June 7, 2018 - Finance & Facilities Committee - Meeting Minutes 

Committee Members Present:

Ms. Trish Fulton, Chair
Mr. Jesse Helmer
Ms. Tino Kasi
Mr. Marcel Meyer
Ms. Joanne Vanderheyden

Others Present:

Mr. Trevor Hunter, Board of Health
Dr. Christopher Mackie, Secretary-Treasurer
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Ms. Laura Di Cesare, Director, Healthy Organization
Ms. Katie denBok, Partner, KPMG
Mr. Syed Balkhi, Manager, KPMG
Ms. Tammy Beaudry, Accounting and Budget Analyst, Finance
Mr. Brian Glasspoole, Manager, Finance
Mr. Joe Belancic, Manager, Procurement and Operations

Chair Fulton called the meeting to order at 9:00 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 Ms. Vanderheyden, seconded by Mr. Meyer, that the amended AGENDA for the June 7, 2018 Finance & Facilities Committee meeting be approved with the addition of walk-on report Report No. 028-18FFC re: “Temporary Overdose Prevention Site Expanded Hours and Evaluation.” Carried

Approval of Minutes

It was moved by Mr. Helmer, seconded by Ms. Vanderheyden, that the MINUTES of the May 3, 2017 Finance & Facilities Committee meeting be approved. Carried

New Business

4.1 2017 Draft Financial Statements KPMG Audit (Report No. 022-18FFC)

Ms. Fulton introduced Mr. Glasspoole to attendees, and noted that he would be presenting the statements for the public portion of the FFC meeting, following which the Committee would move in-camera for further discussion with the KPMG representatives. Mr. Glasspoole reviewed the Financial Statements and the Notes to the Financial Statements.

There was discussion on the following matters:
• Post-retirement benefits, and whether or not there may be a way to reduce liability by lowering the discount rate of 3.25%. Mr. Glasspoole noted that when secured, this rate was the best available. Dr. Mackie noted that such liabilities are not a major impediment to MLHU operations, but that this would be analyzed further before the next audit.
• The statement of cash flow and reasons for the almost $1 million difference from the previous year.
• Tangible capital assets—something the Health Unit will need to assess, considering the location move. There will be changes to fit-up costs for the new location.
• A defined benefit pension plan. OMERS is responsible for ensuring there are funds available.

Following Mr. Glasspoole’s review, Ms. denBok introduced herself and Mr. Balkhi, after which they reviewed the Audit Findings Report. Ms. denBok explained that this report is created to assist FFC in its review of the audit. She noted there were no significant findings to report regarding audit risks and results.

Once the Board of Health approves the report and legal confirmation has been received, the audit will be final.

Mr. Balkhi walked attendees through the Audit Findings Report. It was noted that Appendix 5 (Forensic Focus) was included in the report for information.

Discussion ensued on the following matters:
• Fraud, in regard to journal entry testing, safety measures, and triggers. Ms. denBok noted that if any deficiencies are noted during the audit, they are brought to the attention of the Health Unit.
• Dr. Mackie noted that MLHU has a very high level of internal scrutiny by Finance.

It was moved by Mr. Helmer, seconded by Ms. Kasi, that the Finance & Facilities Committee recommend 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

At 9:50 a.m., all attendees except the FFC Committee members and KPMG staff left the room for the in-camera discussion of the audit. They returned to the public meeting at 9:55 a.m.

4.2 2017 Reserve / Reserve Fund Balances (Report No. 023-18FFC)

There was discussion regarding the source of funds allocated to specific reserve funds. Dr. Mackie noted that this had not yet been confirmed. Ms. Fulton asked for a report to be submitted at a future FFC meeting.

It was moved by Mr. Helmer, seconded by Ms. Kasi, that the Finance & Facilities Committee recommend 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

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

Mr. Belancic provided additional information to the Committee to clarify that the $7,500 noted in the report is the fee payable to the City of London per zoning application.

Dr. Mackie noted the procurement process that was followed here, where demonstrated excellence was a prerequisite for seeking quotes.

Discussion ensued on the following matters:
• Funding from the province and cost-sharing with partners
• Zoning by-laws
• Lease parameter negotiations. Dr. Mackie noted that the Citi Plaza landlord is not currently interested in hosting an SCF.

It was moved by Mr. Meyer, seconded by Mr. Helmer, that the Finance & Facilities Committee receive Report 024-18FFC re: “Municipal Planner Consultant Services RFP” for information. Carried

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

Dr. Mackie advised that these costs would be considered approved under previous Board direction, however they are being brought forward here because they are significant and deserve further scrutiny. He added that the longer daylight hours have increased the number of people seeking services in the evening.

Discussion ensued on the following matters:
• Wrap-around services: spending more money on recovery and not just injecting drugs. Dr. Mackie advised that wrap-around treatment programs are available at the TOPS. Dr. Mackie advised that the Community Drug and Alcohol Strategy (CDAS) will address some of the upstream prevention needs.
• Potential for additional funding from the Ministry
• Western University will assist with the evaluation of the TOPS

Ms. Fulton mentioned a radio show she had heard on the subject of SCFs. She asked about whether staff might create a “key points” document that could assist Board members and staff in pointing people in the right direction for more information. Dr. Mackie said he would ensure that a “key points” document is developed.

It was moved by Mr. Helmer, seconded by Ms. Kasi, that the Finance & Facilities Committee:
1. Receive walk-on Report No. 028-18FFC re: “Temporary Overdose Prevention Site (TOPS) Expanded Hours and Evaluation” for information; and
2. Approve the allocation of up to $50,000 for the expansion of hours of operation of the TOPS and the enhanced evaluation plan, recognizing that a portion of these costs may at some point be funded by the Ministry of Health and Long-Term Care.
Carried

Other Business

Next Finance & Facilities Committee meeting: July 5, 2018, 8:30 a.m.

Ms. Kasi noted that she cannot attend the next meeting in person, but could participate via phone. There was some discussion regarding calling in to meetings. Mr. Helmer advised that legislation allows this for Boards; however, the MLHU BOH has no procedure in place. It was agreed that pending consideration of this matter by the Governance Committee, Board members may participate via phone but not vote. The meeting will begin at 8:30 a.m. Ms. Guy will send out a revised meeting notification to the Board of Health, and send Ms. Kasi the dial-in details.

It was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee recommend that the Governance Committee review the MLHU by-laws and consider revising to allow electronic participation.
Carried

Confidential

At 10:40 a.m., it was moved by Ms. Vanderheyden, seconded by Ms. Kasi, that the Finance & Facilities Committee move in-camera to discuss matters regarding a position, plan, procedure, criteria, or instruction to be applied to any negotiations carried on by or on behalf of the Middlesex-London Board of Health, a proposed or pending acquisition of land by the Middlesex-London Board of Health, and to consider the confidential minutes of its May 3, 2018 meeting. Carried

At 11:10 a.m., it was moved by Ms. Vanderheyden, seconded by Mr. Helmer, that the Finance & Facilities Committee return to public session. Carried

At 11:10 a.m., the Finance & Facilities Committee returned to public session.

Adjournment

At 11:12 a.m., it was moved by Mr. Helmer, seconded by Mr. Meyer, that the meeting be adjourned. Carried

Prior to the formal adjournment of the meeting, Mr. Meyer advised that he still had some questions in regard to a confidential report. Dr. Mackie advised that a Board of Health report will be presented in-camera at the June meeting, which should answer Mr. Meyer’s questions regarding a proposed or pending acquisition of land by the Middlesex-London Board of Health.

At 11:15 a.m., Chair Fulton adjourned the meeting.

__________________________________________________________________________________________________

TRISH FULTON
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer