Minutes - June 6, 2018 Finance & Facilities Committee Meeting

Committee Members Present:

Mr. Matt Reid (Chair)
Ms. Maureen Cassidy
Ms. Kelly Elliott
Ms. Trish Fulton

Regrets: Ms. Tino Kasi

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Mr. Brian Glasspoole, Manager, Finance
Mr. Joe Belancic, Manager, Procurement and Operations
Ms. Nicole Gauthier, Manager, Privacy, Risk and Governance
Ms. Deanna Baldwin, Manager, KPMG
Ms. Katie denBok, Partner, KPMG

At 9:01 a.m., Chair Reid called the meeting to order.

Disclosure of Conflict(s) of Interest

Chair Reid inquired if there were any disclosures of conflicts of interest. None were declared.

Approval of Agenda

It was moved by Ms. Elliott, seconded by Ms. Fulton, that the AGENDA for the June 7, 2019 Finance & Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Ms. Elliott, seconded by Ms. Fulton, that the MINUTES of the May 2, 2018 Finance & Facilities Committee meeting be approved. Carried

New Business

4.1 2018 Audited Financial Statements for Middlesex-London Health Unit (Report No. 019-19FFC)

Mr. Glasspoole introduced the representatives from KPMG, Ms. Deanna Baldwin and Ms. Katie denBok. He noted that the financial statements produced are the responsibility of MLHU management and are audited by KPMG. Mr. Glasspoole then walked Committee members through the Financial Statements document.

Ms. denBok noted that the Audit Findings Report is KMPG’s primary means of communicating with the Health Unit. Now that the audit is complete, the management representation letter will need to be signed once the Board of Health has approved the financial statements. Ms. denBok advised that there were no causes for concern as a result of the Health Unit’s audit. Ms. Baldwin provided an update of the Audit Risks and Results document.

Mr. Glasspoole noted that because of the new Annual Service Plan reporting requirements, there was a delay in getting completed final draft financial statements to KPMG before they began their audit. This caused some delay and was noted in the findings document.

At 9:20 a.m., Chair Reid asked all staff to leave, per standard FFC practice, so that the Committee might speak confidentially with KPMG representatives.

At 9:25 a.m. Chair Reid asked staff to return. KPMG representatives departed and the meeting resumed.

It was moved by Ms. Cassidy, seconded by Ms. Elliott, that the Finance & Facilities Committee review and approve Report No. 019-19FFC re: “2018 Audited Financial Statements for Middlesex-London Health Unit.” Carried

4.2 2018 Revised Budget – Ministry of Health and Long-Term Care (MOHLTC) Approved Grants (Report No. 020-19FFC)

Mr. Glasspoole provided context for this report. He noted that the Health Unit had received a letter from the MOHLTC in regard to additional one-time funding of $97,700 to be used to support cannabis enforcement and vision-screening requirements. Due to the approval coming after the funds were due to be spent, some of the funding will need to be returned to the Ministry.

Mr. Glasspoole noted that he had a conversation with the Ministry in regard to the timeline and they advised him that it had been set up this way because of their own year-end requirements.

It was moved by Ms. Elliott, seconded by Ms. Cassidy, that the Finance & Facilities Committee:
1) Approve Report No. 020-19FFC re: “Funding and Service Level Agreements Review”; and
2) Recommend the Board of Health Chair write a letter to the Minister of Health identifying issues with the one-time approval process.
Carried

4.3 By-Law and Policy Review (Report No. 021-19FFC)

Mr. Glasspoole and Ms. Gauthier provided context for this report. The report will go to the Governance Committee’s June meeting.

It was moved by Ms. Cassidy, seconded by Ms. Elliott, that the Finance & Facilities Committee:
1) Receive Report No. 021-19FFC re: “By-law and Policy Review” for information; and
2) Refer the governance by-laws and policies reviewed in this report to the Governance Committee for final review prior to consideration by the Board of Health.
Carried

4.4 Contract Award – Medical Supplies (Report No. 022-19FFC)

Mr. Belancic advised that it has been recommended to award three contracts for medical supplies. He noted that the consolidations of clinic space and having a central supply will result in savings.

It was moved by Ms. Elliott, seconded by Ms. Cassidy, that the Finance & Facilities Committee receive Report No. 022-19FFC re: “Contract Award – Medical Supplies” for information. Carried

4.4 Contract Award – Oral Contraceptives (Report No. 023-19FFC)

Mr. Belancic briefly provided some background and an update. He advised that at the time of writing this report, 17 health units had responded to the invitation to join the joint bid for contraceptives. Since then, 6 more have opted in, bringing the total number participating to 23. Effective June 1, the two-year contracts will take effect.

It was moved by Ms. Fulton, seconded by Ms. Elliott, that the Finance & Facilities Committee receive Report No. 023-19FFC re: “Contract Award – Oral Contraceptives Information for Participating Health Units” for information. Carried

4.4 Contract Award – Oral Health Supplies (Report No. 024-19FFC)

Mr. Belancic advised that seven bids had been received. It is recommended that four contracts be awarded for supplies. The contracts will be for two years, with an option to renew for one additional year. A cost decrease of approximately 20% below the previous year is projected.

It was moved by Ms. Cassidy, seconded by Ms. Elliott, that the Finance & Facilities Committee receive Report No. 024-19FFC re: “Contract Award – Oral Health Supplies” for information. Carried

Other Business

Next meeting: July 4, 2019.

Confidential

Chair Reid advised that if there was no discussion of the confidential minutes, then there would be no need to go in camera.

It was moved by Ms. Fulton, seconded by Ms. Cassidy, that the Finance & Facilities Committee move in-camera to consider confidential minutes of the May 2, 2019 Finance & Facilities Committee meeting. Carried

Adjournment

At 9:46 a.m., it was moved by Ms. Cassidy, seconded by Ms. Fulton, that the meeting be adjourned. Carried

At 9:46 a.m., Chair Reid adjourned the meeting.

______________________________________________________________________________________________________

MATT REID
Committee Chair

CHRISTOPHER MACKIE
Secretary-Treasurer