June 8, 2016 - Finance and Facilities Committee Meeting Minutes

Committee Members Present:

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

Others Present:

Ms. Elizabeth Milne, Executive Assistant to the Board of Health & Communications (Recorder)
Mr. Wally Adams, Director, Environmental Health & Infectious Diseases
Mr. Jordan Banninga, Manager, Strategic Projects
Ms. Melissa McCann, Program Evaluator, Environmental Health & Infectious Diseases
Mr. John Millson, Associate Director, Finance
Mr. Ian Jeffreys, Auditor, KPMG

At 9:28 a.m., Chair Fulton called the meeting to order.

Disclosure of Conflict(s) of Interest

Chair 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. Vander, seconded by Mr. Meyer that the AGENDA for the June 8 2016 Finance and Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Peer, seconded by Mr. Meyer that the MINUTES from the May 3, 2016 Finance and Facilities Committee meeting be approved. Carried

Chair Fulton welcomed Mr. Ian Jeffreys, the Health Unit’s Auditor from KPMG who reviewed the Health Unit’s financial records and audit.

New Business

4.1 2015 Draft Financial Statements (Report No. 016-16FFC)

Mr. Millson provided a revised Draft Financial Statement (Appendix A) summarized the revisions to this document. Mr. Millson provided context to this report and a high level overview of the Health Unit’s revenues.

Discussion ensued about the following:
• Percentage of revenue derived from grants and clarification of the term ‘grant’.
• Items listed within Liabilities and the difference between the accrued wages and benefits listed.
• Items listed within other expenses and miscellaneous, which could be separated and set under a different category next year.

At 9:53 a.m. Chair Fulton invited a motion to move in camera to discuss a matter regarding identifiable individuals.

It was moved by Ms. Vanderheyden, seconded by Mr. Meyer that the Finance and Facilities move in camera to discuss a matter regarding identifiable individuals. Carried

All Health Unit staff except Ms. Elizabeth Milne and Mr. Ian Jeffreys left the room.

It was moved by Mr. Meyer, seconded by Mr. Peer that the Finance and Facilities Committee rise and return to public session.
Carried

At 10:21 a.m. the Finance and Facilities Committee returned to public session.

Chair Fulton noted the overview of the KPMG Auditor’s report, and gave staff and Committee members an opportunity to discuss and ask questions.

It was moved by Mr. Helmer, seconded by Ms. Vanderheyden that the Finance and Facilities Committee review and make recommendation to the Board of Health to approve the audited Financial Statements for the Middlesex-London Health Unit, December 31st 2015 as appended to report No. 016-16FFC. Carried

4.2 2015 Reserve / Reserve Fund Balance (Report No. 017-16FFC)

Mr. Millson summarized and provided context to this report.

It was moved by Mr. Peer, seconded by Mr. Helmer, that the Finance & Facilities Committee recommend to the Board of Health:
1) To approve a $25,930 drawdown from the Sick Leave Reserve Fund to fund the 2015 sick leave payments to eligible staff; and further,
2) To receive the 2015 -2016 Reserve / Reserve Fund Overview (Appendix A) for information; and further,
3) That Report No. 017– 16FFC, “2015 Reserve / Reserve Fund Balances” be forwarded to the City of London and the County of Middlesex for information.
Carried

4.3 Q1 Financial Update & Factual Certificate (Report No. 018-16FFC)

Mr. Millson provided context to this report and answered questions.

Discussion ensued about the receipt of one-time funding grants built into the budget and Community Health Capital Planning.

It was moved by Mr. Helmer seconded by Mr. Meyer, that the Finance and Facilities Committee review and recommend to the Board of Health to receive Report No. 018-16FFC re: “Q1 Financial Update Report & Factual Certificate” for information.
Carried

Confidential

At 10:34 a.m. Chair Fulton invited a motion to move in camera to discuss items regarding a proposed or pending acquisition of land by the Middlesex-London Board of Health.

It was moved by Mr. Peer, seconded by Mr. Helmer that the Finance and Facilities Committee move in camera to discuss items regarding a proposed or pending acquisition of land by the Middlesex-London Board of Health. Carried

At 11:19 a.m. it was moved by Mr. Peer, seconded by Ms. Vanderheyden that the Finance and Facilities Committee rise and return to public session to adjourn the meeting. Carried
At 11:19 a.m. the Finance and Facilities Committee returned to public session.

Other Business

The next Finance and Facilities Committee will be July 7, 2016 at 9:00 a.m. in Room 3A.

Adjournment

At 11:20 a.m. Chair Fulton adjourned the meeting.

Trish Fulton
Committee Chair

Jesse Helmer

Chair, Board of Health