No. 001-18FFC re: “Health Unit Insurance Policy Review” for information. Carried

4.2  2018 Finance & Facilities Reporting Calendar (Report No. 002-18FFC)

It was moved by Mr. Meyer, seconded by Mr. Helmer, that the Finance and Facilities Committee receive Report No. 002-18FFC re: “Finance & Facilities Committee – Reporting Calendar” for information Carried

4.3  2017 Vendor / Visa Payments (Report No. 003-18FFC)

Discussion ensued about the following items:

• The increase in corporate purchasing and why there was an increase.
• That the Health Unit does not qualify for credit card bonuses for corporate cards.
• That the amount of expenses varies depending on the jurisdiction of meetings and the costs associated with those meetings, which accounts for variability in spending from year to year.

It was moved by Mr. Helmer, seconded by Ms. Kasi, that the Finance & Facilities Committee receive Report No. 003-18FFC re: “2017 Vendor / VISA Payments” as information. Carried

4.4  Southwest Tobacco Control Area Network (TCAN) Single Source Vendor (Report No. 004-18FFC)

Ms. Donna Kosmack provided a detailed summary of this contract providers and the history of tendering for this service, which did not return suitable candidates in the past. This is why a Request for Proposals (RFP) was not issued for this contract over the past 2 years.

Discussion ensued about the following items:

• The justification for requiring a single source vendor and the threshold for requiring it.
• Why this program is important and what it does to focus on those groups who smoke.
• How Rescue works within peer groups to reach alternative youth to educate them on the harms of smoking and focus on changing youth values within their peer crowd.
• The Health Unit’s contribution to the contract (which is about $60,000), which is funding that comes from the Ministry of Health and Long-Term Care, flows through MLHU, and serves all of Southwestern Ontario.

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the Finance & Facilities review and make recommendation that the Board of Health award a single source vendor contract to Rescue: The Behavior Change Agency in an amount up to $151,439.53 as identified in Report No. 004-18FFC re: “Southwest Tobacco Control Area Network Single Source Vendor.” Carried

4.5  2018 Budget – FFC Review (Report No. 005-18FFC)

Ms. Di Cesare provided an update on the Health Unit’s budget process, including a summary of the timelines for developing proposals, which have been built into the 2018 Proposed Budget presented today. Ms. Di Cesare referred the Committee to the list of acronyms in the front of the draft budget booklet.

Discussion ensued about the following:

• How far along are we in the modernization of the public health standards and if consideration has been made to integrating changes into the budget going forward.
• That most of the Program Budget Templates (PBTs) are written based on the 2008 version of the Ontario Public Health Standards (OPHS) however, the whole format of the budget will change next year because the Province will integrate a new budget template
• How the budget will be adjusted mid-year if OPHS change within the budget cycle.

Division #1 Corporate Services

Ms. Di Cesare introduced the Corporate Services Managers in attendance, Ms. Lisa Clayton, Ms. Cynthia Bos, Mr. Jordan Banninga, Mr. Ben Dalupan, and Mr. Joe Balancic. Ms. Di Cesare outlined the realignment of roles and work within the Corporate Services Division, noting the restructuring line in each Program Budget Template for Corporate Services.

Ms. Di Cesare provided a summary of the enhancements, reductions and efficiencies in the Corporate Services budget, including the variances, expenditures and staffing changes as a result of re-aligning work within the Division.

Mr. Brian Glasspoole, Finance Manager, introduced himself and provided a summary of the Finance Team’s work and role within the Health Unit. Mr. Glasspoole outlined the new accounting requirements and upgrades the team will look towards in 2018. There will be monitoring of spending throughout the year against approved budgets and support for the location project.

Ms. Lisa Clayton, Human Resources (HR) Manager reviewed the roles and realignment of work within the HR team, which will focus on training and supporting staff. Per the re-organization, Health and Safety will be embedded in Human Resources.

Discussion ensued about the following items:

• Clarification of Ministry reporting formats differing between Ministries and how it impacts workload for the Finance team.
• The pressures and challenges that the team continues to face which include increased demand for HR support and recruitment activity.
• How the Health and Safety Coordinator role was previously administered and what it will look like in its new role within HR.
• The planned assessment to develop a diversity and inclusion strategy at the Middlesex-London Health Unit.

The Committee took a brief recess at 10:56 a.m.

At 11:08 a.m. the Chair called the meeting back to order.

Mr. Ben Dalupan, IT Manager provided an update, noting the continued onboarding of Stronghold Managed Service Provider (MSP) resources at the Health Unit. Mr. Dalupan highlighted some highly anticipated initiatives that IT will implement in 2018, including: replacing the FRX system, new options for an electronic client record (ECR) system; providing support for client intake line work; and delivering and updating IT infrastructure. The IT Team has been reduced from 6.5 to 3 full-time equivalents (FTE) due to vacancies. The 3.5 FTE duties are now being completed by Stronghold staff.

Discussion ensued about the following items:

• Given the many initiatives noted in the report, how IT plans to accomplish all of the deliverables.
• If there are gaps with regards to the onboarding of Stronghold and transition efforts.
• The plan to replace FRX. Ms. Di Cesare noted that there is more work that needs to be done, so a full needs analysis will be undertaken.

Ms. Di Cesare noted that the person who normally manages the Privacy Risk and Governance
portfolio has been on a leave of absence. Ms. Cynthia Bos provided the update, noting the realignment of duties. The role will take on a more proactive role to reduce any potential Health Unit liability. Ms. Bos noted that due to the lengthy absence of the Manager, there may be some challenges delivering some of the initiatives, including Board of Health Orientation and policy review.

Mr. Joe Belancic provided a brief summary of responsibilities for the Procurement and Operations Team. A notable change for 2018 is that he will be taking a more proactive look at spending. This Team will be involved in supporting many initiatives including: a potential relocation; ergonomic initiatives; supervised consumption facilities; temporary overdose prevention sites; activity based work stations; and a business continuity plan for the operation for the Health Unit sites.

Discussion ensued about purchasing co-operatives, e-procurement, and reception and security measures at all Health Unit locations.

Mr. Jordan Banninga introduced the PBT for the Program Planning and Evaluation Team, noting that the Team is comprised of two main components: partnering with Divisions and working together on prioritized projects; and library services. The library has been very active in delivering requests in a timely manner and staff are working on providing a common platform for shared library services.

Discussion ensued about the following items:

• A change made to the Service level line where 24% should be 67%.
• How public health goals are being evaluated and integrated into the evaluation process.
• Why the planning and evaluation team (Foundational Standards) was incorporated into the Corporate Services Division.
• If program evaluation should be driven by the Province, and if there was an opportunity for research projects in partnership with Western University.

Division #2 – Healthy Living

Ms. Suzanne Vandervoort, Director of Healthy Living, advised that there are six Teams that make up this Division. She noted the outstanding protocols and the primary focus on the new OPHS regarding Chronic Disease Prevention and Well Being.

Ms. Vandervoort provided an overview of Child Health Team PBT, advised that this Team works within the schools and introduced Mr. Darrell Jutzi, Child Health Manager to answer questions.

Discussion ensued about the following items:

• That dental clients are being referred to the Western University dental clinic.
• The criteria that determines risk level for a school.
• That private schools are not included in the list of schools to visit unless they request the Health Unit to attend; Francophone schools are included.
• Partnership agreements with schools.

Ms. Linda Stobo provided a review of the Chronic Disease and Tobacco Control Team PBT. She noted that this Team is comprised of a very diverse group of staff, including: Public Health Inspectors (PHIs), Public Health Nurses (PHNs), Tobacco Enforcement Officers (TEOs), and that they work from two different office locations.

Discussion ensued about the following items:

• Preparing for legalized cannabis; how TEOs will be called on to respond to infractions, and if the Health Unit will be able to meet demands for follow-up and answer complaints in a timely manner.
• Community Health Survey Statistics
• Programs within this team that will be reviewed through the Program Evaluation Framework tool.

It was moved by Mr. Meyer, seconded by Mr. Helmer, that the Finance & Facilities Committee recess for lunch. Carried

At 12:55 the meeting recessed for a lunch break.

At 1:27, the Chair called the meeting back to order.

Ms. Rhonda Brittan, Manager of the Healthy Communities and Injury Prevention Team, provided an overview of the six components within her team.

Discussion ensued about the following items:

• Cannabis legalization and whether or not more people will start to smoke it becomes legalized.
• Participation on built environment initiatives.

Ms. Vandervoort provided the review of the Oral Health Team PBT and introduced Ms. Misty Deming, Manager, Oral Health to answer questions.

Discussion ensued about the criteria for how schools are rated (low versus high risk). Ms. Deming noted that schools can move from high to low risk in a year and there is no definite reason why.

Ms. Donna Kosmack, Manager for the Southwest Tobacco Control Area Network (SWTCAN) Team, introduced her Team and noted that the participating nine SWTCAN health units will be reduced to seven this year. There was a brief discussion about the Steering Committee for this network.

Ms. Vandervoort noted that the Manager of the Young Adult Team was absent and made note of some key highlights in the Young Adult Team PBTs, similar to those of the Child Health Team.

Division #3 – Office of the Medical Officer of Health (OMOH)

Dr. Mackie, Medical Officer of Health provided a summary for the OMOH Division.

Mr. Dan Flaherty, Communications Manager, assisted Dr. Mackie with the review of the Communications PBT. It was noted that the “We’re Here For You Campaign” would be discontinued and should the Health Unit relocate, resources would be used for rebranding, updating and refreshing the current graphic standards. Mr. Flaherty noted that there is a working group currently in place to review and update graphic standards.

Discussion ensued about assessing the effectiveness of advertising.

Dr. Gayane Hovhannisyan, Associate Medical Officer of Health (AMOH), provided a summary for the Officer of the Director and Foundational Standard PBTs. Dr. Hovhannisyan noted that in the AMOH role, she spent a large amount of time engaging with community partners.

Ms. Sarah Maaten, Epidemiologist, assisted Dr. Hovhannisyan in reviewing Population Health Assessment & Surveillance PBT.

Division #4 – Environmental Health and Infectious Disease (EHID)

Mr. Stephen Turner, Director of Environmental Health and Infectious Diseases, introduced his Management Team in attendance, Mr. David Pavletic, Ms. Shaya Dhinsa, Mr. Sean Bertleff, Mr. Fatih Sekercioglu, Ms. Mary Lou Albanese, and Acting Manager, Ms. Beth Smalec.

Mr. Turner provided an overview of key performance indicators, initiatives and highlights for the teams within EHID.

Mr. Sean Bertleff, Manager for Emergency Preparedness, Response and Recovery provided an overview of the Emergency Preparedness PBT.

There was a discussion in regards to potential overlap of County, City and Health Unit emergency services.

Mr. David Pavletic, Manager for Food Safety & Healthy Environments reviewed the PBT for this team and answered questions.

Discussion ensued about heat and cold alerts and IT’s role in assisting with an upgrades to the Hedgehog system.

Ms. Mary Lou Albanese, Infectious Disease Control (IDC) Team Manager, reviewed and answered questions about the IDC PBT.

Discussion ensued about Tuberculosis (TB) screening and the Health Unit’s responsibilities with regards to screening and testing. Committee members also inquired about cost shared and 100% funded initiatives within this Team.

Mr. Fatih Sekercioglu, Manager for the Safe Water, Rabies & Vector Borne Disease Team summarized key highlights for this year. Rabies statistics were discussed as well as the Health Unit’s responsibilities regarding the provision of the rabies vaccine.

Ms. Shaya Dhinsa, Manager for the Sexual Health Team reviewed the five components of the Sexual Health Team.

Discussion ensued about the rise in chlamydia infection rates, needle recovery initiatives, and ensuring priority populations receive services in the clinic.

Ms. Tracey Gordon, Vaccine Preventable Diseases Manager, reviewed her PBT and noted that her team will monitor and manage the number of suspension letters distributed this year. Ms. Gordon is encouraged by the work that is being done to get clients who are not part of a vulnerable populations to seek vaccines their family physician as part of their comprehensive primary care.

Discussion ensued about meeting legislative requirements and the backlog of entries due to a delay in the ICON system.

Division # 6 - Healthy Start

Ms. Heather Lokko, Director of Healthy Start, provided a summary of key performance indicators, key initiatives and highlights, as well as the FTE, budgeted expenditures and pressures and challenges for the teams within her Division.

Ms. Lokko advised on the three components for the Best Beginnings Teams which include (Healthy Babies Healthy Children (HBHC) Screening Assessment, Home Visiting, and Service Coordination, as well as outreach and the Nurse Family Partnership.

Ms. Lokko reviewed the PBT for the Early Years Team and advised that the team is looking at a shift in breastfeeding initiatives, primarily providing in-home assistance as well as drop in clinics.

Ms. Lokko provided the review of the Reproductive Health Team PBT, noting the Manager position for this Team is currently vacant.

Discussion ensued about breast feeding initiatives and how staff respond to clients who need or ask for options in regards to unwanted pregnancies.

The Screening, Assessment and Intervention PBT was reviewed by Ms. Lokko and Ms. Debbie Shugar. Discussion ensued about the delay in wait times for children who may have hearing loss.

Office of the Chief Nursing Officer (OCNO)

Ms. Lokko provided a summary of the PBT for the OCNO, noting the two main areas of focus as being nursing practice and health equity work.

Discussion ensued about the following items:

• A change made in Section G – which required professional services to be listed as $9,000.00. which changed total from $419,022 to $428,022. This change will be made by staff in the final PBT document.
• What is included in the “Other Program Costs” budget line, which supports certification and nurse led initiatives.
• Public health nursing practicums with Western University.

General Expenses and Revenues

Mr. Brian Glasspoole provided a review of general expenses and revenues, noting that the estimated gapping amount is about 1.3 million dollars. Dr. Mackie provided some insight into why the gapping amount is larger than anticipated and noted that HR is working towards trying to predict trends, including increases and decreases in factors such as retirements and step increases.

It was moved by Mr. Helmer, seconded by Ms. Kasi, that the Finance & Facilities Committee make recommendation to the Board of Health to:

1. Approve the amended 2018 Operating Budget in the gross amount of $35,384,706 as appended to Report No. 005-18FFC re 2018 Proposed Budget; and further
2. Forward Report No. 005-18 to the City of London and the County of Middlesex for information; and,
3. Direct staff to submit the 2018 Operating Budget in the various formats required by the different funding agencies.

Carried

Other Business

The next Finance & Facilities Committee meeting will be Thursday, March 1, 2018 at 9:00 a.m.

Confidential

At 4:35 p.m., it was moved by Mr. Helmer, seconded by Mr. Meyer, that the Finance and Facilities Committee move in-camera to approve the confidential minutes of the December 7, 2017 confidential Finance & Facilities Committee meeting.

At 4:36 p.m., it was moved by Mr. Meyer, seconded by Mr. Helmer, that the Finance and Facilities Committee rise and return to public session.

Adjournment

At 4:37 p.m. it was moved by Mr. Helmer, seconded by Mr. Meyer, that the Finance and Facilities Committee adjourn the meeting. Carried

At 4:37 p.m. Chair Fulton adjourned the meeting.

_________________________________________________________________________________________________________

Trish Fulton
Committee Chair

Christopher Mackie
Secretary-Treasurer