January 14, 2016 - Finance & Facilities Committee Meeting

Committee Members Present:

Ms. Trish Fulton (Committee Chair)
Mr. Marcel Meyer
Mr. Ian Peer
Ms. Joanne Vanderheyden

Absent: Mr. Jesse Helmer

Others Present:

Dr. Christopher Mackie, Medical Officer of Health and CEO
Ms. Elizabeth Milne, Executive Assistant to the Board of Health & Communications (Recorder)
Mr. Jordan Banninga, Manager, Strategic Projects
Ms. Tammy Beaudry, Accounting and Budget Analyst
Ms. Lisa Clayton, Manager, Human Resources
Ms. Laura Di Cesare, Director, Corporate Services
Dr. Gayane Hovhannisyan, Associated Medical Officer of Health
Ms. Heather Lokko, Director, Healthy Start
Mr. John Millson, Associate Director, Finance
Mr. Chimere Okoronkwo, Manager, Oral Health
Mr. Mark Pryzslupski, Manager, Information Technology
Ms. Suzanne Vandervoort, Director, Healthy Living

At 9:01 a.m., Ms. Trish Fulton, Committee Chair, welcomed everyone to first Finance and Facilities Committee (FFC) meeting of 2016. Ms. Fulton requested that the Committee and attendees introduce themselves around the table. Ms. Fulton outlined the budget review process.

Disclosure of Conflict(s) of Interest

Ms. Fulton inquired if there were any disclosures of conflict of interest to be declared. None were declared.

Approval of Agenda

It was moved by Ms. Vanderheyden, seconded by Mr. Peer that the AGENDA of the January 14, 2015 Finance and Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Ms.Vanderheyden, seconded by Mr. Peer that the MINUTES from the December 3, 2015 Finance and Facilities Committee meeting be approved. Carried

New Business

Mr. Millson summarized the process staff will use to present 2016 Planning and Budget Templates (PBT) to the FFC over the next two meetings.

Dr. Mackie clarified that some of the incremental costs that may be associated with the new organizational structural changes. Dr. Mackie flagged the meeting dates for the budget process, and identified that a decision on the February FFC meeting would be requested at the end of this meeting.

2016 Budget Process (Report No. 01-16FFC)

Service Area #1 Human Resources and Corporate Strategy

Ms. Laura Di Cesare reviewed the Human Resources and Corporate Strategy 2016 Planning and Budget Templates that are attached as Appendix A to Report No. 01-16FFC. 

Ms. Di Cesare answered questions about the templates and discussion ensued about e-books, staff development programming, administrative policies, and related issues.

After discussion, it was moved by Mr. Peer, seconded by Mr. Meyer that the Finance & Facilities Committee review the 2016 Planning and Budget Templates for Human Resources and Corporate Strategy attached as Appendix A. Carried

Service Area #2 – Finance and Operations 2016 Planning and Budget Template

Mr. Millson, Associate Director, Finance, reviewed the Finance and Operations 2016 Planning and Budget Template that is contained in Appendix B to Report No. 01-16FFC and answered questions.

Discussion ensued about the possibility of public health funding being transferred to the Local Health Integration Network (LHIN).

After discussion, it was moved by Mr. Meyer, seconded by Ms. Vanderheyden that the Finance and Facilities Committee review the 2016 Planning and Budget Templates for Finance & Operations Services attached as Appendix B. Carried

Service Area #3 – Information Technology

Mr. Millson, Associate Director, Finance, reviewed the Information Technology 2016 Planning and Budget Template that is contained in Appendix C to Report No. 01-16FFC and answered questions.

Discussion ensued about cloud computing, privacy implications and where data resides. Mr. Pryzslupski advised that the Middlesex-London Health Unit utilizes a private cloud and all services are hosted on secure MLHU servers.

After discussion, it was moved by Mr. Peer, seconded by Mr. Meyer that the Finance and Facilities Committee review the 2016 Planning and Budget Templates for Information & Technology Services attached as Appendix C. Carried

Service Area #4 – Office of the Medical Officer of Health

Dr. Christopher Mackie, Medical Officer of Health, reviewed the Office of the Medical Officer of Health 2016 Planning and Budget Template that contained in Appendix D to Report No. 01-16FFC and answered questions.

Discussion ensued about adapting to the City of London’s multi-year budget process, how much of MLHU’s social media engagement is local, other program costs, and the 211 information service. Dr. Mackie committed to bringing forward a report on social media engagement and to ensuring that other program costs within the OMOH are reviewed and transparently reflected in other areas within the MLHU budget where appropriate.

After discussion, it was moved by Ms. Vanderheyden, seconded by Mr. Peer that the Finance and Facilities Committee review the 2016 Planning and Budget Templates for the Office of the Medical Officer of Health attached as Appendix D. Carried

Service Area #5 – Oral Health, Communicable Disease and Sexual Health Services

Ms. Heather Lokko, Director, Healthy Start, reviewed the Oral Health, Communicable Disease and Sexual Health Services 2016 Planning Budget Template that is contained in Appendix E to Report No. 01-16FFC.

Discussion ensued about programs funded by provincial grants that are meant to cover 100% of program costs, and the costs associated with distributing harm reduction equipment.

It was moved by Mr. Peer, seconded by Ms. Vanderheyden, that the Finance and Facilities Committee review the 2016 Planning and Budgeting Templates for Oral Health, Communicable Disease and Sexual Health Services attached as Appendix E. Carried

It was moved by Mr. Peer, seconded by Ms. Vanderheyden that the Finance and Facilities Committee report to the January 21, 2016 Board of Health meeting recommending that the Board of Health defer approval of these components of the 2016 budget until all budget proposals are available at the February 18, 2016 meeting of the Board of Health. Carried

Other Business

2016 Proposed Finance and Facilities Committee Meeting Dates

It was decided that the proposed February 11th, 2016 meeting would not be held due to quorum. Remaining components and Program Budget Templates will be reviewed at the January 28th, 2016 meeting. Any remaining items will be brought directly to the Board of Health at its February 18, 2016 meeting.

The next scheduled meeting of the FFC is Thursday, January 28, 2016 at 9:00 a.m. in Room 3A.

Adjournment

At 11:10 a.m. Ms. Fulton adjourned the meeting.

Trish Fulton
Committee Chair

Christopher Mackie
Secretary-Treasurer