July 5, 2018 - Finance & Facilities Committee - Meeting Minutes 

Committee Members Present:

Ms. Trish Fulton (Chair)
Ms. Tino Kasi (via phone)
Mr. Marcel Meyer
Ms. Joanne Vanderheyden

Regrets: Jesse Helmer

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Ms. Lisa Clayton, Manager Human Resources
Mr. Brian Glasspoole, Manager Finance
Ms. Maureen Rowlands, Director
Mr. Stephen Turner, Director
Ms. Kendra Ramer, Manager
Ms. Cynthia Bos, Human Resources Partner

Chair Fulton called the meeting to order at 8:34 a.m.

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. Meyer, that the AGENDA for the July 5, 2018 Finance and Facilities Committee meeting be approved. Carried

Approval of Minutes

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

New Business

4.1 Ministry of Children and Youth Services Program Funding (Report No. 029-18FFC)

Infant Hearing Programs (IHP) are currently piloting a protocol for assessing children’s developmental outcomes related to speech and language communication development over time. Dr. Mackie noted that the results of the Outcome Tools Pilot for Children with Permanent Hearing Loss will be used by the government to inform any implementation decisions. Dr. Mackie advised that staff will ensure the results of the pilot are received by Boards of Health.

It was moved by Ms. Vanderheyden, seconded by Mr. Meyer that the Finance & Facilities Committee recommend that the Board of Health:
1. Receive Report No. 029-18FFC re: “Ministry of Children and Youth Services Program Funding;” and
2. Direct staff to receive this funding.
Carried

4.2 Proposed 2019 PBMA Process, Criteria & Weighting (Report No. 030-18FFC)

Ms. Fulton noted that the process, criteria and weighting have not changed since the last review.
There was discussion in regard to the weighting. Dr. Mackie provided background information on how the weighting was originally determined by Board Members and Senior Leaders the first year the PBMA process was introduced at the Health Unit.

It was moved by Ms. Vanderheyden, seconded by Mr. Meyer that the Finance & Facilities Committee receive and make recommendation to the Board of Health to approve the 2019 PBMA criteria and weighting proposed in Appendix A to Report No. 030-18FFC. Carried

2018 Budget Funding Increases – New Initiatives (Report No. 031-18FFC)

Dr. Mackie provided the Committee with a more detailed review of the report prior to discussion, noting that the Location and ECR budgets have not been reflected in this report.

Hiring of Permanent Public Health Nurses (PHN)
There was a lengthy discussion whereby Dr. Mackie and Ms. Clayton provided additional information in regard to the difficulty of filling temporary vacant PHN positions due to Leaves of Absence, retirements, resignations. They noted that there is no intention to increase the number of positions but rather to ensure that the most qualified candidates are attracted in order to best serve clients. They discussed the pressures of filling the vacancies with internal staff and the bumping/moving around of staff that has to occur each time, which often creates gaps in service. Dr. Mackie advised that when the permanent PHNs are hired, given the number of PHNs leaving, they would be guaranteed a job once the position that they were hired to cover is back to full complement, but it would be clear on hiring that they may be redeployed to another team. He also noted that this new practice would help alleviate lengthy wait lists in some programs.

Ms. Clayton noted that over the course of each year, the Health Unit will always be either at or below the permanent, full-time equivalent complement. She described this proposed initiative as a natural response to forecasted gaps, and indicated that it is common practice in her experience in the private sector.

The Committee discussed making this initiative a pilot and reviewing at the end of the year. Ms. Clayton will provide the Board with the cost of filling PHN positions from January 2018 to June of 2018. Dr. Mackie advised that he will ensure the Board receives this additional information.

Mr. Meyer noted that he would appreciate additional information such as which other organizations use this practice, more explanations to prove it’s necessary.

Supporting reconciliation and promoting a diverse and inclusive environment
Ms. Vanderheyden noted that she would like to see more information in regard to the diversity and inclusive environment. Dr. Mackie noted that the dollar amount is an estimate and he will bring a more fulsome plan to the Board of Health.

Architectural Consulting
Dr. Mackie noted that a provincial grant would reduce or eliminate this budget pressure, and that the Health Unit is still in early stages of the process regarding the architectural consulting for the location project. The funds will be used to design a space that ensures optimal clinic flow and exceptional service delivery to clients.

It was moved by Ms. Vanderheyden, seconded by Ms. Fulton , that the Finance & Facilities Committee recommend that the Board of Health:
1. Receive Report No. 031-18FFC re: 2018 Budget Funding Increases – Recommended Expenditures;
2. Approve Appendix A; and
3. Recommend to the Board of Health to approve the judicious over-hiring of permanent staff in limited circumstances. Amendment to the text (at this time)
Carried

4.4 New Policy Review – G205 - Borrowing

Kendra noted that this policy has been reviewed by the Governance Committee and was created by external legal counsel. There was a request by the Governance Committee that the policy be reviewed by the Finance and Facilities Committee.

Discussion ensued about the following:
• The need for municipal consent for the acquisition of property
• Municipal consultation versus consideration
• How input from municipalities would be handled

Dr. Mackie noted that the current round of borrowing for the move has gone to the Board and both obligated municipalities were contacted.

Committee members asked that in Section 2, b. revise the sentence to read “Obligated Municipalities shall be consulted and considered for access to their capital markets.”

It was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the recommended revisions be made, and the amended policy be brought back to the Governance Committee for recommendation to the Board of Health. Carried

Other Business

The August 2nd meeting was cancelled due to anticipated absence of urgent items.

Next meeting: September 6, 2018

Confidential

In public session, it was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the CONFIDENTIAL MINUTES of the June 5, 2018 Finance and Facilities Committee meeting be approved. Carried

Adjournment

At 9:32 a.m., it was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the meeting be adjourned. Carried

At 9:32 a.m., Chair Fulton adjourned the meeting.

__________________________________________________________________________________________________

TRISH FULTON
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer