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June 21, 2018 - Board of Health - Meeting Minutes

Members Present:

Ms. Joanne Vanderheyden, Chair
Ms. Trish Fulton, Vice-Chair
Mr. Michael Clarke
Ms. Maureen Cassidy
Mr. Jesse Helmer
Mr. Trevor Hunter
Mr. Ian Peer
Mr. Kurtis Smith
Regrets: Ms. Tino Kasi 

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer
Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications (Recorder)
Mr. Jordan Banninga, Manager, Program Planning and Evaluation
Mr. Joe Belancic, Manager, Procurement and Operations
Ms. Rhonda Brittan, Manager, Healthy Communities and Injury Prevention
Mr. Ben Dalupan, Manager, Information Technology
Ms. Laura Di Cesare, Director, Healthy Organization
Ms. Misty Deming, Manager, Oral Health
Mr. Dan Flaherty, Manager, Communications
Mr. Brian Glasspoole, Manager, Finance
Ms. Julie Hachey, Medical Resident
Ms. Ellen Lakusiak, Dietitian
Ms. Linda Stobo, Manager, Chronic Disease and Tobacco Control
Ms. Debbie Shugar, Manager, Reproductive Health
Ms. Katie denBok, Partner, KPMG
Mr. Syed Balkhi, Manager, KPMG
Ms. Heather Lokko, Director, Healthy Start
Mr. Stephen Turner, Director, Environmental Health and Infectious Diseases
Mr. Alex Tyml, Online Communications Coordinator

Chair Vanderheyden called the meeting to order at 7:04 p.m.

Disclosures of Conflict(s) of Interest

Chair Vanderheyden inquired if there were any disclosures of conflict of interest to be declared. None were declared.

Approval of Agenda

It was moved by Mr. Helmer, seconded by Ms. Fulton, that the AGENDA  for the June 21, 2018 Board of Health meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Helmer, seconded by Mr. Peer, that the MINUTES of the May 17, 2018 Board of Health meeting be approved. Carried

Delegations and Committee Reports

Finance & Facilities Committee (FFC) Meeting – June 7, 2018 (Report No. 035-18)

Ms. Fulton introduced, provided context for, and summarized the following reports, which were considered at the June 7 FFC meeting:

2017 Draft Financial Statements (Report No. 022-18FFC)

Ms. Fulton noted that a major item of business was the review the draft Financial Statements for 2017. The audit findings were clean, with no notes or comments to bring forward to the Board.

It was moved by Mr. Peer, seconded by Ms. Cassidy, that the Board of Health review and approve the audited Financial Statements for the Middlesex-London Health Unit, December 31, 2017, as appended to Report No. 022-18FFC. Carried

2017 Reserve / Reserve Fund Balances (Report No. 023-18FFC)

It was moved by Mr. Helmer, seconded by Mr. Clarke, that the Board of Health:
1. Receive the 2017–18 Reserve/Reserve Fund Overview (Appendix A) for information; and
2. Approve a $52,570 drawdown from the Sick Leave Reserve Fund to fund the 2017 sick leave payment to eligible staff.
Carried
The following reports were received by the Finance & Facilities Committee for information:

Supervised Consumption Facility – Municipal Planning Consultant Services Proposal (Report No. 024-18FFC)

Temporary Overdose Prevention Site Expanded Hours and Evaluation (Report No. 028-18FFC)

It was moved by Ms. Kasi, seconded by Mr. Hunter, that the Board of Health receive the Minutes of the June 7, 2018 Finance & Facilities Committee. Carried

 

Mr. Trevor Hunter, Chair of the Governance Committee (GC), provided an update re: agenda item no. 2 from the June 21, 2018 Governance Committee meeting.

Mr. Hunter introduced, provided context for, and summarized the following reports:

2018–20 Strategic Planning Update (Report No. 004-18GC)

It was moved by Mr. Helmer, seconded by Mr. Peer, that the Board of Health:
1) Receive Report No. 004-18GC re: “2018 Strategic Planning Update” for information; and
2) Approve the 2018–20 Middlesex-London Health Unit Balanced Scorecard.
Carried

2018 Board of Health Self-Assessment Results (Report No. 005-18GC)

It was moved by Mr. Hunter, seconded by Ms. Fulton, that the Board of Health:
1) Receive Report No. 005-18GC re: “Board of Health Self-Assessment Results” for information; and
2) Consider the survey results and incorporate feedback into Board development planning for 2018.
Carried

Organizational Structure Changes (Report No. 006-18GC)

It was moved by Mr. Hunter, seconded by Mr. Helmer, that the Board of Health receive Report No. 006-18GC re: “Organizational Structure Changes” for information. Carried

It was moved by Mr. Smith, seconded by Mr. Clarke, that the Board of Health receive the January 18, 2018 Governance Committee meeting minutes. Carried

Governance Policy Review (Report No. 007-18GC)

Mr. Hunter summarized the policies reviewed at the June 21 meeting and noted that some will be sent back to staff for further revision. The policies reviewed included: By-law G-B30, G-150 Complaints, G-205 Borrowing, G-430 Informing of Financial Obligations, G-260 Governance Principles and Board Accountability, G-270 Roles and Responsibility of Individual Board Members, G-340 Whistleblowing, G-360 Removal and Resignation of Board Members, G-380 Conflicts of Interest and Declaration, and a new policy on political activities, 1-120 (see Appendix C to Report No. 007-18GC).

It was moved by Mr. Hunter, seconded by Mr. Peer, that the Board of Health:
1) Receive Report No. 007-18GC for information;
2) Approve the new and revised Governance Policies as outlined in Appendix A, with the exceptions of G-205 (referred to FFC) and G-340 (referred back to staff for further review); and
3) Approve the new Administrative Policy on Political Activities as outlined in Appendix C.
Carried

Mr. Hunter also noted that the Committee had a brief discussion regarding the distribution of workloads of standing committees, the result of information obtained from the findings of the Board of Health self-assessment. Mr. Hunter noted that staff will conduct a review and provide further information to the Governance Committee at its next meeting on Thursday, September 20, at 6:00 p.m.

Recommendation Reports

MLHU Wide Area Network (WAN) Service Provider Improvements (Report No. 036-18)

Dr. Mackie introduced this report and advised on some of the key benefits MLHU will receive by approving a new WAN service provider, such as offsite data storage, a great benefit in the long term.

Mr. Ben Dalupan answered questions, and discussion ensued on the following items:
• The timeframe within which MLHU can be connected to the new service.
• That there will not be any infrastructure changes arising from the switchover.
• If there is any risk in holding the old contract during the transition of services, and whether there will be an overlap period between the two services.

It was moved by Mr. Helmer, seconded by Ms. Fulton, that the Board of Health approve entering into a contract with start.ca to establish a Wide Area Network (WAN) service, as recommended by the Finance & Facilities Committee. Carried

Information Reports

Middlesex-London Food Policy Council Progress Report (Report No. 037-18)

Ms. Linda Stobo and Ms. Ellen Lakusiak answered questions, and discussion ensued on the following items:
• The London Food Coalition, and to what extent it has been engaged with the Food Policy Council.
• Support that the London Food Coalition has received from the Food Policy Council to date.
• That Mr. Marcel Meyer sits on the Food Policy Council on behalf of MLHU and the County of Middlesex.
• Appointment terms for those sitting on the Food Policy Council, and the Council’s terms of reference, which determine appointment terms.
• That any request to renew an appointment to the Council would be brought to the Board of Health.

It was moved by Mr. Hunter, seconded by Mr. Clarke, that the Board of Health receive Report No. 037-18 re: “Middlesex-London Food Policy Council Progress Report” for information. Carried

Enactment of the New Smoke-Free Ontario Act, 2017 (Report No. 038-18)

Ms. Linda Stobo and Dr. Mackie answered questions, and discussion ensued on the following items:
• When the Smoke-Free Ontario Act, 2017 will be updated following the legalization of cannabis in the fall; and that staff are currently monitoring developments and seeking to prepare for the coming legalization as best as possible.
• How the legalization of cannabis and cannabis smoke will impact MLHU in relation to second-hand smoke violations and complaints in multi-unit dwellings, and the enforcement of bylaws and policies.
• That smoke-free housing will continue to be a priority for MLHU; and some of the ways in which MLHU currently is working to reduce smoking in the home and to support smoke-free housing, especially for the sake of those who have less control over where they live.
• That municipal bylaws supersede the Act, such that municipalities may revise their own bylaws to fill gaps before legislation around cannabis is enacted.
• That MLHU has provided and continues to provide municipalities with information to inform their policy decisions and help them enact their own bylaws regarding tobacco and issues around smoke nuisances or health and safety concerns.

It was moved by Mr. Clarke, seconded by Ms. Cassidy, that the Board of Health receive Report No. 038-18 re: “The Enactment of the New Smoke-Free Ontario Act, 2017” for information. Carried

Summary Information Report for June (Report No. 039-18)

It was moved by Ms. Cassidy, seconded by Mr. Hunter, that the Board of Health receive Report No. 039-18 re: “Summary Information Report for June” for information. Carried

Medical Officer of Health/Chief Executive Officer Activity Report for June (Report No. 040-18)

Dr. Mackie noted the following items with regard to his activity report for June:
• That a number of MLHU staff participated in the City Manager’s emergency exercise and received an award from the City Manager for their participation. Dr. Mackie thanked Ms. Lynn Vander Vloet, the MLHU’s Community Emergency Response Volunteers (CERV), and other staff who were involved for making this possible.
• A meeting conflict whereby staff had a previously scheduled meeting with the City Manager to discuss mobile Supervised Consumption Facilities, and were unable to attend the Community and Protective Services Meeting at which MLHU submitted a request for fit-up costs to the City of London. Due to this conflicting meeting, MLHU staff were not present when the letter was reviewed, and the item was deferred.

Discussion ensued on the following items:
• Further details about what a mobile unit for supervised consumption might look like and where it would be located, as well as what was covered in the discussion with the City, and also that City staff will attend the Temporary Overdose Prevention Site (TOPS) to see the work firsthand.
• That Board members will also be welcome to attend a tour of the TOPS when it is scheduled in July.
• That the provincial government did not approve the mobile site. Thus, the plans to move forward with the mobile site will not proceed in same timeframe as the permanent site.
• That the mobile site would be complementary to the permanent sites. Mobile sites will not be approved unless a community has a permanent site in place first.

It was moved by Ms. Cassidy, seconded by Mr. Clarke, that the Board of Health receive Report No. 040-18 re: “Medical Officer of Health / Chief Executive Officer Activity Report for June” for information. Carried

Letter from the County of Middlesex (Report No. 041-18)

Discussion ensued on the following:
• The timelines involved in responding to the questions outlined in Appendix A.
• That reconciling with County Council represents an important goal, and that a response will be provided in a productive manner.
• Clarification of the Superior Court decision regarding consent.
• That Dr. Mackie will indicate receipt of letter to the County of Middlesex and offer to meet with their representatives on an administrative level to discuss administrative details outlined in the letter.

It was moved by Ms. Cassidy, seconded by Ms. Kasi, that the Board of Health receive Report No. 041-18 re: “Letter from County of Middlesex” for information. Carried

Correspondence

It was moved by Ms. Cassidy, seconded by Mr. Hunter, that the Board of Health receive correspondence items a) through h).
Carried

Other Business

Chair Vanderheyden reviewed the upcoming meeting dates:
• Next Finance & Facilities Committee meeting: July 5, 2018 @ 8:30 a.m. Please note that this is a different time than usual.
• Next Board of Health meeting: July 19, 2018 @ 7:00 p.m.
• Next Governance Committee meeting: September 20, 2018 @ 6:00 p.m.
• The Board of Health meeting date for December will be Wednesday, December 12, 2018 @ 5:30 p.m. Please note that this will be an early meeting, and will be followed by the Board of Health holiday reception.

Confidential

At 7:48 p.m., it was moved by Ms. Kasi, seconded by Ms. Fulton, that the Board of Health move in-camera to consider matters regarding labour relations and identifiable individuals, the security of property held by the Middlesex-London Board of Health, a proposed or pending acquisition of land by the Middlesex-London Board of Health, advice that is subject to solicitor-client privilege, to consider the confidential minutes of the May 17, 2018 Board of Health meeting, and to receive the confidential minutes of the June 7, 2018 Finance & Facilities Committee meeting.
Carried

At 9:21 p.m., it was moved by Ms. Cassidy, seconded by Mr. Helmer, that the Board of Health rise and return to public session. Carried
At 9:21 p.m., the Board of Health returned to public session.

Adjournment

At 9:21 p.m., it was moved by Ms. Cassidy, seconded by Mr. Clarke, that the meeting be adjourned.
Carried


JOANNE VANDERHEYDEN
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer

 
Date of creation: July 9, 2018
Last modified on: July 20, 2018